Privacy notice

What we collect, why we hold it, how long we keep it, and what you can ask us to do with it. Last updated 30 September 2026.

Who we are

Phoenix Counselling Group, 3 Belmont Road, Wrexham, LL13 7PW, is the data controller for the information described here. You can reach us on 07925 847865 or at info@phoenixcounsellinggroup.com. Our counsellors are qualified, work to professional ethical standards and are in regular clinical supervision.

What we collect

Through the forms on this site we collect your name, the contact details you give us, how you would prefer to be contacted, your availability, whether you are over 18, and how you came to us. The booking form also asks whether you have had counselling before, which you may decline to answer.

If you become a client we hold session notes, contact records and any correspondence between us. If someone refers you, we hold their name and organisation and the consent they confirmed on your behalf.

Information about your health, including the fact that you are seeking counselling, is special category data and is treated with the additional care the law requires.

Why we hold it, and our lawful basis

To arrange and provide counselling. Contract, and for health information, the provision of health or social care under Article 9(2)(h) of the UK GDPR.

To reply to an enquiry. Legitimate interests, so that we can respond to someone who has asked us to.

To keep records we are required to keep. Legal obligation, including insurance and professional body requirements.

To arrange workplace counselling. Contract with the employer. Your employer is told that a session took place so it can be invoiced. They are never told what was discussed.

We do not use your information for marketing, and we do not sell it to anyone.

Who sees it

Your counsellor, and the person who handles enquiries. Counsellors discuss their work in clinical supervision, which is a professional requirement, and supervisors are bound by the same confidentiality.

Form submissions reach us by email. Our email is provided by Google Workspace, which stores it on our behalf. Google, and any form provider we use, act as processors under written agreement and may only use your information to provide that service.

We may have to share information without your consent where there is a serious risk of harm to you or someone else, a safeguarding concern about a child or vulnerable adult, a court order, or information about terrorism that the law requires us to report. This is in line with the BACP Ethical Framework, and wherever possible we will talk to you first.

How long we keep it

Enquiries that do not lead to counselling are deleted after 12 months. Client records are kept for seven years after the last session, in line with insurance and professional guidance, and are then securely destroyed.

How it is kept safe

Paper notes are kept in a locked cabinet and digital records on encrypted, password-protected devices and accounts. Access is limited to the people above, and identifying details are kept separate from session notes where practical.

Your rights

You can ask to see what we hold about you, have mistakes corrected, ask us to delete it, object to how we are using it, or ask for it in a portable form. Some of these rights are limited where we are required to keep records. Write to info@phoenixcounsellinggroup.com and we will respond within one month.

If you are unhappy with how we have handled your information you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We would rather you told us first so we can put it right.

Cookies

This site sets no tracking cookies and uses no advertising trackers. If we add visitor statistics in future, we will name the tool here and explain what it records.

Questions about any of this?

Ask before you book. We would rather answer it than have it put you off.