Privacy Policy

1. Overview & Practice Identity

Mark Ellis Counselling operates in East Oxford, providing individual psychodynamic psychotherapy, couples therapy, and psychosexual therapy.

We take your privacy and confidentiality seriously. This Privacy Policy explains what personal information we collect, why we collect it, how it is handled, and the rights you hold under the UK GDPR.

2. What Information We Collect

We collect personal data through two primary channels:

  1. Direct Communication & Intake: When you complete our consultation enquiry form, email us, or speak with us, we collect:

    • Full name

    • Email address

    • Phone number

    • Details regarding your enquiry, therapeutic needs, or background information submitted during intake.

  2. Automated Technical Data: When you browse our website, technical data (such as IP address, browser type, and device info) is processed via Squarespace hosting and analytics (subject to your cookie preferences).

3. Why We Collect Information & Our Lawful Basis

We process your personal data under the following lawful bases defined by the UK GDPR:

  • Consent: When you voluntarily submit an enquiry form or opt into non-essential analytics cookies, you give explicit consent for us to process that data.

  • Legitimate Interests: To respond to your enquiries, manage our professional schedule, and operate a secure website.

  • Legal and Professional Obligations: As a practicing psychotherapist bound by professional ethical frameworks and record-keeping standards, certain notes and correspondence are retained to maintain safe clinical practice and meet professional indemnity requirements.

4. What We Do with Your Information & How It Is Stored

  • Enquiry Management: Information submitted through our website contact form is received via secure administrative channels to allow us to respond to your request for an initial consultation.

  • Platform Hosting: Our website and form backend are hosted securely by Squarespace. Squarespace processes visitor data in accordance with strict data processing agreements and Section 12 of the Squarespace Privacy Policy.

  • Confidentiality: Enquiries and therapy records are kept strictly confidential. We do not sell, rent, or trade your personal information with any third-party commercial entities or marketing agencies.

5. Data Retention

  • Website Enquiries: Consultation enquiries that do not result in ongoing therapy are securely deleted after a reasonable administrative period (typically within 12 months).

  • Clinical Records: For clients who enter into therapy with Mark Ellis Counselling, clinical records and notes are retained securely in accordance with professional insurance and regulatory guidelines (normally stored securely for a period of up to 7 years following the end of therapy, after which they are securely destroyed).

6. Cross-Border Data Transfers

Our website is hosted on Squarespace infrastructure, which may process data on servers located outside the UK and the European Economic Area (EEA), including the United States. Such transfers are safeguarded under approved data transfer mechanisms, including standard contractual clauses (SCCs) and data processing addendums provided by Squarespace to ensure UK GDPR compliance.

7. Your Data Protection Rights

Under the UK GDPR, you have the following rights regarding your personal data:

  • The Right to Access: You can request copies of your personal data held by us.

  • The Right to Rectification: You can request that we correct any inaccurate or incomplete information.

  • The Right to Erasure: You can request that we delete your personal data under certain circumstances.

  • The Right to Restrict or Object: You can object to or request restriction of our processing of your data.

  • The Right to Withdraw Consent: Where processing is based on consent, you may withdraw it at any time.

To exercise any of these rights, please contact Mark Ellis directly via the website. If you have unresolved concerns, you have the right to lodge a complaint with the UK supervisory authority, the Information Commissioner’s Office (ICO).