Privacy Policy

This policy explains how I collect, use and protect your personal information when you use this website or work with me as a client.

I am Maxwell Stoner, an integrative counsellor and psychotherapist and a registered member of the British Association for Counselling and Psychotherapy (BACP). I am the data controller for your information, which means I am responsible for how it is used. I process it in line with UK data protection law and the BACP Ethical Framework.

My services are for adults aged 18 and over.

You can contact me at maxstonertherapy@gmail.com. I am registered with the Information Commissioner's Office.

What I collect

When you visit this website, limited technical information is collected automatically, such as your IP address, browser type and the pages you view.

When you contact me, I collect the details you choose to share,  usually your name, email address, phone number and any information you choose to include in your message. Please share only what you feel comfortable sharing at this stage.

If you go on to become a client, I keep a client record. This includes your contact details, your GP's details, an emergency contact if you provide one, relevant health and mental health history, brief session notes, our therapy agreement, and a record of appointments and payments.

Most of this is information about your health, which is treated as sensitive under data protection law and given extra protection. I handle it accordingly.

Why I collect it

I use your information to respond to your enquiry, to arrange and deliver sessions, and to keep the clinical records needed to work with you safely.

I also use it to meet my professional obligations, including clinical supervision, and my legal ones, including keeping financial records for HMRC.

My lawful bases for this are the contract between us, my legitimate interests in running my practice, and my legal obligations. For health information, I rely on the provision of health care by a professional bound by a duty of confidentiality.

Where I rely on your consent,  for example, for optional cookies,  you can withdraw it at any time.

Confidentiality

What you discuss in therapy is confidential. I will not share it without your knowledge, apart from in the following situations.

Clinical supervision. As required by the BACP, I discuss my work regularly with a qualified supervisor. This is a normal and essential part of ethical practice. Discussions are anonymised where possible and my supervisor is bound by the same duty of confidentiality.

Serious risk of harm. If I believe there is a serious risk to your safety or to someone else's, particularly a child or vulnerable adult, I may need to share relevant information with your GP, emergency services or a safeguarding authority. Wherever it is safe to do so, I will discuss this with you first and share only what is necessary.

Legal requirements. In rare cases the law requires disclosure — for example, in relation to terrorism or where a court orders it. I may not be able to tell you when this happens.

Your GP or other professionals. There may be times when writing to your GP would be helpful. I will discuss this with you first and, other than in an emergency, will not do so without your agreement.

My clinical executor. A trusted colleague has agreed to contact current clients and manage records securely in the event of my death or sudden incapacity. They are a practising therapist bound by the same confidentiality obligations.

Who else handles your information

I use a small number of services to run my practice: Squarespace to host my site, Google Meet, Teams and Zoom for online sessions, Gmail to manage my emails. My accountant and my professional indemnity insurer may also see limited information where necessary.

Where providers process information on my behalf, I use services that provide appropriate data-protection safeguards.

How I keep it safe

Paper records are stored in a locked cabinet. Electronic records are held on password-protected, encrypted devices with two-factor authentication where available. Session notes are kept brief and factual.

No form of electronic communication is completely secure, and email and text carry some risk. We can agree your preferred method of contact at the start of our work together.

If a data breach occurs, I will assess the risk and notify you and/or the Information Commissioner’s Office where required..

How long I keep it

Enquiries that do not lead to therapy are kept for 12 months. Client records are kept for 7 years after our last session, in line with professional guidance and my insurance requirements. Financial records are kept for six years, as HMRC requires.

After that, paper records are shredded and electronic records securely deleted.

Cookies

This website uses essential cookies that are needed for it to work, and optional cookies that help me understand how the site is used. Optional cookies are only set with your consent. You can change your choice at any time, and you can set your browser to refuse cookies, though some parts of the site may not work properly.

Your rights

You have the right to be told how your information is used, to see what I hold, to have anything inaccurate corrected, to ask for erasure, to restrict or object to how it is used, to receive a copy in a portable format, and to withdraw consent where consent applies.

To use any of these rights, contact me using the details above. There is normally no charge and I will reply within one month. I may ask you to confirm your identity first.

Some rights are limited. I may not be able to delete clinical records while I am professionally or legally required to keep them. If that applies, I will explain why.

Links to other sites

This website may link to other websites. I am not responsible for their content or their privacy practices, so please read their policies when you visit them.

Complaints

If you are unhappy with how I have handled your information, please contact me first and I will look into it.

You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Changes to this policy

I may update this policy from time to time. Any changes will be published on this page with a new date.

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