Bluebird Counselling Privacy Policy
Last Updated: June 2026
This Privacy Policy explains how Bluebird Counselling collect, use, store and protect your personal information in accordance with UK GDPR and the Data (Use and Access) Act 2025. (DUAA)
This policy applies to:
• counselling services
• online and in-person training
• websites and online platforms
• email communications
By using Bluebird counselling services or website, you agree to the terms outlined within this policy.
DATA CONTROLLER DETAILS
Data Controller: Louise Birdja
Email: louise@bluebirdcounselling.org
Website: www.bluebirdcounselling.org
You may contact me at any time regarding questions about your personal information.
WHAT INFORMATION I MAY COLLECT
Depending on the services you access, I may collect:
• your name
• email address
• telephone number
• postal address (where necessary)
• emergency contact details
• GP details (where relevant to therapeutic work)
• session notes
• assessment forms
• safeguarding or risk-related information
• booking and attendance records
• payment and invoicing information
• course participation information
• feedback forms and questionnaires
• website usage information via cookies and analytics
I aim to only collect information that is necessary, relevant and proportionate to the services being provided.
LAWFUL BASIS FOR PROCESSING INFORMATION
I process personal information under the following lawful bases:
Legitimate Interests
I process information where necessary to safely, ethically and professionally provide counselling, training and wellbeing services.
I aim to minimise intrusion into privacy and only collect information necessary for the work being undertaken.
Contractual Necessity
Where you purchase or enrol in services, courses or events, I process information necessary to fulfil those agreements.
Legal Obligations
I may process information where required by law, including safeguarding responsibilities, legal requests, insurance obligations, fraud prevention, or court orders.
Vital Interests & Recognised Legitimate Interests
In situations involving serious risk of harm, safeguarding, public protection, crime prevention, or emergency situations, I may share relevant information with appropriate organisations including healthcare providers, safeguarding teams or the police where necessary.
HOW YOUR INFORMATION MAY BE USED
I may use your information to:
• provide therapy, training or well-being services
• manage bookings and appointments
• communicate important service updates
• provide course access and certificates
• maintain professional records
• comply with legal and ethical responsibilities
• improve my services
• send marketing communications where consent has been given
• manage safeguarding concerns or risk issues
• respond to enquiries or complaints
I do not sell your personal information to third parties.
CONFIDENTIALITY & THERAPEUTIC RECORDS
All therapeutic work is treated confidentially within legal and ethical limits.
Information may only be shared where:
• there is serious risk of harm
• safeguarding concerns arise
• disclosure is required by law
• there is a legal obligation
• professional supervision is required
Professional supervision may involve discussion of client work in anonymised form to support ethical and safe practice.
Session notes are brief, factual and securely stored.
ONLINE SESSIONS & DIGITAL PLATFORMS
I may use secure third-party platforms including:
• Doxy
• Zoom
• Google Workspace
These platforms maintain their own privacy and security policies.
Some platforms may process data outside the UK using recognised international data protection safeguards.
I aim to use reputable providers with appropriate security measures in place.
DATA RETENTION
I retain information only for as long as necessary.
Typical retention periods include:
• Therapy records: usually 7 years after services end
• Children & young people therapy records: until age 25
• Mailing list information: until inactive
• Training and certificate records: as reasonably required
Information no longer required is securely deleted or destroyed.
SUBJECT ACCESS REQUESTS (SARs)
You have the right to request access to the personal information I hold about you.
Requests can be made in writing via email.
I will carry out reasonable and proportionate searches in accordance with UK GDPR and the Data (Use and Access) Act 2025.
I may require proof of identity before releasing information.
YOUR RIGHTS
Under UK GDPR you may have rights to:
• access your information
• correct inaccurate information
• request erasure of information
• restrict processing
• object to processing
• withdraw consent
• request data portability
• complain about how your information is used
Some rights may be limited where legal, safeguarding or professional obligations apply.
WEBSITE COOKIES & ANALYTICS
My websites may use cookies and analytics tools to help improve user experience and understand website usage.
This may include anonymous information such as:
• browser type
• pages visited
• time spent on pages
• device type
You can manage cookie settings through your browser preferences.
LINKS TO OTHER WEBSITES
My website may contain links to external websites. I am not responsible for the privacy practices or content of external sites.
Please review the privacy policies of external websites separately.
POLICY UPDATES
This Privacy Policy may be updated periodically to reflect legal, ethical or operational changes.
The latest version will always be available on my website.
CONTACT
If you have any questions regarding this Privacy Policy or how your information is used, please contact:
Louise Birdja
Email: louise@bluebirdcounselling.org
DATA PROTECTION COMPLAINTS PROCEDURE
If you are concerned about how your personal information has been collected, stored, processed or shared, you have the right to make a complaint.
Complaints can be made:
• by email
Please include:
• your name
• contact details
• details of your concern
• any relevant dates or information
I will:
• acknowledge your complaint within 30 days
• review the concern appropriately
• keep you informed where necessary
• aim to resolve matters without undue delay
If you remain dissatisfied following my response, you may escalate your complaint to the Information Commissioner’s Office (ICO).
ICO website: Information Commissioner’s Office Tel: 0303 1230113