The Wing Project

Counsellor and Psychotherapist

Privacy Policy

Last updated: 02/12/2025

This Privacy Policy explains how The Wing Project (“I”, “me”, “my practice”) collects, uses, stores, and protects your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and professional ethical standards.

Your privacy and confidentiality are taken extremely seriously. Please read this policy carefully, and feel free to ask questions at any time.

  1. Data Controller

Matthew Bradshaw
The Wing Project – Counselling & Psychotherapy
Email: thewingproject@hotmail.com

As a trainee therapist, I am responsible for safely managing and protecting all client information.

  1. What Information I Collect

To provide counselling safely and professionally, I may collect the following information:

Personal Information

– Name
– Date of birth
– Address
– Phone number and email
– Emergency contact
– GP details
– Therapeutic Information
– Initial assessment details
– Session notes
– Risk information
– Relevant mental health or medical history
– Goals for therapy
– Information you share during sessions
– Administrative Information
– Payment records
– Signed contracts and agreements
– Attendance/cancellation records

I only collect information that is necessary for therapy.

  1. Why I Collect Your Information

Your data is collected to:

– Provide safe, ethical counselling
– Arrange and manage appointments
– Maintain accurate records
– Assess risk and safeguarding needs
– Contact you about sessions
– Meet legal and professional requirements
– Deliver appropriate therapeutic support

  1. How Your Information Is Stored

Your information is stored securely using:

– Password-protected digital files
– Encrypted storage where applicable
– Secure physical filing (if paper notes are used)

Only I (your therapist) have access to your identifiable information.

  1. How Long Your Information Is Kept

In line with UK GDPR guidelines and industry standards:

– Clinical notes are kept for up to 7 years after therapy ends
– Client registration details are kept for up to 7 years
– Texts/emails regarding scheduling are deleted regularly
– Payment records are kept for up to 7 years for HMRC compliance

After this period, all data is securely deleted.

  1. Confidentiality

Everything you share in therapy is confidential, except in specific legal or ethical circumstances:

Confidentiality may need to be broken if:

– You are at serious risk of harming yourself
– Someone else is at risk of harm
– A child or vulnerable adult is at risk
– You disclose involvement in serious criminal activity
– Information is required by a court order
– My clinical supervisor needs to review anonymised material

Where possible, I will always discuss concerns with you before taking action.

  1. Sharing of Information

Your information is not shared with third parties unless:

– You give explicit, written consent
– There is a serious safeguarding concern
– Legal requirements force disclosure
– Anonymised material is shared with my supervisor

Your personal details are never sold, distributed, or used for marketing.

  1. Your Rights Under UK GDPR

You have the legal right to:

– Access your personal information
– Request corrections if data is inaccurate
– Request deletion of your data (in some cases)
– Restrict how your data is used
– Object to processing
– Request a copy of your data
– To exercise any of these rights, you can contact me at any time.

  1. Communications & Contact

I will only contact you regarding:

– Appointment scheduling
– Changes to sessions
– Administrative information
– Safety concerns (if appropriate)
– I do not use your information for marketing or newsletters.
– Voicemail and text messages will only be left if you have given permission.

  1. Website, Cookies & Online Sessions (if applicable)

If you use my website or online services:

– Some anonymous data may be collected for security or analytics
– Online therapy uses encrypted video platforms
– I recommend you choose a private, secure space for online sessions
– No session content is recorded without explicit written consent.

  1. Payment Information

If you pay by bank transfer or online payment:

– Your bank details remain private on your side
– I only see your name and transaction reference
– These records are stored in line with HMRC requirements

  1. Complaints

If you have concerns about how your data is handled, please contact me first.

  1. Acceptance of This Policy

By starting therapy with The Wing Project, you acknowledge that you have read and understood this Privacy Policy and agree to how your data will be managed.