Privacy policy.

Privacy Policy - Jenna Rooke Therapy

Effective Date: October 2025 Next Review Date: October 2025 Reviewed by: Jenna Rooke ICO Registration Number: ZB987284

Purpose of this policy

This Privacy Policy explains how Jenna Rooke Therapy collects, stores, and protects your personal information in line with:

  • UK General Data Protection Regulation (UK GDPR)

  • Data Protection Act 2018

  • Privacy and Electronic Communications Regulations 2003 (PECR)

  • Guidance from the British Association for Counselling and Psychotherapy (BACP) and the Information Commissioner’s Office (ICO)

Information we collect

To provide counselling, clinical hypnotherapy, and group workshops safely and ethically, we may collect:

  • Your name, contact details, and date of birth.

  • GP and emergency contact information

  • Brief session notes (factual summaries, not transcripts)

  • Relevant health or well-being information you share

  • Payment details for billing

  • Appointment communications (emails or messages)

  • Signed contracts or agreements for counselling or clinical hypnotherapy.

For group workshops and group clinical hypnotherapy, we may also collect:

  • Participation details and consent forms

  • Feedback sheets, observations, and progress notes.

  • Any information you choose to share during sessions

Parental/Guardian Submissions:

  • For clients under 18, personal information may be provided by a parent or legal guardian.

  • Consent for the collection, storage, and use of this information must be given by the parent or guardian.

  • Parents/guardians should read this Privacy Policy and provide consent on behalf of the child.

From website interactions:

  • Data submitted through contact forms, including consent via checkboxes.

  • Google reCAPTCHA data (used to protect forms from spam; see below).

  • Cookies and usage data if analytics or tracking is enabled.

How we use your information

Your information is used only to:

  • Provide and manage counselling, clinical hypnotherapy, and group workshop sessions.

  • Keep appropriate clinical and financial records

  • Contact you about appointments or enquiries

  • Meet legal, ethical, and safeguarding duties.

We will never sell or share your data for marketing purposes without explicit consent.

Legal Basis for Processing

We process your data under the following legal bases:

  • Article 6(1)(b) UK GDPR. Necessary to fulfil counselling or clinical hypnotherapy contracts

  • Article 6(1)(c) UK GDPR. Necessary to comply with legal obligations

  • Article 9(2)(h) UK GDPR. Necessary for the provision of health and social care (special category).

Consent and Contact Forms

  • All counselling and clinical hypnotherapy sessions require a signed contract or explicit consent

  • All contact forms include a mandatory consent check box:

    • “I consent to Jenna Rooke Therapy storing and using the information I provide in this form to respond to my enquiry. I have read and agree to the Privacy Policy.”

  • For clients under 18, a parent or legal guardian must complete the form and provide consent via the checkbox:

    • “I consent to Jenna Rooke Therapy storing and using the information I provide in this form to respond to my enquiry. I have read and agree to the Privacy Policy.”

  • Consent can be withdrawn at any time by contacting us

Google reCAPTCHA and Cookies

  • Our forms use Google reCAPTCHA to prevent spam. Google may collect information about your interaction with the CAPTCHA in line with their Privacy & Terms – Google.

  • If analytics or cookies are used, you will be informed and able to opt in/opt out of non-essential cookies.

Confidentiality and Legal Exceptions

All information shared in sessions is confidential. Exceptions where information may be disclosed without consent include:

  • Risk of serious harm to yourself or others

  • Risk to a child or vulnerable adult

  • Involvement in terrorism, human trafficking, modern slavery, money laundering, or other serious crimes.

  • Required disclosure by court order or law enforcement

When possible, we will discuss disclosure with you first. Client work may also be discussed anonymously with a professional supervisor.

Data Storage and Security

  • Written notes are stored securely in locked cabinets

  • Electronic records are password-protected and stored on encrypted devices.

  • Only authorised personnel have access.

  • Records are retained for 7 years after the final session, then securely destroyed.

  • In the event of my (Jenna Rooke) death or serious illness, my professional supervisor may access records securely to close client work appropriately.

External links and third-party websites

My website may include links to external organisations or resources. These links are provided for informational purposes only. Jenna Rooke Therapy is not responsible for the content or privacy practices of these third-party websites. We encourage you to read the privacy policies of any exernal sites you visit, as they may collect and use your personal information in ways different from our own practices.

Your rights

You have the right to:

  • Access the information we hold about you

  • Request corrections to inaccurate information

  • Request deletion (where legally permissible)

  • Restrict or object to processing

To exercise your rights, email:

jennarooketherapy@outlook.com or jenna@jennarooketherapy.com. We will respond within one month.

If you are unhappy with how your data is handled, you may contact the ICO: ico.org.uk or via telephone: 0303 123 1113.

Updates to this policy

This policy is reviewed regularly and updated to reflect changes in law or practice.