Privacy Policy
How we handle your information.
The Counselling and Therapy Hub CIC
Company No. 12729248
ICO Registration: ZB312579
Website: https://www.the-cath.org.uk
Email: info@the-cath.org.uk
The Counselling and Therapy Hub CIC handles personal data responsibly and in accordance with UK GDPR.
1. Who we are
The Counselling and Therapy Hub CIC is a neurodivergent-led counselling, support, and training organisation working with adults across England and Wales.
We provide counselling, body doubling, neuro-inclusive training, and access to a free AI-powered support tool (Ana).
2. What information we collect
When you contact us via our website or email:
- Your name
- Your email address
- Your phone number
- Information you choose to share with us
We only collect information necessary to respond to your enquiry or provide our services.
3. How your information is stored
- Website enquiry forms: Stored on Webador (our website platform). Manually reviewed and deleted every few months.
- Emails: Stored in Roundcube and Outlook. We don't have automated deletion schedules - emails are retained based on ongoing relevance.
- Client records: Once you proceed to consultation or assessment, contact details and session notes are stored securely in Zanda Health (our clinical practice management system).
All systems use appropriate security measures including encryption and access controls.
4. Lawful basis for processing
We process your data under:
- Contract – to provide counselling or training services you've requested
- Consent – when you submit an enquiry or agree to follow-up contact
- Legitimate interests – to respond to enquiries, manage appointments, and follow up on service access where appropriate
5. How we use your information
We use personal data to:
- Respond to enquiries
- Arrange and manage appointments
- Send appointment reminders
- Provide information about requested services
- Follow up regarding access to our AI support tool where relevant
- Share your details with other services only with your explicit permission (e.g., referrals to other counsellors)
We do not sell personal data or use it for unrelated marketing.
6. Counselling client data
- Contact details: Retained for up to 7 years after last contact, in line with professional, ethical, and legal obligations.
- Counselling records: Stored securely in Zanda Health, not on this website.
- Access restricted to authorized practitioners only.
7. AI support tool (Ana)
We offer access to Ana, a free AI-powered neurodivergent support tool.
- Access provided via link after you contact us or submit an enquiry.
- We cannot see, access, or monitor conversations within Ana.
- We may send a follow-up email to check if the tool was helpful (legitimate interest basis).
- You can opt out of follow-up contact anytime.
The AI tool operates on a third-party platform with its own privacy policies.
8. Cookies and website data
Our website uses essential cookies for functionality and security. Webador (our website platform) may request cookie consent. CAPTCHA is used to prevent spam submissions.
We do not collect counselling or sensitive personal data through cookies.
9. Third-party services
We use trusted third-party services including:
- Webador – website hosting and enquiry forms
- Roundcube/domain hosting – email services
- Outlook – email access
- Zanda Health – client record and appointment management
- Zoom and WhatsApp – session delivery and communication
- Stripe, BACS, and banking systems – payment processing
- AI platform hosting Ana
These providers process data securely in line with their own privacy policies.
10. Retention periods
- General enquiries: Deleted every few months unless ongoing relevance
- Client contact details: Up to 7 years after last contact
- Counselling records: 7 years after last session
- Emails: Retained based on ongoing relevance; no fixed deletion schedule
11. Your rights
Under UK GDPR, you can:
- Request access to your personal data
- Request correction of inaccurate data
- Request deletion where appropriate
- Object to or restrict certain processing
- Withdraw consent where processing is based on consent
Email requests to: info@the-cath.org.uk
12. Complaints
If you're unhappy with how we've handled your data, you can complain to:
Information Commissioner's Office (ICO)
Website: https://ico.org.uk/make-a-complaint
Helpline: 0303 123 1113
13. Contact us
Questions about this policy or how your data is handled:
📧 info@the-cath.org.uk
🌐 https://www.the-cath.org.uk