Terms and Conditions & Privacy Policy

Website Terms and Conditions

Welcome to Katie Malley Therapy's website.

If you continue to browse and use this website, you are agreeing to comply with and be bound by the following terms and conditions of use, which together with my privacy policy govern Katie Malley Therapy's relationship with you in relation to this website. If you disagree with any part of these terms and conditions, please do not use my website.

The term 'Katie Malley, ‘Katie Malley Therapy’ or 'us' or 'we' or ‘our’ or 'my' refers to the owner of the website. The term 'you' refers to the user or viewer of our website.

The use of this website is subject to the following terms of use:

The content of the pages of this website is for your general information and use only. It is subject to change without notice.
This website uses cookies to monitor browsing preferences.
Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any particular purpose. You acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.
Your use of any information or materials on this website is entirely at your own risk, for which we shall not be liable. It shall be your own responsibility to ensure that any products, services or information available through this website meet your specific requirements.
This website contains material which is owned by or licensed to us. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with the copyright notice, which forms part of these terms and conditions.
All trade marks reproduced in this website which are not the property of, or licensed to, the operator are acknowledged on the website.
Unauthorised use of this website may give rise to a claim for damages and/or be a criminal offence.
From time to time this website may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s). We have no responsibility for the content of the linked website(s).
Your use of this website and any dispute arising out of such use of the website is subject to the laws of England, Northern Ireland, Scotland and Wales.

Information contained in this website is for general information purposes only.

The information is provided by Katie Malley Therapy and while we endeavour to keep the information up to date and correct, we make no representations or warranties of any kind, express or implied, about the completeness, accuracy, reliability, suitability or availability with respect to the website or the information, products, services, or related graphics contained on the website for any purpose. Any reliance you place on such information is therefore strictly at your own risk.

In no event will we be liable for any loss or damage including without limitation, indirect or consequential loss or damage, or any loss or damage whatsoever arising from loss of data or profits arising out of, or in connection with, the use of this website.

Through this website you can link to other websites which are not under the control of Katie Malley Therapy. We have no control over the nature, content and availability of those sites. The inclusion of any links does not necessarily imply a recommendation or endorse the views expressed within them.

Every effort is made to keep the website up and running smoothly. However, Katie Malley Therapy takes no responsibility for, and will not be liable for, the website being temporarily unavailable due to technical issues beyond our control.

Any redistribution or reproduction of part or all the contents in any form is prohibited other than the following:

you may not print or download to a local hard disk extracts, unless given written permission, for your personal and non-commercial use only

you may not copy the content to individual third parties for personal use, only with written permission and acknowledge the website as the source of the material
You may not, except with our express written permission, distribute or commercially exploit the content. Nor may you transmit it or store it in any other website or other form of electronic retrieval system.

Introduction

Your privacy is very important to me and you can be confident that your personal information will be kept safe and secure and will only be used for the purpose it was given to me. I adhere to current data protection legislation, including the General Data Protection Regulation (EU/2016/679) (the GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications (EC Directive) Regulations 2003. This privacy notice tells you what I will do with your personal information from initial point of contact through to after your therapy has ended, including:

Why I am able to process your information and what purpose
I am processing it for
Whether you have to provide it to me
How long I store it for
Whether there are other recipients of your personal information
Whether I intend to transfer it to another country,
Whether I do automated decision-making or profiling, and
Your data protection rights.

I am happy to chat through any questions you might have about my data protection policy and you can contact me via katie@katiemalley.co.uk ‘Data controller’ is the term used to describe the person/ organisation that collects and stores and has responsibility for people’s personal data. In this instance, the data controller is me.

