Privacy Policy

Ruby Psychotherapy ("I", "my", "me") is committed to protecting your privacy and handling your personal information in a transparent and secure manner. This Privacy Policy explains how I collect, use, and protect your personal data when you visit my website, www.rubypsychotherapy.co.uk (the "Website"), or use my services. By accessing and using my website, you agree to the terms of this Privacy Policy.

Who I Am

Ruby Psychotherapy is the data controller responsible for the personal information you provide through this website and during the course of therapy.

Contact details:

Email: info@rubypsychotherapy.co.uk

Website: www.rubypsychotherapy.co.uk

ICO Registration Number: ZC008957

What Information I Collect

I may collect and process the following personal data about you:

• Personal Information You Provide: This includes information that you provide to me by filling in forms on my website, subscribing to newsletters, or contacting me via email. This may include your name, email address, phone number, and other details you provide through contact forms, informations discussed during consultations and therapy sessions
• Automatically Collected Data: I automatically collect certain information when you visit my website, such as your IP address, browser type, pages you visit, and the time spent on each page. This help me improve my website and understand user preferences.
• Cookies and Tracking Technologies: My website uses cookies to enhance your experience and gather data regarding website traffic.

How Your Information Is Used

Your information may be used to:

• Respond to enquiries
• Arrange consultations and appointments
• Provide psychotherapy services
• Maintain clinical records
• Manage billing and administration
• Improve website performance and user experience
• Meet legal, ethical, and professional obligations

Legal Basis for Processing

I process your information under one or more of the following lawful bases:

• Consent
• Contractual necessity
• Legitimate interests
• Compliance with legal obligations

For special category data relating to health and mental health, processing is undertaken in accordance with UK GDPR provisions relating to healthcare and counselling services.

Confidentiality

Information shared during therapy is treated confidentially. However, confidentiality may be limited where:

• There is a serious risk of harm to yourself or others
• There are safeguarding concerns involving a child or vulnerable adult
• Disclosure is required by law or court order
• Professional consultation or supervision is required (anonymised where possible)
• Service Providers: I may share your data with trusted third-party service providers who assist me in operating my website or delivering my services, including WebHealer, Calendly and website hosting providers.

Any disclosure would be considered carefully and, where appropriate, discussed with you first.

Data Storage and Security

Reasonable technical and organisational measures are in place to protect your personal information.

Records are stored securely and access is restricted to authorised individuals only.

Data Retention

Clinical records are typically retained for a period consistent with professional and insurance requirements, generally seven years following the end of therapy, unless a longer retention period is required.

Cookies and Website Analytics

This website may use cookies and analytics services to understand website usage and improve performance.

You may manage your cookie preferences through your browser settings or website cookie banner.

International Transfers

Some third-party providers used by Ruby Psychotherapy may process data outside the United Kingdom. Where this occurs, appropriate safeguards will be in place to protect your personal information in accordance with UK GDPR requirements.

Your Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Request correction of inaccurate information
• Request erasure where applicable
• Restrict processing
• Object to processing
• Request data portability
• Withdraw consent where consent is relied upon

Requests can be made by contacting info@rubypsychotherapy.co.uk.

Data Protection Complaints

If you have concerns about how your personal information has been handled, please contact me in the first instance at info@rubypsychotherapy.co.uk.

Complaints will be acknowledged and reviewed without undue delay.

If you remain dissatisfied after receiving a response, you have the right to raise your concerns with the Information Commissioner’s Office (ICO).

Information Commissioner’s Office: https://ico.org.uk

Changes to This Policy

This Privacy Policy may be updated periodically. The latest version will always be available on this website.

By using my website and services, you agree to the collection and use of your personal data as described in this Privacy Policy.

Last updated: June 2026