Counsellor offering online counselling and therapy in East Belfast and Northern Ireland, focused on emotional well-being support.

Counselling with Susan

Counselling & Psychotherapy Online and In-Person in Belfast

Data Retention Policy

Last updated: June 2026

Purpose of This Policy

This policy explains how long I retain personal data collected as part of my counselling practice and the reasons for retaining this information.


I am committed to handling personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the ethical guidelines of the British Association for Counselling and Psychotherapy (BACP).

Scope

This policy applies to all personal data collected and processed in the course of providing counselling services, including:


  • Client contact details
  • Assessment and counselling records
  • Appointment and attendance information
  • Relevant correspondence
  • Administrative and financial records related to sessions

Retention of Client Records

Client records are retained for:


  • 7 years after the end of counselling


This is in line with professional guidance for counsellors and insurance requirements.


For clients who are under 18 at the time of counselling, records are retained until:

  • The client reaches 25 years of age (or 26 if they were 17 at the end of therapy)

Why Data Is Retained

Data is retained for the following reasons:


  • To meet professional and ethical requirements
  • For insurance and legal purposes
  • To respond to any future complaints or legal claims
  • To ensure continuity and accountability in professional practice

Secure Storage

All personal data is stored securely and accessed only by me.


Electronic records are protected using password-secured systems and appropriate security measures.


Any paper records (if applicable) are stored securely and safely.

Data Deletion

Once the retention period has ended, records are securely deleted or destroyed.


Electronic records are permanently deleted, and any paper records are shredded securely.

Client Requests

Clients have the right to request access to their personal data, and in some circumstances request deletion.


However, in certain cases I may be legally or professionally required to retain records for the periods outlined above.

Changes to This Policy

This policy may be updated from time to time to reflect changes in legal, professional, or operational requirements.


The most recent version will always be available on request or via my website.