Privacy Policy
Janina Malyon Counselling is committed to protecting your privacy and handling your personal information with care, transparency, and respect.
This Privacy Policy explains how we collect, use, store, and protect personal data relating to:
1. Who we are
Janina Malyon Counselling is a therapy and referral service based in the UK.
For the purposes of data protection law, Janina Malyon Counselling is the data controller of the personal information described in this policy.
If you have any questions about this policy or how your information is used, you can contact us at:
Email: [email protected]
2. How this policy applies
This Privacy Policy covers two connected services operated by Janina Malyon Counselling:
3. Information we collect
a) Children and young people
Janina Malyon Counselling accepts enquiries relating to children and young people under the age of 18.
b) Clients (adults)
When an adult contacts Janina Malyon Counselling for counselling and/or makes an enquiry through the referral service, we may collect:
Where counselling services are provided directly, information shared during and between counselling sessions forms part of your confidential counselling record.
c) Therapists
When you join or engage with Janina Malyon Counselling as a therapist, we may collect:
3. How we use your information
We use personal information only where there is a clear and appropriate purpose.
Client information is used to:
4. Lawful basis for processing
Under UK GDPR, we rely on the following lawful bases:
5. Sharing your information
We take care to share personal information only when necessary.
Clients
Safeguarding and information sharing
Janina Malyon Counselling takes safeguarding seriously.
While personal information is treated as confidential, there are circumstances where information may need to be shared without consent. This may include situations where there is concern about the safety or wellbeing of a child, young person, or vulnerable adult, or where there is a risk of serious harm to the individual or others.
In such circumstances, relevant information may be shared with appropriate services or professionals (such as safeguarding teams, healthcare professionals, or emergency services) in line with legal and professional responsibilities.
Wherever possible, concerns will be discussed with the individual (and/or parent or guardian where appropriate) before information is shared, unless doing so would increase risk or is not appropriate.
Any information shared will be limited to what is necessary and proportionate to safeguard those involved.
Where a referral is made to an independent therapist, responsibility for ongoing safeguarding decisions rests with the treating therapist as the data controller for their service.
6. Data storage and security
We take appropriate technical and organisational measures to keep your information secure.
7. How long we keep your data
We retain personal data only for as long as is necessary and in line with professional, legal, and insurance requirements.
You may request deletion of your data at any time, subject to legal or professional obligations.
8. Your rights
Under UK GDPR, you have the right to:
9. Third-party services
We may use trusted third-party services (such as secure email, form providers, or invoicing tools) to support the operation of Janina Malyon Counselling.
These providers are selected carefully and are expected to comply with data protection standards.
10. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in the service or legal requirements.
The most recent version will always be available on our website.
11. Contact
If you have any questions or concerns about this Privacy Policy or how your data is handled, please contact:
Janina Malyon Counselling
Email: [email protected]
Last updated: 28/01/2026
This Privacy Policy explains how we collect, use, store, and protect personal data relating to:
- Clients making enquiries through Janina Malyon Counselling
- Therapists who join or engage with Janina Malyon Counselling
1. Who we are
Janina Malyon Counselling is a therapy and referral service based in the UK.
For the purposes of data protection law, Janina Malyon Counselling is the data controller of the personal information described in this policy.
If you have any questions about this policy or how your information is used, you can contact us at:
Email: [email protected]
2. How this policy applies
This Privacy Policy covers two connected services operated by Janina Malyon Counselling:
- Counselling services provided directly by Janina Malyon Counselling
- Therapy referral and matching services, where clients are supported to find a suitable independent therapist
3. Information we collect
a) Children and young people
Janina Malyon Counselling accepts enquiries relating to children and young people under the age of 18.
- For children under 16, enquiries must be made by a parent or legal guardian, and we will collect the parent or guardian’s contact details.
- Young people aged 16–17 may make enquiries independently where they are considered competent to consent.
- The young person’s age
- Parent or guardian contact details (where required)
- Information shared to help us consider an appropriate referral and support
b) Clients (adults)
When an adult contacts Janina Malyon Counselling for counselling and/or makes an enquiry through the referral service, we may collect:
- Your name and contact details (such as email address, phone number, and address)
- Date of birth, age, and gender (where relevant)
- Whether the enquiry is for you or someone else
- GP details, school or college details (where relevant)
- Information you choose to share about what brings you to counselling or therapy
- Information relating to a referral from third parties acting on your behalf (such as schools, GPs, healthcare professionals, family members, or friends)
- Practical preferences (such as online or in-person sessions)
- Comments, feedback, reviews, or recommendations you choose to provide
Where counselling services are provided directly, information shared during and between counselling sessions forms part of your confidential counselling record.
c) Therapists
When you join or engage with Janina Malyon Counselling as a therapist, we may collect:
- Your name and professional contact details
- Professional registration and membership information
- Information about your qualifications, training, and experience
- Your areas of interest, preferences, and scope of practice
- Availability and practical working preferences
- Information relevant to referrals and network participation
3. How we use your information
We use personal information only where there is a clear and appropriate purpose.
