How I use your information

Who I am

I am Emma Roser, a sole trader offering therapy, coaching and clinical supervision under Selfhood Counseling Services. I am the data controller for the personal information I hold in this practice. This notice covers enquiries, clients, supervisees and visitors to my website.

Privacy contact: emma@selfhoodcs.co.uk Telephone: 07597441217. Website: www.selfhoodcs.co.uk ICO registration: ZB417713. Effective date: 24/10/2026

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Information I collect

I collect contact details, relevant background information, agreements, appointments, correspondence, invoices and payment records. Where needed for our work, I also keep assessment information and concise notes about sessions, goals, decisions and risk or safeguarding concerns. You may share sensitive information about health, disability, beliefs, sexuality or other aspects of your life.

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Clinical supervision

As part of my clinical supervision services, I collect and retain relevant personal and professional information about my supervisees, including contact details, supervision agreements and records of supervision sessions.

Supervisees are required to present client material anonymously, without names or other identifying details. Information shared during supervision is treated confidentially and used for the purposes of professional reflection, development and safe clinical practice.

 

Why I use information

I use information to respond to enquiries, arrange and deliver our work, make appropriate professional decisions, maintain relevant records, manage payments and meet applicable legal duties. I also use necessary information for professional supervision, handling concerns, protecting people from harm and continuity arrangements.

Contact, appointment and payment information needed for our agreement is required to arrange and provide the service. Without it I may be unable to work with you. You choose what personal experiences you discuss; if information needed for safe work is unavailable, we will discuss the implications and alternatives.

 

Legal grounds and confidentiality

I collect and use personal information only where there is an appropriate lawful basis under UK data protection law.

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Providing my services:

I use personal information to respond to enquiries, arrange appointments and provide counselling, coaching and clinical supervision. Where this is necessary to establish or fulfil our agreement, I rely on Article 6(1)(b) of the UK GDPR.

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Legal obligations:

I retain financial and accounting information where required by law, including for tax purposes (Article 6(1)(c)).

 

Professional responsibilities:

I may retain appropriate records to maintain a safe and accountable practice, respond to complaints and protect legal rights. Where applicable, I rely on legitimate interests (Article 6(1)(f)), having considered your rights and privacy.

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Sensitive personal information:

My work may involve information about your mental health, physical health and personal circumstances. I treat this information confidentially and process it only where an additional lawful condition under Article 9 of the UK GDPR applies.

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Confidentiality and safeguarding:

I will not ordinarily share confidential information without your knowledge or agreement. In exceptional circumstances, disclosure may be necessary to comply with legal requirements, respond to serious safeguarding concerns or protect someone's life. Any disclosure will be considered individually and made only where legally justified.

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Confidentiality and sharing

Our work is confidential within the limits explained in our agreement. I discuss practice in professional supervision using anonymised information where possible. My supervisor is bound by confidentiality. If identifiable information must be shared, I establish an appropriate basis and explain foreseeable sharing in advance.

With your agreement, I may share relevant information with a named professional or referral service. I may disclose necessary information where required by law or where a justified, lawful safeguarding or serious harm concern calls for it. Where safe and lawful, I discuss this with you first. I record the reason and share only what is needed.

If I die or cannot contact you, my appointed clinical executor, Robert Allen, self2rob@gmail.com, may use necessary contact and appointment information to notify you and support alternative arrangements. Any further access to records is limited to agreed, lawful custody or continuity tasks and remains confidential. Your records are not automatically transferred to another therapist or supervisor.

Where necessary, information may also be shared with my insurers (Howden), a legal adviser, or funder of your sessions such as Access to Work. Funded work or reports to third parties will be explained in a separate agreement. I do not sell your personal information.

 

 

Storage retention and your rights

Systems and security

I use Dubsado for administrative data and invoices. Other providers are: Google, for video sessions, Remarkable for notes and storage, Natwest Bank for payment processing and Wix for website hosting. They receive only information needed for their agreed functions, under appropriate arrangements. Paper records are not kept. Electronic records are protected through password-protected systems and devices, with access restricted to me as the sole practitioner. Client records are stored using Dubsado, a password-protected practice management platform. Clinical session notes are recorded separately on a PIN-protected reMarkable device, using anonymised information to protect client confidentiality. My laptop is also PIN-protected.

 

Recording, transcription and AI:

Any proposed use involving personal information will be explained in advance, assessed for privacy and security, and subject to the required informed consent and lawful data processing arrangements. I remain responsible for professional decisions. Automated decisions with legal or similarly significant effects: none.

How long I keep information

Enquiries that do not lead to work: three months.
Therapy and coaching files: three years.
Supervision files: three years.
Financial records: three years.
Website logs and cookie data: three years.

I review information and securely delete or destroy it when no longer needed. A documented legal claim, safeguarding need or legal duty may justify keeping specific records longer; I retain only what is necessary and review this.

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Your choices and rights

You can contact me to ask for access to your information, corrections, deletion or limits on its use, and portability where it applies. These rights depend on the grounds for processing and any lawful exemptions; I will explain any refusal. Requests are normally answered within one month, subject to lawful extensions or applicable timing rules.

Right to object: You can object to processing based on legitimate interests. I will stop unless there are overriding lawful grounds or the information is needed for legal claims. You can withdraw consent at any time by using the privacy contact above.

If you are concerned, please contact me. You may also complain to the Information Commissioner’s Office at https://ico.org.uk/make-a-complaint/ or on 0303 123 1113.

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Website cookies and updates

Website information collected

My website is hosted by Wix.com. When you visit my website, Wix may automatically collect technical information, including your IP address, browser type, device information and information about your visit.

I use Wix's built-in analytics to understand how visitors use my website. This includes information such as visitor numbers, pages visited and how visitors find my website (for example, through search engines or referral websites).

If you contact me through my website's contact form, I collect your name, email address and any information you choose to include in your message. This information is used to respond to your enquiry and, where appropriate, arrange an initial consultation.

Wix also uses cookies and similar technologies to support website functionality and analytics. Further information about cookies and your choices is provided in my website's cookie information.

I review this notice when practice arrangements change and make significant changes available to those affected. Next review: January 2027