Privacy Notice

1. Introduction

At The Queer Therapist, your privacy and trust are central to how we work. This Privacy Policy outlines the types of personal data we may collect about you, how we process and protect that information, and your rights under applicable data protection laws, including the UK GDPR and the Data Protection Act 2018.

The Queer Therapist is registered as a data controller with the Information Commissioner's Office (ICO) ZB537479.

If you have any questions or need further clarification, please contact us at:
📧 info@thequeertherapist.com

2. Who We Are

The Queer Therapist is a therapy practice offering inclusive, integrative and trauma-informed services such as:

  • Psychotherapy & Counselling

  • Sex and Relationship Therapy

  • Somatic Practices

  • Mindfulness & Psychoeducation

  • GSRD Therapy

We are the data controller for the personal data collected through our services, website, forms, and third-party platforms.

3. What Personal Data We Collect

Depending on your interaction with us, we may collect:

a. Personal Identification & Contact Details

  • Full name

  • Email address

  • Phone number

  • Date of birth

  • Postal address

b. Health & Clinical Information (if engaging in therapy)

  • Medical history and mental health disclosures

  • Contact details of next of kin and GP

  • Notes from sessions

  • Outcome measures (e.g. CORE-10, PHQ-9, GAD-7)

  • Audio/video recordings (with informed consent)

  • Images or whiteboard content used during sessions

c. Technical & Website Data

  • IP address and browser type

  • Device identifiers

  • Website usage (pages visited, clicks)

  • Location data based on device/IP

d. Communication History

  • Emails, messages, and enquiry forms

  • Reviews or feedback you submit

e. Employment & Contractual Information (for collaborators)

  • CV and work history

  • References and professional certifications

We never collect more than necessary and will always seek explicit consent before collecting or storing sensitive data.

4. Legal Bases for Processing Your Data

We process your data under the following lawful bases:

  • Consent – For therapy, training, mailing lists, or recordings.

  • Contractual Obligation – When delivering therapeutic services.

  • Legal Obligation – If required by law or to protect life.

  • Vital Interests – In emergencies involving your health or safety.

  • Legitimate Interest – To provide, evaluate, and improve our services.

5. When We Collect Your Data

We collect your data when you:

  • Visit our website

  • Make an enquiry

  • Register for therapy

  • Complete assessment or intake forms

  • Engage with us via social media

  • Submit feedback or reviews

  • Attend events, webinars, or workshops

  • Subscribe to our newsletter or email updates

6. How We Use Your Personal Data

We use your data to:

  • Deliver therapy and wellbeing services

  • Maintain clinical and safety records

  • Ensure continuity of care

  • Coordinate with GPs or emergency services when necessary

  • Engage in professional clinical supervision (anonymised or pseudonymised)

  • Respond to your queries and feedback

  • Improve our services and website experience

  • Send appointment reminders, resources, and administrative updates

  • Fulfil our legal, contractual, and ethical obligations

We do not send therapy clients promotional content during or after treatment unless explicitly requested.

7. How We Protect Your Personal Data

We implement technical and organisational measures to ensure your data is secure:

  • Encrypted digital storage (e.g. iCloud, Adobe, QuickBooks)

  • Multi-factor authentication and password protection

  • Secure email systems for correspondence

  • Regular software updates and security checks

  • Anonymisation or pseudonymisation where possible

  • Confidentiality agreements with all subcontracted professionals

8. Data Retention

Client records are retained for six years after the end of therapy or as required by professional and insurance guidelines (e.g. BACP, COSRT, NCPS).

After this period, your data will be securely deleted or anonymised for research and service development purposes.

9. Who We Share Your Data With

We only share personal data when:

  • You give us explicit permission (e.g. referrals)

  • It is necessary to safeguard your wellbeing

  • It is required by law (e.g. court order, law enforcement)

  • We engage vetted providers to help us deliver our services

Common recipients may include:

  • Emergency services (Police, Ambulance, GP)

  • Designated next of kin

  • Clinical supervisors (under pseudonym or first name basis)

  • Referral partners (e.g. LGBTQ+ charities, other therapists)

  • Legal authorities or insurers

10. Third-Party Platforms We Use

To deliver and manage our services effectively, The Queer Therapist uses a number of third-party platforms. These platforms are carefully selected and subject to data processing agreements that ensure compliance with UK GDPR. Here's a breakdown of how each platform is used and what data may be shared:

  • QuickBooks is used for accounting and financial management. We use it to generate invoices and track payment history.

  • Adobe is used for securely storing documents, including signed contracts and completed intake forms. Client agreements and PDFs may be stored via Adobe systems.

  • Apple iCloud provides encrypted cloud storage and backup for certain files, including clinical notes and securely stored session materials.

  • Meta (formerly Facebook) is used for social media engagement and limited advertising. We only use anonymised data relating to page interaction, and we do not use Meta platforms to collect sensitive clinical data.

  • Zoom is our scheduling tool for appointments and events. It captures your name, email address, and preferred meeting times to simplify the booking process.

  • Cloud storage platforms, such as Dropbox or a GDPR-compliant equivalent, are used for secure backups of encrypted session files and administrative data.

We use Google Analytics so that we can continually improve our service to you - read the Google Analytics privacy notice.

Like most websites we use cookies to help the site work more efficiently - find out about our use of cookies.

If you fill in a form on our website, that data will be temporarily stored on the web host, Squarespace before being sent to us.

Where we provide links to websites of other organisations, this privacy notice does not cover how that organisation processes personal information. We encourage you to read the privacy notices on the other websites you visit.

All personal and sensitive data shared through these platforms is handled in accordance with our strict confidentiality and privacy protocols. All third parties are bound by GDPR-compliant data processing agreements.

11. Your Rights

You have the right to:

  • Request access to the data we hold about you

  • Request correction or deletion of your data

  • Withdraw consent at any time

  • Object to processing (where applicable)

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

To exercise these rights, contact us at:
📧 info@thequeertherapist.com
📮 Sinclair House, 85 Overdale Street, Langside, Glasgow G42 9PZ

12. Marketing and Communications Preferences

We only send marketing communications if you opt in. Therapy clients will not be marketed to during or after therapy unless they explicitly subscribe to a mailing list for non-clinical resources or events.

You can unsubscribe or change your preferences at any time by emailing us or using links in our emails.

13. Updates to This Policy

This policy will be reviewed regularly and updated as necessary to reflect changes in data processing or legal guidance. Significant updates will be communicated to clients and users directly.

14. Contact Us

The Queer Therapist
Email: info@thequeertherapist.com
Website: thequeertherapist.com
Data Protection Contact: Chris Grant