Privacy Policy

Sakoon Counselling Services is committed to protecting the data of its users. Please read our privacy policies and terms below.

This privacy notice, along with our website terms and conditions  lets you know how we collect, use and keep your personal information safe.

If you have any queries about our Privacy Notice, please get in touch with our data team:

By email : info@sakoon.co.uk

ICO Registration Number: ZA744905
Trading Address: 104 Apple Tree Ave, Uxbridge, Middlesex, UB8 3PU
Policy Owner: Rabia Khan
Email: rabia.khan@sakoon.co.uk
Website: www.sakoon.co.uk

1. Introduction

Sakoon Counselling is committed to protecting the privacy, confidentiality and security of the personal information entrusted to us.

This Privacy Policy explains what personal information we may collect, why we collect it, how it is used, where and how it is stored, when it may be disclosed, how long it may be retained and the rights individuals have in relation to their personal information.

It also sets out important terms relating to the use of our website, including intellectual property, acceptable use, testimonials, website security, analytics and electronic communications.

This policy applies to clients and prospective clients, including individuals, couples and families, as well as people who contact, interact with or use the website or services of Sakoon Counselling.

Sakoon Counselling processes personal information in accordance with applicable UK data-protection legislation, including the UK GDPR and Data Protection Act 2018, as amended from time to time.

2. Who Is Responsible for Your Information?

For the purposes of applicable data-protection legislation, Sakoon Counselling is responsible for determining why and how personal information under its control is processed.

Organisation: Sakoon Counselling
Trading Address: 104 Apple Tree Ave, Uxbridge, Middlesex, UB8 3PU
ICO Registration Number: ZA744905
Policy Owner: Rabia Khan
Email: info@sakoon.co.uk

3. Information We May Collect

Depending upon your relationship with Sakoon Counselling and the services being provided, we may collect information including:

  • name;
  • address;
  • telephone number;
  • email address;
  • date of birth or age;
  • emergency contact information;
  • booking and appointment information;
  • payment and transaction information;
  • referral information;
  • counselling history;
  • session attendance;
  • counselling and clinical notes;
  • assessment information and outcomes;
  • information provided during counselling;
  • information relating to physical or mental health;
  • family and relationship information;
  • religious or philosophical information where relevant to counselling;
  • safeguarding information;
  • correspondence with Sakoon Counselling;
  • complaints and feedback;
  • information received from appropriately authorised third parties;
  • technical and website information where applicable; and
  • other information reasonably required to provide our services safely and effectively.

Due to the nature of counselling, some information may constitute special-category personal data and therefore requires additional protection.

4. How We Collect Information

Information may be provided directly by you when you:

  • contact Sakoon Counselling;
  • make an enquiry;
  • book a counselling session;
  • make a payment;
  • complete an assessment or questionnaire;
  • attend counselling;
  • communicate with your counsellor;
  • provide information during therapy;
  • use our website; or
  • submit a complaint, request or enquiry.

We may also receive information from another person or organisation where there is an appropriate lawful basis, such as a referring organisation, parent or guardian where appropriate, healthcare or social-care professional, or safeguarding agency.

5. Our Website and Front-End System

Sakoon Counselling operates a public-facing website.

The public-facing website is separate from the secure back-end system used to store counselling records and confidential client information.

Counselling notes and confidential clinical records are not stored on the public-facing area of our website.

Our website may use cookies, analytics and similar technologies. Further information is contained within our Cookie Policy and the relevant sections of this Privacy Policy.

6. How and Where Client Information Is Stored

Client records, counselling notes and other confidential information are stored within Sakoon Counselling’s secure back-end system hosted on a protected server.

The back-end system is separate from the public-facing areas of our website.

Access to confidential information is restricted to appropriately authorised persons who require access for legitimate professional or operational purposes.

Sakoon Counselling maintains technical and organisational security measures appropriate to the nature and sensitivity of the information being processed.

Counsellors and other authorised persons are required to protect their access credentials and maintain client confidentiality.

7. Why We Use Personal Information

We may process personal information for purposes including:

  • responding to enquiries;
  • arranging and administering counselling;
  • providing counselling and therapeutic services;
  • maintaining appropriate clinical records;
  • administering bookings;
  • processing payments;
  • communicating with clients;
  • managing appointments;
  • providing continuity of therapeutic care;
  • undertaking clinical supervision;
  • managing safeguarding concerns;
  • responding to serious risks to a client or another person;
  • handling complaints;
  • meeting professional, insurance or regulatory requirements;
  • maintaining and improving our services;
  • protecting our website and systems;
  • analysing website usage where permitted;
  • preventing misuse, fraud or security incidents; and
  • complying with legal obligations.