Client information is used to:
- Consider whether Janina Malyon Counselling is able to support your enquiry
- Thoughtfully match you with suitable therapists where possible
- Communicate with you about your enquiry
- Maintain appropriate records of enquiries and outcomes
- Assess suitability for inclusion in Janina Malyon Counselling
- Facilitate thoughtful client referrals
- Communicate with you about referrals, community events, or service updates
- Maintain the integrity and quality of the network
4. Lawful basis for processing
Under UK GDPR, we rely on the following lawful bases:
- Consent – where you provide information voluntarily (e.g. enquiry forms)
- Legitimate interests – where processing is necessary to operate a thoughtful therapy referral service, while respecting your rights and expectations
- Legal obligations – where required to comply with professional or legal responsibilities
5. Sharing your information
We take care to share personal information only when necessary.
Clients
- We will not share your information with therapists without your knowledge
- If a referral is proposed, only relevant information needed for matching is shared
- We do not sell or pass your information to third parties for marketing purposes
- Your information is shared only where necessary to facilitate referrals or network communication
- We do not publish therapist information publicly without consent
Safeguarding and information sharing
Janina Malyon Counselling takes safeguarding seriously.
While personal information is treated as confidential, there are circumstances where information may need to be shared without consent. This may include situations where there is concern about the safety or wellbeing of a child, young person, or vulnerable adult, or where there is a risk of serious harm to the individual or others.
In such circumstances, relevant information may be shared with appropriate services or professionals (such as safeguarding teams, healthcare professionals, or emergency services) in line with legal and professional responsibilities.
Wherever possible, concerns will be discussed with the individual (and/or parent or guardian where appropriate) before information is shared, unless doing so would increase risk or is not appropriate.
Any information shared will be limited to what is necessary and proportionate to safeguard those involved.
Where a referral is made to an independent therapist, responsibility for ongoing safeguarding decisions rests with the treating therapist as the data controller for their service.
6. Data storage and security
We take appropriate technical and organisational measures to keep your information secure.
- Personal information relating to counselling clients is primarily stored in hard copy files held in a secure, locked cabinet
- Digital communications (including website contact forms, email, text messages, voicemail, and social media messages) are deleted once relevant information has been securely transferred to confidential counselling records and necessary responses have been completed
- Referral and matching information is stored securely and accessed only by authorised individuals
- Data is shared with therapists only in anonymised or minimal form during the initial matching process
- We regularly review what information is held and whether it is still required
7. How long we keep your data
We retain personal data only for as long as is necessary and in line with professional, legal, and insurance requirements.
- Where counselling services are provided to adults, records are kept for a minimum of 6 years after the end of therapy and thereafter only as long as necessary
- Where counselling services are provided to children or young people, records are kept for a minimum of 6 years after the young person’s 18th birthday
- Client enquiry and referral data (where no counselling takes place) is retained only for as long as needed to manage the enquiry and matching process and for a reasonable period thereafter
- Therapist data is retained for the duration of involvement with Janina Malyon Counselling and for a reasonable period afterwards
You may request deletion of your data at any time, subject to legal or professional obligations.
8. Your rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate or incomplete information
- Request erasure of your personal data
- Object to or restrict certain types of processing
- Request data portability
- Lodge a complaint with the Information Commissioner’s Office (ICO)
9. Third-party services
We may use trusted third-party services (such as secure email, form providers, or invoicing tools) to support the operation of Janina Malyon Counselling.
These providers are selected carefully and are expected to comply with data protection standards.
10. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in the service or legal requirements.
The most recent version will always be available on our website.
11. Contact
If you have any questions or concerns about this Privacy Policy or how your data is handled, please contact:
Janina Malyon Counselling
Email: [email protected]
Last updated: 28/01/2026
I reserve the right to modify this privacy policy at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on this website.
If you would like to access, correct, amend or delete any personal information I have about you, you are invited to contact me at [email protected] or send correspondence to Janina Malyon Counselling, Maidstone Studios, New Cut Road, Maidstone, Kent. ME14 5NZ.
If you would like to access, correct, amend or delete any personal information I have about you, you are invited to contact me at [email protected] or send correspondence to Janina Malyon Counselling, Maidstone Studios, New Cut Road, Maidstone, Kent. ME14 5NZ.
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