Privacy Notice
Tietz Psychotherapy (“I”, “me”, “my”)
Website: TietzPsychotherapy.com
Based in East Kent, UK
Email: tietzpsychotherapy@outlook.com
Phone: 07943209738

1. Introduction
I am committed to protecting and respecting your privacy. This notice explains how I collect, use, store and disclose your personal information throughout your contact with me—from initial enquiry, through the therapy process, and afterwards. I operate in line with the UK GDPR and Data Protection Act 2018.

2. Who I am – Data controller
I am the data controller for the purposes of UK data protection law. If you have any questions about how your personal data is handled, please contact me at the details above.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

3. My lawful bases for processing your data

• When you first make contact or engage for therapy: processing is necessary for the performance of the contract between you and me (the therapy agreement).

• After therapy ends: processing may continue under my legitimate interests (for example retaining records in line with legal/accounting obligations and good practice).

• If you provide “special category” personal information (e.g., health/therapy related data), I process it on the basis that it is necessary for the provision of health treatment, and is in line with professional obligations.

4. What personal data I may collect and how I use it
Initial contact/enquiry:

• Your name, email address and/or phone number—so I can respond to your enquiry and schedule appointments.

• If you decide not to proceed: your enquiry data will be confidentially deleted within 1 month unless you ask for sooner.

During therapy:

• Appointment details (dates, times, attendance/cancellations).

• A client intake form with your name, date of birth, contact details, GP (if required), emergency contact, brief background relevant to therapy.

• Session notes: brief, non-identifying notes to support the therapeutic process (i.e., what we worked on, themes, progress) which are for my professional use.

• Email or phone communications between us (with your consent) for booking, session prep, follow-up.

After therapy ends:

• I will retain your session notes and minimal identifying data for a period of time (for example 7 years) to comply with professional practice guidelines and legal/accounting obligations. After this period the notes will be securely destroyed.

• Sensitive identifying data (e.g., full intake form) will be destroyed at the end of therapy except for your name, then minimal reference number and date of birth which may be held as required by tax/accounting or regulatory needs.

5. Confidentiality & third-party sharing

• I will keep what you disclose in sessions confidential, and will not share it without your explicit written consent, except in very limited circumstances (for example where there is a legal duty to disclose: risk of serious harm to yourself or others, safeguarding children/ vulnerable adults, or a court order).

• I work under supervisory arrangements: I may discuss our work with my professional supervisor—but this will be done without identifying you.

• Where I use third-party services/providers (for example invoicing, payment processing, practice management software), I only provide them with the minimum data needed and ensure they only process it for the task they are contracted for. I will not share your data with third parties for marketing, research or sales.

• If your payment or appointment is organised via an employer or other referring body, I will only share dates of attendance/non-attendance for invoicing purposes—nothing about the content of sessions will be shared without your consent.

6. Data security

• I take appropriate technical and organisational measures to protect your personal data. For example: password-protected email/accounts, secured devices, and locked physical storage (if applicable).

• Email correspondence not required for long-term retention will be deleted within a set timeframe (e.g., one month) unless needed. If required, I may print and store securely, then delete digital copies.

• My website uses secure protocols (e.g., TLS/SSL) to protect data transmitted via the contact form.

7. Website visitors & cookies

• By using this website you are accepting the practices described in this notice.

• If you use the website contact form your data is sent via email to me and not stored in third-party tracking systems (unless otherwise stated).

• The website may use cookies and third-party tools (for example analytics, interactive maps). These may collect anonymous usage data. You can disable cookies or opt-out of analytics services if you prefer.

8. Your rights
Under UK GDPR you have the right to:

• Request access to the personal data I hold about you.

• Request correction of any inaccurate personal data.

• Request erasure of your personal data (in certain circumstances).

• Request restriction of processing.

• Object to processing (in certain circumstances).

• Request data portability (where applicable).
  If you wish to exercise any of these rights, please contact me in writing (email is acceptable). Please note: in some cases I may be unable to comply fully with a request (for example due to legal obligations). There may also be a fee where a request is deemed excessive.
  For full details of your rights, please see the ICO website.

9. Retention period

• Therapy session notes and minimal identifying reference data will be retained for 7 years after therapy ends.

• Identifying intake forms will be securely destroyed when therapy ends, except where retention is required by professional guidelines or legal/accounting obligations (in which case minimal data may be retained).

• Enquiry-only data (where therapy does not proceed) will be deleted within 1 month (or sooner on request).

10. Changes to this privacy notice
I may update this privacy notice from time to time. I will publish any changes on the website and you are encouraged to review it occasionally.

11. Contact & Complaints
If you have any questions about this notice or how your personal data is handled, please contact me at:
Email: TietzPsychotherapy@outlook.com
Phone: 07943209738

If you believe I have mishandled your personal data you can raise a complaint directly with me. If you remain dissatisfied you can contact the Information Commissioner’s Office (ICO) at ico.org.uk/make-a-complaint.

End of Privacy Notice