Privacy Notice

Swan Counselling CIC (“we”, “our”, “us”) is committed to protecting your personal information.

This Privacy Notice explains what information we collect, why we collect it, and how we keep it safe.

By using our website, you agree to this Notice. If you have any questions, please contact us.

1. Who We Are

We are Swan Counselling CIC, a Community Interest Company offering counselling-related services.
If you’d like to contact us:

Email: swancounselling@protonmail.com
Phone: 07821 071426

2. What Information We Collect

We collect information when you:

Fill in our website contact form
Email us directly
Contact us with questions or requests

The information you choose to give may include:

Your name
Email address
Phone number
Postal address (if you choose to provide it)
Any other details you include in your message

3. How We Use Your Information

We use your information to:

Reply to your enquiries
Provide any services you request
Keep basic records as required by law
Send information you’ve asked for
Update you about changes to our services (only if you asked to be kept informed)

We do not use your information for marketing unless you have clearly asked us to.

4. Our Legal Reasons for Using Your Information

We use your information only when we have a lawful reason to do so. This may include:

Consent — you contacted us voluntarily
Contract — we need the information to provide counselling or related services
Legitimate interests — such as responding to your questions
Legal obligation — such as keeping financial records for HMRC

5. Who Can See Your Information

We take your privacy seriously.

We never sell your information
We never share it for marketing

We may share your information with trusted third parties only when needed to provide a service (such as postal or delivery services). They must keep your information secure and cannot use it for anything else.

We may also share information if required by law (e.g., a court order).

6. How Long We Keep Your Information

We keep your information only for as long as needed. For example:

General enquiries: up to 12 months
Required financial records: 6 years
Counselling notes 7 years

If you would like to know how long a specific type of information is kept, please contact us.

7. Your Rights

Under data protection law, you have the right to:

Ask for a copy of your information
Correct inaccurate information
Ask us to delete your information
Ask us to limit how we use it
Object to how we use it in certain situations
Withdraw your consent at any time (where consent is the basis for processing)

To use any of these rights, please contact us at: swancounselling@protonmail.com

You can also complain to the Information Commissioner’s Office (ICO) if you are unhappy with how your data is used: https://ico.org.uk

8. Keeping Your Information Safe

We take steps to protect your personal information.
However, no method of sending information online is completely secure.
Once we receive your data, we make every effort to keep it safe.

9. Cookies

Our website uses cookies to help it run smoothly and to understand how visitors use it.
You can turn off cookies in your browser settings.
A full Cookies Policy will be available soon.

10. Links to Other Websites

If our website contains links to other sites, please be aware that this Privacy Notice applies only to our own website.
We are not responsible for the privacy practices of other websites.

11. Children and Young People

If you are aged 16 or under, please ask a parent or guardian before sending us any personal information.

12. Transferring Information Outside the UK/EU

Some of our secure service providers may store data outside the UK or EU.
When this happens, we make sure proper safeguards are in place to keep your information protected (such as approved legal agreements).

If you have any questions about this Notice or how your information is used, please contact us at:
swancounselling@protonmail.com

We welcome your feedback