Privacy Notice

Version 1.0 – May 2026

Ren Therapies is committed to protecting your personal data and handling it lawfully, fairly, and transparently.

This Privacy Notice explains how Ren Therapies collects, uses, stores, and shares personal data when you:

  • visit our website;

  • contact us by email or website form;

  • enquire about therapy;

  • receive counselling or psychotherapy services from us.

1. Who We Are

Ren Therapies provides counselling and psychotherapy services.

Ren Therapies is the data controller for the personal data covered by this notice.

Email: connect@rentherapies.co.uk

2. Services We Provide

Ren Therapies works with adults only.

Sessions may take place:

  • online;

  • by telephone;

  • as walk and talk sessions;

  • through art-based or creative therapeutic work;

  • at the client’s home, where appropriate.

3. Personal Data We Collect

We may collect and use the following personal data:

  • your name;

  • email address;

  • phone number;

  • address, where relevant;

  • appointment details;

  • communications between you and Ren Therapies;

  • information you provide when enquiring about therapy;

  • information shared during consultations or therapy sessions;

  • therapy notes and clinical records;

  • emergency contact details, where relevant;

  • payment and invoice information;

  • limited technical website data, depending on cookies and website settings.

Because therapy may involve information about mental health, emotional wellbeing, relationships, health, personal history, or other sensitive matters, some of the information we process may be special category data under UK GDPR. This type of data requires extra protection.

4. How We Collect Your Data

We may collect your data:

  • directly from you by email, website form, telephone, or other communication;

  • during consultations and therapy sessions;

  • from someone acting on your behalf, where appropriate;

  • automatically through website technologies such as cookies, where used.

More information about cookies is available in our Cookie Notice.

5. Why We Use Your Data

We may use your data to:

  • respond to your enquiry;

  • decide whether we can offer an appointment;

  • arrange and manage therapy sessions;

  • provide counselling and psychotherapy services;

  • keep appropriate therapy records;

  • communicate with you about appointments or service matters;

  • manage payments, invoices, and accounting records;

  • maintain the safety and integrity of the service;

  • comply with legal, safeguarding, ethical, insurance, and regulatory obligations.

6. Lawful Bases for Using Your Data

Under UK GDPR, we must have a lawful basis for processing your personal data. Depending on the situation, we may rely on the following lawful bases.

Responding to enquiries

We may use your name, contact details, and enquiry information to respond to you when you contact us.

Lawful basis: taking steps at your request before entering into a contract.

Arranging and providing therapy

We may use your contact details, appointment details, and relevant therapy information to arrange and provide counselling or psychotherapy services.

Lawful basis: contract.

Keeping therapy records

We may keep therapy notes, clinical records, and relevant communications as part of providing a safe and professional service.

Lawful basis: contract, legitimate interests, and/or legal obligation where applicable.

Processing payment and accounting records

We may use your name, invoice details, and payment records to manage payments and meet accounting requirements.

Lawful basis: legal obligation and legitimate interests.

Safeguarding, serious risk, legal, or regulatory matters

We may use relevant personal data, including special category data where necessary, if there is a safeguarding concern, serious risk of harm, legal requirement, court order, or regulatory matter.

Lawful basis: legal obligation, vital interests, public interest, and/or legitimate interests depending on the situation.

Website operation and security

We may use limited technical data to keep the website secure and functioning properly.

Lawful basis: legitimate interests.

Analytics cookies

Where analytics cookies are used, we may collect limited website usage data to understand how visitors use the website and improve it.

Lawful basis: consent, where required.

Where we process special category data, such as information relating to health, mental health, or wellbeing, we also rely on a separate Article 9 condition under UK GDPR. This may include that processing is necessary for the provision of health or social care or treatment, where applicable.

7. Confidentiality

Information shared in therapy is treated as confidential.

However, confidentiality may be limited where:

  • you consent to information being shared;

  • there is a serious risk of harm to you or someone else;

  • there is a safeguarding concern;

  • disclosure is required by law or a court order;

  • there is another overriding legal, ethical, or professional duty.

Where appropriate and safe to do so, we will usually aim to discuss this with you before sharing information.

Confidentiality may also be discussed in professional supervision. Where this happens, identifying details are kept to a minimum wherever possible, and the purpose is to support safe and ethical practice.

8. How Long We Keep Your Data

We only keep personal data for as long as necessary.

Enquiry emails and contact details will usually be kept only for as long as reasonably necessary to respond to your enquiry and manage any follow-up.

If therapy goes ahead, client records will usually be kept for 7 years after therapy ends, unless a longer period is required for legal, safeguarding, insurance, regulatory, or professional reasons.

Payment and accounting records may be kept for the period required by tax and accounting law.

Where there is a safeguarding concern, complaint, legal issue, or insurance matter, records may be kept for longer where necessary.

9. Sharing Your Data

We do not sell your personal data.

We may share your data where necessary with:

  • professional supervisors, advisers, or insurers, with appropriate confidentiality safeguards;

  • email, website, video, payment, accounting, or IT service providers acting on our instructions;

  • legal or regulatory authorities where required by law;

  • emergency services, safeguarding services, or other relevant services where necessary to protect you or someone else from serious harm.

Where third-party providers are used, they are only given access to the information needed for the relevant purpose.

The website uses Squarespace Analytics and embedded Google Maps. More information about these tools is available in our Cookie Notice.

10. Online, Telephone, Walk and Talk, Home, and Creative Therapy

Different therapy formats may involve different practical privacy considerations.

For online therapy, you are responsible for choosing a private location where you feel able to speak freely. Ren Therapies will also take reasonable steps to work from a private and appropriate setting.

For telephone therapy, you should consider whether anyone else may be able to overhear the call.

For walk and talk therapy, privacy cannot be guaranteed in the same way as it can in a private therapy room, because sessions take place outdoors or in public spaces.

For home visits, Ren Therapies may hold your address and any relevant access or safety information needed for the appointment.

For art-based or creative therapeutic work, any images, written material, or creative work discussed or created as part of therapy will be treated as confidential client information, unless otherwise agreed.

11. International Transfers

Some service providers may store or process personal data outside the UK.

Where this happens, Ren Therapies will take reasonable steps to ensure appropriate safeguards are in place, such as adequacy regulations or approved contractual protections.

12. Your Rights

Depending on the circumstances, you may have the right to:

  • access your personal data;

  • request correction of inaccurate or incomplete data;

  • request erasure of your data;

  • request restriction of processing;

  • object to processing;

  • request transfer of certain data;

  • withdraw consent where consent is relied upon;

  • complain to the Information Commissioner’s Office.

These rights may not apply in every situation, and some requests may be subject to legal, professional, safeguarding, or confidentiality considerations.

13. Complaints

If you are concerned about how your personal data has been handled, please contact Ren Therapies first so the concern can be looked into.

You also have the right to complain to the Information Commissioner’s Office.

14. Contact

If you have any questions about this Privacy Notice or want to exercise your data protection rights, please contact:

connect@rentherapies.co.uk