I am registered with the Information Commissioner’s Office, registration number ZA781042. Katie Malley Ltd is registered as a limited company in England and Wales (16045436) at Tower House, 269 Walmersley Road, Bury, Lancashire, BL9 6NX

My phone number is: 07305354168

My email address is: katie@katiemalley.co.uk

My lawful basis for holding and using your personal data

The GDPR states that I must have a lawful basis for processing your personal data. There are different lawful bases depending on the stage at which I am processing your data. I have explained these below: If you have had therapy with me and it has now ended, I will use legitimate interest as my lawful basis for holding and using your personal information. If you are currently having therapy or if you are in contact with me to consider therapy, I will process your personal data where it is necessary for the performance of our contract. The GDPR also makes sure that I look after any sensitive personal information that you may disclose to me appropriately. This type of information is called ‘special category personal information’. The lawful basis for me processing any special categories of personal information is that it is for provision of health treatment (in this case counselling) and necessary for a contract with a health professional (in this case, a contract between me and you).

How I use your information

When you contact me with an enquiry about my therapy services I will collect information to help me satisfy your enquiry. This will include:

Name
Gender (birth gender, or your corrected identity, whichever you prefer).
Age
Date of Birth
Next of kin- emergency contact
Occupation (and contact details of organisation if accessing supervision/ coaching via employer)
Address
Telephone/SMS/WhatsApp number (plus permission to send SMS/WhatsApp)
Email address
Therapy/Coaching history
Medical conditions relevant to therapy or coaching
Prescribed medication, relevant to therapy or coaching
Presenting difficulties

Alternatively, your GP or other health professional may send me your details when making a referral or a parent or trusted individual may give me your details when making an enquiry on your behalf. If you decide not to proceed I will ensure all your personal data is deleted within 7 days of your confirmation that you are not proceeding. If I do not hear from you, I will assume you are not proceeding 31 days after our last contact. If you would like me to delete this information sooner, just let me know.

While you are accessing counselling

Rest assured that everything you discuss with me is confidential. That confidentiality will only be broken if you share something with me that raises concern about your safety or the safety of others, or in relation to certain criminal offenses or if I am required to by a judge. I will give more detail about this in my client agreement, which you will be issues with before we start our therapy work. I will always try to speak to you about this first, unless there are safeguarding issues that prevent this.

I will keep a record of your personal details to help the counselling services run smoothly. These details are kept securely on a system called WriteUpp and are not shared with any

third party. I will keep written notes of each session, these are kept in WriteUpp. WriteUpp is GDPR compliant. Writeupp is ISO27001 accredited practice management software. You can ask to see your notes at any point in our work together. Notes are securely destroyed 5 years after the end of our last session. For security reasons I do not retain text messages for more longer than necessary. If there is relevant information contained in a text message I will save this to WriteUpp. Likewise, any email correspondence will be deleted after our work together has ended. If necessary I will save emails to WriteUpp.

After counselling has ended

Once counselling has ended your records will be kept for 5 years from the end of our contact with each other or 5 years after the child’s 16th birthday and are then securely destroyed. If you want me to delete your information sooner than this, please tell me.

Third Party Recipients of personal data

I sometimes share personal data with third parties, for example, where I have contracted with a supplier to carry out specific tasks. In such cases I have carefully selected which partners I work with. I take great care to ensure that I have a contract with the third party that states what they are allowed to do with the data I share with them. I ensure that they do not use your information in any way other than the task for which they have been contracted. For example I use WriteUpp to securely record client information and session details. I will store your basic contact data (name and mobile number) on a mobile phone solely for business purposes . This allows me to contact you for the purposes of arranging appointments or to respond to any queries via phone, SMS message or WhatsApp (as agreed by you. Your email address and correspondence will be stored in my email account (currently Outlook) if we have liaised via email. Your telephone number may be stored in my SMS or WhatsApp for Business app should we exchange messages this way. None of your personal data is stored on my website, other than to momentarily collect & send it to my Outlook account for the purposes of our initial contact, after which is automatically erased. Please see our cookie policy to see which cookies I use. I will also be required to share basic name and address details with HMRC and Companies House when submitting tax returns and responding to company audit requests. Additional to this, I use Xero accountancy software to issue my invoices. This system will hold your name and contact details for the purposes of issuing your invoices.

