Sentia Well-being's policies are included below for reference: 

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Privacy and Data Protection Notice

Sentia Well-being Ltd
Last updated: 4 August 2026

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1. About this notice

Sentia Well-being Ltd respects your privacy and is committed to protecting your personal information.

This notice explains how we collect, use, store and share personal information in connection with:

• counselling and psychotherapy;

• clinical supervision;

• private-practice mentoring;

• consultations, seminars and training;

• surveys, research and professional resources;

• enquiries and correspondence;

• our website, newsletters and social-media accounts;

• payments, accounting and general business administration.

It applies to personal information received or generated through any means, not only information submitted through our website.
 

2. Who we are

Sentia Well-being Ltd is a company registered in England and Wales.

Company number: 13490877
ICO registration number: ZB144230

Sentia Well-being Ltd is the data controller for the personal information described in this notice. This means that we determine why and how that information is used.

Our contact details are:

Sentia Well-being Ltd
Unit 24 Wilford Business Park
Ruddington Lane
Nottingham
NG11 7EP

Email: jg@sentiawellbeing.com
Website: www.sentiawellbeing.com

The person responsible for data protection is Jeremy Gordon.
 

3. Who this notice applies to

This notice may apply to:

• current, former and prospective therapy clients;

• supervisees and prospective supervisees;

• mentoring clients and prospective mentoring clients;

• practitioners attending training, seminars or consultations;

• people completing surveys or requesting professional resources;

• newsletter subscribers;

• people who contact or interact with us;

• website visitors and social-media users;

• professional contacts, suppliers and service providers.

Sentia Well-being provides therapy and related professional services only to adults aged 18 or over.
 

4. Personal information we may collect

The information collected depends on the nature of your relationship with us.

4.1 Identity and contact information

This may include:

• your name;

• date of birth;

• email address;

• telephone number;

• postal address;

• social-media username or profile information;

• preferred method of contact.

4.2 Information relating to therapy

This may include:

• reasons for seeking therapy;

• relevant personal, family, relationship and employment information;

• physical and mental-health information;

• medication and treatment information;

• GP and other healthcare contact details;

• emergency-contact information;

• appointment and attendance information;

• brief case or session notes;

• risk, safeguarding or welfare information;

• correspondence relating to therapy;

• information required to provide safe and appropriate professional support.

Therapy information may include special-category data, particularly information concerning health, sexuality, ethnicity, religious or philosophical beliefs and other sensitive aspects of a person’s life.

4.3 Supervision and mentoring information

This may include:

• professional qualifications and memberships;

• training and employment history;

• practice details;

• professional-development goals;

• supervision or mentoring notes;

• attendance and appointment records;

• reflective material and action plans;

• concerns relating to professional practice, ethics or safeguarding.

4.4 Financial and administrative information

This may include:

• invoices and payment records;

• transaction references;

• bank or payment information made available through payment providers;

• billing correspondence;

• accounting and taxation records;

• information relating to cancellations, refunds or outstanding payments.

We do not normally receive or retain full card details where payment is handled by an external payment provider.

4.5 Survey, research and resource-request information

Anonymous surveys may include information about:

• professional role and career stage;

• private-practice arrangements;

• fees, income, client hours and workload;

• confidence and professional support;

• practice challenges and development priorities;

• broad demographic or professional characteristics;

• free-text responses.

The UK Private Practice Pulse survey does not request names or direct contact details. Survey responses are stored separately from emails requesting the Sentia Compass Starter Workbook or asking to receive the published findings.

Participants should avoid including information in free-text responses that could identify themselves, a client or another person.

When someone emails us to request a workbook or another resource, we receive their email address, name where supplied, and the content of their correspondence.

4.6 Website and technical information

Depending on your cookie choices and website configuration, this may include:

• IP address;

• browser and device information;

• website usage and navigation information;

• approximate location derived from technical data;

• dates and times of website visits;

• cookie identifiers and preferences.

4.7 Newsletter and publication information

Where you subscribe to a newsletter or publication, we may receive:

• your name and email address;

• subscription status;

• engagement information supplied by the newsletter platform;

• correspondence or comments you submit.

4.8 Social-media information

When you follow, comment on, react to, mention or contact us through Facebook, Instagram, X or another social-media service, we may receive:

• your public profile name;

• username;

• profile image;

• your comment, reaction or message;

• other information you choose to make available.

