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Privacy Policy

Introduction

John Williams Therapy is committed to protecting and respecting your privacy. This Privacy Policy explains how personal information is collected, used, stored and protected when you use this website or engage with therapeutic services.

John Williams Therapy acts as the Data Controller for the purposes of UK data protection legislation.

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Contact Details

John Williams Therapy

johnwilliamstherapy@outlook.com

Website: johnwilliamstherapy.com

If you have any questions regarding this Privacy Policy or how your personal information is handled, please make contact using the details provided on the Contact page of this website.

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What Information May Be Collected

Depending on your interaction with the practice, I may collect:

  • Name

  • Email address

  • Telephone number

  • Postal address (where relevant)

  • Information provided through website contact forms

  • Information provided during enquiries

  • Information necessary for the provision of therapeutic services

  • Session notes and clinical records where therapy is undertaken

I only collect information that is reasonably necessary for the provision of therapeutic services and the management of the practice.

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How Your Information Is Used

Your information may be used to:

  • Respond to enquiries

  • Arrange appointments

  • Provide therapeutic services

  • Maintain appropriate clinical records

  • Meet legal, ethical and professional obligations

  • Protect the safety and welfare of clients where necessary

  • Manage invoicing and administration

Your information will not be sold or shared for marketing purposes.

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Lawful Basis for Processing

Personal information is processed under one or more of the following lawful bases:

  • Consent

  • Performance of a contract

  • Legitimate interests

  • Compliance with legal obligations

  • Protection of vital interests where safety concerns arise

Special category data, including health information, is processed only where appropriate legal bases and safeguards apply.

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Confidentiality

Therapy sessions are confidential. However, confidentiality may need to be broken where:

  • There is a serious risk of harm to yourself or another person

  • Safeguarding concerns arise involving a child or vulnerable adult

  • Disclosure is required by law or court order

  • Professional consultation is required as part of ethical clinical practice

Where possible and appropriate, concerns will be discussed with you before information is shared.

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How Information Is Stored

Reasonable measures are taken to protect personal information from loss, misuse or unauthorised access.

Client records may be held in both digital and paper formats during active therapy. Following the conclusion of therapy, digital records may be securely deleted as part of the practice’s record management process. Paper records are then retained in secure storage for the applicable retention period before being securely destroyed.

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Retention of Records

Client records are retained only for as long as is necessary to meet professional, legal and insurance requirements.

Records are generally retained for:

  • Adult clients: 7 years following the end of therapy.

  • Child clients: Until the client’s 18th birthday plus 7 years.

Following the expiry of the relevant retention period, records will be securely destroyed.

Where there are exceptional legal, safeguarding or regulatory reasons to retain records for longer, records may be held for an extended period where appropriate.

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Sharing Information

Information will only be shared where:

  • You have provided consent

  • It is necessary for safeguarding purposes

  • It is required by law

  • It is necessary for professional supervision or consultation, with identifying details minimised wherever possible

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Your Rights

Under UK data protection legislation, you may have the right to:

  • Request access to your personal information

  • Request correction of inaccurate information

  • Request erasure of information where appropriate

  • Request restriction of processing in certain circumstances

  • Object to processing in certain circumstances

  • Request transfer of information where applicable

Some rights may be limited where professional, legal or safeguarding obligations apply.

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Website Cookies

This website may use essential cookies required for the operation and security of the site.

Where non-essential cookies are used, appropriate consent will be obtained in accordance with applicable legislation.

Further information can be found in the Cookie Policy.

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Complaints

If you have concerns regarding how your personal information has been handled, please contact John Williams Therapy in the first instance.

Details of the complaints process can be found in the Data Protection Complaints Procedure available on this website.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you remain dissatisfied.

Website: www.ico.org.uk

Telephone: 0303 123 1113

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Changes to this Policy

This Privacy Policy may be updated from time to time to reflect changes in legislation, professional guidance or business practices.

Last Updated: June 2026

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