Privacy Policy


This privacy policy sets out how my website uses and protects any information that you give Tracy Groves Counselling when you use this website.  I (Tracy Groves – data controller) am committed to ensuring that your privacy is protected. When you are asked you to provide certain information of which you could be identified when using this website, then I can assure you that it will only be used in accordance with this privacy statement.


I may change this policy when required and update the information regarding privacy. I would advise that you check this page from time to time to ensure that you are familiar with any changes and willing to continue to use my services. This policy is effective from 24th May 2018.


Information I may collect 

(General data protection regulation GDPR information for counselling) 


·       Full name and job title

·       Date of birth

·       Address including postcode 

·       Contact information

·       Emergency contact details

·       Marital status

·       Gender


Sensitive Data

I will also need to collect the following data in order to provide my services to you:

  • Health information including medical conditions and any medications you are taking.

  • Medical history.


If it is relevant to the therapeutic process and you wish to disclose I may process the following:

  • Previous therapeutic interventions

  • Religious beliefs

  • Sexual orientation

  • Ethnicity or Race

  • Criminal convictions


What I use the information for


Client information is used as contact and for emergency contact if needed whilst you are in counselling, supervision or coaching.  Age information is required for under 18’s.  This is to assist me in knowing when the child becomes 18 for the storage of notes, 5 years after a child reaches the age of 18.    Mobile numbers are used to notify you of cancellations due to unforeseen circumstances, emergencies etc.


I also use the information to understand your requirements and provide you with a professional service, and in particular for the following reasons:


  1. Business record keeping (internally stored only).

  2. Information may be used to improve my counselling, supervision and coaching services.

Is your personal information shared or stored?


I only use your data in relation to my services (counselling, supervision and coaching).  I do not share it with third parties or use it for marketing purposes. There are exceptions where I may need to share or process your data. Minimal data will be shared.  


Legitimate reasons:

  • I may need to break confidentiality (safeguarding issues) if I believe you are a serious threat to yourself or others.

  • Act of terrorism.

  • Money laundering.

  • Drug trafficking.

  • If necessary your information will be shared with the emergency services and health professionals.

  • As a professional Counsellor I am required to keep a clinical Will.  


My clinical executor in the event of my sudden death or sudden illness will take care of the following professional tasks:


  1. Contact my clients and supervisees.

  2. Discuss with clients and supervisees appropriate onward arrangement.

  3. Dispose of all remaining case records confidentially.

  4. Notify any Employment Assistance Providers that I am registered with.

  5. Inform the BACP.


Legal reasons:


  1. If I am issued with a court order I may have to share information.

  2. It is a requirement to keep tax records/information for 7 years.

  3. I keep anonymous notes. Your details are not shown.




  1. If you give/ask me to share information with legal representatives or medical professionals. 


Data retention


  1. If you start counselling, supervision or coaching with Tracy Groves Counselling and decide after the initial assessment that you do not wish to continue then your information will be disposed of as confidential waste.

  2. If you continue with my services then by law I have to keep basic information regarding my clients (financial and transaction Data) for 7 years after they cease being customers for tax purposes. 

  3. I am also required by my supervisor to retain your records/notes safely, securely and in good condition for 5 years from the date of your last session. I will not retain your postal address, email address or telephone number in the records.

  4. For under 18’s name/contact and notes (anonymous) will be kept for 5 years after the age of 18 is reached. 

  5. If a client is suffering from any mental incapacity, the records need to be kept for 5 years from the date when they are deemed to be capable of making their own decisions.

  6. All information is stored in a secure locked cabinet.  All electronic data is password protected.

  7. At the end of the retention period all information will be disposed of as confidential waste.


The GDPR provides the following rights for individuals:


The General Data Protection Regulation is a set of EU-wide data protection rules that have been brought into UK law as the Data Protection Act 2018.


·       The right to be informed.

·       The right to erasure.

·       The right to data portability.

·       The right to rectification.

·       The right to restrict processing.

·       The right of access.

·       The right to object.

·       Rights in relation to automated

        decision making and profiling.


Further information available:


How I use cookies


Cookies are small files, which are stored on a user's computer. They are designed to hold a modest amount of data specific to a particular client and website, and can be accessed either by the web server or the client computer. This allows the server to deliver a page tailored to a particular user, or the page itself can contain some script which is aware of the data in the cookie and so is able to carry information from one visit to the website (or related site) to the next.  When you agree to accept, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site.   The web application can tailor its operations to your individual needs, likes and dislikes by collecting and remembering information about your individual preferences.


Aggregated Data


I use traffic log cookies to identify which pages are being used. This helps me to look at the data and analyse the web page traffic and make improvements to my website in order to suit my customers needs and requirements. I only use this information for statistical analysis purposes, after the data is removed from my operating system.  Cookies help me to provide customers with a good website as I am able to monitor which pages are being used and which are most useful and least useful.  It is your choice to accept or not accept cookies, if declined this may prevent you from making full use of the website and its information.


Make an Appointment Page


None of the information that you provide on the ‘Make an Appointment’ page will be stored on the website. I will use your contact email to correspond with you in regard to enquiries about counselling, supervision or coaching appointments.  The information that you provide on the ‘Make an Appointment’ page is not shared with third parties or used for marketing purposes. Third party involvement would only occur if it were a requirement of the law.  The information is only retained for the duration of our correspondence; it is then deleted as confidential waste.  


I use Gmail for email correspondence, which encrypts messages in transit meaning a third party cannot read the messages.  Google protect this data with multiple layers of security, including leading encryption technology like HTTPS and Transport Layer Security.  Gmail (Google) is based in the United States and is covered by a privacy shield.  Tracy Groves Counselling also offers a confidential mobile phone answering service, which is secure.


For more information please go to:   


Links to other websites


My website contains links to other websites that may be of interest to you. Please note that once you have used these links to leave my site, I do not have any control over the other website. Therefore, I am not responsible for the privacy and protection of any information that you may provide whilst visiting other sites and those other sites are not governed by this privacy statement for Tracy Groves Counselling Services. When you leave my website, I encourage you to read the privacy notice of every website you visit.


You may request details of personal information, which I hold about you under the Data Protection Act 1998. A minimal fee will be payable. If you would like a copy of the information held, please email me at  We can discuss any issues you may have in our initial meeting or when a concern arises during the counselling duration period.

Zoom - web conferencing platform

I use Zoom, a web conferencing platform that offers considerably higher levels of security than Skype, including end-to-end encryption to ensure your privacy is maintained. Zoom:Security Guide