Privacy Notice
UK GDPR & Data Protection Act 2018
This Privacy Notice explains how I, Cole Ruegg, a psychodynamic psychotherapist in the UK, collect, use, and protect personal data relating to clients. I am committed to handling your information lawfully, fairly, and transparently, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
What information I collect
In the course of our work together, I may collect and store:
- Your name and contact details (e.g. phone number, email address).
- Basic personal information (e.g. age, gender, occupation).
- GP details or emergency contact (if relevant for safety).
- Session notes (kept brief, minimised, and pseudonymised — notes do not include full identifying details but may still be considered personal data as they relate to our work together).
- Financial information (payments received, for accounting purposes).
Why I collect this information
I collect this data to:
- Provide psychotherapy services.
- Maintain contact with you regarding appointments.
- Keep appropriate records in line with professional standards.
- Ensure safety and duty of care.
- Meet legal, professional, and accounting obligations.
How your information is stored
- Electronic records are stored securely on password-protected devices.
- Paper notes (if used) are stored in a locked cabinet.
- I do not share your personal information with third parties unless required by law (e.g. safeguarding, court order) or with your consent.
How long your information is kept
Session notes and personal data are normally retained for seven years after our work ends, in line with professional and insurance requirements.
After this period, records are securely destroyed.
Your rights
Under the UK GDPR, you have the right to:
- Access the personal data I hold about you.
- Request corrections if your information is inaccurate.
- Request deletion of your data (where this does not conflict with professional/insurance obligations).
- Restrict or object to how your data is used.
- Lodge a complaint with the Information Commissioner's Office (ICO) if you are concerned about how your data is handled.
Confidentiality and limits
Everything shared in therapy is confidential. However, there are some limits:
- If I believe you or someone else is at serious risk of harm, I may need to share information with your GP or emergency services.
- If required by law (e.g. court proceedings, terrorism, or money laundering regulations), I may be legally obliged to share information.
Where possible, I will always try to discuss this with you first.