Last Updated: 28th July 2025

Fran Trauma Counselling ("I", “we”, “our”, or “us”) is committed to protecting your privacy and personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable laws.

This Privacy Policy outlines the types of personal information we may collect from you, how we use it, your rights in relation to your data, and how you can contact us regarding any questions or concerns.

By using our website or services, you agree to the practices described in this Privacy Policy.

1. Who We Are

Fran Trauma Counselling is a sole trader service operated by Fran Nguyen, providing trauma counselling and wellbeing support via www.fran-traumacounselling.com. We do not operate as a limited company, nor do we have departments or employees who access client data.

2. What Personal Data We Collect

We collect personal information that is necessary to provide our services and ensure a professional and secure experience. This may include:

- Full name

- Email address

- Phone number

- Postal address (if required)

- Any information you voluntarily share via contact forms or email

- Records of communications with you (e.g., messages, appointment notes, or follow-up correspondence)

In addition, we may automatically collect limited technical data when you visit our website, such as:

- IP address

- Browser type and version

- Device type

- Referral URLs

- Pages viewed and time spent on the website

We do not knowingly collect or store special category data (e.g. medical, ethnic, or health-related information) through the website. Information shared during counselling sessions is handled confidentially under separate professional guidelines and client agreements.

3. How We Use Your Personal Information

We use the personal data you provide for the following purposes:

- To respond to enquiries and schedule appointments

- To provide ongoing communication relevant to your sessions or bookings

- To send newsletters or service updates if you have opted in

- To manage and improve our services

- To comply with legal and regulatory obligations (e.g. record-keeping for tax purposes)

We will never sell your data or share it for unrelated marketing or commercial purposes.

4. Legal Basis for Processing Data

Under the UK GDPR, we rely on the following lawful bases to collect and process your personal data:

Consent – for optional communications such as newsletters. You can withdraw this at any time.

Contractual necessity – to fulfil our obligations when providing you with a service or responding to an enquiry.

Legitimate interest – for general business operations such as maintaining contact, improving our website, or securing client records.

5. Data Retention

We only retain personal data for as long as necessary to fulfil the purposes we collected it for, including satisfying legal, accounting, or insurance requirements.

- Client data related to active services may be held for up to 7 years in accordance with ethical and professional standards.

- Enquiry data is typically held for 6–12 months.

- Email marketing data is retained until you unsubscribe or withdraw consent.

You can request deletion of your data at any time, subject to any legal obligations we must comply with.

6. Third-Party Services and Data Processors

As a sole trader, Fran does not share your personal data with other individuals or organisations beyond the scope of service delivery. However, we may use trusted third-party tools (data processors) to securely manage information. These include:

- My Biz Solution CRM – for managing client relationships and securely storing communication history

- Google Workspace (Gmail) – for email communication

- Website hosting provider – for secure website operation and analytics

All third-party services used comply with relevant data protection laws and only access your information to the extent required to provide their services.

7. Marketing and Newsletter Communications

If you have explicitly opted in to receive emails from us, we may occasionally send updates, resources, or newsletter content related to trauma support and mental wellbeing. You can unsubscribe at any time by clicking the link in the email or contacting us directly.

We will never send marketing emails without your clear consent.

8. Your Rights

Under the UK GDPR, you have the right to:

- Request access to the personal data we hold about you

- Request correction of inaccurate or incomplete data

- Request erasure of your data (subject to legal limitations)

- Object to or restrict processing

- Withdraw consent where we rely on consent to process data

- Lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data has been mishandled

To exercise any of your rights, please contact us.

9. Security of Your Data

We take appropriate steps to protect your data from loss, misuse, unauthorised access, alteration, or disclosure. This includes:

- Use of secure platforms (e.g. CRM, email)

- Password-protected access to digital systems

- Limited access – only Fran handles your data directly

However, please note that no system is completely secure. You share your information at your own risk, and we encourage you to use secure methods of communication.

10. Cookies and Website Analytics

Our website uses cookies and similar technologies to improve user experience, collect website usage data, and maintain site functionality.

Cookies are small text files stored on your device. You can manage your preferences through your browser settings and decline non-essential cookies.

For more information, please see our [Cookie Policy].

11. Children’s Privacy

We do not knowingly collect data from individuals under the age of 13. If you are a parent or guardian and believe we may have collected data from your child, please contact us so we can delete the information.

12. Links to External Websites

Our website may include links to other websites. We are not responsible for the content, security, or privacy practices of third-party websites. We recommend reviewing the privacy policies of any external sites you visit.

13. Changes to This Privacy Policy

We may occasionally update this Privacy Policy to reflect legal, technical, or operational changes. Updates will be posted to this page with a revised effective date. We recommend reviewing it periodically to stay informed.

14. Contact Us

If you have any questions about this Privacy Policy, or would like to exercise your rights, please contact:

Fran Nguyen
Email: [email protected]
Website: www.fran-traumacounselling.com
ICO Registration Number: