Privacy Policy

Privacy Notice of Julie Ellis at:

JXA Counselling

jxacounselling@gmail.com

I am committed to safeguarding and protecting your personal information. If I ask you for any information, it will only be used according to this privacy statement and with your best interests in mind. This statement confirms how I use and protect any information that you give to me whilst using this service.

I may change this policy from time to time, in line with legislation, and whilst we are still working together, I will provide you with notice of any change. If we have ceased working together and you would like a copy of my up-to-date privacy policy I will provide one on request. I will also update my website www.jxa-counselling.co.uk and would advise that you check this from time to time to be aware of any changes if you wish to do so. This policy is effective from 21st May 2026.

For the purposes of Data Protection Act 1998 and General Data Protection Regulation 2016, Julie Ellis is the data controller of the above address.

YOUR DATA

Information I collect: I store your name, telephone number, email address and other personal information that you provide to me. I may also make brief notes of our sessions that I feel will be useful to your sessions.

How I store information: I keep brief written notes recording the themes of our therapy sessions. Client notes are usually kept for a maximum of seven years after ending therapy, before being securely destroyed. Your information is kept securely, via encrypted, password protected, electronic files and paper files locked in a secure filing cabinet. Your contact and appointment details will be kept for seven years after your therapy sessions end and then destroyed unless agreed otherwise. Any emails, texts, WhatsApp messages or other communications will be deleted at any time but not later than 90 days after receipt unless they form a part of your notes or are needed for income tax purposes in which case they will be kept for seven years. Your telephone number will be stored on a mobile phone used specifically for my counselling work, under your first name followed by JXA. I will periodically (every 12 months) delete client names and numbers that I am no longer working with. If I change my phone then all your details will be deleted. I use a digital diary to organise my appointments, in this I use only your first name.

How I use this information: I will use your contact details to engage in my work with you according to my contract with you including contacting you about appointments, keeping records such as appointments, running and maintaining my business. I also keep brief notes of therapy sessions to support me in offering you therapy. I will not use contact information or your session notes for any purpose other than in this notice and my contract. If for any reason I am asked to provide a report of the sessions – e.g. at your request, then this will be sent to you, password protected for your approval before it is provided to the person requesting it. It will also be stored for a period of seven years.

Your Rights and Access to information: You have the right to ask to see any information that I hold about you. Unless prevented from doing so for legal reasons, I will provide this information to you within a month of your request. You also have the right to ask me to change or delete any information that I hold about you that is incorrect; I will do this except for any information I need to hold for legal purposes.

Complaints: If you wish to complain about how I hold your data in any way then in the first instance please contact me, Julie Ellis who is the data controller of JXA Counselling at the above email address. If you have any further concerns which are not addressed, then you should contact the Information Commissioners Office at http://ico.org/concerns/handling/ or 0303 123 1113.

Breaches: I will report any data breach to the Independent Commissioner, NCPS and to yourself within 72 hours if it becomes apparent that any data is stolen. My data protection registration reference is ZC149003.

Contact: If you wish to contact me with questions, concerns, complaints or a request for your information then please contact me at the email address above.

Dated 21 May 2026