Holding Space Counselling UK
Holding SpaceCounselling UK
Legal & Professional

Privacy Policy & Client Terms

At Holding Space Counselling UK, I take your privacy seriously. This policy outlines how I collect, use, and protect your personal information.

Last Updated: February 19, 2026

1. Who I Am

Holding Space Counselling UK is a sole proprietorship operated by Nicola Holding, a COSCA-registered counsellor. For the purposes of data protection law, I am the Data Controller of your personal information.

Email: HoldingSpace2026@outlook.com

Phone: 07777 513473

2. The Information I Collect

To provide effective and safe therapeutic support, I collect the following types of data:

  • Contact DetailsName, email address, and phone number.
  • Personal InformationAge/date of birth, address, and emergency contact details.
  • Special Category DataMental health details, medical history, sexual orientation, and ethnic origin.
  • Session NotesBrief, anonymised summaries of our sessions to support your journey.

3. Why I Collect This Information

I process your data based on the following legal grounds:

Contractual
To provide the counselling services you have requested.
Legal Obligation
To comply with health and safety laws or professional standards.
Vital Interests
In rare cases where there is a risk of serious harm to yourself or others.
Legitimate
For administrative purposes such as scheduling and billing.

4. How I Store Your Data

I am committed to ensuring your information is secure:

  • Digital Records: Stored on encrypted devices or password-protected, secure cloud platforms.
  • Physical Records: Any paper notes are kept in a locked filing cabinet.
  • Retention: I typically retain client records for 7 years after the end of therapy (in line with insurance and COSCA guidelines), after which they are securely destroyed.

5. Confidentiality and Sharing

Your information is strictly confidential. I will only share your data in the following circumstances:

  • With Your Consent: If you request me to speak with a GP or other professional.
  • Professional Supervision: As required by COSCA, I discuss my work with a qualified supervisor. Your identity is kept anonymous during these sessions.
  • Legal/Ethical Requirement: If I am legally compelled by a court of law, or if I believe there is a risk of serious harm to you or another person (including Safeguarding and Terrorism Act requirements).

6. Your Rights

Access & Rectification

Request a copy of your data or ask for corrections to inaccurate info.

Erasure & Restriction

Request deletion of data (subject to legal limits) or pause processing.

7. Website Cookies

My website may use "cookies" to enhance your browsing experience and analyze site traffic. You can choose to accept or decline cookies through your browser settings.

8. How to Complain

If you have concerns about how I handle your data, please contact me directly so I can address them. If you remain unsatisfied, you have the right to complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk.

As a COSCA member, you may also refer to the COSCA Complaints Procedure regarding professional conduct.

Cancellation Policy

If you need to cancel or reschedule, I require at least 48 hours' notice.

Short Notice

Cancellations made with less than 48 hours' notice will incur the full session fee (£50 or agreed rate).

Lateness

I wait for 15 minutes. Beyond this, sessions are considered "No Shows" and billed at the full rate.