Data Retention

This policy explains how long I keep your personal information, why I keep it, and what happens to it afterwards. I have written this in plain English so you can understand exactly how your data is handled.

Why I Retain Your Data

As a psychotherapist registered with the UK Council for Psychotherapy (UKCP), I have legal and professional obligations that require me to keep certain records for specific periods of time. These obligations come from:

Legal requirements — UK GDPR, the Data Protection Act 2018, and the Limitation Act 1980 all place duties on how I manage and retain personal data

Professional standards — The UKCP Code of Ethics and Professional Practice requires me to maintain appropriate records of our therapeutic work

Insurance requirements — My professional indemnity insurance requires me to retain records in case a claim arises after therapy ends

HMRC requirements — Tax law requires me to keep financial records for a set period

Keeping accurate records also supports the quality of your care and allows me to respond to any future queries you may have about our work together.

Retention Periods

Type of record: Client therapy records (adults)
Retention period: 6 years after our last session
Reason: In line with the Limitation Act 1980 and standard professional indemnity insurance requirements

Type of record: Enquiry and contact data (non-clients)
Retention period: 12 months from last contact
Reason: Allows reasonable time to respond and follow up

Type of record: Financial records and invoices
Retention period: 6 years
Reason:HMRC legal requirement

Type of record: Insurance records
Retention period: 7 years
Reason: Insurer requirements and potential claims

What I Retain

The records I keep may include:

  • Session notes — a brief factual record of some of the material discussed in our therapeutic work together



  • Contact details — Your name, address, telephone number, and email address

  • Therapy agreement — The signed contract between us

  • Correspondence — Emails and letters relating to your therapy

  • Payment records — Invoices and records of payments made

  • Assessment information — Any questionnaires or forms you completed as part of your therapy

How Your Data Is Stored

I take the security of your information seriously:

  • Electronic records are held on password-protected devices. Access is restricted to me alone during my practice, and to my appointed Clinical Executor in the event of my death or incapacity

  • Paper records are kept in a locked filing cabinet in a secure room. Only I have access during my practice, and my Clinical Executor has access only in the circumstances described above

I also share anonymised case material with my clinical supervisor as part of my professional development and to ensure the quality of your care. This material does not identify you.

Clinical Executor Arrangements

I have appointed a Clinical Executor — a fellow therapist bound by professional confidentiality — who will manage client records in the event of my death or incapacity. Their role is to:

  • Contact you to let you know what has happened

  • Handle your records with full confidentiality

  • Retain records securely until the end of the applicable retention period

  • Securely destroy records only after the retention period has ended

This arrangement ensures your information remains protected and handled professionally, whatever circumstances may arise.

Your Right to Erasure

Under UK GDPR, you have the right to request that I delete your personal data. However, this right is not absolute. I may need to retain your records until the end of the applicable retention period where this is required by:

  • Professional guidelines

  • Professional indemnity insurance requirements

  • Legal obligations

If you ask me to delete your data and I am unable to do so immediately, I will explain clearly why retention is necessary and when your data will be deleted.

Secure Disposal

When the retention period ends:

Paper records are securely destroyed

Electronic records are permanently deleted

I do not keep any personal data beyond the retention periods set out in this policy unless there is a specific legal reason to do so.

Questions or Complaints

If you have any questions about this policy or how I handle your data, please contact me:

Email: helen [at] helenjacktherapy.com

(The email above is shown with [at] in place of @ to reduce spam — please replace [at] with @ when emailing)

You can also view my full compliance documents at: https://helenjacktherapy.policydiary.co.uk

If you are unhappy with how I have handled your data, you have the right to complain to the Information Commissioner's Office (ICO). However, I would appreciate the opportunity to address your concerns first. You can reach the ICO at ico.org.uk.

Helen Jack Therapy ICO Registration Number: ZB489471