We do not routinely scrape or export lists of social-media followers or create separate records about people merely because they follow an account.
 

5. Where personal information comes from

We obtain personal information:

• directly from you;

• through emails, telephone calls, text messages or online communications;

• during therapy, supervision, mentoring, training or consultations;

• through Halaxy or another booking or practice-management system;

• through our website;

• through survey and form services such as Tally;

• through payment providers and banks;

• through Substack or other newsletter services;

• through social-media platforms;

• from a referrer or another professional, where appropriate;

• from an emergency contact, healthcare professional or public authority where necessary and lawful;

• from publicly available professional information.

Where information is obtained from another person, we will provide appropriate privacy information unless an exemption applies or doing so would be impossible or involve disproportionate effort.
 

6. How and why we use personal information

We use personal information only where we have a lawful reason to do so.

6.1 Enquiries and initial consultations

We use information to:

• respond to enquiries;

• discuss whether our services may be suitable;

• arrange consultations;

• provide information about availability, fees and services.

The lawful basis is normally taking steps at your request before entering into a contract and our legitimate interest in responding to enquiries and managing the practice.

6.2 Therapy, supervision and mentoring

We use information to:

• provide the agreed professional service;

• arrange and manage appointments;

• maintain appropriate professional records;

• communicate about sessions;

• monitor safety, risk and professional standards;

• manage fees, cancellations and administration;

• respond to complaints or professional concerns.

The principal lawful basis is the performance of a contract or taking steps requested before entering a contract.

We may also rely on legitimate interests where necessary to manage and protect the practice, maintain appropriate records, uphold professional standards and establish or defend legal claims.

6.3 Health and other special-category information

Where we process health information or other special-category information in connection with therapy, we normally rely on the condition permitting processing for the provision of health or social care or treatment by a professional subject to confidentiality obligations.

Where relevant, we may also rely on conditions relating to:

• safeguarding and substantial public interest;

• protecting vital interests;

• establishing, exercising or defending legal claims;

• explicit consent, where that is the appropriate condition.

Special-category information requires both an ordinary lawful basis and an additional special-category condition. (ICO)

6.4 Safeguarding, emergencies and legal obligations

We may use or disclose information where reasonably necessary to:

• protect someone from serious harm;

• respond to an emergency;

• address a safeguarding concern;

• prevent or detect serious crime;

• comply with a court order or legal requirement;

• respond to a regulator or professional body;

• establish, exercise or defend legal rights.

The lawful basis will depend on the circumstances and may include legal obligation, vital interests, recognised legitimate interests, substantial public interest or legitimate interests.

6.5 Payments, accounting and taxation

We use financial and administrative information to:

• issue invoices;

• receive and reconcile payments;

• administer refunds;

• maintain accounting records;

• meet taxation, company-law and regulatory obligations;

• prevent or address fraud and financial irregularity.

The lawful bases include performance of a contract, legal obligation and legitimate interests in managing the business responsibly.

6.6 Surveys, research and framework development

We use survey information to:

• analyse practitioners’ experiences;

• produce aggregate findings;

• identify trends and development needs;

• support professional discussion;

• inform the development of the Sentia Compass Framework and related resources.

The lawful basis is normally our legitimate interest in undertaking proportionate professional research and developing resources relevant to counselling and psychotherapy practice.

Where survey responses are genuinely anonymous, they are not personal data. However, we still take reasonable steps to protect survey information and reduce the possibility of indirect identification.

6.7 Workbook and resource requests

Where you request a workbook or other resource, we use your contact details to:

• provide the requested material;

• confirm delivery;

• answer related questions;

• receive and respond to feedback;

• maintain proportionate administrative records.

The lawful basis is taking steps at your request and our legitimate interest in administering requested professional resources.

Requesting a workbook does not automatically add you to a marketing list.

6.8 Requests to receive survey findings

Where you ask to receive the published findings of a survey, we retain your name, where supplied, and email address separately from the survey responses.

We use those details to:

• send the aggregate findings;

• provide essential information about their publication or availability.

We normally retain these contact details until the findings have been distributed and for a short administrative period afterwards. This may be up to 18 months from the date the details were provided. If publication is materially delayed, we may contact you to explain the revised timetable.

