Privacy Policy for Kei Mathias/ Blue Kite Counselling

 

Last updated: 12.12.2025

 

This Privacy Policy explains how I, Kei Mathias, an independent counsellor and registered member of the British Association for Counselling and Psychotherapy (BACP), collect, use, store, and protect your personal information when you use my counselling services. I am committed to maintaining the privacy and confidentiality of all data in accordance with UK GDPR, the Data Protection Act 2018, and the BACP Ethical Framework.​

 

1. What Information I Collect: Personal information

 

I may collect the following personal data when you contact me or engage in therapy:

 

- Name

- Date of birth-

- Contact details (email address, phone number, address)

- Emergency contact information

- GP details (optional unless risk concerns arise)

- Sensitive / special category information

- During counselling sessions, I may process sensitive personal data such as:

- Mental health information

- Emotional and psychological history

- Relationship, family, or social details

- Relevant medical information

- Technical data (if accessing online services)

- IP address

- Browser type

- Device information

- Cookies (where applicable)

 

2. How I Collect Your Information

 

I collect data through:

 

- Online contact forms

- Email, phone, or messaging enquiries

- Initial assessment paperwork

- Therapy sessions

- Online session platforms (e.g., Zoom)

 

3. Legal Basis for Processing

 

Your personal information is processed under:

 

- Contractual necessity – to provide counselling services

- Legitimate interests – for record keeping and service administration

- Consent – particularly for processing special category (health) data

- Vital interests – where disclosure is necessary to prevent serious harm

- Legal obligation – if required by law, safeguarding, or court order

 

4. How Your Information Is Used

 

I use your information to:

 

- Provide counselling and therapeutic support

- Manage appointments, invoicing, and communication

- Conduct assessments and plan sessions

- Maintain accurate clinical records

- Meet ethical and professional obligations (e.g., supervision)

- Supervision conversations are anonymised and adhere to BACP confidentiality rules.

 

5. Confidentiality and Exceptions

 

All client information is confidential except in the following situations:

 

- Risk of serious harm to you or someone else

- Safeguarding concerns involving a child or vulnerable adult

- Legal requirement (e.g., court order, terrorism reporting laws)

- Supervision, where information is anonymised and used to ensure quality and ethical practice

 

You will be informed wherever possible before confidentiality is broken, unless doing so increases risk.

 

6. How Your Information Is Stored

 

I store information securely using:

 

- Secure digital records

- Password-protected devices

- Secure online practice management systems (if used)

 

I do not record online sessions.

 

7. Data Sharing

 

I do not share your information with third parties except:

 

- My clinical supervisor (anonymised)

- Emergency services or safeguarding authorities, if required

- Legal representatives, if compelled by law

 

I do not sell or use information for marketing.

 

8. Data Retention

 

In line with professional guidelines, I keep client records for 7 years after our work ends, unless:

 

- You are a child at the time of therapy (retention may extend until age 25)

- Longer retention is required for legal reasons

 

After the retention period, records are securely deleted or destroyed.

 

9. Your Rights

 

Under UK GDPR, you have the right to:

 

- Access your personal data

- Request correction of inaccurate data

- Request deletion (where applicable)

- Restrict or object to processing

- Data portability

- Withdraw consent at any time (not retroactively)

- Complain with the Information Commissioner’s Office (ICO)

ICO website: ico.org.uk

 

10. Online Counselling and Security

 

If participating in online sessions:

 

- I use a secure, encrypted video platform

- You are responsible for choosing a private, confidential location

- I recommend using your own device and a secure internet connection

 

11. Cookies and Website Use

 

If my website uses cookies or tracking analytics, I will display a cookie notice and provide options to manage your preferences.

 

12. Changes to This Policy

 

I may update this Privacy Policy from time to time. The most recent version will always be published on my website.

 

13. Contact

 

If you have questions or wish to exercise your rights:

 

Email: kei@bluekitecounselling.co.uk

Phone: 07537 121775