Website Privacy Notice



This notice explains how I collect, use, store and protect personal information when you visit www.ceripritchard.co.uk, contact me through the website, or use links and services connected with the website.


1. Who I am

Ceri Pritchard Counselling Services is the data controller for personal information covered by this notice. I am registered with the Information Commissioner’s Office (ICO) under registration reference ZB639411. For privacy or data-protection enquiries, please email info@ceripritchard.co.uk.


2. Information I may collect through the website

  • Contact and enquiry information, such as your name, email address, telephone number and the information you choose to include in your message.
  • Appointment or booking information where you choose to arrange an appointment through a linked booking service.
  • Payment-related information where you choose to use a payment link. Card payments are processed through Square; I do not need to receive or retain your full card details outside the Square system.
  • Technical information needed to operate and secure the website, such as IP address, browser/device information and essential website or security data.
  • Information you voluntarily provide through Google Forms where I use a form for a specific purpose.
  • Please avoid including more sensitive or clinical information in a general website enquiry than is necessary. If you become a counselling client, the handling of your counselling and clinical information is explained separately in my Client Privacy Notice.


3. How I use your information and my lawful bases


Purpose Information used Lawful basis
Responding to enquiries and communicating with you Contact and enquiry information Legitimate interests in responding to enquiries and providing information about my services; steps requested before entering into a contract where applicable.
Arranging or managing appointments Contact and appointment information Performance of a contract, or steps requested before entering into a contract.
Processing payments Contact, invoice and payment information Performance of a contract and legitimate interests in administering my practice and receiving payment.
Operating, protecting and maintaining the website Technical and security information Legitimate interests in running a secure and functional website; applicable storage/access rules also apply to cookies and similar technologies.
Meeting legal, regulatory or professional obligations Relevant information where required Legal obligation and, where appropriate, legitimate interests.

If you provide special-category information, such as information about your health, I will only process it where an appropriate UK GDPR Article 9 condition applies. Where explicit consent is the relevant condition, I will obtain it appropriately. Other conditions may apply in limited circumstances, for example to protect vital interests or establish, exercise or defend legal claims.


4. Website contact form and practice systems

Website enquiries are handled through WriteUpp. Depending on how you choose to contact, book, meet or pay, limited personal information may also be processed using the services listed below.


  • WriteUpp - enquiry/contact handling, practice management and appointments.
  • Square - booking, invoicing and card-payment processing where used.
  • Microsoft services, including Outlook and Teams - email, diary and online meetings where used.
  • 123 Reg - website/domain and email-related services.
  • Google services, including Gmail, Google Forms and Google Meet - communications, forms and online meetings where used.
  • Zoom - online counselling or meetings where used.


These providers have their own privacy and security arrangements. I only use services where they are necessary or useful for operating my practice, and I aim to limit the information shared to what is needed for the relevant purpose.


5. Cookies and similar technologies

My website may use cookies or similar storage/access technologies that are necessary for the website to work, remember privacy choices, support security or provide functions you request. Google Analytics is not currently active on my website.


Where a non-essential technology requires consent, it should not be used until the appropriate choice has been made. Where the law provides an exception, such as for a strictly necessary purpose, the technology may operate without consent. If I introduce analytics, advertising or other tracking in the future, I will update this notice and the website privacy/cookie controls before using it.


6. Sharing information

I do not sell or rent your personal information. I may share limited information only where necessary, including:


  • with service providers that process information on my behalf, such as the systems listed above;
  • with professional advisers such as an accountant, legal adviser or insurer where necessary;
  • where I am required to do so by law, court order, regulator or other lawful authority;
  • where necessary to protect legal rights, prevent fraud or address a serious security issue.


7. International data transfers

Some technology providers may process or store information outside the UK. Where personal data is transferred internationally, I expect the provider to use a lawful transfer mechanism and appropriate safeguards as required by UK data-protection law. You can contact me if you would like further information about a particular provider used in connection with your data.


8. How long I keep website and enquiry information

I keep personal information only for as long as it is needed for the purpose for which it was collected, and to meet relevant legal, professional, insurance or accounting requirements. General enquiries that do not become client work will not automatically be kept for the same period as counselling records.

If you become a counselling client, your client records are retained in accordance with my Client Privacy Notice. Financial and accounting records may need to be kept for the period required by applicable tax or legal rules.


9. Security

I take reasonable technical and organisational measures to protect personal information from accidental loss, misuse, unauthorised access, alteration or disclosure. This includes appropriate access controls, passwords and secure systems, together with secure deletion or disposal when information is no longer required.


10. Your data-protection rights

Depending on the circumstances and the lawful basis being used, you may have rights to access your personal information, correct inaccurate information, request erasure, request restriction, object to certain processing, and receive or transfer certain information. Where processing is based on consent, you may withdraw that consent. These rights are not absolute and some exemptions may apply. To exercise a right or ask a question, email info@ceripritchard.co.uk. You also have the right to complain to the Information Commissioner’s Office (ICO).


11. Automated decision-making and marketing

I do not currently use the website to make solely automated decisions about you that have legal or similarly significant effects. I am not currently using personal information collected through the website for email or text marketing. If this changes, I will update this notice and use an appropriate lawful basis before starting.


12. Changes to this notice

I will review this notice periodically and update it when my services, systems or legal obligations change. The current version will be published on my website.


Contact

Ceri Pritchard Counselling Services
 Email: info@ceripritchard.co.uk
 ICO registration: ZB639411