These details are not used for general marketing unless you have separately opted in.

6.9 Newsletters and marketing

Where you have chosen to subscribe or have otherwise given valid permission, we may use your contact details to send:

• newsletters;

• articles and professional writing;

• information about resources;

• details of relevant training, supervision or mentoring services;

• occasional updates from Sentia Well-being.

The lawful basis is normally consent.

You can unsubscribe or withdraw consent at any time by using the unsubscribe facility or contacting us. Withdrawal does not affect processing that took place before consent was withdrawn.

6.10 Website operation and improvement

We may use website and technical information to:

• operate and secure the website;

• remember choices and settings;

• understand how the website is used;

• improve content, accessibility and navigation;

• identify technical problems;

• prevent misuse or unauthorised access.

Strictly necessary technologies are used because they are required to operate and secure the website.

Analytics and other non-essential cookies or technologies are used only where permitted and, where required, after you have actively consented.

6.11 Social media

We use social-media information to:

• respond to messages and comments;

• manage our professional accounts;

• communicate with people who contact us;

• understand engagement with our content;

• protect the accounts from misuse.

The lawful basis is normally legitimate interests. Where a person makes an enquiry about a service, we may also process the information to take steps at their request before entering a contract.

We do not add social-media followers to email lists without an appropriate lawful basis.
 

7. Clinical confidentiality and supervision

Information shared during therapy is treated as confidential, subject to limited exceptions including:

• serious and immediate risk of harm;

• safeguarding concerns;

• prevention or detection of serious crime;

• legal or regulatory requirements;

• establishing or defending legal rights;

• disclosures agreed with the client.

Clinical work may be discussed with a qualified clinical supervisor to support safe and ethical practice.

Information discussed in supervision is minimised and pseudonymised wherever reasonably possible. Ordinarily, only a first name is used and unnecessary identifying information is omitted. Supervisors are subject to professional and contractual duties of confidentiality.

Information that has been pseudonymised remains protected personal information where re-identification may still be possible.

Counselling-room providers do not receive clients’ names, clinical information or appointment details from Sentia Well-being.
 

8. Who we may share information with

We do not sell personal information.

Where necessary and proportionate, information may be processed by or shared with:

8.1 Practice-management provider

Halaxy, for practice management, appointments, clinical records, invoicing and related administration.

8.2 Website provider

Wix, for website hosting, website functionality, forms, security and cookies.

8.3 Email and cloud-storage providers

• Google, including Gmail and Google Drive;

• Microsoft, including OneDrive.

8.4 Survey and data-analysis providers

• Tally, for surveys and forms;

• Google Sheets, for analysis of survey responses.

The Google Sheet used for the UK Private Practice Pulse does not contain names, email addresses or other direct identifiers collected for workbook or results requests.

8.5 Banking and payment providers

Depending on the method used, these may include:

• Adyen;

• GoCardless;

• Tide;

• PayPal;

• Stripe;

• Wise;

• relevant banks and card-payment networks.

These providers may process financial and transaction information under their own legal and regulatory responsibilities.

8.6 Accountant

HiCloud Accounting Limited, trading as LCA Chartered Accountants, which receives relevant financial, invoicing, accounting and taxation information.

The accountant may act as a service provider for some activities and as an independent controller where it has its own legal, regulatory or professional obligations.

8.7 Newsletter provider

Substack, where you subscribe to or interact with our publications.

8.8 Social-media providers

These may include:

• Meta Platforms, which operates Facebook and Instagram;

• X Corp., which operates X;

• other platforms through which you choose to engage with us.

These providers process information under their own privacy notices.

8.9 Professional and legal recipients

Where necessary, information may also be shared with:

• clinical supervisors;

• professional insurers;

• solicitors and other professional advisers;

• healthcare professionals;

• emergency services;

• safeguarding bodies;

• courts and tribunals;

• police or other law-enforcement bodies;

• regulators and professional bodies;

• tax authorities and other public authorities.

We share only information reasonably necessary for the relevant purpose.
 

9. Service providers and data-processing arrangements

Where an organisation processes personal information on our behalf, we take proportionate steps to ensure that suitable contractual and security arrangements are in place.

