Privacy Policy

This privacy policy outlines how Via Nova Therapy Ltd (referred to as “we”, “us”, or “our”) collects, uses, stores, and protects your personal data in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and our professional obligations as a member of the British Association for Counselling and Psychotherapy (BACP).

Personal information we collect

When you visit this website, we automatically collect certain information about your device, including information about your web browser, IP address, time zone, and some of the installed cookies on your device. Additionally, as you browse the Site, we collect information about the individual web pages or products you view, what websites or search terms referred you to the Site, and how you interact with the Site. We refer to this automatically-collected information as “Device Information.”

Moreover, we collect the personal data you provide to us during registration including:

• Contact details: Name, address, phone number, email address

• Personal details: Date of birth, GP contact, emergency contact

• Session notes: Brief anonymised summaries of therapy sessions

• Payment information: Bank details or transaction data

• Correspondence: Emails or texts between you and the therapist

• Assessment information: Any information shared as part of an initial consultation or intake process

Why do we process your data?

Information collected automatically is used to establish statistical information regarding website usage. This statistical information is not otherwise aggregated in such a way that it would identify any particular user of the system.

You can visit the website without telling us who you are or revealing any information, by which someone could identify you as a specific, identifiable individual. If, however, you wish to use some of the website’s features, or you wish to receive our newsletter or provide other details by filling a form, you may provide personal data to us, such as your email, first name, telephone number. You can choose not to provide us with your personal data, but then you may not be able to take advantage of some of the website’s features. For example, you won’t be able to contact us directly from the website.

Your personal data is shared with us for the following purposes:

• To deliver therapeutic services safely and ethically

• To contact you regarding appointments or relevant updates

• To keep records in accordance with professional standards and insurance requirements

• To comply with legal or regulatory obligations

• With your consent, to communicate with third parties (e.g. your GP).

Your rights

You have the following rights related to your personal data:

• The right to be informed.

• The right of access.

• The right to rectification.

• The right to erasure.

• The right to restrict processing.

• The right to data portability (e.g. transferring notes to another therapist).

• The right to object.

• Rights in relation to automated decision-making and profiling.

If you would like to exercise this right, please contact us through the contact information below.

Links to other websites

Our website may contain links to other websites that are not owned or controlled by us. Please be aware that we are not responsible for such other websites or third parties' privacy practices. We encourage you to be aware when you leave our website and read the privacy statements of each website that may collect personal information.

How your data is stored

• Electronic records are stored securely using encrypted, password-protected systems

• Paper records are stored in locked cabinets

• Session notes are anonymised and kept separate from identifiable information

• Emails and messages are stored using secure, GDPR-compliant platforms

• Data is retained for 7 years after the end of therapy (in line with insurance and professional guidelines), after which it will be securely deleted

Information security

We secure information you provide on computer servers in a controlled, secure environment, protected from unauthorized access, use, or disclosure. We keep reasonable administrative, technical, and physical safeguards to protect against unauthorized access, use, modification, and personal data disclosure in its control and custody. However, no data transmission over the Internet or wireless network can be guaranteed.

Legal disclosure

Your personal data is kept confidential unless:

• You give explicit consent for it to be shared

• There is a legal obligation to disclose (e.g., a court order)

• There is a risk of serious harm to you or others

• In supervision (as required by BACP), where your identity is anonymised

Contact information

If you would like to contact us to understand more about this Policy or wish to contact us concerning any matter relating to individual rights and your Personal Information, you may send an email to nick@vianovatherapy.co.uk.