Rachel Allan Consultancy - Privacy Policy
Rachel Allan Consultancy (registered as Great Glen Psychology Ltd) is committed to safeguarding your personal data in accordance with the UK GDPR, Data Protection Act 2018, and our professional obligations as an HCPC-registered Counselling Psychologist.
This privacy policy explains how Rachel Allan Consultancy collects, uses, stores, and protects your information across all areas of our work, including 1:1 therapy, clinical supervision, online courses, and our email list.
1. Who We Are
Dr Rachel M Allan is the Data Controller for clients who engage directly with her. Associate Psychologists working on behalf of Rachel Allan Consultancy may be Data Controllers in their own right for clients they work with directly. All Associates are registered with the Information Commissioner’s Office (ICO).
Contact details:
Email: [email protected]
Website: www.rachelallanconsultancy.com
Postal: Clyde Offices, Second Floor, 48 West George Street, Glasgow, G2 1BP
2. What Personal Data We Collect
We may collect and process the following information:
Identification and Contact Details: Name, address, email, phone number, date of birth, gender, pronouns.
Health and Clinical Information: Referral information, medical history, assessment reports, therapy notes, safeguarding concerns.
Financial Details: Invoices, payment records, insurance details.
Marketing and Website Interaction: Preferences, consent records, email interaction,
analytics, user journey data (via cookies and tracking tools).
We only collect what is necessary to provide psychological services or to offer relevant updates or resources through our newsletter or digital products.
3. How We Use Your Information
We use your data:
To provide psychological therapy, supervision, and professional services.
To manage bookings, communication, and billing.
To fulfil legal or regulatory obligations (e.g. HCPC, tax law).
To send updates and marketing emails with your consent.
• To improve our services through basic analytics and feedback (anonymised wherever possible).
4. Lawful Bases for Processing
We rely on the following legal bases:
Contract: To provide agreed services.
Legal Obligation: To meet professional and legal duties (e.g. tax, safeguarding).
Consent: For marketing communications or optional content.
Legitimate Interests: For managing and developing our business, responding to
enquiries, and providing a high standard of care and service.
For special category data (such as health information), we rely on Article 9(2)(h): processing necessary for the provision of health or social care by a regulated professional.
5. How Long We Keep Your Information
Adult client records: Retained for 7 years after the end of therapy
Financial records: Retained for 6 years as required by HMRC
Newsletter contacts or course participants: Retained until you unsubscribe or
request deletion
All data is securely deleted or destroyed after the retention period ends.
6. Sharing Your Information
We do not sell your information. We may share personal data:
With other health professionals, if needed and with your consent.
With safeguarding authorities, if there is serious risk to you or others.
With HMRC or other regulators to meet legal obligations.
With third-party service providers (e.g. payment processors or website platforms)
under strict confidentiality agreements.
7. Confidentiality and Ethics
We are bound by professional codes of confidentiality (e.g. HCPC, BPS). Information shared in therapy or supervision is held in strict confidence, unless:
There is a risk of harm to you or someone else
We are legally required to disclose information (e.g. court order)
You give explicit consent to share information
8. Your Rights
You have the right to:
Request access to your data
Request correction of inaccurate data
Request deletion of data (where permitted)
Restrict or object to processing
Withdraw consent at any time (for marketing or optional data)
File a complaint with the ICO
To exercise any of your rights, contact us at: [email protected]
9. Marketing and Email List
We may send you updates, free resources, or course information if you have opted in. You can unsubscribe at any time by clicking the link in the email or contacting us directly.
We do not use personal data collected for therapeutic purposes for marketing.
10. Cookies and Website Tracking
We may use cookies and tracking tools on our website to understand user behaviour and improve functionality. You can opt out or manage your preferences via your browser settings.
11. Changes to This Policy
We may update this policy from time to time. The latest version will always be published on our website.
12. Complaints
We take all concerns seriously. Please contact us directly in the first instance. If you remain dissatisfied, you can contact:
Information Commissioner’s Office (ICO)
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF Helpline: 0303 123 1113
Website: www.ico.org.uk