8. Lawful Basis for Processing

Sakoon Counselling must have an appropriate lawful basis for processing personal information.

Depending upon the particular processing activity, the lawful basis may include:

Contract – where processing is necessary to take steps at your request before entering into a counselling agreement or to provide counselling or another service you have requested.

Legal Obligation – where processing is necessary to comply with an applicable legal obligation.

Legitimate Interests – where processing is necessary for an appropriate organisational or professional purpose and those interests are not overridden by the individual’s rights and interests.

Consent – where Sakoon Counselling specifically asks for consent and consent is the appropriate lawful basis.

Vital Interests – in limited circumstances where processing is necessary to protect someone’s life.

Where special-category personal information is processed, Sakoon Counselling will also identify an appropriate condition permitting that processing under applicable data-protection legislation.

9. Counselling and Clinical Notes

Counsellors may maintain appropriate records relating to counselling sessions.

These records are confidential and stored within Sakoon Counselling’s secure back-end system.

Counselling records should be relevant, proportionate and appropriate to the therapeutic work undertaken.

Access is restricted to appropriately authorised persons who have a legitimate professional or operational reason to access the information.

10. Clinical Supervision

Clinical supervision is an important part of safe, ethical and professional counselling practice.

Sakoon Counselling counsellors undertake clinical supervision and may discuss aspects of their clinical work with an appropriate clinical supervisor.

Relevant counselling notes or case information may be considered during supervision where necessary for professional reflection, maintaining professional standards and supporting safe therapeutic practice.

Counsellors will ordinarily discuss cases without revealing the identity of the client.

Names and unnecessary identifying information should not be disclosed during routine clinical supervision.

Clinical supervisors are themselves required to maintain professional confidentiality.

There may be exceptional circumstances, including safeguarding concerns, serious risk, complaints or legal requirements, where identifiable information needs to be shared where necessary and appropriate.

11. Confidentiality and Its Limits

Information shared during counselling will normally remain confidential.

However, confidentiality is not absolute.

Information may need to be disclosed where:

  • there is a serious or immediate risk of harm to the client or another person;
  • there are safeguarding concerns involving a child or adult at risk;
  • there is suspected abuse, neglect or exploitation requiring appropriate action;
  • disclosure is required by law;
  • Sakoon Counselling is required to comply with a court order or other legally enforceable requirement; or
  • another lawful and professionally appropriate reason requires disclosure.

Where it is safe, appropriate and lawful to do so, the client will normally be informed before information is disclosed.

There may be circumstances where prior notification is not possible or appropriate.

12. Third-Party Disclosure

Sakoon Counselling will not ordinarily disclose confidential counselling information to family members, friends, employers, educational establishments, religious or community organisations or other third parties without appropriate authority or another lawful basis.

Where a client requests disclosure to a third party, written authority may be required.

Where information is disclosed, we will seek to limit disclosure to information that is necessary and proportionate.

The fact that another person pays for counselling does not automatically entitle that person to receive information about the client’s counselling sessions.

13. Children and Young People

Where counselling is provided to children or young people, Sakoon Counselling will consider the young person’s age, understanding and circumstances together with applicable requirements relating to confidentiality, consent, capacity, parental responsibility and safeguarding.

Information will not automatically be disclosed to a parent or guardian solely because they arranged or paid for counselling.

Safeguarding responsibilities and applicable legal requirements may, however, require information to be shared in certain circumstances.

14. Couples and Family Counselling

Couples and family counselling may involve personal information concerning more than one person.

The counsellor may explain relevant confidentiality arrangements to participants.

Records relating to couples or family counselling may contain information concerning multiple individuals and will be managed carefully in accordance with applicable confidentiality and data-protection requirements.

15. Payment Information

Payment information will be processed only as necessary to administer bookings, payments, refunds where applicable and appropriate financial records.

Where external payment providers or banking services are used, those organisations may process information in accordance with their own privacy arrangements.

Complete payment-card information should not be recorded within counselling notes or sent to Sakoon Counselling through ordinary email.

16. Online Counselling

Sakoon Counselling currently provides counselling online.

Clients are responsible for taking reasonable steps to participate from an appropriately private environment and to prevent other people from overhearing their counselling session.

Information required to facilitate an online counselling session may be processed through the technology used to provide the service.

17. International Clients and Transfers

Sakoon Counselling may provide services to clients located outside the United Kingdom.

Where personal information is transferred to a separate organisation outside the UK in circumstances constituting a restricted international transfer, Sakoon Counselling will consider applicable UK data-protection requirements and implement an appropriate safeguard or transfer mechanism where required.

18. How We Protect Your Information

Sakoon Counselling takes the confidentiality and security of personal information seriously.

Confidential counselling notes and clinical records are not stored on the public-facing area of our website.

Client records and counselling information are stored separately within Sakoon Counselling’s secure back-end system hosted on a protected server.

Access to confidential information is restricted to appropriately authorised persons who require access for legitimate professional or operational purposes.

We maintain reasonable and proportionate technical and organisational measures designed to protect personal information against:

  • unauthorised access;
  • accidental loss;
  • unauthorised disclosure;
  • alteration;
  • misuse; and
  • destruction.

19. Email and Secure Communications

Ordinary email should not be regarded as a completely secure method of transmitting highly sensitive or confidential information.

Clients are therefore encouraged not to send unnecessary sensitive counselling, medical, safeguarding or other highly confidential information through ordinary email.

Where a client chooses to provide confidential information by email, they should be aware of the inherent security risks associated with electronic communication.

Sakoon Counselling will take reasonable steps to handle information received by email appropriately.

Payment-card details and other highly sensitive financial credentials should not be sent to Sakoon Counselling by ordinary email.

Where our website or associated systems transmit information securely, appropriate security technologies may be used, including encrypted HTTPS connections.

20. Website Analytics and Statistical Information

Sakoon Counselling may use analytics and other website technologies to understand how visitors use our website and to help maintain and improve our services.

This may include information used to:

  • understand visitor numbers;
  • identify which sections of the website are used;
  • understand how visitors navigate the website;
  • identify technical or performance issues;
  • improve website design and usability;
  • maintain website security; and
  • measure the effectiveness of our online services and advertising where applicable.

Where analytics or similar technologies require consent, they will be managed in accordance with applicable cookie and privacy requirements.

Further information is available in our Cookie Policy.

21. Website and Network Security

Sakoon Counselling may use appropriate security technologies and monitoring tools to protect its website, server and associated systems.

Security monitoring may be used to identify or investigate:

  • unauthorised access attempts;
  • malicious activity;
  • attempts to upload or alter information without authority;
  • attacks against our website or server;
  • abnormal network activity; and
  • activity that may threaten the confidentiality, integrity or availability of our systems.

Information obtained for security purposes will only be processed where there is an appropriate lawful basis and should not be retained for longer than reasonably necessary for the relevant purpose.

22. Personal Data Breaches

Any suspected personal-data breach will be investigated appropriately.

Sakoon Counselling will take reasonable steps to contain and mitigate the incident, maintain appropriate records and determine whether the incident must be reported to the Information Commissioner’s Office and/or affected individuals.

23. Retention of Information

Sakoon Counselling does not retain personal information indefinitely simply because it may potentially be useful.

Different categories of information may require different retention periods.

Records may be retained where reasonably necessary for:

  • clinical and professional requirements;
  • safeguarding;
  • legal and regulatory requirements;
  • insurance requirements;
  • handling complaints; or
  • establishing, exercising or defending legal claims.

Clinical record retention period: 2 years

At the end of the applicable retention period, information will be securely deleted, destroyed or anonymised as appropriate unless there is an appropriate reason for further retention.

WEBSITE TERMS

24. Intellectual Property Rights

Unless otherwise stated, all copyright, trademarks and other intellectual property rights in the Sakoon Counselling website, including its text, graphics, branding, design, resources, materials and other original content, are owned by or licensed to Sakoon Counselling.

Nothing on this website grants a user any right or licence to use Sakoon Counselling’s intellectual property except where expressly permitted by law or with prior written permission.

You must not, without appropriate permission:

  • republish material from our website;
  • sell or rent material from our website;
  • commercially exploit material from our website;
  • reproduce, duplicate, copy or adapt material from our website except where permitted by law;
  • create derivative material from our original content for commercial purposes;
  • use Sakoon Counselling’s branding, trademarks or original materials for commercial or marketing purposes; or
  • redistribute content from this website, including reproducing it on another website, except where expressly permitted.

Nothing in this section is intended to restrict use that is permitted under applicable copyright or other law.

25. Acceptable Use

You agree to use the Sakoon Counselling website only for lawful purposes and in a manner that does not infringe the rights of others or restrict or inhibit another person’s lawful use of the website.

You must not use the website to:

  • engage in unlawful, abusive, threatening or harassing behaviour;
  • transmit unlawful, obscene, malicious or seriously offensive material;
  • attempt to gain unauthorised access to our website, server, systems or information;
  • upload malicious software, viruses or other harmful material;
  • deliberately interfere with the operation, availability or security of our website;
  • send unsolicited commercial communications through our systems; or
  • use our website content for commercial marketing purposes without prior written permission.

