Simon Wilson Therapy privacy notice

Version 1.1 — effective 17 October 2026.

Your privacy

Your privacy is an important part of the trust involved in therapy. This notice explains how Simon Wilson Therapy uses personal information when you enquire, arrange appointments or receive therapy. The practice provides therapy to adults aged 18 and over.

Who is responsible

Trauma Associates Ltd, trading as Simon Wilson Therapy, is responsible for the personal information described here. Simon Wilson is the practice contact for privacy questions and requests. You can contact him at info@simonwilsontherapy.co.uk. This notice is available on the practice website without needing to request a copy. Trauma Associates Ltd is registered in England and Wales, company number 13347438. Its registered office is 100 Queen Street, Newton Abbot, Devon, TQ12 2EU. This is the registered office, not the consulting-room address.

Information we use

At enquiry stage we ask for your name, email address, preferred appointment setting and a brief explanation of what brings you to therapy. Please avoid detailed histories or identifying other people in the initial enquiry.

If you proceed, we collect the information needed to establish your client record, arrange and provide therapy, and manage payment. This may include contact details, address, date of birth, relevant health and personal history, assessment and therapy notes, your agreement and signature, appointments, correspondence, invoices and payment records. GP, emergency contact or other professional details are requested where relevant to your care.

Most information comes from you. Where appropriate, information may also come from someone making a referral, another professional involved in your care, or payment and practice administration services. We will explain relevant arrangements for obtaining information from others.

You can ask why particular information is needed. Without essential contact, assessment or payment information, we may be unable to arrange an appointment or provide therapy safely.

Why we use it

We use information to respond to enquiries, arrange assessments, provide and review therapy, send practical appointment communications, administer payments, keep appropriate records, and respond to concerns or complaints. We also use necessary information to meet legal obligations and protect the practice and its clients.

Under UK data protection law, our bases are taking steps at your request towards a therapy agreement and fulfilling that agreement; legal obligations such as accounting requirements; and legitimate interests in proportionate practice administration, security, and handling complaints or legal claims. Where a use requires consent, we ask separately and explain how to withdraw it.

Health and other sensitive information needed for therapy is handled under the health or social care condition, subject to the applicable legal duty of confidentiality. Sensitive information necessary for legal claims may be handled under the legal claims condition. Acknowledging this notice is not blanket consent to unrelated uses of your information.

Confidentiality and access

Simon and authorised practice support staff access information needed for their roles. Administrative access does not mean unrestricted access to therapy notes. Clinical supervision supports safe practice; identifying details are minimised.

Information may be shared with another professional with your agreement, or where a lawful and necessary disclosure is required—for example, to address a serious safeguarding concern, comply with a binding legal requirement, or obtain professional advice about a complaint or claim. Only relevant information should be disclosed. We normally discuss this with you first unless doing so would be unsafe, impracticable or legally prohibited.

If Simon becomes unable to practise, appropriate confidential arrangements may be needed to contact clients and safeguard their records.

Systems that support the practice

Cliniko supports client records, forms, appointments and invoices. The practice also uses email, website, video appointment, payment and accounting services. These include Google email, Wix, Stripe, Starling and Xero, with Zoom used where arranged for online appointments. Providers receive information relevant to the service they supply; payment and accounting administration does not require full therapy notes.

Some providers act on the practice’s instructions, while others, such as banks, also have their own legal responsibilities. Their privacy notices explain their own processing.

These services may involve processing outside the UK. Where a restricted international transfer occurs, an appropriate UK transfer mechanism is required, such as an adequacy arrangement or contractual safeguards. You can ask for information about the safeguards relevant to your data. Using a UK service address alone does not establish that every provider or support operation is UK based.

We use access restrictions and appropriate security measures. No online service or communication method can be guaranteed completely risk-free. Please use the agreed forms or appointment to provide sensitive detail rather than including it unnecessarily in ordinary email.

Use of AI

The practice uses locally hosted software, supported by AI, to assist with administrative processes. Within this software, appointment information is processed locally. Cloud AI is used only for general drafting with placeholders; client records, diary entries, names, addresses, dates of birth and banking details are not sent to cloud AI.

Clinical decisions and assessments of suitability for therapy remain Simon Wilson’s responsibility. Any change to how personal information is processed will undergo a privacy review, with this notice updated before the change is introduced where necessary. External services, including Cliniko, email and payment providers, do not operate entirely on the practice’s local server; their processing is covered separately in this notice.

How long information is kept

Therapy records are normally kept for seven years after therapy ends. Necessary records may be retained longer where a specific legal, safeguarding or claim-related reason requires it; the reason and review period are recorded. Records are then securely deleted or destroyed.

Enquiries that do not lead to therapy are kept for six months after the last contact, unless a specific safeguarding, complaint or legal concern requires longer retention. Company accounting records are normally kept for six years from the end of the last company financial year they relate to, or longer where tax or other legal requirements apply.

Your rights and concerns

Depending on the information and legal basis, you can ask to access your information, correct inaccuracies, request deletion or restriction, object to certain uses, or receive a portable copy. These rights have limits—for example, a deletion request may not override the need to retain records lawfully. Where we rely on consent, you can withdraw it without affecting earlier lawful use.

Contact Simon using the address above. We may need to verify your identity and will explain any applicable limit or extension. You may also complain to the Information Commissioner’s Office; you do not have to complain to the practice first.

Website information

Wix hosts this website and processes technical information such as IP address, browser and device information, and pages visited to operate and protect the site and provide website usage statistics. Wix uses cookies and similar technologies for security, core site functions, performance and analytics. Some cookies last for a browsing session; others remain for longer. Wix’s cookie information describes its standard cookies, purposes and durations, and its privacy policy explains its wider processing. You can block or delete cookies through your browser settings, although this may affect site functions. We use Usercentrics for Wix to display cookie choices and record your preferences. You can select “Deny” to refuse optional cookies, “Accept All” to allow them, or choose categories in the settings. You can reopen “Privacy Settings” on the website to change or withdraw your choices. Essential technologies remain active for core functions. Optional functional, analytical and marketing categories are controlled by your choices. The consent service processes technical information and your consent preferences; its privacy policy explains this processing. Links to other websites take you to services with their own privacy and cookie arrangements.

Changes

This notice shows its version and effective date. Material changes will be explained where needed. Older approved versions are retained so the practice can identify the information provided at the time.