Last updated: 26th January 2026
Who We Are
The Surrey Centre is committed to protecting your privacy and handling your personal data with care, respect and transparency.
For the purposes of UK data protection law, The Surrey Centre is the Data Controller.
If you have any questions about this Privacy Notice or how your data is used, you can contact us at: [email protected]
Our Data Protection Officer is: Alan Bore
What Information We Collect
We may collect and process the following types of personal data:
Name, address, email address and telephone number
Assessment information
Therapy, counselling and dietetic notes
Health and other special category data relevant to your care
Emergency contact details
Invoicing and payment information
Website enquiry and contact form submissions
Mailing list sign-up details
Only information that is necessary for the provision of our services is collected.
How We Collect Your Information
Your information may be collected when you:
Contact us via our website, email or telephone
Attend an assessment or treatment session
Complete and sign a Client Contract
Complete a Release of Information form
Sign up to receive newsletters or reflection emails
Communicate with us during the course of treatment
Why We Use Your Information
We use your personal data to:
Provide therapy, counselling and dietetic services
Carry out assessments and treatment planning
Maintain accurate clinical records
Communicate with you about appointments and care
Manage invoicing and payments
Fulfil legal, safeguarding and professional obligations
Send newsletters or reflection emails only where you have opted in
Lawful Bases for Processing
We process your personal data under one or more of the following lawful bases:
Contract – to provide therapy and related services
Consent – for marketing communications and sharing information with third parties
Legal obligation – where required by law, including safeguarding
Legitimate interests – for service administration and governance
You may withdraw consent at any time.
How Your Information Is Stored
Electronic records are stored securely using Dropbox, with access restricted to authorised Surrey Centre representatives.
Paper records are stored in locked filing cabinets on Surrey Centre premises.
Access to all records is strictly limited to authorised staff who need the information to carry out their role.
Sharing Your Information
We will not share your personal information without your consent, except where:
It is necessary for supervision (with anonymisation)
You have completed a Release of Information form
Disclosure is required by law
There is a serious risk to your safety or the safety of others
How Long We Keep Your Information
Your records are retained in line with legal and professional requirements.
Typically, client records are archived and retained for up to seven years following the end of treatment, after which they are securely deleted or anonymised.
Your Rights
Under UK GDPR, you have the right to:
Access your personal data
Request correction of inaccurate data
Request erasure of your data
Restrict processing of your data
Object to processing
Request data portability
Withdraw consent at any time
To exercise any of these rights, please contact us at [email protected].
Access to Records
You have the right to request access to records held about you. Requests can be made verbally or in writing and will be handled securely in line with our Access to Records Policy.
Marketing Communications
If you choose to sign up for newsletters or reflection emails:
Emails are sent via MailPoet through our websites
You can unsubscribe at any time using the link in each email
Unsubscribing will not affect your access to services
Complaints
If you have concerns about how your data is handled, please contact us in the first instance so we can address the issue.
You also have the right to complain to the Information Commissioner’s Office (ICO):
🌐 www.ico.org.uk
Changes to This Privacy Notice
We review this Privacy Notice regularly and update it when there are changes to legislation, our services or how we use personal data.
The most recent version will always be available on our website.