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Privacy Policy

Pro Comfort Counselling
Last updated: September 2025

Welcome — Your Privacy Matters to Us

At Pro Comfort Counselling, we understand that reaching out for support is a personal and sometimes vulnerable step. Your privacy, trust, and emotional safety are at the heart of everything we do.
We are committed to handling your information with the same care and respect we bring to our therapeutic work.

This Privacy Policy explains, in clear language, how we collect, use, store, and protect your personal information in accordance with the UK GDPR, the Data Protection Act 2018, and the British Psychological Society (BPS) Code of Ethics and Conduct.

You have the right to feel safe — not only in therapy, but also in how your personal data is handled.

1. About Us

Data Controller:
Pro Comfort Counselling
Operated by: Marian Claudiu Ciuhan, MBPsS
📍 61 Grosvenor Road, Dagenham, London, RM8 1NJ
📧 procomfortcounselling@gmail.com
📞 +44 7480 789942
🧾 UTR: 4573298318
📋 BPS Membership No: 524949
✅ DBS Cleared

2. Scope of This Policy

This policy applies to:

  • Visitors of our website

  • Clients (current and former)

  • Individuals who contact us by phone, email, or through our contact form

  • Any collaborators or associates who may process data on behalf of Pro Comfort Counselling (in potential future partnerships)

3. What Data We Collect

We may collect the following categories of personal data:

  • Identity data: full name, date of birth, gender, address

  • Contact data: phone number, email address

  • Health data: information shared during therapy sessions or assessments

  • Administrative data: appointments, payments, invoices, correspondence

  • Technical data: IP address, browser type, device, pages visited, time spent on site (collected via Google Analytics)

⚠️ We do not knowingly collect children's data through the website. Data relating to minors is collected only with parental/legal guardian consent during the therapy onboarding process.

4. How We Collect Your Data

We collect data when:

  • You contact us via the contact form or email

  • You attend sessions and complete intake or assessment forms

  • You make payments or request invoices

  • You browse our website (anonymised statistical data collected via Google Analytics)

5. Purposes and Legal Bases for Processing

We use your data only for purposes directly related to the provision of psychological services:

Purpose Type of data Legal basis Booking and delivering sessions Identity, contact Contractual necessity (Art. 6(1)(b)) Maintaining therapy records Identity, health, session data Legal obligation (Art. 6(1)(c)); Art. 9(2)(h) Communication with clients Identity, contact Legitimate interest (Art. 6(1)(f)) Invoicing and payments Identity, financial, admin Legal obligation (Art. 6(1)(c)) Service improvement & safety Anonymous session records Legitimate interest (Art. 6(1)(f)) Website performance monitoring Technical data via Google Analytics Legitimate interest (Art. 6(1)(f)) + user consent for cookies

Consent (Art. 6(1)(a)) is explicitly obtained when collecting or storing any sensitive information.

6. Data Security

  • All client data is stored on encrypted devices or within locked physical cabinets.

  • Access to data is restricted to the therapist (data controller) only.

  • Digital communications are protected using secure email systems and password-protected storage.

7. Data Retention

  • Clinical records are stored for 7 years from the date of the last session.

  • After this period, data will be securely deleted or destroyed.

8. Data Sharing

We will never sell or share your personal information with third parties for marketing purposes.

Data may only be shared:

  • With your explicit consent (e.g., referrals to other professionals)

  • If required by law or safeguarding concerns (serious risk of harm to you or others)

  • For insurance, legal defence, or audit purposes (if required)

  • With Google Analytics, which processes anonymised traffic data on our behalf in line with their Privacy Policy

📌 We do not transfer personal data outside the UK/EEA.
For details about cookie use, please see our Cookies Policy.

9. Your Rights

Under the UK GDPR, you have the right to:

  • Access the personal data we hold about you

  • Request corrections to your data

  • Request erasure of your data

  • Restrict or object to processing

  • Request data portability

  • Withdraw consent at any time

📩 We will respond to your request within 30 days.
To exercise your rights, contact:
📧 procomfortcounselling@gmail.com

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):
🌐 www.ico.org.uk

10. Data Breaches

In the event of a data breach, Pro Comfort Counselling will:

  • Notify the ICO within 72 hours

  • Inform any affected individuals as soon as possible

11. Complaints

If you have concerns about how your data is handled, please contact:

Data Protection Lead
Marian Claudiu Ciuhan
📧 procomfortcounselling@gmail.com
📞 +44 7480 789942

If your complaint is not resolved, you may contact the ICO directly.

12. Updates to This Policy

This Privacy Policy will be reviewed regularly and updated as required by law or changes in practice.

Last reviewed: September 2025

✅ GDPR compliant — Your data is handled securely and confidentially.
Professional indemnity insurance is active via Oxygen / Marsh Ltd.

Thank you for placing your trust in Pro Comfort Counselling.