Privacy Policy

Who I Am

Jennifer McKean MSc. MBACP Acc., MNCPS Acc.

Jennifer McKean Counselling & Coaching

Website: www.jennifermckean.co.uk

Email: hello@jennifermckean.co.uk

I am the Data Controller for any personal information you share with me.

What Information I Collect

I collect only what is necessary to provide my services. This may include:

Your name and contact details (email and/or phone number)
Emergency contact and GP details
Signed agreement and associated paperwork
Brief session records
Appointment attendance records
Payment records and invoices
Basic information provided during initial contact or enquiry

Information shared in sessions may include special category data (e.g., mental health information). I process this with your explicit consent under UK GDPR, and under Article 9(2)(h) for the provision of health or social care.

Why I Collect It

To respond to enquiries, arrange and manage appointments, process payments, and meet my professional, legal, insurance, and ethical obligations.

Lawful Basis for Processing UK GDPR

Contract — to provide the services you’ve requested.
Legitimate Interests — to manage my practice effectively.
Legal Obligation — to comply with safeguarding, insurance, tax, and professional requirements.

Confidentiality

Everything shared in sessions is confidential, except where:

There is a serious risk of harm to you or another person
There are safeguarding concerns involving a child or vulnerable adult
Disclosure is required by law or court order (including acts of terrorism)

Where possible, I will always speak with you before sharing any information.

Clinical Supervision

As a member of the British Association for Counselling and Psychotherapy (BACP) and the National Counselling and Psychotherapy Society (NCPS), I attend regular clinical supervision as part of my professional and ethical responsibilities. Client work is discussed using first names or client codes only, with no identifying information shared. My supervisor is bound by the same professional confidentiality requirements.

How I Communicate and Store Information via Data Processors

To deliver my services securely, I use trusted Data Processors who process data on my behalf under Data Processing Agreements in accordance with UK GDPR:

Google: Used for custom encrypted email communicationand secure cloud document storage for anonymised records.
Zoom: Used as the video conferencing platform for remote online therapy sessions.
Wix.com: Used for website hosting, domain management, contact form processing, and online payment processing.
All records are stored securely on password-protected systems.

Artificial Intelligence (AI) Policy

No AI Usage: I do not use Artificial Intelligence (AI) tools, automated transcribers, or AI meeting assistants to record, transcribe, or analyse our sessions or clinical records.
Auditing: All built-in transcription and AI features on my digital platforms (such as Zoom and Google Workspace) are disabled and are audited on a regular basis to ensure these remain disabled.
No Recording: Neither therapist nor client may audio- or video-record sessions.

Clinical Will

In accordance with ethical standards, I maintain a formal Clinical Will. In the event of my unexpected death or sudden medical incapacity, my appointed Clinical Executor (a qualified practitioner bound by professional confidentiality) will be granted emergency access to client contact details solely to notify you and assist with continuity of care.

Payments

Payments can be made via secure weekly payment links in your booking confirmation email (processed via Wix Payments), or by BACS bank transfer. Credit and debit cards are accepted. Payments are processed securely in accordance with Wix's own privacy policy and PCI-DSS security standards.

How Long I Keep Your Information

Records are retained in line with BACP and NCPS guidance and insurance requirements — typically 3 years after our work ends, or until age 25 for young people. Records are then securely deleted or destroyed.

In accordance with HMRC requirements, financial records (such as invoices and paylinks, which may contain your name and transaction details) are retained for 5 years after the 31 January submission deadline of the relevant tax year, after which they are destroyed.

Website and Cookies

My website uses only essential cookies and does not use analytics or tracking tools. Any data submitted via the contact form is used only to respond to your enquiry.

Your Rights

Under UK GDPR you have the right to:

Access your personal information
Request corrections to inaccurate information
Request erasure of information where applicable
Restrict or object to processing in certain circumstances
Withdraw consent at any time
Lodge a complaint with the ICO

Concerns or Complaints

Please contact me in the first instance - I welcome the opportunity to address any concerns directly. If you remain dissatisfied, you can contact:

Information Commissioner’s Office (ICO)

Website: www.ico.org.uk

Telephone: 0303 123 1113

Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Changes to This Policy

This policy may be updated from time to time. The current version will always be available at www.jennifermckean.co.uk.

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