Sally Wood Therapy

Sally Wood Therapy
Last updated: October 2026

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About this notice

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I respect your privacy and take the protection of your personal information seriously.

This notice explains what information I collect, why I collect it, how it is used and protected, how long it is kept and your rights concerning that information.

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It applies to people who contact me about psychotherapy and to current and former clients. It also explains how information may be collected when you visit my website.

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Who is responsible for your information?

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I am Sally Wood, an integrative and transpersonal psychotherapist practising as a sole trader under the name Sally Wood Therapy.

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I am the data controller for personal information collected and used in connection with my practice. This means I am responsible for deciding how and why that information is processed.

You can contact me about your personal information using the contact details provided on this website.

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What information do I collect?

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When you contact me, I may collect your name, contact details and any information you choose to share about your reasons for seeking therapy.

If we agree to work together, I may also collect:

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• Relevant background and assessment information.

• Information about your health, circumstances and therapeutic work.

• Clinical observations and session notes.

• Information relevant to safety, risk and safeguarding.

• Appointment, attendance and payment records.

 

Some of this information is classified as special category personal data under UK data protection law and is subject to additional protections.

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I aim to collect only information that is relevant and necessary for providing therapy and meeting my professional responsibilities.

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Why I use your information

 

I collect and use personal information to respond to enquiries, arrange and provide therapy, maintain appropriate clinical records, manage appointments and payments, and meet my legal and professional responsibilities.

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Under UK data protection law, I rely on different legal grounds depending on why the information is needed:

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• Our therapeutic agreement: To respond to requests for therapy, arrange appointments and provide the services we have agreed upon.

• Legal obligations: To keep financial records for tax purposes or provide information where required by law, such as in response to a valid court order.

• Legitimate interests: To maintain appropriate records, manage my practice and respond to concerns or legal claims, where these interests do not override your rights and freedoms.

 

Information about your health and therapeutic work receives additional protection under data protection law. I use this information where necessary to provide psychotherapy, under the legal provisions for health care and treatment and my duty of confidentiality.

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In exceptional circumstances, information may also need to be used or shared for reasons involving safety, safeguarding or legal proceedings.

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Confidentiality and sharing information

 

I treat the information you share with me confidentially and in accordance with my professional ethical responsibilities.

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I may discuss aspects of my clinical work in professional supervision to support safe and ethical practice. I use pseudonyms and limit identifying information wherever possible to protect your privacy and confidentiality.

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Where appropriate, I may communicate with other professionals involved in your care, ordinarily with your knowledge and agreement.

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There are circumstances in which information may need to be shared without your agreement, including where disclosure is required by law or where there are serious concerns about safety or safeguarding. Any decision to disclose information would be considered carefully, taking account of my professional responsibilities and the circumstances involved.

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I will explain the boundaries and limitations of confidentiality as part of our therapeutic agreement.

 

External service providers.

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I use external service providers to support the administration and delivery of my psychotherapy practice. These include:

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• Microsoft: For email correspondence, digital storage and clinical record-keeping.

• Doxy.me: For live online video consultations. I do not record sessions.

• Wix: For hosting my website and processing information associated with website visits.​

 

These providers may process personal information as part of delivering their services. I take steps to ensure that appropriate confidentiality, security and data protection arrangements are in place.

 

International transfers

 

Some of the services I use may process or store personal information outside the United Kingdom, including in the United States.

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These services publish information about their security and data protection arrangements. I review the safeguards relevant to my use of these services, including applicable international data-transfer arrangements.

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You can contact me if you would like further information about how your personal information is protected when it is processed outside the UK.

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How your information is stored and protected

 

I keep client information in both digital and paper formats and take appropriate measures to protect it against unauthorised access, loss or disclosure.

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Digital records are held in password-protected systems, including secure cloud-based storage. Paper records are kept in locked storage.

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Access to client records is restricted to me, except where information needs to be shared lawfully and in accordance with my professional responsibilities.

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How long is information kept?

 

I keep personal information only for as long as necessary to provide therapy and meet my legal and professional responsibilities.

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Clinical records, including assessments, session notes and relevant correspondence, are normally retained for seven years following the end of therapy.

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If you contact me but do not go on to begin therapy, I normally retain your enquiry and related correspondence for six months after our last contact.

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Financial records are retained in accordance with HMRC requirements.

 

At the end of the relevant retention period, information is securely deleted or destroyed unless there is a lawful reason to retain it for longer.

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Your rights

 

Under UK data protection law, you have rights concerning the personal information I hold about you.

 

Depending on the circumstances, these include the right to:

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• Ask for a copy of the personal information I hold about you.

• Ask me to correct information that is inaccurate or incomplete.

• Ask for information to be deleted in certain circumstances.

• Ask me to limit how your information is used.

• Object to certain uses of your information.

• Ask for your information to be transferred to another provider, where applicable.

 

These rights are subject to certain legal conditions and exceptions, including those that may apply to clinical records.

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If you have questions about your personal information or would like to exercise any of these rights, please contact me using the details provided on this website. I will respond in accordance with the relevant data protection requirements.

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I do not use automated systems to make decisions about clients or their therapy, or to create profiles of individuals.

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If you are unhappy with how your personal information has been handled, you can also raise a concern with the Information Commissioner's Office (ICO), the UK's data protection regulator.

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ICO website: https://ico.org.uk

 

Website information and cookies

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My website is hosted by Wix, which uses cookies and similar technologies to support website security, functionality and performance.

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Some cookies are necessary for the website to operate. Depending on the features and services used, other cookies may also be present.

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I will review the cookies used on my website and update this information where necessary.

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Changes to this notice

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I may update this notice to reflect changes in my practice, professional requirements or data protection law. The current version will be available on my website.