Privacy Policy

This policy explains how I collect, use, store and share personal information when you visit this website, contact me about therapy or become a client. I aim to use only the information that is reasonably needed and to explain clearly what happens to it.

1. Who I am

Data controller: Adam Lawrence-Rodriguez, trading as Relational Resonance.
Contact: adam@relationalresonance.co.uk

2. What information I collect

Depending on how you use the website and services, I may collect:

• Enquiry information: your name, email address, availability and the information you choose to include in a message or form.
• Therapy and intake information: personal, relational, family, health or background information relevant to your reasons for seeking therapy.
• Appointment and service information: contact details, scheduling records, attendance and information needed to administer sessions.
• Therapy records: brief clinical or administrative notes created as part of providing therapy.
• Payment information: invoices, payment status and transaction records. Payment providers may process bank or payment details on my behalf.
• Website information: standard server logs may record technical details such as an IP address, browser type, device information and pages requested.

Please share only what feels necessary at the enquiry stage. If you provide information about another person, including a partner, please avoid sharing more than is reasonably needed.

3. What I use your information for

• To respond to enquiries and arrange an initial consultation.
• To assess whether I can offer an appropriate service.
• To provide and administer therapy if we agree to work together.
• To manage appointments, payments, records and practice administration.
• To meet legal, ethical, safeguarding and professional obligations where applicable.
• To maintain the security and integrity of the website and practice systems.

I do not use personal information for automated decision-making or profiling.

4. Lawful bases for processing

I process personal information under one or more of the following UK GDPR lawful bases, depending on the purpose:

• Legitimate interests: responding to enquiries, considering whether I can offer therapy and running the practice safely and effectively.
• Contract: taking steps at your request before providing therapy and administering agreed services, appointments and payments.
• Legal obligation: where processing, record keeping or disclosure is required by law.
• Vital interests: in a rare emergency where processing is necessary to protect someone’s life and another lawful basis is not suitable.
• Consent: where you have been given a genuine choice and have specifically agreed to an optional use of your information.

5. Special-category and criminal-offence information

Information shared when seeking or receiving therapy may include special-category data, such as information about physical or mental health, racial or ethnic origin, religious or philosophical beliefs, sex life or sexual orientation.

Where this information is necessary for providing therapy, I generally process it under Article 9(2)(h) of the UK GDPR for the provision of health care or treatment, together with Schedule 1, Part 1, paragraph 2 of the Data Protection Act 2018, and subject to professional confidentiality.

If information about alleged or actual criminal offences is provided, I process it only where necessary, lawful and permitted under Article 10 of the UK GDPR and the Data Protection Act 2018.

6. Confidentiality and its limits

If we work together, I treat what you share as confidential within professional and legal limits. Information may need to be disclosed in limited circumstances, including where there is a serious concern about safety, a safeguarding responsibility, a legal requirement or a valid court order. Where possible and appropriate, I would aim to discuss this with you first.

7. Who may receive or process your information

I do not sell personal information or share it for third-party advertising.

Information may be processed or shared, where necessary, with:

• website and online-form hosting providers;
• email, cloud storage and practice-administration providers;
• video-conferencing or scheduling providers where these services are used;
• payment and banking providers used to collect or record fees;
• my clinical supervisor, with identifying details limited or removed where reasonably possible;
• professional advisers, insurers or regulators where necessary;
• courts, law-enforcement bodies, safeguarding services or emergency services where disclosure is lawful and necessary.

Where another organisation processes information on my behalf, I take reasonable steps to use providers with appropriate confidentiality, security and data-protection arrangements.

8. International data transfers

Some technology providers may store or process information outside the United Kingdom. Where this occurs, I take reasonable steps to use providers that rely on a recognised UK data-transfer safeguard, such as adequacy regulations or approved contractual protections.

9. Cookies and website tracking

I am not currently using analytics or behavioural-advertising tools. The website or its hosting provider may use essential technical cookies or server logs needed for security and basic operation. If my use of cookies or tracking changes, I will update this policy and provide controls where required.

10. How long I keep information

• Therapy records: normally retained for seven years after therapy ends.
• Enquiries that do not proceed: retained only for as long as reasonably needed to respond, manage any follow-up and maintain appropriate administrative records.
• Financial records: retained for the period required by applicable tax, accounting or legal obligations.
• Technical records: retained according to the security and operational settings of the relevant website or technology provider.

Information may be kept for longer where there is a legal, safeguarding, insurance or professional reason to do so. It will be securely deleted or anonymised when no longer needed.

11. Your data-protection rights

Depending on the circumstances and the lawful basis being used, you may have the right to:

• ask for a copy of your personal information;
• ask for inaccurate or incomplete information to be corrected;
• ask for information to be deleted in certain circumstances;
• ask for processing to be restricted;
• object to processing based on legitimate interests;
• receive certain information in a portable format;
• withdraw consent where consent is the lawful basis.

These rights are not absolute and may be limited by legal, professional or third-party confidentiality obligations. To make a request, contact adam@relationalresonance.co.uk.

You also have the right to raise a concern with the Information Commissioner’s Office. You can find information about making a complaint at ico.org.uk/make-a-complaint.

12. Security

I take reasonable technical and organisational steps to protect personal information, including limiting access, using password-protected systems and selecting service providers with appropriate security measures. No method of electronic storage or transmission can be guaranteed to be completely secure.

13. Changes to this policy

I may update this policy when the way I work, the services I use or data-protection requirements change. The “last updated” date above will show when the policy was most recently revised.

Questions about this policy or how your information is handled? Contact adam@relationalresonance.co.uk.