Some providers may also act as independent data controllers for particular activities, especially where they have their own legal, financial or regulatory obligations.

Their handling of personal information may also be governed by their own privacy notices and terms.
 

10. International transfers

Some service providers may process, store or allow access to personal information outside the United Kingdom.

Where personal information is transferred internationally, we take reasonable steps to ensure that an appropriate legal safeguard is in place. Depending on the destination and provider, this may include:

• UK adequacy regulations;

• the UK International Data Transfer Agreement;

• the UK Addendum to approved standard contractual clauses;

• another lawful transfer mechanism.

Further information about relevant safeguards may be requested using the contact details in this notice.
 

11. How long we retain personal information

We retain personal information only for as long as reasonably necessary for the purpose for which it was obtained, including:

• providing professional services;

• maintaining appropriate clinical and business records;

• responding to correspondence;

• meeting legal, tax, insurance and professional requirements;

• resolving complaints or disputes;

• protecting legitimate legal and professional interests.

Our normal approach is as follows.

11.1 Therapy records

Adult therapy records are normally retained for seven years after the therapeutic relationship ends.

Records may be kept longer where reasonably necessary because of a complaint, safeguarding issue, legal claim, professional requirement or another exceptional circumstance.

11.2 Supervision and mentoring records

Supervision and mentoring records are normally retained for seven years after the professional relationship ends, subject to any longer legal, insurance or professional requirement.

11.3 Financial and taxation records

Financial, accounting and taxation records are normally retained for at least six years after the end of the relevant accounting period, or longer where legally required.

11.4 Enquiries that do not lead to a professional relationship

Enquiry correspondence is retained only while reasonably necessary to:

• respond to the enquiry;

• manage any follow-up;

• maintain proportionate administrative records;

• address complaints, risk, safeguarding or legal issues.

Older enquiry correspondence is reviewed periodically and deleted where there is no continuing need to retain it.

11.5 Workbook and resource requests

Contact information supplied when requesting a resource is retained while reasonably relevant to:

• fulfilling the request;

• dealing with related correspondence;

• receiving feedback;

• maintaining proportionate administrative records.

It is not retained for general marketing unless separate permission has been given.

11.6 Survey-results mailing lists

Where you ask to receive survey findings, your contact details are normally retained until the findings have been sent and for a short administrative period afterwards, usually for no longer than 18 months, unless the publication timetable changes and we notify you.

11.7 Anonymous survey information

Anonymous survey information may be retained for research, comparison, reporting and development of professional resources.

11.8 Newsletter information

Newsletter subscription information is retained until you unsubscribe, withdraw consent or the relevant publication is discontinued, subject to any short administrative or suppression period.

11.9 Complaints and rights requests

Records relating to complaints, data-protection requests and associated correspondence may normally be retained for up to six years after the matter is closed, where necessary to demonstrate how the matter was handled and to establish or defend legal rights.

11.10 Technical and cookie information

Cookie and analytics information is retained according to the periods described in the website’s cookie settings, cookie notice or the relevant provider’s settings.
 

12. Security

We use proportionate technical and organisational measures designed to protect personal information from:

• loss;

• misuse;

• unauthorised access;

• alteration;

• inappropriate disclosure;

• accidental destruction.

Measures may include:

• password-protected systems;

• access controls;

• device security;

• secure cloud services;

• encrypted communication or storage where appropriate;

• locked storage for any paper records;

• backups and recovery arrangements;

• confidentiality obligations;

• data minimisation;

• pseudonymisation where appropriate;

• periodic review of records and service providers.

No method of electronic storage or communication is completely secure. We nevertheless take reasonable and proportionate steps to protect the information for which we are responsible.
 

13. Personal-data breaches

A personal-data breach may include accidental or unlawful loss, destruction, alteration, disclosure of or access to personal information.

We assess suspected breaches and take appropriate steps to:

• contain and investigate the incident;

• reduce potential harm;

• document what occurred;

• notify the Information Commissioner’s Office where legally required;

• notify affected individuals where the law requires this.

If you believe that personal information has been lost, misused or accessed without authority, please contact jg@sentiawellbeing.com promptly.
 

