Privacy Policy
Last updated: 19.08.2026
Who We Are & Data Controller
Welcome to the Privacy Policy for Wellness Psychology
(www.wellnesspsychologywv.co.uk).
We are committed to protecting and respecting your personal privacy. For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, the Data Controller is Joanne (Jo) at Wellness Psychology.
We operate a private psychotherapeutic suite in Penn, Wolverhampton.
This policy explains how we collect, use, process, and look after your personal data when you visit our website, utilise our 3-question contact forms, or communicate via our 10-second automated chat widget. It also details
your privacy rights and how UK law protects you.
If you have any questions about this policy, or wish to exercise your legal data rights, please contact us at:
• Email: contact@wellnesspsychologywv.co.uk
• Geographic Focus: Penn, Wolverhampton (Exact residential suite address is withheld publicly to protect client confidentiality and family safety).
What Personal Data We Collect On This Website
To maximise user privacy, this website acts purely as an informational brochure and only collects basic, non-sensitive introductory information. We collect and process the following kinds of personal data:
• Contact Details: Your name, best contact phone number, and email address.
• Enquiry Details: Any information or preferred callback times you voluntarily provide when contacting us through our 3-question contact form or via automated chat transcripts.
• Technical Data: Your IP address, browser type, operating system, and cookie identifiers collected automatically via Wix infrastructure to optimise your browsing experience.
Strict Clinical Data Boundary & Third-Party Platforms
While our public website does not collect or store sensitive medical records, Wellness Psychology does process sensitive "Special Category Data" (such as clinical session notes, mental health histories, and intake questionnaires) once you onboard as a client.
To ensure absolute client confidentiality and comply with healthcare data standards, we operate a strict data segregation model:
• Wix (Website Host): General enquiries submitted through our website are routed directly to our secure professional email inbox and are not stored in a permanent web-facing marketing database.
• Zanda Health (Practice Management): Once an initial telephone consultation is approved, all formal clinical onboarding, intake/consent forms, BACP contract signatures, and identification verifications are handled entirely within the secure, encrypted, ISO 27001-certified environment of Zanda Health.
• Stripe (Payment Gateway): All financial transactions and session fees are processed directly and securely via Stripe. Wellness Psychology never handles or stores your raw credit or debit card numbers.
How We Use Your Personal Data
We will only use your personal data when the law allows us to. Most commonly, we process website data under the following legal bases defined by the UK GDPR:
• Consent & Legitimate Interests: To respond directly to your enquiries, facilitate your requested 15–20
minute initial telephone consultation, and assess clinical compatibility.
• Contractual Necessity: To manage our professional relationship and prepare the delivery of
psychotherapeutic services once you are manually accepted as a client.
• Legal Obligation: To comply with UK statutory regulations, taxation laws, or professional healthcare frameworks.
Lawful Basis for Sensitive Clinical Data: Because we process health-related information regarding your psychotherapeutic treatment, we rely on additional specific conditions under the UK GDPR. Our legal basis for processing your sensitive mental health and clinical data is Article 6(1)(b) (Performance of a Contract) and Article 9(2)(h) (Provision of Health or Social Care) of the UK GDPR, alongside the Data Protection Act 2018.
How Long We Keep Your Data
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for.
• General Enquiries: Website contact form submissions and automated chat transcripts that do not progress to a clinical relationship are permanently deleted from our communication systems within 30 days.
• Clinical Records: For clients accepted into the practice, your personal data, session notes, and treatment histories enter our secure clinical network on Zanda Health. In strict accordance with UK professional indemnity insurance guidelines and the British Association for Counselling and Psychotherapy (BACP)
ethical framework, these records will be securely retained for a mandatory period of 7 years following the termination of your therapy, after which they will be permanently and securely destroyed.
Sharing Your Data
We do not sell your personal data to third parties. We only share data with essential service providers who look after our IT, website hosting, email communication, or secure clinical administration. These include Wix Studio,
Google Workspace, Zanda Health, and Stripe.
All third-party partners are strictly required to respect the security of your personal data and treat it in accordance with UK data laws.
• Clinical Executor (Therapeutic Will): In alignment with UK professional healthcare standards, a Therapeutic Will is in place to protect clients. In the exceptional and unlikely event of the Therapist’s sudden, severe illness or death, our nominated Clinical Executor (Wemi Adebayo, Clinical Supervisor) will
be granted strictly restricted access to your basic contact details via Zanda Health. This is solely for the purpose of notifying you and arranging onward care. Your historical clinical session notes will remain entirely sealed and unread
Your Legal Rights Under UK GDPR
Under UK data protection law, you possess specific, non-chargeable rights regarding your data, including your right of access, right to rectification, right to erasure ('right to be forgotten'), and right to object or restrict processing.
If you wish to exercise any of these rights, we have one month to respond to you. You also hold the right to lodge a formal complaint at any time with the Information Commissioner's Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the opportunity to resolve your concerns directly before you approach the ICO, so please contact us in the first instance.
Cookies
Our website utilises essential cookies to distinguish you from other users, safeguard our forms, and optimise site performance. Because our site is built on Wix, certain functional, security, and analytical cookies are deployed automatically. You can set your web browser to refuse or block all or some browser cookies; however, please note that disabling them may cause certain premium features of this website to function incorrectly.
Children's Privacy
Our public website and specialised psychological services are entirely directed at adults. We do not knowingly collect or process personal data relating to children under the age of 18.
Changes To This Policy
We reserve the right to update this privacy policy from time to time to reflect adjustments in our practice or evolving UK data protection legislation. Any amendments will be posted directly onto this page alongside an updated 'Last Updated' date at the top of the policy.