Your Rights

I try to be as open as I can be in terms of giving people access to their personal information. You have a right to ask me to delete your personal information, to limit how I use your personal information, or to stop processing your personal information. You also have a right to ask for a copy of any information that I hold about you and to object to the use of your personal data in some circumstances. You can read more about your rights at ico.org.uk/your-data-matters. If I do hold information about you I will:

give you a description of it and where it came from;
tell you why I am holding its, tell you how long I will store
your data and how I made this decision;
tell you who it could be disclosed to;
let you have a copy of the information in an intelligible form

You can also ask me at any time to correct any mistakes there may be in the personal information I hold about you. To make a request for any personal information I may hold about you, please put the request in writing addressing it to katie@katiemalley.co.uk If you have any complaint about how I handle your personal data please do not hesitate to get in touch with me by writing or emailing to the contact details given above. I would welcome any suggestions for improving my data protection procedures. If you want to make a formal complaint about the way I have processed your personal information you can contact the ICO which is the statutory body that oversees data protection law in the UK. For more information go to ico.org.uk/make-a-complaint.

Data security

I take the security of the data I hold about you very seriously and as such I take every effort to make sure it is kept secure. All my devices are password protected, I use dual factor authentication where available and WhatsApp for business uses end to end encryption.

Webserver Logs

For statistical purposes, we may gather certain information automatically and store it in log files. These log files contain standard information collected by web servers, such as client IP addresses, browser type, internet service provider (ISP), operating system, etc. This information will only be used internally and is not distributed or sold to a third party. We may use this information, which does not identify individual users, to analyse trends, to administer the website and to gather demographic information about our user base as a whole.

Links to Third Party Websites

When you are using Katie Malley Therapy's website you may move to other websites which are not operated by us (“Third Party Websites”). Third Party Websites may send their own cookies to you and collect or request data and personal information. We do not control Third Party Websites and therefore are not responsible for them. By having a link to Third Party Websites from the Website we do not make any promise or recommendation about the Third Party Websites and we may not have any connection with the people who operate the Third Party Websites. You should always read the privacy policy of Third Party Websites as their policy may be materially different to that of Katie Malley Therapy.

Changes to the Privacy Policy

From time to time Katie Malley Therapy may decide or be legally obliged to update this privacy policy. Any changes will be posted on the website. Except as required by law, any modifications of this privacy policy will not affect our treatment of data collected prior to the effective date of the policy change.

Cookie Policy

EU regulations require us to provide site visitors with a description of the purpose of cookies and how they are used on our website. The regulations also require site visitors to consent to cookies being stored on their computer, laptop, tablet, or mobile device.

We use cookies to monitor how our website is used and to ensure that we give visitors the best experience we can. These cookies are anonymous and do not collect or hold personal information.

If you continue to use our website without changing your browser-based cookie settings, we will assume you are happy for us to store our cookies on your device. By using our website, you are giving your consent for the deployment of our cookies.

Should you choose to, you can change your cookie settings at any time – please read the ‘how can I control cookies’ section of this policy for advice on how to do this.

If you choose to block our cookies, some of the functionality of the website will not be available and this may adversely affect the performance and experience of the site.

If at any time we change the cookies, we will make sure you are aware by updating this policy. We recommend you re-visit this policy from time to time to ensure you remain up to date.

Please read the rest of this policy for information on the types and uses of cookies, and for a detailed description of the cookies we use.

What is a Cookie?

A cookie is a small text file that is created and stored on your web browsing device by a website (or certain functional elements of a website).

Only the website (or function) that created the cookie can retrieve or read the contents within it. When you re-visit a website that uses cookies, it will check for its cookies on your device and read the information within them. Depending on the purpose of the cookie, the website will usually use that information to ‘tailor’ itself to suit you.

Each cookie contains anonymous information (typically a unique identifier, the website name, and some digits and numbers), and is specific to your web browser.

Cookies can be used for a wide variety of tasks, such as storing your website preferences, enhancing navigation between pages and improving your user experience. Cookies help make the interaction between you and the website simpler, smoother and more intuitive.

Without cookies or similar technologies, websites would not easily be able to ‘remember’ who has previously visited them – logging into a website or adding items to a shopping basket would be much more complicated.

Types of Cookies

Cookies can be created by the main website you are visiting (‘first party cookies’), or by other websites that are contributing (or ‘feeding’) content to the page you are viewing (‘third party cookies’).