14. Your data-protection rights

Depending on the circumstances and lawful basis used, you may have the right to:

• be informed about how your information is used;

• request access to personal information held about you;

• request correction of inaccurate or incomplete information;

• request deletion of information;

• ask us to restrict how information is used;

• object to processing based on legitimate interests;

• receive certain information in a portable format;

• withdraw consent where processing is based on consent;

• object to direct marketing;

• complain about the handling of your information.
   

These rights are not absolute. A request may be restricted or refused where an exemption applies or where information must be retained for legal, professional, safeguarding or other legitimate reasons.

We may ask for reasonable information to confirm your identity before responding.

To exercise a right, contact: Email: jg@sentiawellbeing.com

We will normally respond within the period required by data-protection law. We do not normally charge a fee, although a reasonable fee may be charged or a request refused where permitted by law, such as where a request is manifestly unfounded or excessive.
 

15. Automated decision-making and profiling

Sentia Well-being does not use personal information to make solely automated decisions that produce legal or similarly significant effects.

We do not undertake automated clinical assessment or automated decisions about whether to offer therapy, supervision or mentoring.

Website, newsletter and social-media providers may produce routine analytics or audience insights under their own arrangements. We do not use those insights to make significant automated decisions about individuals.
 

16. Data-protection concerns and complaints

If you are concerned about how Sentia Well-being has collected, used, stored, shared or otherwise handled your personal information, please contact:

Jeremy Gordon
Sentia Well-being Ltd
Unit 24 Wilford Business Park
Ruddington Lane
Nottingham
NG11 7EP

Email: jg@sentiawellbeing.com

Please identify the matter as a data-protection complaint and provide enough information for us to understand and investigate your concern.

We will:

• make it reasonably easy for you to submit the complaint;

• acknowledge receipt within 30 days;

• make appropriate enquiries into the matter;

• take appropriate steps to respond without undue delay;

• keep you informed of progress where appropriate;

• tell you the outcome of the complaint.

These steps reflect the statutory complaints requirements introduced under the Data (Use and Access) Act. (Legislation.gov.uk)
 

17. Complaining to the Information Commissioner

You also have the right to complain to the Information Commissioner’s Office.

We would welcome the opportunity to consider and address your concern first, but you are not required to contact us before approaching the ICO.

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

Further information and the ICO’s online complaints service are available through the ICO website.
 

18. Cookies and similar technologies

Cookies and similar technologies are small files or identifiers stored on or accessed from a device when a website is used.

Our website may use:

18.1 Strictly necessary cookies

These are required for functions such as:

• website security;

• network management;

• remembering privacy choices;

• enabling requested website functions.

Where legally permitted, these technologies may be used without consent.
 

18.2 Analytics and performance cookies

These may help us understand:

• how many people visit the website;

• which pages are viewed;

• how visitors navigate the website;

• whether technical or usability improvements are needed.
   

18.3 Functional or other optional cookies

These may support additional website features or third-party content.

Where consent is required, optional cookies are not intended to be activated unless you have made an active choice to permit them. You can change or withdraw your choices through the website’s cookie settings.

Current ICO guidance requires organisations to explain cookies and generally obtain actively given consent unless an exemption applies, including for technologies that are essential to provide a requested service. (ICO)

The particular cookies currently used should be displayed through the website’s cookie banner or cookie settings.
 

19. Links to external websites

Our website, newsletter or social-media content may contain links to external websites.

We do not control how those organisations use personal information. You should read their privacy and cookie notices before providing information or using their services.
 

20. Changes to the business

If Sentia Well-being is sold, reorganised or transferred, relevant personal information may be transferred as part of that process where lawful and necessary.

We will take reasonable steps to ensure that personal information remains protected and continues to be used consistently with the purposes for which it was obtained.
 

21. Changes to this notice

We may update this notice to reflect:

• changes in our services;

• changes in service providers;

• changes in technology;

• changes in legal or professional requirements;

• changes in how personal information is used.

The latest version will be made available on the Sentia Well-being website and will show the date on which it was last updated.

Material changes will be brought to the attention of affected individuals where reasonably appropriate.
 

22. Contact

Questions about this notice or the handling of personal information should be sent to:
 

Jeremy Gordon
Sentia Well-being Ltd
Unit 24 Wilford Business Park
Ruddington Lane
Nottingham
NG11 7EP

Email: jg@sentiawellbeing.com​

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