Creative Therapies Consultants Ltd
Trading as The Art Therapy Clinic / The Art Therapy Clinic London
6 Lower Grosvenor Place, London, SW1W 0EN
Email: ed.bbira@arttherapyclinic.co.uk
Phone: 07890 698347
Last updated: 15th August, 2025
1. Introduction
Creative Therapies Consultants Ltd, trading as The Art Therapy Clinic and The Art Therapy Clinic London (“we,” “our,” or “us”) is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our services or visit our website.
We are registered with the Health and Care Professions Council (HCPC), British Association for Counselling and Psychotherapy (BACP), and are Full Members of the British Association of Art Therapists (BAAT). We adhere to their ethical guidelines and professional standards regarding confidentiality and data protection.
2. Legal Basis for Processing
We process your personal data under the following legal bases:
- Consent: When you provide explicit consent for specific purposes
- Legitimate Interest: For providing therapeutic services and business operations
- Legal Obligation: To comply with professional and regulatory requirements
- Vital Interest: Where necessary to protect your wellbeing or safety
3. Information We Collect
3.1 Personal Information
- Name, address, phone number, and email address
- Date of birth and emergency contact details
- Medical history and mental health information relevant to treatment
- Session notes and therapeutic records
- Payment and billing information
- Communication records (emails, phone calls, messages)
3.2 Website Information
- IP address and browser information
- Cookies and website usage data
- Contact form submissions and enquiry details
3.3 Special Category Data
As a healthcare provider, we process special category personal data including:
- Health and medical information
- Information about mental health conditions
- Therapeutic assessments and treatment plans
- Art therapy materials and creative outputs produced during sessions
4. How We Use Your Information
We use your personal information to:
- Provide art therapy services and clinical supervision
- Conduct assessments and develop treatment plans
- Maintain therapeutic records and session notes
- Communicate about appointments and treatment
- Process payments and manage billing
- Comply with professional and legal obligations
- Ensure safeguarding requirements are met
- Improve our services and website functionality
5. Sharing Your Information
We maintain strict confidentiality but may share your information in limited circumstances:
5.1 With Your Consent
- Referrals to other healthcare professionals
- Communication with family members (where appropriate)
- Sharing information for insurance or funding purposes
5.2 Legal and Professional Obligations
- Where required by law or court order
- To prevent serious harm to yourself or others
- For safeguarding purposes (child or adult protection)
- Professional supervision and consultation (anonymised where possible)
- Regulatory body investigations or complaints
5.3 Service Providers
- Secure IT and data storage providers
- Payment processing services
- Professional indemnity insurers
- Appointment scheduling platforms
All third parties are bound by confidentiality agreements and data protection requirements.
6. Data Security
We implement robust security measures including:
- Encrypted data storage and transmission
- Secure, password-protected systems
- Regular security updates and monitoring
- Staff training on data protection
- Physical security for paper records
- Regular backups with secure storage
7. Data Retention
We retain your personal data in accordance with professional guidelines:
- Active client records: For the duration of treatment plus 7 years
- Child and adolescent records: Until the individual reaches 25 years of age, or 7 years after treatment ends, whichever is longer
- Financial records: 6 years from the end of the tax year
- Website data: As specified in our Cookie Policy
- Correspondence: 7 years from last contact
Records may be retained longer where required by law or for legitimate business purposes.
8. Your Rights
Under UK GDPR, you have the right to:
- Access your personal data and receive a copy
- Rectify inaccurate or incomplete information
- Erase your data in certain circumstances
- Restrict processing of your data
- Object to processing based on legitimate interests
- Data portability in certain circumstances
- Withdraw consent where processing is based on consent
Please note that some rights may be limited due to professional obligations and the therapeutic relationship.
9. Cookies and Website Analytics
Our website uses cookies to:
- Remember your preferences and settings
- Analyse website usage and improve functionality
- Ensure website security
You can control cookie settings through your browser. For detailed information, please see our Cookie Policy.
10. International Transfers
We primarily store and process data within the UK. If we transfer data internationally, we ensure adequate protection through:
- Adequacy decisions by the UK Government
- Standard contractual clauses
- Other appropriate safeguards approved by the Information Commissioner’s Office
11. Children and Vulnerable Adults
We take special care when processing data of children and vulnerable adults:
- Additional consent procedures may apply
- Enhanced safeguarding measures
- Specific retention periods
- Family involvement where appropriate and safe
12. Complaints and Concerns
If you have concerns about how we handle your personal data, please contact us directly. You also have the right to complain to:
- Information Commissioner’s Office (ICO): ico.org.uk
- Health and Care Professions Council (HCPC): hcpc-uk.org
- British Association of Art Therapists (BAAT): baat-uk.org
13. Contact Information
For any privacy-related questions or to exercise your rights, contact us:
Data Controller: Creative Therapies Consultants Ltd
Trading as: The Art Therapy Clinic / The Art Therapy Clinic London
Address: 6 Lower Grosvenor Place, London, SW1W 0EN
Email: ed.bbira@arttherapyclinic.co.uk
Phone: 07890 698347
14. Changes to This Policy
We may update this Privacy Policy periodically. We will notify you of significant changes via email or website notice. The “last updated” date at the top of this policy indicates when changes were last made.
15. Professional Standards
This Privacy Policy operates alongside our professional obligations under:
- HCPC Standards of Conduct, Performance and Ethics
- BACP Ethical Framework for the Counselling Professions
- BAAT Code of Ethics and Professional Practice
In case of conflict between this policy and professional obligations, professional standards take precedence.