Sakoon Counselling reserves the right to take appropriate action where we reasonably believe that our website, systems, intellectual property or services are being misused.

26. Use of Testimonials

Sakoon Counselling may display testimonials and feedback provided by people who have used our services.

Testimonials represent the individual experiences and opinions of the person providing them.

Individual experiences vary and testimonials should not be interpreted as a guarantee that another person will experience the same or similar results.

Testimonials may originally be received in writing, electronically, by audio, video or through another appropriate method.

Where a testimonial is published, it may be edited for spelling, grammar, length or clarity, or to remove information that could identify an individual.

We will seek to ensure that editing does not materially change the meaning of the testimonial.

Where appropriate, identifying information will be removed or limited in order to protect confidentiality and privacy.

Testimonials represent the views and experiences of the person providing them and do not necessarily represent the views of Sakoon Counselling.

Sakoon Counselling does not operate its website as an open testimonial forum. Testimonials selected for publication may be reviewed before appearing on the website.

Testimonials and statements appearing on our website are not intended to constitute medical advice or to represent that counselling or any other Sakoon Counselling service is guaranteed to diagnose, treat, cure or prevent any particular medical or mental-health condition.

The presence of a testimonial does not constitute a guarantee of therapeutic outcome.

YOUR DATA PROTECTION RIGHTS

27. Your Rights and Managing Your Personal Information

Under applicable UK data-protection legislation, you may have a number of rights concerning your personal information.

Depending upon the circumstances, these may include the right to:

  • request access to personal information we hold about you;
  • request correction of inaccurate or incomplete information;
  • request deletion of your personal information in certain circumstances;
  • request restriction of processing in certain circumstances;
  • object to certain processing;
  • receive certain personal information in a portable format where the right to data portability applies; and
  • withdraw consent at any time where we rely upon consent as the lawful basis for processing.

These rights are not absolute and may be subject to exemptions or limitations under applicable law.

There may, for example, be circumstances where Sakoon Counselling is required or permitted to retain information despite a request for deletion, including where information needs to be retained for legal, safeguarding, professional, insurance or legal-claims purposes.

28. Accessing Your Personal Information

You have the right to request access to personal information Sakoon Counselling holds about you, subject to applicable legal requirements and exemptions.

We may request reasonable information to verify your identity before disclosing personal information.

A valid request may entitle you to information including:

  • the purposes for which your personal information is processed;
  • the categories of personal information concerned;
  • the recipients or categories of recipients to whom information has been or may be disclosed;
  • where possible, the envisaged retention period or the criteria used to determine that period;
  • information concerning applicable data-protection rights;
  • where information was not obtained directly from you, available information concerning its source; and
  • a copy of personal information to which you are entitled, subject to applicable exemptions and the rights of other individuals.

We will respond within the applicable legal timeframe.

Sakoon Counselling will not normally charge a fee for dealing with a data-protection rights request.

However, where permitted by law, a reasonable fee may be charged or a request may be refused where a request is manifestly unfounded or excessive.

29. Making a Data Protection Request

To exercise your data-protection rights or ask a question concerning how your personal information is handled, please contact:

Sakoon Counselling
104 Apple Tree Ave
Uxbridge
Middlesex
UB8 3PU

Email: info@sakoon.co.uk
ICO Registration Number: ZA744905

When emailing about your personal information, please use the subject heading:

DATA PROTECTION REQUEST

Please provide enough information for us to identify you and understand your request.

We may request appropriate proof of identity before releasing personal information.

30. Complaints About Data Protection

If you are concerned about how Sakoon Counselling has handled your personal information, please contact us so that we have an opportunity to investigate your concern.

Complaints and data-protection concerns can be sent to:

Email: info@sakoon.co.uk

Sakoon Counselling
104 Apple Tree Ave
Uxbridge
Middlesex
UB8 3PU

You also have the right to raise concerns about the handling of your personal information with the Information Commissioner’s Office (ICO).

Sakoon Counselling ICO Registration Number: ZA744905

31. Changes to This Privacy Policy

Sakoon Counselling may review and update this Privacy Policy periodically to reflect changes to our services, website, systems, professional requirements or applicable legislation.

The current version of the policy will be made available through Sakoon Counselling’s website.

