NSA Therapy Services Ltd – Privacy Policy

Effective Date: 7th August 2025

Introduction

Your privacy is important to me, and you can be confident that your personal information will be handled with care, kept secure, and only used for the purpose for which it was given. I comply with current UK data protection laws, including:

  • The General Data Protection Regulation (UK GDPR)

  • The Data Protection Act 2018

  • The Privacy and Electronic Communications (EC Directive) Regulations 2003

This privacy notice outlines how I collect, use, and store your personal information across all aspects of my services – including therapy, workshops, training, online programmes, and digital products. It includes:

  • Why I am able to process your information, and what purpose I process it for

  • Whether you have to provide it to me

  • How long I store it for

  • Whether there are other recipients of your personal information

  • Whether I intend to transfer it to another country

  • Whether I do automated decision-making or profiling

  • Your data protection rights

I’m always happy to discuss any concerns or questions you may have. Please feel free to contact me using the details at the end of this policy.

Who I Am

I am Nicola Saunders, Director of NSA Therapy Services Ltd. I am the data controller for the personal information I collect and process. I am registered with the Information Commissioner's Office (ICO) – Registration Number: ZB258366.

Contact details:

What Services This Policy Covers

This policy applies to all personal data collected in connection with the following:

  • One-to-one therapy

  • Group therapy

  • Online and in-person courses or programmes (e.g. COMPASS)

  • Webinars, workshops, and masterclasses

  • Digital products (including guides, lead magnets, and email sequences)

  • Newsletters and email communications

  • Insight tools such as quizzes

  • Website usage and contact forms

Lawful Basis for Processing Your Data

Under UK GDPR, I must have a lawful basis to process your personal data. These include:

For Therapy Clients:

  • Contract: Processing is necessary to fulfil our therapy agreement.

  • Legal obligation: Where necessary to comply with safeguarding, legal or ethical obligations.

  • Vital interests or public task: In rare circumstances, where there is a risk of serious harm.

  • Special category data (health-related): Processed under the provision of health treatment by a registered professional.

For Non-Therapy Services (Programmes, Training, etc.):

  • Legitimate interests: To deliver and improve my services and provide relevant resources.

  • Consent: If you sign up to receive emails, newsletters, or free resources, I will ask for your explicit consent. You can unsubscribe at any time by clicking the link at the bottom of any marketing email, or by contacting me directly.

What Information I Collect and Why

Depending on your interaction with NSA Therapy Services, I may collect:

  • Contact details: Name, email, phone number, postal address

  • Demographics (where applicable): Age, parenting status, profession

  • Health information (therapy clients only): Relevant health and wellbeing information

  • Service preferences and progress: e.g. session attendance, programme completion

  • Website behaviour: Page visits, form submissions, quiz responses (non-identifiable unless consent is given)

This information allows me to:

  • Provide therapy, training, or support services

  • Respond to enquiries or requests

  • Manage my records and communications

  • Improve my offerings

  • Meet legal and regulatory requirements

How Your Information is Stored and For How Long

I store your information securely:

  • Therapy-related records are stored in a locked filing cabinet or on password-protected devices.

  • Digital data (e.g. emails, CRM systems, Kajabi platform) is securely stored, and access is limited.

Retention periods:

  • Therapy records: Kept for 6 years after the end of therapy, unless requested otherwise.

  • General enquiries (not proceeding to therapy): Deleted within 30 days.

  • Programme or workshop participation: Retained for 6 years to maintain continuity of service and provide support as needed.

  • Emails and text messages: Deleted after 90 days unless part of an active therapeutic or programme process.

If you wish for your data to be deleted sooner, please let me know.

Confidentiality

Everything shared with me in therapy or during programme participation is treated with strict confidence. However, there are a few exceptions to this, which I outline below.

1. Safeguarding and Legal Exceptions

I may break confidentiality if I believe there is serious risk of harm to you or others, or if there is a legal obligation to report matters such as:

  • Current child or vulnerable adult abuse

  • Terrorism

  • Money laundering or drug trafficking

  • Legal Court order request

Wherever possible, I will aim to speak to you before taking any action, unless safeguarding concerns prevent this.

2. Group Programmes and Confidentiality

When participating in group programmes, please be mindful that confidentiality cannot be fully guaranteed due to the nature of a shared space.
I ask all participants to respect one another’s privacy and agree to keep what is shared in the group confidential.
While I will take reasonable steps to uphold group confidentiality, I cannot be held responsible for any breaches made by other members of the group.

3. Use of Case Studies

Occasionally, I may use anonymised case studies in training, supervision, or educational materials to illustrate and validate my work.

These are always shared in a way that protects your identity fully – names, locations, occupations and identifying details are changed.
I will never use your story in a recognisable way without your express permission.

Your Rights

You have the right to:

  • Access the personal information I hold about you

  • Correct any inaccurate or incomplete information

  • Ask for your data to be deleted or restricted

  • Object to processing in certain circumstances

  • Withdraw consent at any time (where applicable)

  • Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise any of your rights, please email me at: [email protected]

Third Parties and Data Sharing

I do not sell your personal information or share it with third parties for marketing purposes.

However, I do use trusted third-party platforms to help me run my business effectively. This includes:

  • Kajabi – for managing your contact information, booking, course access, and communication

This provider acts as a data processor on my behalf and only accesses your information where strictly necessary. Each of them is bound by GDPR-compliant data processing agreements and robust privacy and security policies.

Your data is never accessed for their own use, only to support the delivery of my services to you.

Kajabi is based outside the UK. Appropriate safeguards are in place, such as standard contractual clauses approved by the UK government or certification under an approved data framework to protect your data.

  • Facebook, Instagram, Linkedin

I may also collect personal information through social media platforms, such as Facebook, Instagram and linkedin, when you interact with my content (e.g. via ads, comments, or lead forms). These platforms have their own privacy policies and are responsible for how they process your data on their end.

If you submit information through Facebook (for example, by signing up to a free guide or webinar via an ad), your data will be securely transferred to my CRM (Kajabi) to fulfil your request. I will only contact you in relation to what you’ve signed up for, unless you choose to receive further updates.

Automated decision making or profiling

I do not use automated decision-making or profiling in any part of my service delivery.

Website and Cookies

When you visit my website (www.nicolasaunderstherapy.com), Kajabi collects standard internet log information and visitor behaviour patterns. This helps me understand how the website is used and improve the experience for visitors. The data is processed in a way that does not identify you personally unless you choose to submit a form. By continuing to use this site, you consent to the use of cookies unless you adapt your cookie preferences in your browser settings.

For more details, see Kajabi’s cookie and Privacy Policy.

Changes to This Privacy Policy

This privacy notice will be reviewed regularly and updated as needed. The most current version will always be available on my website.

Contact Details

 

If you have any concerns, questions, or requests regarding your personal data, you can contact me at:

 

Nicola Saunders
NSA Therapy Services Ltd
📍 East Staffordshire
📞 07914 714469
📧 [email protected]
🌐 www.nicolasaunderstherapy.com

If you’re not satisfied with how I handle your data, you can lodge a complaint with the ICO: ico.org.uk/make-a-complaint

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