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Privacy Policy

Effective Date: 12.01.2026

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At Well Balanced Minds Ltd, we respect your privacy and are committed to protecting your personal information. This privacy policy explains how we collect, use, and safeguard your data when you use our website and services.

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1. Information We Collect

We may collect the following types of information:

Personal Information

  • Name, email address, phone number, and postal address

  • Date of birth (for client records)

  • Professional or organisational details (for organisational clients)

 

Sensitive Information

  • Health or psychological information provided voluntarily by clients

  • Notes or records of sessions (stored securely)

 

Technical Information

  • IP address, browser type, and device information

  • Usage data from website visits (e.g., pages viewed, time spent)

 

2. How We Use Your Information

We use your information for the following purposes:

  • To provide therapy, case management, and other services

  • To communicate with you regarding appointments, enquiries, and updates

  • To comply with legal obligations, including safeguarding and regulatory reporting

  • To improve our services and website

  • To process payments and manage our business operations

 

3. Legal Basis for Processing

We process your personal information under the following legal bases:

  • Consent – where you have provided explicit consent for specific uses

  • Contract – to fulfil our agreement to provide services to you

  • Legal obligation – to comply with UK law, including safeguarding requirements

  • Legitimate interests – for internal administration and improving our services

 

4. Sharing Your Information

We do not sell or trade your information. We may share information in the following circumstances:

  • With supervisors or consultants for professional guidance (confidential and anonymised where possible)

  • With regulatory bodies if required by law

  • With IT or service providers who process data on our behalf (e.g., secure email, booking systems, cloud storage)

All third parties are bound by confidentiality and GDPR-compliant contracts.

 

5. Data Retention

We retain your personal and sensitive information only as long as necessary to:

  • Deliver services

  • Comply with legal and regulatory obligations (e.g., record retention for healthcare records)

  • Protect our legal rights

Once no longer required, data is securely deleted or anonymised.

 

6. Your Rights

Under UK GDPR, you have the right to:

  • Access your personal information

  • Request correction of inaccurate data

  • Request deletion of your data (with exceptions for legal or professional obligations)

  • Restrict or object to certain processing

  • Request data portability

  • Withdraw consent at any time

To exercise any of these rights, please contact: info@wellbalancedminds.co.uk

 

7. Security

We take appropriate technical and organisational measures to protect your information, including:

  • Encrypted communications (e.g., ProtonMail for email)

  • Secure storage of electronic and paper records

  • Restricted access to authorised staff only

 

8. Cookies and Tracking

Our website may use cookies or similar technology to:

  • Analyse website usage

  • Improve user experience

You can control or disable cookies through your browser settings.

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9. Third-Party Links

Our website may include links to third-party sites. We are not responsible for the privacy practices of these sites.

 

10. Changes to This Policy

We may update this privacy policy from time to time. The effective date will be updated accordingly. We encourage you to review it regularly.

 

11. Contact Information

For any questions about this privacy policy or how we handle your data, please contact:

 

Email: info@wellbalancedminds.co.uk
 

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