Privacy Policy
Effective Date: 25/03/2025
Introduction
Pro-Counselling (“we,” “us,” “our”) values your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you interact with our services, including our website, mobile applications, and other digital platforms (the “Services”). It applies to all individuals who use our Services, including customers, website visitors, vendors, and other users (collectively referred to as “you”).
Who We Are
Pro-Counselling Limited is registered in England and Wales under company number 10345435. Our registered office is at Office 90, 105 London Street, Reading, Berkshire, RG1 4QD.
We act as the data controller for your personal data under applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Â and relevant national laws.
If you have any questions regarding this Privacy Policy, you can contact our Data Protection Officer (DPO) at:
Email: dpo@pro-counselling.co.uk
Information We Collect and How We Use It
We collect various types of personal data depending on how you engage with our Services. This data may be provided directly by you, your organization, or obtained through third parties.
Categories of Personal Data
| Type of Data | Source | Purpose | Legal Basis |
| Name, email address | You, your organisation | Account creation, login, communication | Consent, Contract, Legitimate Interest |
| Contact details (phone, address) | You, your organisation | Service provision, communication | Consent, Contract, Legitimate Interest |
| Information provided in forms | You | Service personalisation, service provision, feedback | Consent, Explicit Consent (if sensitive data is provided), Legitimate Interest |
| Emails, messages, and communications | You | Customer support and enquiries | Legitimate Interest |
| Device/browser data, IP address | Automated collection | Service functionality, security, analytics | Legitimate Interest |
| Health-related data (if applicable) | You | Service delivery, personalised care | Explicit Consent |
| Other sensitive data (e.g., disability, risk factors, religious/cultural background) | You | Service delivery, personalised care, safeguarding | Explicit Consent |
Data Security
At Pro-Counselling, we are committed to maintaining the confidentiality and security of your personal data. We implement strict access control measures to ensure that only authorized personnel can access client records. All devices used to access data must comply with robust security protocols to maintain the highest standards of security.
Personal data is stored securely within data centres in the UK and the EEA, ensuring full compliance with regional data protection laws. To safeguard your data, we adhere to security frameworks, including ISO 27001, ISO 27017, and ISO 27018 certifications, as well as SOC 2 and SOC 3 reports. These frameworks help protect your data from unauthorized access, loss, or misuse. Additionally, our services comply with other industry standards such as HIPAA.
We do not share personal data with external parties unless required by law or to prevent immediate harm. Pro-Counselling does not sell or share data for commercial purposes. All data processing is conducted within secure systems, and when data is transferred outside the UK/EEA, we ensure that appropriate safeguards, such as Standard Contractual Clauses (SCCs), are in place to protect your privacy.
Data Retention
We retain personal data only for as long as necessary to provide our services, comply with legal obligations, or resolve any disputes. The retention period varies depending on the type of data and applicable legal requirements.
Your Rights
Under applicable data protection laws, you have the right to:
- Access the personal data we hold about you
- Rectify inaccurate or incomplete data
- Erase your data under certain conditions
- Restrict data processing under specific circumstances
- Object to processing based on legitimate interests
- Port your data to another service provider
- Withdraw consent where processing is based on consent
To exercise any of these rights, please contact us at [Your Contact Email].
Third-Party Sharing
We may share data with trusted third parties, including:
- Service providers (e.g., cloud storage providers, data processors)
- Business partners (only for essential service functions)
- Legal authorities when required by law
- Corporate transactions, such as mergers or acquisitions
We ensure that all third parties receiving personal data comply with strict data protection obligations.
Cookies and Tracking Technologies
Our website uses cookies and similar technologies to enhance your experience, analyse site usage, and provide relevant advertising. You can manage cookie preferences through your browser settings.
Updates to This Policy
We may update this Privacy Policy periodically. Any changes will be posted on our website, and significant updates may be communicated directly to users. Your continued use of our Services after changes take effect constitutes acceptance of the revised policy.
Making a complaint
We recognise that sometimes individuals or organisations may feel dissatisfied with our services. We approach each complaint with the utmost care, priority, and sensitivity, ensuring that the process respects the privacy of all parties involved and is carried out professionally and thoroughly.
Complaints can be made by service users, corporate clients, or anyone who has used or intended to use Pro-Counselling’s services. To file a complaint, individuals may:
- Contact the Account Manager assigned to their organisation via the dedicated email address provided in the service communication materials, or,
- Email contact@pro-counselling.co.uk, or,
- Write to: Pro-Counselling Limited, Office 90, 105 London Street, Reading, RG1 4QD, Berkshire, United Kingdom.
All complaints should be submitted in writing and include:
- Full name and contact details.
- A clear description of the issue or concern.
- Details of the service(s) affected, including dates or other relevant information.
Contact Information
Data Protection Officer (DPO) at:
Email: dpo@pro-counselling.co.uk
If you are not satisfied with our response, you have the right to lodge a complaint with your local data protection authority.