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GDPR Policy

Client Confidentiality, Data Protection, and Service Conduct

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Data Protection and Confidentiality

 

My Planet Health complies fully with the General Data Protection Regulation (GDPR) (May 2018). The principles of confidentiality described in this document do not override your statutory rights under the GDPR to access personal data held about you.

  • My Planet Health maintains confidential records and statistical data about its clients.

  • These records are securely stored and accessible only to authorised personnel.

  • Some information collected may be classified as “sensitive personal data” under GDPR and is processed only with the client’s explicit consent.

 

This may include data relating to:

  • Racial or ethnic origin

  • Political opinions

  • Religious or philosophical beliefs

  • Trade union membership

  • Physical or mental health

  • Sexual life

  • Criminal history

 

Such data is used exclusively for the provision, management, and quality assurance of services. Client records are retained for seven (7) years and are then securely destroyed.

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Information Commissioner's Office (ICO) Registration and Legislative Compliance

 

My Planet Health C.I.C is registered with the Information Commissioner's Office (ICO) as a data controller and is committed to processing personal data lawfully, fairly, and transparently.

ICO Registration Details

  • Organisation: My Planet Health C.I.C

  • Registration Reference: ZC114966

  • Date Registered: 02 April 2026

  • Registration Status: Current and Active

 

As an ICO-registered organisation, My Planet Health C.I.C complies with the requirements of the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection legislation.

 

The organisation also monitors and implements relevant changes introduced through the Data (Use and Access) Act 2025 (DUAA). We are committed to maintaining compliance with evolving UK data protection, privacy, and data access requirements, including any new rights for individuals and obligations placed upon organisations under the Act.

 

My Planet Health C.I.C regularly reviews its data protection policies, procedures, and security measures to ensure that personal information is collected, used, stored, shared, and disposed of in accordance with current legal requirements and best practice standards.

 

Any questions regarding our handling of personal data or our data protection practices can be directed to the organisation's designated Data Protection Lead.

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Privacy Notice for Counselling Clients

 

My Planet Health C.I.C
ICO Registration Reference: ZC114966
Date Registered: 02 April 2026

 

Introduction

 

My Planet Health C.I.C is committed to protecting your privacy and handling your personal information in a transparent, secure, and lawful manner. This Privacy Notice explains how we collect, use, store, and protect your personal data when you engage with our counselling services.

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We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and applicable provisions of the Data (Use and Access) Act 2025.

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Who We Are

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My Planet Health C.I.C provides counselling and mental health support services. We are the Data Controller responsible for the personal information you provide to us.

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Information We Collect

 

We collect and process the following categories of personal information:

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Personal Information

  • Name

  • Date of birth

  • Address

  • Email address

  • Telephone number

  • Emergency contact details

 

Health and Special Category Information

As counselling involves discussing personal wellbeing, we may collect:

  • Mental health information

  • Medical history relevant to counselling

  • Information about emotional wellbeing

  • Risk assessments

  • Session notes

  • Information relating to safeguarding concerns

 

Administrative Information

  • Appointment records

  • Attendance records

  • Payment information

  • Correspondence between you and My Planet Health C.I.C

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Why We Collect Your Information

 

We collect and use your information to:

  • Provide counselling services

  • Assess your suitability for counselling

  • Maintain counselling records

  • Manage appointments

  • Communicate with you regarding services

  • Ensure your safety and wellbeing

  • Meet professional, legal, and regulatory obligations

  • Manage complaints or concerns

  • Protect individuals from serious harm where necessary

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Lawful Basis for Processing

 

Under UK GDPR, our lawful bases for processing personal information include:

 

Article 6 UK GDPR

  • Performance of a contract

  • Legitimate interests

  • Legal obligation

  • Vital interests where necessary to protect life

 

Article 9 UK GDPR (Special Category Data)

 

Health and counselling information is processed under:

  • Provision of health or social care services

  • Safeguarding of children and adults at risk

  • Reasons of substantial public interest where required by law

  • Explicit consent where appropriate

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​Confidentiality

 

Counselling is a confidential service. Information shared during counselling sessions will not normally be disclosed to third parties without your knowledge or consent.

 

However, confidentiality may be breached where:

  • There is a serious risk of harm to yourself or others

  • There are safeguarding concerns involving a child or vulnerable adult

  • Disclosure is required by law or court order

  • Disclosure is necessary to prevent serious crime

  • Professional regulatory requirements require disclosure

 

Where possible, we will discuss any disclosure with you before action is taken.

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Clinical Notes and Record Keeping

 

Counsellors maintain professional records of counselling sessions. These records help ensure safe, ethical, and effective practice.

 

Records may include:

  • Assessment information

  • Session summaries

  • Risk assessments

  • Care planning information

  • Communications relevant to your support

 

Records are stored securely and access is restricted to authorised personnel only.

 

How We Store and Protect Your Information

 

We take appropriate technical and organisational measures to protect your information from:

  • Unauthorised access

  • Loss

  • Misuse

  • Alteration

  • Disclosure

 

Security measures may include:

  • Password-protected systems

  • Encrypted devices and communications where appropriate

  • Secure storage of paper records

  • Access controls and confidentiality agreements

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Sharing Your Information

 

We do not sell your personal information.

