Privacy Policy

Your privacy matters, especially when you are reaching out about addiction. This policy explains what personal information I collect, why, how I keep it safe and what your rights are.

Who I am

I am Neil Philbin MSc MBACP, an addiction counsellor and psychotherapist based in Leamington Spa, providing counselling as Addiction Counselling (addictioncounselling.org). I am the data controller for the personal information described here, which means I decide how it is used and I am responsible for protecting it.

Email: neilpcounselling@gmail.com
Phone: 024 7771 0293

What this policy covers

It covers people who visit addictioncounselling.org, people who contact me to ask about counselling, and clients. Clients also receive a counselling agreement that explains in more detail how session notes are handled.

What information I collect

I only collect what I need to respond to you and, if you become a client, to provide safe and effective counselling.

• Contact form on this website: your name, email address, phone number and anything you choose to write in your message.
• Email, phone or text enquiries: your contact details and what you tell me about why you are getting in touch.
• Counselling sessions (clients only): contact details, GP and emergency contact details, brief session notes, appointment dates and payment records.
• Visiting this website: basic technical information such as your device and browser, collected through cookies set by the website platform (Wix). This site does not use advertising or analytics trackers.

What you tell me about your health, drinking, drug use, gambling or other behaviour is special category data under UK data protection law. I treat it with extra care. Please only share what you are comfortable sharing in a first message; we can talk about the details in person.

Why I use it, and the legal basis

UK data protection law (the UK GDPR and the Data Protection Act 2018) says I must have a lawful reason for each use.

• Replying to your enquiry and arranging a first appointment: taking steps at your request before entering a contract.
• Providing counselling, keeping notes and managing appointments: performing our counselling contract.
• Health and other sensitive information shared in enquiries or sessions: provision of health or social care by a professional bound by confidentiality (UK GDPR Article 9(2)(h)).
• Keeping financial records: legal obligation (HMRC record-keeping).
• Running and improving the website: legitimate interests, plus your consent for any non-essential cookies.

I will never use your information for marketing, and I never sell it.

Confidentiality

What you share with me is confidential. I work within the BACP Ethical Framework for the Counselling Professions. There are a small number of situations where I may need to share information without your consent:

• if I believe you or someone else is at serious risk of harm
• if a child or vulnerable adult may be at risk (safeguarding)
• if the law requires it, for example a court order or information about terrorism or drug trafficking that I am legally obliged to report

Where possible, I will talk to you first. Like all BACP counsellors, I discuss my work with a clinical supervisor. I never share your name or details that could identify you.

Who I share it with

I use a few trusted services to run my practice. They only process your information on my instructions and must keep it secure.

• Wix: hosts this website and receives contact form messages.
• Google (Gmail): email.
• Secure, password-protected cloud storage: stores client records.
• My bank: receives session payments.
• A video call service, such as Zoom: online sessions, where offered.

Some of these companies store data outside the UK, for example in the United States. Where that happens, the transfer is protected by UK-approved safeguards such as the UK Extension to the EU-US Data Privacy Framework or standard contractual clauses.

How long I keep it

• Enquiries from people who don't become clients: 6 months after our last contact.
• Client records and session notes: 7 years after counselling ends.
• Financial records: 6 years, as HMRC requires.

After that, it is securely deleted or shredded.

Keeping it safe

Records are kept on password-protected devices and accounts with two-step verification. Any paper notes are kept in a locked cabinet. Only I have access.

Your rights

You have the right to:

• ask for a copy of the information I hold about you
• ask me to correct anything that is wrong
• ask me to delete your information, unless I must keep it by law or for professional reasons
• ask me to limit how I use it, or object to how I use it
• withdraw your consent at any time, where I rely on consent

To use any of these rights, contact me at neilpcounselling@gmail.com. I will reply within one month. There is no charge.

Cookies

This website uses cookies set by Wix to make the site work. It does not use advertising or analytics cookies. Any non-essential cookies are only used if you agree to them in the cookie banner, and you can change your choice at any time.

Concerns and complaints

If you are unhappy with how I have handled your information, please tell me first so I can put it right. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk/make-a-complaint or on 0303 123 1113.

Changes to this policy

I may update this policy from time to time. The latest version will always be on this page.

Last updated: November 2026