Regardless of their source, cookies are given a lifespan when they are created – they will either exist for the duration of your visit on the website (‘session cookies’), or they will exist for a defined period after your visit (‘persistent cookies’) so that they are available if you return to the site.

A third ‘level’ of categorisation exists which groups cookies as:

‘strictly necessary’: enabling websites to provide certain core features or functions that are expected/requested.
‘performance’ orientated: improving the performance of the website, and the experience of the user.
‘functionality’ orientated: enhancing or adding non-essential functionality to website (for example, storing your preferences for return visits).
‘targeting’ orientated: enabling websites to ‘target’ advertising, marketing or other content based on the location and/or browsing habits (among others) of the user.

First Party Cookies and Third Party Cookies

First party cookies are created, governed and accessed only by the main website you are visiting.

Third party cookies are created, governed and accessed by ‘external’ websites that are contributing content or functionality to the main website. The third party organisation responsible for these cookies may use them to track your journey or store your preferences across multiple websites.

Examples of typical third party content or functionality that may deploy their own cookies:

user access tracking from external analytics companies, such as Google Analytics
embedded videos from sites such as YouTube or Vimeo
social sharing options from sites such as Facebook and Twitter
content ‘feeds’ from sites such as Flickr and Twitter

Some websites also use third party advertising services to deliver targeted advertising – and some of these advertising services use cookies to track your browsing across multiple sites to assess which advertisements should be displayed to you. We do not use any such services and there are no advertising cookies on this site. In fact, we do not use any cookies which track your behaviour outside of this website.

Third party cookies are not, by default, governed or controlled by the first party website – setting cookie preferences on the website itself will only affect the deployment of first party cookies and not third party cookies.

To manage third party cookies, you should check the relevant third party website for advice. (Alternatively, use your browser settings to control the deployment of third party cookies.)

Flash Cookies

Adobe Flash Player is commonly used to deliver media rich content, such as video and interactive entertainment. Visit the Adobe Flash Player website for more information.

Adobe deploy their own third party cookies for use by the Flash Player and these are not manageable through the normal browser settings. Flash cookies work in a different way to ‘standard’ web browser cookies, and are not stored within the browser.)

Some web browser developers are preparing solutions to allow the control of Flash cookies through their browsers, but until these options are available visit the Flash Player website to find out how to restrict or block Flash cookies.

Session Cookies

Session cookies are temporary and only exist during your browsing session – once the browser is closed, they are deleted from the browsing device.

Session cookies are used for features like:

remembering the contents of a shopping basket;
ensuring uninterrupted but secure access to user accounts (for example, internet banking and email).

Persistent Cookies

Persistent cookies are semi-permanent – they are saved to the browsing device for a fixed period (which could be a month, a year, or longer) and are retained when the browser is closed.

Persistent cookies are used for features like ‘remembering’ a user and their preferences across multiple browsing sessions.

Strictly Necessary Cookies

Cookies that provide features or functionality that are specifically requested/required (for example, enabling visitors to navigate through the site) are classed as ‘strictly necessary’.

Without these cookies, the website would not be able to provide site visitors with the service that they expect or need.

Features such as automatic sign in (which is typically requested using a ‘remember me’ option) would use a ‘strictly necessary’ cookie. If browser settings are used to deactivate strictly necessary cookies, the website may become unusable. At the very least, it will no longer be possible to guarantee security or predict how the website will perform.

Performance Cookies

Cookies that help to improve the performance and/or user experience on a website are classed as ‘performance’ cookies.

Performance cookies can include those that collect information about how a visitor interacts with the website. These cookies do not collect any information that could be used to identify the visitor, or that could be used for marketing/advertising purposes.

The collected information is anonymous and used only to improve the relevant organisations understanding of how the website works, how effective it is at presenting its content and to help improve the understanding of what its visitors require.

Functionality Cookies

Cookies that enhance the features, functionality and user experience on a website are classed as ‘functionality’ cookies.

Functionality cookies can include those that store details of your site preferences, allowing a website to ‘remember’ you and ensure that, when you have chosen a specific option on the site, your choices are retained for each visit.

