Ruth Hubbard - Counsellor & Psychotherapist
Transformation through Talking



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Privacy Policy

The General Data Protection Regulation

Updated May 2018


This privacy policy is adhered to by Ruth Hubbard and explains how she uses, maintains and discloses information collected from clients. This privacy policy applies to the practice, website and services offered by Ruth Hubbard, online, by telephone or within her private practice.

Clients will be provided with a paper copy and will be asked to sign as a statement of understanding of the contents.

Personal Information I collect:




Preferred contact number

Email address

Details of presenting issue

Counselling History

Medical conditions relevant to counselling


Client expectation from counselling


How I store information:

Handwritten notes pertaining to sessional content & personal details are kept separate in a locked cabinet in a locked room.

Smart phone: My smart phone is locked & is only accessible using a password or finger print. I store your contact number by first name only - if this is unacceptable please request and I will remove your name.

Email / Texts: Email addresses are stored in my Gmail account or protonmail account. Txt messages are only assigned to first names only - if this is unacceptable please request and I will remove your name.

Website. No personal information is stored on my website other than to momentarily collect & send enquiries to my gmail account for initial contact purposes.

Third party websites: Clients may find content on my website that link to the sites of other third parties. I do not control these sites which have a link to mine and I am not responsible for how they collect, store or use information

Documents Held:

Contract / Agreement form.

Privacy statement signed by client. 

Assessment form .

Client sessional notes, kept for 5 years to comply with Insurance policy terms.

How I may share your personal information:

Supervision: I attend monthly clinical supervision to ensure my practice remains safe & ethical. Session details & clients initials may be shared with my Supervisor.   

Therapeutic Will: Your name & contact details will be shared with my Therapeutic Executor so that in the unlikely event of my sudden death you can be contacted should you still be in therapy with me. My Therapeutic Executor will sign a confidentiality agreement document.

The content of the sessions are confidential, apart from in exceptional circumstances as follows: 

  1.  I am concerned about your own or someone else’s safety.
  2.  I am made aware of serious illegal activity or terrorism.
  3. You disclose any historical, recent or current acts of abuse upon a child or vulnerable adult.
  4. Any concerns or declarations that would lead me to believe there is a safeguarding issue.

Any disclosure of any confidential information will be restricted to relevant information, conveyed only to appropriate people and for appropriate reasons.  In this event, wherever possible, your permission will be sought before breaking confidentiality.

Erasing your information: 

All electronic enquiries are erased after 3 months. All contact numbers are erased 3 months following the cessation of therapy. Emails will be printed off and kept on record for the aforementioned 5 years but will be deleted from my account 3 months after last session.                                                         

I hold your written information for up to 5 years following the cessation of therapy. This is so I have a reference should you decide to return to therapy in the future, I am alsoobligated to keep these files for to comply with the terms of my insurance.                                          

Your Rights:

Right to Access: You have the right to ask for a copy of your personal information, free of charge, in an electronic or paper format. You also have the right to ask me to amend or change any incorrect information about you.

Right to be Forgotten: You have the right to ask me to erase any information that I hold about you. This includes your personal information that is no longer relevant to original purposes, or if you wish to withdraw consent. In all cases and when considering such requests, these rights are obligatory unless it’s information that I have a legal obligation to retain. As stated I have a duty to keep sessional notes for 5 years in line with my insurance companies policy.

Data Portability: As the client, you have the right to receive your personal information which you previously provided, also you have the right to transfer that information to another party. For the purposes of the General Data Protection Regulations (GDPR) 2018, the data “controller” is Ruth Hubbard (Ruth Hubbard, Transformation through talking).



T: 01359 230908

M: 07939 862412

E: [email protected]

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