Privacy Notice

Even Mind Counselling & Coaching

Data controller

Audra McKellar, trading as Even Mind

Contact

Audra@EvenMind.uk

ICO registration

Registered with the Information Commissioner’s Office (registration number ZB550754)

Last updated

June 2026

1. Who we are

Even Mind is a sole trader counselling and coaching practice operated by Audra McKellar. We are committed to protecting and respecting your privacy. This notice explains what personal data we collect about you, why we collect it, how we use it, and your rights.

2. What personal data we collect

Depending on the nature of our work together, we may collect and hold the following information about you:

• Your name, contact details (email address, phone number, address)
• Emergency contact information
• Session notes and records of our work together
• Health information, including mental and physical health history (this is special category data under UK law and is treated with the highest level of care)
• Payment and invoicing information
• Any other information you choose to share with us in the course of our sessions

3. Why we collect your data and our legal basis

We use your personal data for the following purposes:

Providing counselling and coaching services

Legal basis: Contract (Article 6(1)(b) UK GDPR). Processing your data is necessary to provide the services you have engaged us for. For special category health data: Explicit consent (Article 9(2)(a)) and/or health care provision (Article 9(2)(h)).

Keeping session records

Legal basis: Legitimate interests (Article 6(1)(f)) and professional obligations. Maintaining accurate records is a professional and ethical requirement for practitioners.

Invoicing and financial records

Legal basis: Legal obligation (Article 6(1)(c)). We are required to maintain financial records for tax purposes.

Safety and safeguarding

Legal basis: Vital interests (Article 6(1)(d)) and legal obligation. In limited circumstances, we may need to share information to protect your safety or the safety of others.

4. Special category data

The information you share with us in a counselling or coaching context is likely to include sensitive personal data (known as ‘special category data’), which may include details of your physical or mental health, relationships, or other sensitive matters. This data is held in strict confidence and is not shared without your consent, except in the limited circumstances described in Section 5.

5. Who we share your data with

Even Mind does not sell or share your personal data with third parties for marketing purposes. We may share your information in the following limited circumstances:

• With a clinical supervisor: Your practitioner is required, for professional and ethical reasons, to receive regular clinical supervision. Identifying details are anonymised wherever possible.
• In an emergency or safeguarding situation: If we believe there is a serious risk to your life or the life of another person, we may be required to share relevant information with emergency services or other appropriate authorities.
• With legal or regulatory authorities: Where required to do so by law.
• With a GP or other health professional: Only with your explicit consent, except in an emergency.

6. How long we keep your data

We retain client records for seven years following the end of our work together, in line with professional guidelines for counselling practice. After this period, records are securely destroyed. Invoicing and financial records are retained for six years as required by HMRC.

7. How we keep your data secure

Your personal information is stored securely. Session notes and client records are kept in encrypted digital storage or securely locked physical files. We take appropriate technical and organisational measures to protect against unauthorised access, loss, or disclosure.

8. Your rights

Under UK data protection law, you have the following rights:

• Right of access: You can request a copy of the personal data we hold about you (a Subject Access Request).
• Right to rectification: You can ask us to correct inaccurate data.
• Right to erasure: In certain circumstances, you can ask us to delete your data.
• Right to restriction: You can ask us to limit how we use your data in certain circumstances.
• Right to data portability: You can ask for your data in a portable format in certain circumstances.
• Right to object: You can object to certain types of processing.

To exercise any of these rights, please contact us at Audra@EvenMind.uk. We will respond within one month.

9. Your right to complain

If you are unhappy with how we have handled your personal data, you have the right to raise a complaint directly with us. We take all such complaints seriously and will investigate them promptly and fairly.

To make a data protection complaint, please contact us at: Audra@EvenMind.uk

We will acknowledge your complaint within 30 calendar days and provide a full response as soon as possible.

If you remain dissatisfied with our response, you also have the right to complain to the Information Commissioner’s Office (ICO) at any time:

• Website: ico.org.uk/make-a-complaint
• Phone: 0303 123 1113

10. Changes to this notice

We may update this privacy notice from time to time. The current version will always be available on our website and on request. This notice was last updated in June 2026.

11. Contact us

If you have any questions about this privacy notice or how we handle your personal data, please contact:

Audra McKellar

Even Mind Counselling & Coaching

Audra@EvenMind.uk