If you have requested that content be tailored to your requirements, it is possible that a functionality cookie has been used to record this preference (for example, specifying your location to receive information specific to your area).

Targeting Cookies

Cookies that attempt to automatically tailor content based on the visitors’ journey and interactions on a website are classed as ‘targeting’ cookies.

Targeting cookies are typically used for marketing and advertising purposes, delivering content which is relevant to the visitors’ interests and their browsing habits.

Targeting cookies are often governed by third party services.

How Katie Malley Therapy Uses Cookies

This website uses cookies:

To monitor site visits and understand your usage of the website using Wix Analytics. Please see Wix’s cookie details page.
This website may also feature content from the following third party websites, which may use cookies (please visit the respective website for more information on the cookies they use):
Facebook ('like' and sharing options) Facebook privacy policy;
Instagram (Instagram feed 'following' and 'sharing' options) Instagram privacy policy;
Twitter (Twitter feed, ‘following’ and sharing options) Twitter privacy policy;

We do not collect any personal information in our cookies, we do not sell any of the information we collect and we do not disclose the information to third parties (except where required by law – for example, to government bodies and law enforcement agencies).

We use Wix web analytics service to record site traffic. Wix use these cookies to collect anonymous data, which we can then evaluate using their reporting tools. For more information, please see Wix’s cookie details page.

If you do not want Cookies set

Some users may consider the use of cookies to store information on their device as intrusive, particularly if they are uncertain of who is using that information, and for what purpose.

While cookies are generally harmless, you may find it preferable not to allow, for example, targeting cookies to monitor your browsing habits and display advertising that has been targeted to your interests. In these cases, it is possible to block some or all cookies and to delete cookies that have already been set.

Please note that while we do not use any ‘strictly necessary’ cookies at present, if you choose to block cookies, we cannot guarantee or predict how this website will perform during your visit.

Can I control Cookies?

If you want to control which cookies are sent to your device, you can configure your browser to display a notification (and/or a request for permission) when a website attempts to deploy a cookie. You can also configure your browser to refuse cookies altogether and you can delete any cookies that have already been set.

Please use your browser’s help option to find out how to perform these actions within your browser. Alternatively, comprehensive information for managing/deleting cookies on a variety of browsers/platforms is available on the All About Cookies website.

Further Information

The Information Commissioner’s Office (ICO) is responsible for monitoring and enforcing the EU cookie regulations. The ICO website features a guide to the directive and various aspects of cookies.

The All About Cookies website is a free resource for marketers and consumers which explains what cookies are and how they are used

Booking Terms & Conditions

The full amount is payable at the time of booking. Your place/ service is secure on full payment. All contracts and agreements and/ or booking forms (where necessary) must be completed before commencing any sessions or services, not including the initial consultation.

Cancellations

24 hours’ notice is required to cancel your therapy session without incurring a charge. If your appointment is on a Monday, please cancel on Friday. If less than 24 hours’ notice is provided, you will be charged the full cost of your session.

If a health or insurance company is paying for your treatment, they may make you liable for the charge. Your treatment sessions could be suspended dependant on their policy.

The same policy applies for rearranging appointments.

Non-attendance & Lateness

If you fail to attend a session without any notice you will be charged the full amount, payment will need to be received before booking any further sessions, and your file will be placed on hold. If you are more than 15 minutes late to your session, the session will not go ahead as there is not enough time remaining and sessions can not be extended. You will be charged the full price for this session.

Reflective Supervision

As a registered therapist Katie Malley is bound by a strict code of ethics. As such the 'client' will be deemed to be the person accessing the supervision, not the person or organisation paying for the service. Supervision is a safe and confidential space to support colleagues. Information from supervision sessions will be held confidentially- with the exclusion of risk. Where there is a concern about an adult or child that becomes aparent in the supervision session, this will be discussed with the supervisee and agreed actions put in place. This may include inclusion of line management involvement or the employing organisations support.

Training & Consultancy

For training and consultancy terms and conditions, please see Katie Malley's Training & Consultancy website here: Training & Consultancy Terms and Conditions