Effective Date: 1st April 2026
At Reflections NI, protecting your personal data is a priority. This Privacy Policy explains how we collect, use, store, and protect the personal information of our clients, including children, young people, and adults, in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Data We Collect
We collect personal information directly from you during therapy sessions, including:
Identification details: Name, contact information (email, phone)
Health and therapy information: Relevant medical or psychological history, therapy notes, progress reports
2. How We Use Your Data
Your personal information is processed for the following purposes:
Providing therapy sessions and support
Scheduling and managing appointments
Billing and administrative purposes
Research and service improvement (anonymised where possible)
Making referrals to other medical or therapy providers, when necessary
Legal Basis: We process your data based on your consent and as required to comply with legal obligations.
3. Data Sharing
Your information will only be shared with third parties if necessary for your care, such as:
Other medical or therapy providers for referrals
We do not transfer your data outside the UK or EU.
4. Data Retention
We retain your personal and therapy records for a minimum of 7 years after your last date of service, in line with professional and legal requirements.
5. Your Rights
Under UK GDPR, you have the right to:
Access your personal data
Request corrections to inaccurate or incomplete data
Request deletion of your data
Restrict processing of your data
Withdraw consent at any time (without affecting your therapy)
To exercise your rights, please contact us at hello@reflectionsni.com.
6. Data Security
We take the security of your personal information seriously:
Access to your data is limited to authorised personnel only
7. Marketing
We do not send newsletters, promotional emails, or marketing materials.
8. Children and Vulnerable Groups
We provide therapy services to children, young people, and vulnerable adults. All data processing follows additional safeguarding measures appropriate for these groups.
9. Changes to this Policy
We may update this policy from time to time. Any changes will be posted on this page.
10. Contact Information
For questions or concerns regarding this policy or your personal data, contact:
Reflections NI
Email: hello@reflectionsni.com
Phone: +44 7347 963 949