Policies and Information

Effective Date: 1.1.2026
Review Date: 1.1.2027

1. Introduction

Harbour & Solace is committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy explains how personal information is collected, used, stored and protected.

Harbour & Solace is operated by:

Sharon O’Connor BSc, QTS, MCPS Acc.
Qualified Counsellor / Qualified Teacher / SEND Yoga Teacher

Professional Registration: MEMBERSHIP NO: NCPS4835

Individual Member BACP

Email: sharon@harbourandsolacegroup.com / sharon@beachescounselling.com

Website: www.beachescounselling.com

Harbour & Solace is the Data Controller for the purposes of UK data protection law.

2. What Information Is Collected

The following information may be collected:

Personal Information

• Name
• Date of birth
• Address
• Email address
• Telephone number
• GP details
• Emergency contact details

Sensitive (Special Category) Data

• Health information
• Mental health history
• Risk information
• Safeguarding disclosures

This information is collected via:

• Initial consultation forms (Google Forms)
• Written agreements
• Session notes
• Email correspondence

3. Lawful Basis for Processing Data

Personal data is processed under the following lawful bases:

• Contract – to provide therapeutic services
• Legal Obligation – safeguarding responsibilities
• Legitimate Interest – safe and effective practice
• Explicit Consent – for processing special category data

Special category data (health information) is processed for the provision of health and therapeutic services.

4. How Information Is Used

Information is used to:

• Provide counselling services
• Maintain clinical records
• Manage appointments
• Ensure safeguarding
• Communicate with clients or parents/carers
• Comply with legal and professional obligations

Information is not sold or shared for marketing purposes.

5. Confidentiality & Disclosure

Information shared in sessions is confidential except where:

• There is risk of serious harm to self or others
• There are safeguarding concerns
• There is involvement in serious criminal activity
• Disclosure is required by law

Where possible, concerns will be discussed before information is shared.

6. Data Storage & Security

Data is stored securely using:

• Password-protected Google Workspace / Google Drive
• Two-factor authentication
• Encrypted digital storage
• Secure device access

Paper records (if any) are stored in a locked cabinet.

Access to client data is restricted to Sharon O’Connor only.

7. Data Retention

Records are retained in line with professional guidance:

• Adults: 7 years after last session
• Children: 7 years after the child reaches age 18

After this period, records are securely deleted or destroyed.

8. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request restriction of processing
• Request erasure (where legally permissible)
• Lodge a complaint with the Information Commissioner’s Office (ICO)

ICO website: www.ico.org.uk

Requests should be made in writing to the email above.

9. Website & Cookies

The Harbour & Solace website may collect basic analytics data (such as page visits). No sensitive personal data is collected without consent.

10. Changes to This Policy

This policy may be updated periodically. The most current version will always be available on the website.