Privacy policy
Last updated: June 2026
Wellness Thinking is committed to protecting your privacy and handling your personal information in a transparent and secure manner. This Privacy Policy explains how personal information is collected, used, stored and protected when you visit this website, make an enquiry or engage in counselling, psychotherapy, coaching or related services.
Who is responsible for your data?
Kalpna Hirani, trading as Wellness Thinking, is the data controller responsible for the personal information collected through this website and in the course of providing counselling, psychotherapy and related services.
If you have any questions about this Privacy Policy or how your personal information is handled, please contact:
Kalpna Hirani
Email: Wellnessthinking@gmail.com
Website host WebHealer disclosure
This website is hosted by WebHealer. Information submitted through the website may be processed and stored by WebHealer in order to provide website hosting and related services.
Further information about WebHealer's privacy and security arrangements can be found on their website.
What information is collected
Information may be collected when you:
- Contact me through this website
- Send an email or telephone enquiry
- Book or attend therapy sessions
- Complete client forms and contracts
- Communicate by telephone, text message or email
The information collected may include:
- Name
- Email address
- Telephone number
- Postal address
- Emergency contact details
- Information relating to your wellbeing and reasons for seeking therapy
- Appointment and attendance records
- Communications exchanged by email, text message or telephone
Special category data
As a therapist, I may process special category personal data relating to health, wellbeing and other sensitive information relevant to the therapeutic process. This information is processed in accordance with Article 9 UK GDPR where necessary for the provision of therapy services and/or with your explicit consent where required.
If you become a client, I may need to contact you via telephone, text message or email you regarding appointments or anything relevant to the service I provide. The lawful basis for these communications is the performance of our contract and/or legitimate interests in managing the therapeutic relationship.
Clinical notes may be maintained where necessary to support the safe and effective delivery of therapy services. These notes are kept securely and are accessible only to the therapist.
Some service providers may process information outside the United Kingdom. Where this occurs, appropriate safeguards will be implemented in accordance with UK data protection law.
How your information is used
Your personal information is used to:
- Respond to enquiries
- Arrange and manage appointments
- Provide counselling, psychotherapy or coaching services
- Maintain appropriate client records
- Meet professional, legal and ethical obligations
- Manage the administration of the practice
Lawful basis for processing
The lawful basis for processing your personal information may include:
- Legitimate interests, where processing is necessary to provide and manage therapeutic services
- Contract, where processing is necessary to enter into or fulfil an agreement with you
- Legal obligations where records must be retained or disclosed under applicable law
- Explicit consent where this is required for specific activities
Information will normally remain confidential. However, information may be disclosed where required by law, where there is a serious risk of harm to you or others, where safeguarding obligations arise, or where disclosure is otherwise permitted or required by professional or legal obligations.
How information is stored
Reasonable technical and organisational measures are used to protect personal information against loss, misuse, unauthorised access, disclosure or alteration. Information may be stored electronically and/or in paper form. Access is restricted to those who have a legitimate need to access it.
Website data
When you visit this website, certain information may be collected automatically through cookies or website analytics tools.
This information may include:
- IP address
- Browser type
- Device information
- Pages visited
- Date and time of visits
This information helps improve website performance and user experience.
Cookies
This website may use cookies to improve functionality and analyse website usage. Cookie preferences can be managed through the cookie settings available on this website, although some parts of the website may not function correctly.
3rd party service providers
Personal information may be processed by trusted third-party providers who assist with the operation of the practice, such as website hosting, email services, online booking systems, data handlers, payment processing or secure record storage.
These providers are required to maintain appropriate security and confidentiality standards.
Data retention
If you become a client, records are normally retained for seven years after the end of therapy before being securely destroyed, unless a longer retention period is required by law, insurance requirements or professional guidance.
Enquiry information that does not lead to therapy may be retained for a limited period and then securely deleted.
Your rights
Under UK data protection law, you have rights including:
- The right to access your personal information
- The right to request correction of inaccurate information
- The right to request erasure in certain circumstances
- The right to restrict processing in certain circumstances
- The right to object to processing in certain circumstances
- The right to data portability where applicable
- Rights relating to automated decision-making and profiling
Requests relating to these rights should be made using the contact details provided above.
Data Protection Complaints Procedure
If you are concerned about how your personal information has been collected, stored, used or shared, you have the right to raise a data protection complaint. Please contact me in the first instance at:
wellnessthinking@gmail.com
I will review your complaint and respond as soon as reasonably practicable.
If further information is required to investigate your concerns, I may contact you.
Where appropriate, I will explain:
- what information I hold;
- how it has been used;
- the outcome of my investigation; and
- any action taken.
A record of complaints and outcomes may be maintained to support compliance with data protection obligations.
If you remain dissatisfied after receiving my response, you have the right to complain to the Information Commissioner's Office (ICO).
Information about making a complaint to the ICO can be found on the ICO website.
Changes to this policy
This Privacy Policy may be updated from time to time to reflect changes in legal requirements, professional obligations or business practices. The most current version will always be available on this website.