 

Information may be shared only where necessary with:

  • Healthcare professionals involved in your care

  • Safeguarding authorities

  • Emergency services

  • Legal or regulatory bodies where required

  • Professional supervisors (information anonymised wherever possible)

 

Any sharing will be limited to what is necessary and proportionate.

 

How Long We Keep Your Information

Counselling records are retained in accordance with professional and legal requirements.

 

Unless a longer period is required by law or safeguarding obligations, counselling records will generally be retained for:

Seven years following the end of counselling services.

After this period, records will be securely destroyed or anonymised.

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Your Rights

 

Under UK GDPR, you have the right to:

  • Be informed about how your data is used

  • Access your personal information

  • Request correction of inaccurate information

  • Request deletion of information in certain circumstances

  • Restrict processing in certain circumstances

  • Object to processing based on legitimate interests

  • Request data portability where applicable

  • Withdraw consent where processing relies on consent

 

Some rights may be limited where counselling records must be retained for legal, safeguarding, or professional reasons.

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Making a Request

 

If you wish to exercise any of your data protection rights, please contact My Planet Health C.I.C using the contact details provided above. We will respond to requests in accordance with applicable data protection legislation.

 

Complaints

 

If you are unhappy with how we have handled your personal information, please contact us first so we can attempt to resolve your concerns.

 

You also have the right to complain to the Information Commissioner's Office (ICO).

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

 

Website: www.ico.org.uk

 

Changes to this Privacy Notice

 

This Privacy Notice may be reviewed and updated periodically to reflect changes in legislation, regulatory guidance, or organisational practices.

The most current version will always be available from My Planet Health C.I.C.

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1. Client Records and Reports

 

My Planet Health may occasionally receive requests for client reports from individuals, external agencies, or services such as Social Services, the NHS, solicitors, police, or the courts. Our ability to provide such reports is limited by our professional and ethical duty of confidentiality, as well as the fact that My Planet Health practitioners are not trained in diagnostic or social work assessments.

 

My Planet Health may, under certain circumstances and with written consent from the client(s) involved, provide basic information, such as the dates and number of sessions attended. However, client records are not suitable for use as evidence in legal proceedings. My Planet Health reserves the right to refuse legal requests to produce client records in court to protect client confidentiality and maintain the organisation’s national reputation for providing confidential relationship support services.

 

 

2. Data Protection and Confidentiality

 

My Planet Health complies fully with the General Data Protection Regulation (GDPR) (May 2018). The principles of confidentiality described in this document do not override your statutory rights under the GDPR to access personal data held about you.

  • My Planet Health maintains confidential records and statistical data about its clients.

  • These records are securely stored and accessible only to authorised personnel.

  • Some information collected may be classified as “sensitive personal data” under GDPR and is processed only with the client’s explicit consent.

 

This may include data relating to:

  • Racial or ethnic origin

  • Political opinions

  • Religious or philosophical beliefs

  • Trade union membership

  • Physical or mental health

  • Sexual life

  • Criminal history

 

Such data is used exclusively for the provision, management, and quality assurance of services. Client records are retained for seven (7) years and are then securely destroyed.

 

 

3. Subject Access Requests

 

Clients may request access to their personal data under the GDPR. In situations where information provided during services involves more than one individual, access will only be granted with the written consent of all parties involved.

 

To make a subject access request:

  • Submit your request in writing to the Service Manager.

  • Provide valid identification, such as a passport or driving licence, and proof of address.

 

The Service Manager will respond to valid requests within one calendar month, typically providing a schedule describing the personal data held.

 

By signing the service consent form, clients acknowledge their understanding and agreement with this policy.

 

 

4. Privacy During Sessions

 

Mobile Phones

 

To maintain a focused and respectful counselling environment, clients are asked to switch off mobile phones during sessions.

Electronic Recording

  • Unauthorised Recording: Covert audio or video recording of sessions is strictly prohibited. If found, services for the responsible individual will be discontinued immediately, and Relate reserves the right to pursue legal action.

  • Authorised Recording: In some cases, sessions may be recorded by practitioners for training, supervision, or research purposes. In such instances, clients will be asked to provide written consent specifying the use and planned destruction of the recording.

 

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5. Domestic Abuse Considerations

 

My Planet Health C.I.C recognises that domestic abuse is a significant concern for many of our clients. In such situations, it may be unsafe to work with couples or family members together. If concerns about safety arise, individual support will be provided or referred to an appropriate specialist agency.

 

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6. Cancellation Policy

 

Clients must provide at least 48 hours’ notice to cancel a scheduled session in order to avoid cancellation fees. Please contact your local Relate Centre for more information.

 

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7. Ethical Standards and Practitioner Training

 

All My Planet Health practitioners are required to adhere to professional codes of ethics relevant to their specialism:

  • Counselling: British Association for Counselling & Psychotherapy (BACP) Ethical Framework

 

8. Feedback and Complaints

 

My Planet Health welcomes feedback from clients. If you are dissatisfied with any aspect of the service, please speak to your counsellor or Service Director

  • The Service Director may be able to resolve your concerns directly.

  • If not, you may request a copy of our formal complaints procedure.

 

All complaints are treated seriously and are used to improve the quality of our services.

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