Privacy Policy
Mira Counselling is committed to protecting your personal data and handling it in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This Privacy Notice explains how I collect, use, store, and protect your personal information.
Data Controller: Carly Wardley
Email: hello@miracounselling.com
Phone: +447885499763
I am registered with the Information Commissioner’s Office (ICO), registration number: ZC118854.
What Information I Collect
I may collect and process the following personal data:
Personal Information
Full name
Date of birth
Address
Telephone number
Email address
GP details
Emergency contact details
Special Category Data (Sensitive Information)
Physical and mental health information
Relevant medical history
Personal history shared during counselling
Administrative Information
Appointment dates
Payment records
Signed agreements
Lawful Basis for Processing
Under UK GDPR, I rely on the following lawful bases:
Contractual obligation – to provide counselling services
Legitimate interests – to manage and operate my practice safely and professionally
Legal obligation – where required by law
Explicit consent – for processing special category (health) data
How Your Information Is Used
Your information is used to:
Provide counselling services
Maintain clinical records
Arrange appointments
Process payments
Meet professional and legal obligations
Undertake professional supervision (anonymised)
Confidentiality
Your information is treated as confidential. However, confidentiality may be breached if:
There is risk of serious harm to you or others
There are safeguarding concerns involving a child or vulnerable adult
Disclosure is required by law (e.g., court order)
There are concerns relating to terrorism, money laundering, or serious crime
Where possible, this would be discussed with you first.
How Your Data Is Stored
Paper records are stored in a locked cabinet.
Electronic records are password protected.
Email communication is secured via Google Workspace.
Online sessions are conducted via secure platform Google Meet.
I take reasonable steps to protect your data from loss, misuse, or unauthorised access.
How Long Data Is Kept
In line with professional guidance, records are kept for 7 years after the end of counselling (or until age 25 for clients under 18), after which they are securely destroyed.
Sharing Your Data
Your data will not be shared with third parties unless:
You provide written consent
It is required by law
It is necessary to prevent serious harm
Your information is anonymised when discussed in supervision.
Your Rights
Under UK GDPR, you have the right to:
Access your personal data
Request correction of inaccurate data
Request erasure (where legally applicable)
Withdraw consent (where applicable)
Requests should be made in writing. I will respond within one month.
Complaints
If you have concerns about how your data is handled, please contact me first.
You also have the right to lodge a complaint with:
Information Commissioner's Office (ICO)
Website: www.ico.org.uk
Telephone: 0303 123 1113
Website & Cookies
If you use my website:
Basic cookies may be used for website functionality.
Contact form submissions are encrypted.
Website hosting provider: Squarespace
You can disable cookies in your browser settings.
Changes to This Privacy Notice
This policy may be updated occasionally. The most recent version will always be available on my website.
Complaints Procedure
Last updated: June 2026
I am committed to providing a safe, professional, and ethical counselling service. If you have a concern or complaint about any aspect of the service I provide, I take this seriously and want to resolve it as quickly and fairly as possible.
Carly Wardley
Mira Counselling
hello@miracounselling.com
Step 1 — talk to me directly
In the first instance, I encourage you to raise any concerns with me directly, either in session or by contacting me using the details above. Many concerns can be resolved informally through open and honest conversation, and I welcome the opportunity to address any issues at the earliest stage.
Step 2 — make a formal complaint
If you do not feel comfortable raising the matter directly, or if you remain unsatisfied after doing so, you can submit a formal complaint in writing by email or letter to the address above.
Your complaint should include:
your name and contact details
a clear description of your concern
the date(s) the issue occurred
what outcome you are hoping for
Acknowledgement: I will acknowledge receipt of your complaint within 30 days of receiving it, in line with the Data (Use and Access) Act 2025.
Response: I will investigate your complaint thoroughly and respond to you as soon as possible, and without undue delay.
Step 3 — escalate to BACP
If you remain dissatisfied with my response, or if you would prefer to raise a complaint directly with my professional body, you can contact the British Association for Counselling and Psychotherapy (BACP):
British Association for Counselling and Psychotherapy (BACP), BACP House, 15 St John's Business Park, Lutterworth, LE17 4HB
Complaints to BACP must normally be submitted within three years of the conduct concerned, unless extenuating circumstances apply.
Data protection complaints
If your complaint relates to how I have handled your personal data, you have the right under the Data (Use and Access) Act 2025 to raise this with me directly using the process above. If you remain unsatisfied, you may also complain to the Information Commissioner's Office (ICO):
Information Commissioner's Office (ICO), 0303 123 1113, ico.org.uk
Confidentiality
All complaints will be handled with sensitivity and in confidence. Information about your complaint will only be shared where strictly necessary, for example where I am required to seek advice from my supervisor or professional indemnity insurer.
Record keeping
I keep a written record of all formal complaints received and the steps taken to resolve them. This is held securely and in line with my data protection obligations.
I am registered with BACP (membership no. 417912) and adhere to the BACP Ethical Framework for the Counselling Professions. I am committed to working within those ethical standards in all aspects of my practice.