Privacy Notice | Sunflower Talking Th

Privacy Notice

Sunflower Talking Therapy (STT)

Sunflower Talking Therapy (STT) is committed to protecting your privacy and ensuring that your personal information is handled lawfully, fairly and transparently. This Privacy Notice explains how STT collects, uses, stores and protects your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Data (Use and Access) Act 2025 and professional standards set by the British Association for Counselling and Psychotherapy (BACP).

Data Controller

The Data Controller responsible for your personal information is:

Sunflower Talking Therapy (STT)
Counsellor: Victoria Crumpton
Email: victoria@sunflowertalkingtherapy.co.uk
Telephone: 07940 932374
ICO Registration Number: ZB857361

Information STT Collects

STT collects and processes personal information necessary to provide counselling services and manage the counselling relationship.

This may include:

Personal Information

Name
Date of birth
Address
Telephone number
Email address
Emergency contact details
GP details where appropriate

Special Category Information

As part of providing counselling services, STT may collect information relating to:

Physical health
Mental health
Emotional wellbeing
Family circumstances
Personal history
Other sensitive information relevant to counselling

Practice Information

Appointment records
Session notes
Assessment information
Correspondence and communications
Payment and invoicing records

Website Visitors and Contact Forms

The STT website is hosted by Wix.

When you visit the website, certain technical information may be collected automatically by Wix, such as:

IP address
Browser type
Device information
Website usage information

If you submit an enquiry through the website contact form, STT may collect:

Your name
Email address
Telephone number
Information you choose to include in your enquiry

This information is used solely for responding to your enquiry and determining whether counselling services may be appropriate.

If you do not proceed with counselling, enquiry information will normally be deleted within 28 days unless there is a legitimate reason to retain it.

The STT website uses cookies and similar technologies to ensure the website functions correctly and to understand how visitors use the site.

When you first visit the website, you will be presented with a cookie consent banner which allows you to accept or reject non-essential cookies. You can change your cookie preferences at any time through the website cookie settings or through your browser settings. Some cookies may be placed by Wix as part of providing website functionality, security and performance.

Google Analytics

This website may use Google Analytics to collect anonymous information about how visitors use the website, such as pages visited and time spent on the site. This information helps improve the website and services offered. Google Analytics only operates where appropriate consent has been provided through the website cookie banner.

Lawful Basis for Processing

Enquiries

When you contact STT regarding counselling services, your personal information is processed under legitimate interests in order to respond to your enquiry and manage the practice effectively.

Counselling Services

If you engage in counselling, your personal information is processed because it is necessary for the provision of counselling services and the administration of the counselling agreement between us.

Special Category Data

Information relating to your health and wellbeing is processed because it is necessary for the provision of counselling services and health-related support.

How STT Uses Your Information

STT uses personal information for the following purposes:

To provide counselling services
To maintain client records
To communicate regarding appointments and follow-up arrangements
To process payments and maintain financial records
To meet legal, ethical and professional obligations
To protect clients where safeguarding concerns arise
To manage and improve the quality of services while maintaining confidentiality

Confidentiality and Disclosure

Confidentiality is a fundamental part of the counselling relationship. Information shared during counselling will remain confidential except where disclosure is required or justified by law, professional obligations or safeguarding responsibilities.

This may include situations where:

There is a serious risk of harm to yourself or another person
A child, young person or vulnerable adult is at risk of harm
Disclosure is required by a court order
Disclosure is required by law
There are concerns relating to terrorism, money laundering or serious criminal activity

Where possible and appropriate, STT will discuss any proposed disclosure with you before information is shared.

Clinical Supervision

As required by the BACP Ethical Framework, STT engages in regular professional supervision.

Client work may be discussed within supervision to support safe and ethical practice. Personal identifying information will be removed wherever possible, and supervisors are bound by professional confidentiality obligations.

Data Security and Storage

STT takes appropriate measures to protect personal information from unauthorised access, loss, misuse or disclosure.

These measures include:

Password-protected devices
Face ID and device security controls
Secure digital storage
Restricted access to records
Secure destruction of records when no longer required

STT is registered with the Information Commissioner's Office (ICO).

Third Parties

STT does not sell personal information.

Personal information may be shared where necessary with:

Professional supervisors (with identifying information minimised wherever possible)
Accountants or HMRC where required for financial records
Secure technology providers used to operate the practice
Legal or regulatory authorities where required by law
Safeguarding agencies where there is a legal or ethical duty to disclose information

Any third-party providers used by STT are expected to process information securely and in accordance with data protection legislation.

Retention Period

Enquiries

If counselling does not proceed, enquiry information will normally be deleted within 28 days.

Client Records

Counselling records will normally be retained for 7 years following the end of counselling and then securely destroyed.

Records may be retained longer where required by law, safeguarding considerations, insurance requirements or professional obligations.

Your Rights

Under UK data protection law, you have the right to:

Access the personal information held about you
Request correction of inaccurate information
Request deletion of information in certain circumstances
Request restriction of processing
Object to processing in certain circumstances
Request a copy of information held about you
Lodge a complaint about how your information is handled

Please note that some rights may be limited by legal, professional or safeguarding obligations.

Data Protection Complaints

If you have concerns about how your personal information has been collected, stored, used or shared, you may contact STT using the details above to make a data protection complaint. All data protection complaints will be acknowledged within 30 calendar days and handled in accordance with STT's Data Protection policy.

Complaints Procedure.

A copy of the Data Protection Complaints Procedure is available on request. If you remain dissatisfied, you have the right to complain to the Information Commissioner's Office (ICO). Information about making a complaint can be found at:

https://ico.org.uk/make-a-complaint

Changes to This Privacy Notice

STT may review and update this Privacy Notice from time to time to reflect changes in legislation, professional guidance, technology or working practices. The most current version will always be available upon request and on the STT website.

Contact

If you have any questions about this Privacy Notice or how your personal information is handled, please contact:

Sunflower Talking Therapy (STT)

Email: victoria@sunflowertalkingtherapy.co.uk

Telephone: 07940 932374

Last Reviewed: July 2026