Privacy Policy
Ember Therapy
Effective date: 3rd August 2026
Next review Date: 3rd August 2027
At Ember Therapy, your privacy is important to us. This Privacy Policy sets out how we collect, use, store, and protect your personal information when you engage with our services. By accessing the Ember Therapy website or engaging with us as a client, you agree to the collection and use of information in accordance with this policy. Ember Therapy is operated as a private clinical psychology practice. The data controller for UK GDPR and the Data Protection Act 2018 is Ember Therapy Ltd, registered in England and Wales.
If you have any questions about this policy or the way your information is handled, please get in touch with us at hello@ember-therapy.co.uk. We will always respond to your enquiry with care and without delay.
1. Information We Collect
We collect personal information to provide you with a safe, effective, and personalised clinical psychology service. The types of information we may collect include:
a. Personal information
Your name, email address, telephone number, and postal address.
Date of birth and gender identity.
The name and practice of your GP.
Payment information — this is collected and processed securely by our payment provider and is not stored directly by Ember Therapy.
Any other information you choose to provide during the initial enquiry, consultation, or intake process.
b. Sensitive clinical information
Information relating to your mental health, wellbeing, and therapy goals.
Your perinatal history, obstetric history, and experiences of pregnancy, birth, and loss.
Details of previous or current mental and physical health conditions and diagnoses.
Information about previous experiences of psychological therapy or other mental health treatment.
Risk-related information gathered as part of the initial assessment or ongoing clinical work.
Completed psychological questionnaire measures administered during assessment and therapy.
Clinical notes and records arising from sessions.
c. Automatically collected information
Technical information such as your IP address, browser type, and device identifier may be automatically collected when you access the Ember Therapy website.
This information is used solely to improve website functionality and security and is not linked to your clinical records.
2. How We Use Your Information
Your information is used for the following purposes:
Service delivery: to provide psychological therapy services, including assessment, treatment planning, and ongoing sessions.
Clinical communication: to contact you regarding appointments, session arrangements, and any clinically relevant matters.
Payment processing: to handle invoicing, billing, and payment for services.
Clinical governance: to support safe, ethical, and effective practice, including supervision arrangements (see Section 3).
Legal compliance — to meet any legal obligations or requests from regulatory bodies, including the HCPC and the ICO.
Service improvement — to analyse and improve the quality and accessibility of the services offered by Ember Therapy.
Your information will never be used for marketing purposes, sold to third parties, or shared with advertisers. Ember Therapy products are entirely ad-free.
3. Information Sharing and Disclosure
Ember Therapy deeply respects your privacy. Your personal and clinical information will not be shared with any third party except in the following limited and clearly defined circumstances:
Where there is a serious and credible risk of significant harm to you.
Where there is a serious and credible risk of harm to another person, including a child or young person.
Where we are required to disclose information by law, or to protect our legal rights or respond to a lawful legal request.
Where you have given your explicit written consent for information to be shared.
Where it is safe and appropriate to do so, we will always aim to discuss any concerns with you directly before sharing your information with a third party. We recognise that this may not always be possible, and clinical judgement will be used to minimise any potential harm.
Supervision
As an HCPC-registered Clinical Psychologist, I engage in regular professional supervision with another qualified and experienced psychologist. This is a professional and ethical requirement and forms an important part of safe, reflective clinical practice. Supervision is conducted under strict confidentiality. Any information shared in the context of supervision is anonymised wherever possible, and your supervisor is bound by the same professional and ethical standards of confidentiality as your therapist.
Practice management systems
Client records are stored securely within WriteUpp, a GDPR-compliant clinical practice management system. WriteUpp operates in accordance with UK GDPR and the Data Protection Act 2018. No clinical information is stored in unsecured or non-compliant systems.
4. Data Security
The security of your personal and clinical information is of the highest importance to us. We implement appropriate technical and organisational measures to protect your data from unauthorised access, alteration, loss, or disclosure. These measures include:
Encryption of data in transit and at rest.
Secure, password-protected access controls.
Use of GDPR-compliant, UK-based practice management software.
Regular review of data security practices.
Please be aware that no method of electronic transmission or storage is entirely without risk, and whilst we take every reasonable precaution, we cannot guarantee absolute security. If you have any concerns about the security of your information, please get in touch with us directly at hello@ember-therapy.co.uk.
5. Retention of Information
We retain your personal and clinical information only for as long as is necessary to provide our services and to meet our legal and regulatory obligations, in accordance with UK GDPR and the Data Protection Act 2018. Specifically:
Your signed client agreement, anonymised session notes, and initial assessment information will be retained for seven years following our final session together.
Your personal contact details will be removed from all records after five years from the date of our final session, or sooner at your request.
After seven years, all remaining records will be deleted and disposed of securely and irreversibly.
If you wish to request the early deletion of your personal information, please get in touch with us at hello@ember-therapy.co.uk. We will respond to all such requests promptly and in accordance with your rights under UK GDPR.
6. Your Rights
Under UK GDPR and the Data Protection Act 2018, you have the following rights in relation to your personal data:
The right to access the personal data we hold about you (a Subject Access Request).
The right to request correction of any inaccurate or incomplete personal information.
The right to request deletion of your personal data, subject to any legal or clinical obligations that require us to retain it.
The right to withdraw consent at any time, where consent is the basis on which we process your information.
The right to restrict or object to the processing of your personal data in certain circumstances.
The right to data portability, where applicable.
To exercise any of these rights, please get in touch with us at hello@ember-therapy.co.uk. We will respond to all requests within one calendar month, in accordance with our obligations under UK GDPR. There is no charge for making a Subject Access Request.
If you are unhappy with the way in which your personal data has been handled, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.
7. Use of Cookies
The Ember Therapy website may use cookies and similar tracking technologies to enhance your browsing experience, analyse website usage, and ensure the website functions correctly. Cookies do not contain any personally identifiable clinical information. You may modify your browser settings to block or delete cookies at any time. Please be aware that doing so may affect the functionality of certain features of the website. Where required by law, we will seek your consent before placing non-essential cookies on your device.
8. Third-Party Links
The Ember Therapy website may contain links to third-party websites, including those of partner organisations and perinatal loss charities listed in our resources. Ember Therapy is not responsible for the privacy practices or content of any third-party websites. We recommend that you review the privacy policy of any external site you visit.
9. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our clinical practice, legal obligations, or regulatory guidance. Any material changes will be reflected in the "Effective Date" at the top of this document. We encourage you to review this policy periodically. If you are a current client and a significant change is made, we will notify you directly.
10. Contact Us
If you have any questions, concerns, or requests relating to this Privacy Policy or the way in which your personal data is handled, please get in touch with us:
Email: hello@ember-therapy.co.uk
Website: ember-therapy.co.uk
Registered office: Ember Therapy Ltd, c/o 1st Formations, London
We are committed to handling all enquiries about your data with the same warmth, care, and respect that guides everything we do at Ember Therapy.
Ember Therapy Ltd · hello@ember-therapy.co.uk · ember-therapy.co.uk
HCPC Registered · ICO Registered · Companies House: Ember Therapy Ltd