Privacy notice

Physis Affordable Counselling (PAC) offers low-cost counselling in Edinburgh to people aged 18 and over. Our counsellors are trainees on Physis Scotland's counselling and psychotherapy training programme.

This notice explains what personal information we collect, why we need it, how we keep it safe and what your rights are. We take the confidentiality of what you share with us very seriously.

PAC is the data controller for your information. We are registered with the Information Commissioner's Office (ICO) under registration number ZC225669.
This policy is divided into the following sections:

Who we collect information from

We collect information from:

People who enquire about counselling, by email, phone or our website
Clients who receive counselling with us
Trainee counsellors who provide counselling for PAC
Website users

Most information comes directly from you. We may also receive information from someone who refers you to us, such as your GP, but only with your knowledge.

What information we collect

Enquiries
Your name, contact details and what you tell us in your enquiry. We use this to reply to you and, if you wish, arrange an assessment.

Clients
If you begin counselling with us, we may hold:

Your name, address, date of birth, phone number and email address
Emergency contact details
Your GP's name and practice
Information you share at your assessment, including about your mental and physical health
Your signed counselling agreement and consent forms
Session notes written by your counsellor
Appointment, attendance and cancellation records
Payment records for your sessions
End of contract evaluations

Trainee counsellors
Your contact details, your counsellor contract and availability, and confirmation of your induction, endorsement to practice letter, professional insurance, supervision arrangements and PVG membership.

Why we use your information and our legal basis

UK data protection law says we must have a legal reason, called a “lawful basis”, for using personal information.

Who

Enquirers

Clients

Clients - health information

Trainee counsellors

Why we use it

To reply to you and arrange an assessment

To provide safe, effective counselling and run the service

To understand your needs and provide counselling

To contract with you and check you are suitable to practise

Lawful basis

We need it to respond to your enquiry (legitimate interests)

We need it to provide the counselling you’ve agreed to (contract and legitimate interests)

You’ve given us your permission on your consent form (explicit consent)

We need it for your contract and to keep clients safe (contract, legitimate interests and safeguarding)

Information about your mental and physical health is “special category” data. It has extra legal protection, and we only use it to provide counselling to you.

Information about criminal convictions also has extra legal protection. We only ask about this at your assessment, use it to provide safe counselling, and share it only with your counsellor and the PAC staff who need to know.

Confidentiality and its limits

What you share in counselling is confidential. There are a small number of situations where information may be shared, which your counsellor will explain at your first session.

Supervision: All our counsellors discuss their work with a qualified clinical supervisor. This is a professional requirement that supports safe practice. Your counsellor will not use your full name or details that could identify you.
Risk of serious harm: If we believe you or someone else is at serious risk of harm, we may need to share information with your GP, emergency services or another appropriate agency.
Safeguarding: If we have concerns about the safety of a child or adult at risk, we may share information with the relevant authorities.
Legal requirements: We may have to share information if required by law, for example by a court order or under terrorism legislation.

Wherever possible and safe to do so, we will talk to you first before sharing anything.

Counsellor training

Because our counsellors are in training, they may discuss their client work in tutorials, training groups or written assignments for Physis Scotland. Any material used this way is fully anonymised, so you cannot be identified.

We will only use anonymised material from your counselling in training if you agree to this on your consent form. You can withdraw your agreement at any time, and it will not affect the counselling you receive.

Sessions will only be recorded for training purposes with your written consent, which we ask for on your consent form. You can withdraw this consent at any time, and any recordings will be securely deleted.

How we store your information and who can see it

Electronic records are kept in password protected systems. Paper records are kept in a locked filing cabinet.

Access is limited to those who need it:

Your counsellor can see your records.
The PAC Placement Managers, Directors and Safeguarding Officer can see your contact, appointment and payment details, and your full record where needed to manage risk or complaints.
Clinical supervisors do not receive your records.

Counsellors keep their session notes brief and factual, and store them only in Sessionly. Notes are never kept on personal devices or personal email accounts.

Other organisations we use

We use a small number of trusted providers to run the service. They only process information on our instructions and must keep it secure.

Provider

Sessionly

Outlook

WorldPay

What for

Booking appointments, client records, counsellor records, invoicing.

Email communication

Taking payment for sessions

We will never sell, rent or share your information for marketing.

How long we keep your information

Information

Enquiries that do not lead to counselling

Client records

Trainee counsellor records

How long we keep it

6 months after our last contact

7 years after your counselling ends

7 years after you stop working with PAC

After this time, records are securely deleted or shredded.

Your rights

Under UK data protection law, you have the right to:

Access: ask for a copy of the information we hold about you
Correction: ask us to correct information that is wrong or incomplete
Erasure: ask us to delete your information, where we are not required to keep it
Restriction: ask us to limit how we use your information
Objection: object to us using your information in certain ways
Portability: ask for information you gave us in a format you can take elsewhere
Withdraw consent: where we rely on your consent, you can withdraw it at any time

There is no charge for making a request. We will respond within one month.

To make a request or ask about this notice, contact us at:

contact@edinburghcounselling.org

Physis Affordable Counselling

22 Drumsheugh Gardens

Edinburgh

EH3 7RN

If you are unhappy with how we have handled your information, please tell us so we can try to put it right. You also have the right to complain to the Information Commissioner's Office (ico.org.uk, 0303 123 1113).

Changes to this notice

We may update this notice from time to time. The latest version will always be on our website. This version was last updated on 19/10/26.