Data Retention Policy

Last updated: 21 July 2026

Chambers Counselling

This policy explains how long I keep your personal information, why I retain it, and what happens to it when the retention period ends.

Why I Retain Your Data

I retain personal information for several important reasons:

  • Legal obligations — UK law requires me to keep certain records for specified periods

  • Professional standards — as a counsellor in private practice, I am expected to maintain appropriate records in line with professional standards and the common-law duty of confidence

  • Insurance requirements — my professional indemnity insurance requires me to retain records in case of future claims

  • Your protection and mine — records may be needed if questions arise about the therapy I provided

  • HMRC requirements — tax law requires financial records to be kept for a minimum period

Retention Periods

Type of Record

  • Client therapy records (adults) - 7 years after last sessionIn line with the Limitation Act 1980 and standard professional indemnity insurance requirements

  • Client therapy records (clients under 18 at time of therapy) - Until the client reaches the age of 25 In line with the Limitation Act 1980 and standard professional indemnity insurance requirements

  • Enquiry and contact data (non-clients) - 12 months. Legitimate interest in responding to potential client enquiries.

  • Financial records and invoices - 6 years. HMRC requirement

  • Insurance records - 7 years. Professional indemnity insurance requirements

  • Website contact form submissions - 12 months. Unless they become a client relationship, in which case client retention periods apply

  • Supervisee records (for practitioners I supervise) - 7 years after the supervision relationship endsIn line with the Limitation Act 1980 and standard professional indemnity insurance requirements

What I Retain

The records I keep may include:

  • Contact details — your name, phone number, email address, and postal address

  • Health and therapy-related information — including presenting issues and relevant medical history

  • Session notes — my professional notes from our sessions together

  • Payment and invoicing information — records of fees paid and invoices issued

  • Date of birth

  • GP name and contact details

  • Emergency contact details

  • Correspondence — emails and other communications between us

  • Therapy agreement — the signed contract for our work together

For practitioners I provide clinical supervision to, I retain contact details and supervision session notes. Any material about a supervisee's own clients discussed in supervision is anonymised — their clients are not identified in my supervision records.

How Data Is Stored

I take the security of your data seriously:

  • Electronic records are held on password-protected devices

  • Paper records are kept in a locked filing cabinet in a secure location

  • Access is restricted to me, Susan Chambers

My clinical supervisor receives anonymised case material only — your identity is not disclosed. My external accountant or bookkeeper receives invoice data only for financial administration purposes.

Clinical Will Arrangements

I am currently putting arrangements in place for a clinical executor — a nominated colleague who would manage client records securely in the event of my unexpected death or incapacity. Once these arrangements are finalised, I will inform clients of the details.

Your Right to Erasure

You have the right to request deletion of your personal data under UK GDPR. However, this right is not absolute. I may need to retain your records until the end of the applicable retention period where required by professional guidelines, insurance, or law.

If you ask me to delete your data before the retention period ends, I will explain clearly why I need to keep it and for how long. Once the retention period has ended and there is no other legal reason to keep your records, I will securely dispose of them.

Secure Disposal

When the retention period ends:

  • Paper records are securely destroyed

  • Electronic records are permanently deleted

I do not keep records beyond the applicable retention period unless there is a specific legal reason to do so.

Questions or Concerns

If you have any questions about how long I keep your data, or if you wish to make a complaint about my data protection practices, please contact me:

Email: sue@chamberscounselling.com

You can also use the complaints form at Make a Complaint

If you are not satisfied with my response, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

Susan Chambers Chambers Counselling ICO Registration: ZB547053