Data Retention Policy

Last updated: 17 June 2026

Andrea Barratt Counselling

This policy explains how long I keep your personal information and why. I have written it in plain English so you can understand exactly what happens to your data.

Why I Retain Your Data

I keep records of our therapeutic work together for several important reasons:

Legal obligations — The Limitation Act 1980 allows individuals to bring certain legal claims for up to six years. Retaining records protects both you and me if questions arise about the therapy provided.
Professional standards — As a counsellor in private practice, I am bound by professional standards and the common-law duty of confidence, which require me to maintain accurate records of client work.
Insurance requirements — My professional indemnity insurance requires me to retain records for a specified period to respond to any claims that may be made.
Continuity of care — If you return to therapy after a break, your records help me understand your history and provide better support.
Tax and financial compliance — HMRC requires me to keep financial records for a minimum period.

Retention Periods

Client therapy records (adults)

6 years after our last session

In line with the Limitation Act 1980 and standard professional indemnity insurance requirements

Enquiry and contact data (non-clients)

12 months

To respond to your enquiry and follow up if needed

Financial records and invoices

6 years

HMRC requirement

Insurance records

7 years

Insurance and legal compliance

Website contact form submissions

12 months

Unless you become a client, in which case the client retention period applies

What I Retain

The records I keep may include:

Session notes — Brief written notes about our therapeutic work together
Contact details — Your name, date of birth, address, telephone number, and email address
Payment records — Invoices and records of payments received
Correspondence — Emails, letters, or messages between us relating to your therapy
Consent and contract records — Signed agreements and consent forms
Risk assessments — Where relevant to your safety or the safety of others

How Your Data Is Stored

I take the security of your information seriously:

Paper records — All clinical session notes are kept as paper records in a locked filing cabinet.
Access restrictions — Only I have access to your clinical records
Confidentiality — Your information is treated as strictly confidential at all times

Financial records such as invoices may be held electronically for accounting purposes. These are password-protected and accessible only to me and my external bookkeeper for the purpose of managing accounts.

Who May Have Access to Your Data

Beyond myself, limited information may be shared with:

Clinical supervisor — I discuss my client work in supervision to maintain professional standards. Only anonymised case material is shared — your full name and identifying details are not disclosed.
External bookkeeper — My bookkeeper has access to invoice data only (your name and amounts paid) for accounting purposes. They do not have access to clinical notes or session content.
EAP or referral platform — If you were referred through an Employee Assistance Programme, limited information may be shared with the commissioning organisation as part of our contractual arrangement. This is explained to you at the start of therapy.

Your Right to Erasure

Under UK GDPR, you have the right to request that I delete your personal data. However, this right is not absolute. I may need to retain your records where:

Retention is necessary to comply with my legal or professional obligations
Retention is required for the establishment, exercise, or defence of legal claims
Retention is needed for insurance purposes

If you ask me to delete your data and I am unable to do so, I will always explain my reasons clearly in writing. Where partial erasure is possible, I will delete what I can while retaining only what is strictly necessary.

Secure Disposal

When your records reach the end of their retention period:

Paper records — Securely shredded using a cross-cut shredder or a confidential waste service
Electronic data — Permanently deleted from all systems

I conduct regular reviews to ensure records are not kept longer than necessary.

Questions and Complaints

If you have any questions about how long I keep your data or wish to discuss your records, please contact me:

Email: andreabarrattcounselling@hotmail.com

If you are unhappy with how I have handled your data, you can also raise a concern through my email at andreabarrattcounselling@hotmail.com

You also have the right to complain to the Information Commissioner's Office (ICO) if you believe your data protection rights have been violated. You can contact the ICO at ico.org.uk or by telephone on 0303 123 1113.