Privacy Notice
At Chaphay Therapies & Wellbeing, we are committed to protecting your privacy when you contact us, make an enquiry, or use our counselling services, holistic therapies, workshops or events.
Information We Collect
We collect personal information that you provide directly to us, such as your name, contact details, and any health-related information shared during our consultation or therapeutic sessions. This information is necessary for providing professional therapeutic support.
How We Use Your Information
We use your data to provide and improve our services, communicate with you regarding your appointments, and comply with professional and legal obligations. Your clinical notes are stored securely and kept confidential.
Confidentiality and Data Sharing
Confidentiality is a cornerstone of our practice. We will not share your personal information with third parties unless we have your explicit consent or in circumstances where we are legally required to do so, such as when there is a risk of serious harm to yourself or others.
Your Rights
You have the right to access the personal data we hold about you, request corrections, or ask for the deletion of your records, subject to professional record-keeping requirements.
Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, or disclosure.
Privacy Notice – Chaphay Therapies & Wellbeing
Last updated: 30th September 2026
This privacy notice explains how I collect, use, store and protect your personal information in connection with all aspects of my work at Chaphay Therapies & Wellbeing, including my counselling practice, holistic therapies, workshops, events and any enquiries you make.
I am Poppy Chappell, a qualified integrative counsellor, holistic therapist and orange button holder. Working in person and remotely via online platforms and telephone. I am the data controller for the personal information I collect through Chaphay Therapies & Wellbeing. This means I am responsible for deciding how your information is used and kept safe.
If you have any questions about this notice or how your information is handled, you can contact me:
Name: Poppy Chappell
Email: Chaphaytherapies@proton.me
Website: www.chaphaytherapies.co.uk
This notice applies to people who contact me about counselling, holistic therapies, workshops and events, current and former clients, and visitors to my website.
Information I collect:
When you contact me, I may collect:
Your Name
Email Address
Phone Number
Information you choose to share in your enquiry
Availability preferences
If we begin counselling, I may also collect:
Home address
Date of birth
GP details
Emergency contact details
Relevant physical and mental health information
Information about your personal history, relationships, work, family and reasons for seeking counselling
Session dates and appointment records
Brief clinical notes
Payment and invoice records
Correspondence between us.
Some of this information is classed as special category data under UK GDPR because it may include sensitive health or wellbeing information.
How I use your information:
I use your information to:
Respond to enquiries
Arrange appointments
Provide counselling sessions
Keep clinical records
Manage payments and invoices
Communicate about sessions
Meet legal, ethical and professional responsibilities
Respond to safeguarding concerns
Respond to data protection requests or complaints
I do not sell your personal information.
Lawful basis for processing (Article 6)
Under UK GDPR, my lawful basis for processing personal data may include:
Legitimate interests – for responding to enquiries and keeping proportionate records
Contract – for providing agreed counselling services
Legal obligation – for tax, accounting records and legal compliance
Vital interests – if there is serious risk of harm or safeguarding concerns
Special category data (Article 9)
As I process health-related information, I rely on Article 9 conditions under UK GDPR where applicable. This is usually for the provision of health or social care and to support safe therapeutic practice. Where I request specific consent (for example for recording or transcription), I will explain this clearly, and you may withdraw consent where applicable.
Confidentiality:
Everything discussed in counselling is confidential. However, confidentiality is not absolute. I may need to share information where:
There is serious risk of harm to yourself or others
There is a safeguarding concern involving a child or vulnerable adult
I am required to by law or court order
There is a medical emergency
Disclosure is necessary to prevent serious crime
I discuss anonymised work in supervision
Where possible, I will aim to discuss this with you first unless doing so would increase risk
Supervision:
As part of my ethical practice, I attend regular clinical supervision. I may discuss aspects of our work, but identifying information will be minimised wherever possible. My supervisor is also bound by confidentiality.
Clinical notes and records:
I keep brief, factual and proportionate clinical notes to support safe and ethical practice.
These may include:
Session dates
Brief themes discussed
Relevant risk or safeguarding information
Agreed actions or important decisions
I do not keep full transcripts of therapy sessions as standard.
How long I keep your information:
I retain information only as long as necessary:
Enquiry forms where therapy does not begin: 12 months
Adult client records: 7 years after therapy ends
Financial records: 6 years
Emails and messages: Reviewed regularly and deleted when no longer needed.
Retention may be extended where there are legal, safeguarding, insurance or professional reasons.
Where your information is stored:
Your information may be stored using:
Wix (website and contact forms)
Doxy.me or Microsoft Teams (online sessions)
Proton mail (email communication)
Password-protected Konfidens (for clinical notes)
Password-protected phone and secure devices
I take reasonable technical and organisational measures to protect your data, including password protection, secure devices and secure storage practices.
Online Counselling:
If we work online, sessions will take place via Doxy.me or Microsoft Teams, which will be agreed between us both. While I take reasonable steps to protect confidentiality, online platforms may process technical information such as IP addresses or connection data. I ask that you also take steps to ensure your own privacy during online sessions.
Sharing your information:
I may share relevant information, only where necessary with:
My clinical supervisor
My accountant
My insurance provider
Legal authorities where required
Safeguarding services
Emergency services or your GP where there is serious risk or on occasions when you may request this following
My appointed clinical executor (clinical will) I only share what is relevant and necessary.
Clinical Will:
In the event of my death, serious illness or incapacity, I have arrangements in place so that clients can be contacted appropriately. This may involve a trusted person accessing limited contact information only.
Your Rights:
Under UK GDPR, you have the right to:
Be informed how your data is used
Request access to your personal information
Request correction of inaccurate information
Request deletion in some circumstances
Restrict or object to processing
Make a complaint
Some rights may be limited where legal, ethical or safeguarding duties apply.
Data protection concerns and complaints:
If you have concerns about how I handle your personal information, please get in touch with me directly in the first instance.
I will acknowledge any data protection complaint within 30 days and aim to investigate and respond without undue delay.
You can also contact the Information Commissioner’s Office (ICO):
Website: http://www.ico.org.uk
Telephone: 0303 123 1113
Changes to this privacy notice
I may update this notice from time to time to reflect changes in my practice, legal requirements or professional guidance.