Privacy Statement

Version 1.1 – November 2025
(Replaces Version 1.0 – April 2024)

Our Contact Details

KvLS Mental Health Support Ltd
Royal Mail House
Suite 38 & 39
Terminus Terrace
Southampton
SO14 3FD

Please note: we are not a drop-in centre. Visits are by appointment only.

Answer Phone & WhatsApp: 07716 883 406
Email: kvls.counselling@gmail.com

The Type of Information We Collect

We collect and process the following personal information:

• Name, address, phone number and email address

• Emergency contact details

• GP surgery contact details

• Current medication

• Current physical and mental health status

How We Get the Personal Information and Why We Have It

Most of the personal information we process is provided directly by you for one or more of the following reasons:

• To ensure your safety whilst visiting and using the services of KvLS Mental Health Support Ltd

• To contact those necessary in the case of an emergency

• To enable us to best support you, taking into consideration your medical and mental health needs

• To assess your needs and suitability for counselling and assist in clinical decision-making during therapy

• To discuss relevant information with a clinical supervisor to ensure quality of service and accountability

• To contact you regarding appointments, service updates, or referrals

We may also receive information indirectly when you are referred to us by:

• Other agencies, charities, or organisations

• GP surgeries or health care providers (with your prior consent)

How We Use the Information You Have Given Us

We use your information to:

• Deliver safe and appropriate counselling or support

• Manage referrals and allocate a suitable therapist or associate

• Maintain accurate clinical and administrative records

• Fulfil legal or safeguarding obligations where necessary

• Improve service quality through anonymised yearly reviews and reporting
  
  

Sharing your information:
We may share your personal data with trusted associates, counsellors or supervisors for the purpose of allocating a suitable therapist or maintaining professional standards.
All associates and counsellors are bound by confidentiality and data protection agreements with KvLS Mental Health Support Ltd.

We do not share your information outside our organisation without your consent, except where required by law or where there is a significant risk of harm to yourself or others.

Lawful Bases for Processing Your Information

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on are:

• Contract: to provide counselling, supervision, or related services.

• Consent: to make referrals to associates or other agencies.

• Legal obligation: where disclosure is required by law or for safeguarding.

• Legitimate interest: for maintaining records, improving services, and ensuring accountability.

You may withdraw consent at any time by contacting us by email or post.

How We Store Your Personal Information

We store your information securely in both electronic and physical formats:

• Physical notes are stored anonymously by your therapist and their clinical supervisor.

• Electronic records are password-protected, accessible only to your therapist and authorised administrators.

• We use up-to-date antivirus software and encryption where possible.

• We do not record therapy sessions, whether face-to-face or online, unless explicitly agreed in writing beforehand.

We keep factual notes for six years after counselling has ended. After this period, we delete or shred all data securely using a two-way electronic shredder and permanent digital deletion.

Data Breaches

In the unlikely event of a data breach (where personal information is accidentally shared or accessed without permission), we will act immediately to:

• Contain the breach and assess any risks,

• Inform you if your data may have been affected,

• Report the incident to the Information Commissioner’s Office (ICO) where required, and

• Review our procedures to prevent a recurrence.

Your Data Protection Rights

Under data protection law, you have the right to:

• Access – request copies of your personal information

• Rectification – correct or complete information you believe is inaccurate or incomplete

• Erasure – ask us to delete your personal information in certain circumstances (except where we need it for legal defence or record-keeping)

• Restriction – ask us to limit how we process your information

• Objection – object to certain types of processing

• Portability – request that we transfer your information to another organisation or directly to you

You are not required to pay a fee for exercising your rights.
We will acknowledge your request within five working days and respond within one calendar month.

Your Feedback and Concerns

We value your feedback. If you have any concerns about how we handle your data, please contact us by email or post so that we can discuss or arrange a meeting.

If you wish to make a formal complaint about our data handling, please write to us at our postal address. We will acknowledge your complaint within five working days and respond within one calendar month.

If you remain dissatisfied, you can contact the Information Commissioner’s Office (ICO):
Website: https://ico.org.uk
Helpline: 0303 123 1113

Review date: April 2026
Approved by: Kirsty van Lieshout, Director
KvLS Mental Health Support Ltd