Privacy Notice
Your privacy is important to me. This Privacy Notice explains how I collect, use, store and protect your personal information when you contact me or access my art psychotherapy services.
I am committed to handling your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and my professional responsibilities as a Health and Care Professions Council (HCPC) registered Art Psychotherapist.
Who is responsible for your information?
Practice: Onwards Art Therapy
Art Psychotherapist: Clare O’Callaghan, HCPC Registered Art Psychotherapist
Email: info@onwardsarttherapy.com
Telephone:028 9694 3969
I am the data controller for the personal information collected through my practice.
What information do I collect?
Depending on the services you receive, I may collect:
Your name, date of birth and contact details.
Parent or carer details (where applicable).
Emergency contact information.
GP details and details of other professionals involved in your care.
Information about your physical and mental health relevant to therapy.
Assessment forms and questionnaires.
Therapy notes and clinical records.
Appointment and attendance records.
Payment and invoicing information.
Emails, messages and correspondence relating to your care.
Why do I collect your information?
I collect and use your information to:
Respond to enquiries.
Arrange and manage appointments.
Provide safe and effective art psychotherapy.
Maintain accurate clinical records.
Communicate with you about your therapy.
Meet my legal, ethical and professional responsibilities.
Safeguard children, young people and vulnerable adults where necessary.
My lawful basis for processing
As an allied health professional, I process your personal information because it is necessary to provide healthcare services and to meet my legal and professional obligations. Where special category health information is processed, this is done in accordance with UK data protection legislation.
Confidentiality
Confidentiality is a fundamental part of therapy.
Information shared during therapy will be treated confidentially. However, there are circumstances where I may need to share information without your consent. These include:
If I believe that you or someone else is at risk of serious harm.
Where there are safeguarding concerns involving a child or vulnerable adult.
If disclosure is required by law or court order.
Where it is safe and appropriate to do so, I will aim to discuss this with you before sharing information.
Who might I share information with?
Where necessary, I may share relevant information with:
Your GP.
Other healthcare professionals involved in your care.
Schools or educational professionals (with appropriate consent where required).
Social Care or safeguarding agencies.
Emergency services.
My professional indemnity insurer or legal advisers if required.
Information will only be shared where it is lawful, necessary and appropriate.
How is your information stored?
Client records are stored securely using password-protected electronic systems and secure practice management software.
If paper records are used, they are kept in locked storage with restricted access.
Reasonable technical and organisational measures are in place to protect your personal information from unauthorised access, loss or misuse.
How long will I keep your information?
Clinical records are retained in accordance with professional guidance and legal requirements.
Once the retention period has expired, records are securely destroyed or permanently deleted.
Your rights
Under UK data protection law, you have the right to:
Request access to your personal information.
Request correction of inaccurate or incomplete information.
Request restriction of processing in certain circumstances.
Object to processing where applicable.
Request erasure where legally appropriate.
Withdraw consent where processing is based on consent.
Make a complaint to the Information Commissioner's Office (ICO).
Please note that there are circumstances where I may be legally or professionally required to retain clinical records and may not be able to delete them immediately upon request.
Website enquiries
If you contact me through my website, email or telephone, I will use the information you provide to respond to your enquiry and, where appropriate, arrange an initial appointment.
If you decide not to proceed with therapy, your enquiry information will only be retained for as long as reasonably necessary for administrative purposes.
Cookies
My website is hosted on Squarespace and uses cookies and similar technologies that help the website function properly, maintain security, and provide a better browsing experience.
Some cookies are necessary for the website to operate. Other non-essential cookies (such as analytics or similar technologies) will only be used where you have provided consent through the cookie banner.
You can manage or change your cookie preferences at any time through the cookie preferences option available on the website.
I do not use cookies for advertising or marketing purposes.
If I introduce additional website features that involve the use of cookies or similar technologies, this Privacy Notice will be updated accordingly.
Contact
If you have any questions about this Privacy Notice or how your personal information is handled, please contact me using the details above.
If you are unhappy with how your information has been handled, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).
Last updated: July 2026