Contact Details

Sakoon Counselling
104 Apple Tree Ave
Uxbridge
Middlesex
UB8 3PU

Email: info@sakoon.co.uk
Website: www.sakoon.co.uk
ICO Registration Number: ZA744905
Policy Owner: Rabia Khan

 

SAKOON COUNSELLING

COOKIE POLICY

Trading Address: 104 Apple Tree Ave, Uxbridge, Middlesex, UB8 3PU
ICO Registration Number: ZA744905

1. About This Cookie Policy

This Cookie Policy explains how Sakoon Counselling uses cookies and similar technologies when visitors use our website.

This Cookie Policy should be read alongside our Privacy Policy.

2. What Are Cookies?

Cookies are small files or pieces of information that may be stored on a user’s device when visiting a website.

Cookies and similar technologies may be used to enable websites to function, remember preferences, maintain security, understand how visitors interact with a website and measure the effectiveness of services or advertising.

3. Our Website and Counselling Information

Sakoon Counselling’s public-facing website is primarily used to provide information about our counselling and related services.

Counselling notes and confidential clinical records are not stored on the public-facing area of our website.

Confidential client information and counselling records are stored separately within Sakoon Counselling’s secure back-end system.

4. Types of Cookies We May Use

Strictly Necessary Cookies

These are cookies and similar technologies necessary for our website or requested online services to operate correctly.

They may be used for purposes including:

  • website security;
  • essential website functionality;
  • remembering privacy or cookie choices;
  • maintaining sessions where required; and
  • providing functions requested by the visitor.

Where a cookie or similar technology is strictly necessary to provide a service requested by the user, consent may not be required.

Analytics Cookies

Analytics technologies may help us understand how visitors interact with our website.

This may include information such as:

  • pages visited;
  • approximate visitor numbers;
  • how visitors reached the website;
  • general website usage;
  • browser or device information; and
  • website performance.

This information can help Sakoon Counselling understand and improve the performance and usability of its website.

Where consent is required, analytics technologies will be managed through the appropriate consent mechanism.

Advertising and Marketing Cookies

Sakoon Counselling may use advertising or marketing technologies associated with online advertising services.

These technologies may be used to:

  • measure advertising effectiveness;
  • understand whether advertising resulted in a website visit or relevant action;
  • measure conversions;
  • manage advertising; and
  • support relevant advertising activities.

Where consent is required, non-essential advertising or marketing technologies will not be activated until the visitor has made the appropriate choice.

Functional Cookies

Functional cookies may support additional website features or remember choices made by a visitor.

Where these technologies are not strictly necessary, they will be managed in accordance with applicable consent requirements.

5. Google Analytics and Analytics Services

Sakoon Counselling may use analytics services, including Google services where these have been configured on the website.

Such services may process technical and usage information to provide statistics concerning website activity.

The technologies operating on the website should be periodically reviewed because website configurations and services may change.

6. Google Ads and Conversion Measurement

Sakoon Counselling may use Google Ads and associated conversion-measurement technologies.

Where enabled, these technologies may help Sakoon Counselling understand whether an advertisement resulted in a website visit, enquiry or other relevant action.

Non-essential advertising technologies will be managed in accordance with applicable consent requirements.

7. Your Cookie Choices

Where required, visitors will be provided with a cookie-management facility or banner.

Visitors may be given options to accept or reject non-essential cookies and manage their preferences.

A visitor’s continued use of the website will not, by itself, be treated as consent to non-essential cookies where affirmative consent is legally required.

8. Changing Your Preferences

Where a cookie-management facility is provided, visitors may use it to change their preferences.

Cookies may also be managed through the user’s browser.

Depending upon the browser, users may be able to:

  • view cookies;
  • delete cookies;
  • block cookies;
  • block third-party cookies; or
  • prevent websites from storing cookies.

Blocking strictly necessary cookies may affect the operation of some website functions.

9. Third-Party Technologies

Some website functions may be provided by external service providers.

Those providers may process information or use cookies or similar technologies where their services are enabled.

Sakoon Counselling should periodically review the services and technologies operating on its website.

10. Personal Information and Cookies

Where information collected through cookies or similar technologies constitutes personal information, it will be handled in accordance with Sakoon Counselling’s Privacy Policy and applicable data-protection requirements.

11. Changes to This Cookie Policy

Sakoon Counselling may update this Cookie Policy to reflect changes to our website, technologies, services or applicable requirements.

The latest version will be made available through our website.

12. Contact Us

For questions concerning our use of cookies or personal information, please contact:

Sakoon Counselling
104 Apple Tree Ave
Uxbridge
Middlesex
UB8 3PU

ICO Registration Number: ZA744905
Email:rabia.khan@sakoon.co.uk