​

Last updated: July 2026

​

Your privacy is important to me. This privacy notice explains how I, Darren Sharpe, collect, use, store and protect your personal information from your initial enquiry through to the end of counselling or psychotherapy and afterwards.

I am the data controller for the personal information that I hold about you.

​

Data controller: Darren Sharpe
Email: hi@darrensharpe.co.uk
ICO registration number: ZA603401

I comply with applicable UK data protection legislation, including the UK General Data Protection Regulation, the Data Protection Act 2018 and relevant provisions of the Privacy and Electronic Communications Regulations.

​

I also work in accordance with the confidentiality and privacy requirements of my professional and ethical framework.

​

The information I may collect

To provide counselling or psychotherapy safely and effectively, I may collect and hold information including:

• your name, address and date of birth;

• your email address and telephone number;

• details of your GP;

• details of an emergency contact;

• information provided when you make an enquiry;

• appointment and attendance information;

• information relevant to your physical or mental health;

• brief paper notes relating to counselling or psychotherapy sessions;

• correspondence between us;

• payment, invoicing or accounting information; and

• information needed to meet my professional, legal, safeguarding and insurance obligations.

 

Information concerning your physical or mental health is classed as special category personal data and receives additional protection under data protection law.

 

My lawful bases for using your information

The lawful basis that applies depends on why I am using your information and the stage of our work together.

When you contact me about counselling or psychotherapy, or while we are working together, I normally process your personal information because it is necessary to take steps at your request before entering into a therapeutic agreement or to perform that agreement.

​

I may retain limited information after our work ends where this is necessary for my legitimate interests, including maintaining appropriate professional records, responding to complaints or legal claims, and meeting insurance requirements.

Where I process information about your health or other special category information, I do so where it is necessary for the provision of health or social care or treatment by a professional who is subject to an obligation of confidentiality.

​

In limited circumstances, I may also process or disclose information where:

• I have a legal obligation to do so;

• it is necessary to protect someone’s vital interests;

• it is necessary for safeguarding purposes;

• it is required for the establishment, exercise or defence of legal claims; or

• you have provided explicit consent.

 

How I use your information

I use your personal information only where it is reasonably necessary to:

• respond to your enquiry;

• assess whether I am able to offer you an appropriate service;

• arrange, confirm or rearrange appointments;

• provide counselling or psychotherapy;

• maintain appropriate professional records;

• manage payments, invoices and accounts;

• communicate with you about our work;

• protect your safety or the safety of another person;

• meet safeguarding, ethical, insurance and legal requirements; and

• respond to complaints, disputes or legal proceedings.

 

I do not sell your information or use information disclosed during therapy for marketing.

Initial enquiries

When you contact me, I may collect your name, contact details and brief information about why you are seeking counselling or psychotherapy.

This information allows me to respond to you, arrange an initial conversation and consider whether I am able to offer an appropriate service.

If you decide not to proceed, I will delete or securely destroy your enquiry information within a reasonable period unless there is a professional or legal reason to retain it. Ordinarily, unsuccessful enquiry information will not be retained for longer than 12 months.

Please avoid including detailed or highly sensitive personal information in an initial email or contact form.

​

While we are working together

Before counselling or psychotherapy begins, I may ask you to provide information including your address, date of birth, GP details and emergency-contact details.

I may use your email address or telephone number to arrange appointments, send necessary service information or contact you if an appointment must be changed.

If you do not attend a scheduled session, I may attempt to contact you using the details you have provided, particularly where I have concerns about your welfare. You may discuss your communication preferences with me at any time.

I will contact your GP, emergency contact or another appropriate service only where this is necessary to fulfil my duty of care, respond to a serious risk or meet a legal or safeguarding obligation. Wherever reasonably possible and appropriate, I will discuss this with you first.

​

Paper notes are stored securely in a locked facility that is not accessible to clients, visitors or unauthorised individuals.

Your contact details and other directly identifying information are, wherever practicable, stored separately from your session notes. A reference code or other limited identifier may be used to connect records when necessary.

Paper records are not stored on an electronic note-taking platform.

When records reach the end of their retention period, they are destroyed securely, normally through confidential shredding or an equivalent secure-destruction process.
 

Clinical supervision

As part of responsible and ethical practice, I attend regular clinical supervision.

I may discuss aspects of my work in supervision. Wherever possible, information is anonymised or minimised so that you are not identifiable.

My supervisor is also bound by professional duties of confidentiality and data protection.

Clinical will

I maintain appropriate arrangements for the secure management of client records if I become seriously ill, incapacitated or die.

A trusted professional executor may be given limited access to the information necessary to contact clients, manage appointments and ensure that records are handled securely.

The executor is required to respect confidentiality and use information only for these purposes.