Privacy Policy

Last updated: October 2025

1-Voice Counselling

Operated by Zara Hickman

1. Introduction

At 1-Voice Counselling, your privacy and trust matter deeply.

This policy explains how I collect, use, store, and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

By contacting me, visiting this website, or using my services, you agree to the terms of this Privacy Policy.

2. Who I Am

My name is Zara Hickman, I am the founder of 1-Voice Counselling.

I am the data controller responsible for ensuring your personal information is processed lawfully, fairly, and transparently.

You can contact me regarding any privacy matter at:

support@1-voicecounselling.com

3. What Information I Collect

Depending on how you engage with me, I may collect and process:

Identity and contact data: name, email address, phone number, country of residence.
Client records: therapy notes, intake information, contracts, assessment forms.
Administrative data: invoices, payment details, appointment bookings.
Technical data: IP address, browser type, and cookie information (via Wix).
Communication data: emails or messages sent via my contact form or direct email.

4. How I Collect Information

Data is collected when you:

Submit an enquiry or contact form through my Wix website.
Communicate with me via email, phone, or video platform.
Complete a counselling contract, consent form, or questionnaire.
Visit my website (which uses cookies for functionality and anonymous analytics).

5. Why I Use Your Information – Lawful Bases for Processing

I process your information only when there is a lawful basis under UK GDPR:

Contract: to deliver counselling sessions and maintain records.
Legal obligation: to meet professional, insurance, and accounting requirements.
Legitimate interests: to communicate efficiently, manage appointments, and improve services.
Consent: for any optional communications (e.g. newsletters, if used).

You may withdraw consent at any time by emailing me.

6. How Your Information Is Stored and Protected

All digital records are kept on a password-protected, encrypted computer.
Paper notes (if used) are stored in a locked cabinet accessible only to me.
I do not store client information on portable devices or unencrypted media.
Emails are kept securely within encrypted accounts and deleted when no longer needed.
Wix and other secure third-party providers (email, payment systems, video platforms) comply with UK GDPR.

7. How Long Your Information Is Kept

Client records and notes: retained for 7 years after counselling ends (in line with insurance and professional requirements).
General enquiries: deleted within 6 months if no therapeutic relationship forms.
Financial and business records: retained for 7 years to satisfy HMRC obligations.

After these periods, information is securely deleted or destroyed.

8. Sharing and Third-Party Access

Your data is never sold or shared for marketing.

It may be shared only when necessary and lawful, for example:

With secure third-party services such as Wix, email providers, or payment processors that support business functions.
With my clinical supervisor in anonymised form, in line with professional ethics.
With legal or emergency services if required by law or if there is risk of serious harm.

All third parties are GDPR-compliant and bound by confidentiality agreements.

9. International Clients

I work with clients both in the UK and internationally.

All data is stored and processed according to UK GDPR standards, regardless of your location.

If data is transferred outside the UK, I ensure equivalent levels of protection are maintained.

10. Your Data Protection Rights

Under the UK GDPR you have the right to:

Access – request a copy of your personal data.
Rectification – ask for corrections to inaccurate or incomplete data.
Erasure – request deletion where appropriate (“the right to be forgotten”).
Restriction – limit how your data is used.
Objection – object to processing based on legitimate interest.
Data portability – request transfer of your data to another provider where feasible.

To exercise these rights, please email support@1-voicecounselling.com.

11. Cookies and Analytics

Essential cookies cannot be disabled; analytics cookies can be declined via the cookie banner or your browser settings.

For full details, please review your browser’s cookie management options or contact me.

12. Confidentiality and Therapeutic Boundaries

All information shared within counselling is confidential except in specific circumstances, such as:

Where there is risk of serious harm to yourself or another person.
When required by law or court order.
As part of professional supervision (shared anonymously).

These limits are also outlined in your Counselling Agreement.

13. Professional Membership and Ethical Standards

I am a registered member of the NCPS and adhere to its Ethical Framework for Good Practice.

I am fully insured and registered with the Information Commissioner’s Office (ICO) for data protection compliance.

14. External Links

This website may include links to external websites.

I am not responsible for the privacy practices or content of those sites.

Please review their privacy policies before providing any personal information.

15. Disclaimer

The information and resources on this website are for general wellbeing and educational purposes only.

They are not a substitute for professional therapy or medical advice, and using them does not form a therapeutic relationship.

If you are in crisis or feel unsafe, please contact your local emergency services or an appropriate mental-health helpline.

16. Updates to This Policy

This Privacy Policy may be updated occasionally to reflect legal or practice changes.

The most recent version will always be available on this page.

Summary

Your data is held securely, used only for counselling and administration, and never sold.
You can access, correct, or request deletion of your data at any time.
I am committed to upholding your privacy, dignity, and safety in every aspect of my work.