Privacy Policy
Who I am and what I collect
Your privacy matters to me, and so does your trust. This page explains what information I collect, why I collect it, how I look after it, and the choices you have.
I am Charlotte Vaun Brierley. I practise as Charlotte Vaun, and my qualifications and professional registrations are held under the name Charlotte Brierley. I am a BABCP-accredited CBT therapist and EMDR practitioner. My practice is Charlotte Vaun Therapy, and I am known online as The Floral Therapist. For data protection law, I am the data controller for the information described here.
You can contact me about your information through the contact form on this website.
What I collect
If you get in touch through this website, by email or by phone: your name, email address and phone number, and whatever you choose to tell me in your message.
If you become a client: your contact details, date of birth and address; your GP's details and an emergency contact; information about your health, history and what brings you to therapy; session notes, questionnaires and outcome measures; emails, texts and letters between us, and between me and other professionals involved in your care, such as your GP; and appointment and payment records.
If you join my mailing list: your email address, and your name if you give it.
If you book an event: your name, email address and booking details.
When you browse this website: basic technical information collected through cookies, such as pages visited and the type of device used.
How I use and look after your information
Why I use your information
To reply to your enquiry and arrange a consultation. My lawful basis is taking steps at your request before entering into a contract, and my legitimate interest in running my practice.
To provide therapy. My lawful basis is performance of our contract. Because therapy involves information about your health, I also rely on Article 9(2)(h) of UK GDPR: the provision of health care by a professional who is bound by a duty of confidentiality.
To meet my legal and professional duties, such as keeping financial records for HMRC and meeting BABCP and Social Work England standards. My lawful basis is legal obligation and legitimate interests.
To send you my newsletter. My lawful basis is your consent. You can unsubscribe at any time using the link in any email.
I will never sell your information or use it for anyone else's marketing.
Confidentiality and its limits
What you tell me in therapy is confidential. There are a small number of situations where I may need to share information without your consent: if I believe you or someone else is at serious risk of harm; if there are safeguarding concerns about a child or a vulnerable adult; if I am required to by law, for example by a court order; or if the law requires me to report certain offences, such as terrorism or money laundering. Wherever possible, I would talk with you first.
I also discuss my work in regular clinical supervision, which is a requirement of my professional accreditation. I do this without using identifying details.
Digital notes and record keeping
When we work together, I use digital note-taking and record-keeping systems that are GDPR compliant (Kiku and AirNote). They hold your client records and session notes securely.
Who else I share information with
I use a small number of trusted services to run my practice, and each one only receives what it needs. Wix hosts this website and handles the contact form, mailing list and event bookings. A secure video platform is used for online sessions. My accountant sees invoices and payment records only, never clinical information. If I became suddenly unable to work, a named professional colleague, my clinical executor, would contact current clients and manage records securely. Some of these services may process information outside the UK. Where that happens, it is covered by the safeguards UK data protection law requires.
How long I keep it
Enquiries that do not lead to therapy are kept for 12 months, then deleted. Client records are kept for 7 years after therapy ends, in line with my insurer's requirements and BABCP guidance, then securely destroyed. Financial records are kept for as long as HMRC requires. Mailing list details are kept until you unsubscribe.
How I keep it safe
Your records are kept on password-protected devices and services, and only I have access to your clinical records. Please be aware that email and social media messages are not fully secure. I ask that you do not send clinical or personal details through Instagram.
Your rights and how to contact me
You have the right to ask for a copy of the information I hold about you; to ask me to correct anything that is wrong; to ask me to delete your information, where I am not required to keep it; to ask me to restrict or stop using your information in certain circumstances; and to withdraw consent at any time, where I rely on consent.
To use any of these rights, contact me through the form on this website. I will reply within one month.
If you are unhappy with how I have handled your information, please tell me so I can try to put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
Cookies
This website uses cookies that are needed for it to work, and may use cookies that help me understand how the site is used. You can manage or block cookies at any time in your browser settings.
This is not an emergency service
I am not able to respond to messages immediately. If you are in crisis or need urgent help, please call 999, contact NHS 111, or call Samaritans free on 116 123.
Changes to this policy
I review this policy regularly and will post any updates on this page.