1. Introduction

Any personal data provided by you to Duncan Roebuck Psychotherapy through any means (including verbal, written, and electronic) will be held and processed in accordance with the data protection principles set out in the General Data Protection Regulation 2016/679 (the GDPR).

Duncan Roebuck Psychotherapy, the ‘data controller’, referred to below as “Duncan Roebuck”, is committed to protecting your privacy. The sections that follow provide detail on the types of data I collect, how I use that data, the exceptional circumstances where I potentially might need to share it, as well as measures I have in place to safe-guard it. Your rights with respect to data held on you are also included here. Please note, this privacy policy may be updated periodically.

  1. What information do I collect?

2.1 Initial Inquiries

Inquiring with me to request access to my psychotherapy service can be done online, on paper, over the phone, or in person. This process can involve providing me with your name, address, telephone numbers and email address. Information on your availability, therapeutic issues, and other details may also be part of this request. If we do not proceed to an introductory assessment meeting, then all data I have received from you will be destroyed. If I have received your original enquiry via Bark, it may be that this service retains your details even after I have removed them from my own email account and records. It is assumed that in making an initial inquiry with me that you consent to my collecting your data in the manner described here, as well as to (where relevant) sections 3, 4, 5, 6 and 7 below.

2.2 Introductory Meetings

At an introductory meeting I may ask about your current personal, social, financial and medical circumstances. I may also ask about your background and family history, as well as the issues which are affecting you now. I require this information so that we can decide about my offer of psychotherapy to you and so that I can manage the service I provide for you.

I will keep a record of our initial meeting together, including: the date and time we met, some details on the issues brought, as well as, if relevant, details on any therapeutic work done in the session. I will also keep a note of your name and contact email/number, but these will be kept separate from the aforementioned record. All data is stored in password encrypted files on a password authenticated device and/or password protected cloud service. It is assumed that in proceeding to an introductory meeting that you consent to my collecting your data in the manner described here, as well as to (where relevant) sections 3, 4, 5, 6 and 7 below.

2.3 On Going Sessions

If we proceed to weekly therapy appointments following the introductory meeting, then I will request that we both sign my general terms document, available on my Starting Therapy page. Proceeding to weekly therapy appointments together is also assumed
to indicate your agreement and consent with respect to my general terms.

I will also request further contact information and details, including: your first and last names; date of birth; email and phone number; and GP contact details. I would only contact your GP under the circumstances described in section 4 below.

During our work together, I will ask about the issues which are affecting you now, as well as past life events and experiences in order to inform our psychotherapeutic work. I may make notes to track the progress of our work together, or to receive reflection and guidance from my supervisor.

I will retain client notes and documentation for a period of time (seven years, as required by my current insurer) beyond our work together completing. Data will be destroyed after this period ends. It is assumed that on agreeing to proceed with regular, on-going sessions that you consent to my collecting your data in the manner described here, as well as to sections 3, 4, 5, 6 and 7 below.

  1. What do I use your information for?

I use information held about you in the following ways:

  • To provide clients with the professional psychotherapeutic services requested from me.
  • To offer appointments (introductory and ongoing).
  • To notify you about changes to your appointments and other changes to my services.
  • To administer my service, including the arrangement of appointments, financial control and the handling of payments.
  • To improve my service to ensure that it is provided in the most effective manner for you and for me.
  • To fulfil my administrative, legal and contractual obligations in line with my professional bodies.
  1. What information do I share?

I will not share any information about you with other organisations or people, except in the following situations:

  • Consent – I may share your information with professional carers or others whom you have requested or agreed I should contact.
  • Serious harm – I may share your information with the relevant authorities if I have reason to believe that this may prevent serious harm being caused to you or to another person. My intention would be to discuss this with you first.
  • Compliance with law – I may share your information where I am required to by law or by the regulations and other rules to which I am subject.
  • Professional Executor – Should anything happen to me that prevents me from attending a session and from communicating with you directly – such as illness or death – then I have appointed a Therapeutic Executor who would be able to access your contact details to inform you should this situation arise.
  1. How do I keep your information safe?

All information you provide to me is stored as securely as possible. All paper forms and correspondence are kept in a locked filing cabinet in my home. All electronic records are stored in password encrypted files on a personal computer, also requiring password-protected authentication, and /or in my personal, password protected cloud storage.

Unfortunately, the transmission of information via the internet is never completely secure. Although I will do my best to protect your information using industry-standard protocols and encryption, I cannot guarantee the security of your data transmitted to me via email, or text message. Any transmission via email, text, or similar, therefore, is at your own risk. Once I have received your information, I will use strict procedures and security features to try to prevent unauthorised access.

Your identifiable personal information (name, contact details, etc) is kept separately from any session notes I keep, as well as separate from all other descriptive materials.

  1. Your rights

You have the right to ask me to provide a copy of the information held by me in my records. You also have the right to require me to correct any inaccuracies in your information. If you would like to do this, please contact me via the email below.

You may withdraw your consent for me to hold and process your data at any time. However, if you do this while actively receiving psychotherapeutic services from me, these services would have to end. You can withdraw your consent by contacting me via the email below.

  1. Changes to this policy

I may edit this policy from time to time.

  1. Contact me

Please contact me if you have any questions about this privacy statement or information I hold about you.



Updated  27 October 2022