Last updated: 31/10/2025

ReflectSpace CIC (“we”, “us”, “our”) is committed to protecting your privacy and ensuring your personal information is handled safely and securely. This policy explains how we collect, use, store, and protect your information when you visit our website or access our services.

By using our website, you agree to the terms of this Privacy Policy.

1. Who We Are

ReflectSpace CIC
A wellbeing organisation offering accessible counselling, reflective support, and trainee counsellor placements.

Website: https://reflectspace.org.uk
Email: info@reflectspace.org.uk
Registered in the UK as a Community Interest Company (CIC)

We comply with UK GDPR and the Data Protection Act 2018.

2. Information We Collect

We may collect the following types of information:

Personal Information

• Name

   

• Email address

   

• Phone number

   

• Contact form details

   

• Booking information

   

Special Category Data (Therapy-Related Information)

If you enquire about or receive counselling, we may collect sensitive data such as:

• Mental health or wellbeing information

   

• Assessment details

   

• Session notes

   

• Emergency contact information

   

• GP details

   

This information is collected only with explicit consent and stored securely.

Technical & Usage Data

• IP address

   

• Browser and device information

   

• Site usage analytics

   

• Cookies (see section below)

   

3. How We Use Your Information

We may use your information to:

• Provide counselling and support services

   

• Respond to enquiries

   

• Manage bookings and client records

   

• Provide trainee placements and supervision

   

• Ensure safety and safeguarding

   

• Improve our website and services

   

• Comply with legal and professional obligations

   

We do not sell or share personal data for marketing.

4. Legal Basis for Processing

We process data under the following lawful bases:

• Consent

   

• Legitimate interests

   

• Contract

   

• Legal obligation

   

• Vital interests (safeguarding)

   

• Provision of health care (Article 9 condition)

   

5. Confidentiality & Safeguarding

Counselling sessions are confidential. Information may only be shared if:

• There is serious risk of harm to yourself or others

   

• There are safeguarding concerns

   

• There is legal requirement to disclose

   

• Sharing is required for professional supervision

   

Trainee counsellors operate under qualified professional supervision.

6. Data Security & Storage

We store all data securely using encrypted and password-protected systems.
Counselling notes are stored separately from personal contact information.

We retain records for the period required by professional and legal standards.

7. Cookies & Website Tracking

We may use cookies and analytics tools to understand and improve website performance.
You can control cookies through your browser settings.

8. Your Rights

Under UK GDPR, you have the right to:

• Access your data

   

• Request correction or deletion

   

• Withdraw consent

   

• Restrict processing

   

• Object to processing

   

• Request data transfer (portability)

   

Contact: info@reflectspace.org.uk

9. External Links

Our website may contain links to external websites.
We are not responsible for their content or privacy practices.

10. Changes to This Policy

We may update this policy from time to time. The updated version will always be posted here.

11. Contact Us

If you have any privacy questions or wish to exercise your rights, contact:

📧 info@reflectspace.org.uk