Lone Wolf Therapy Services Ltd

Last updated: 18 October 2026
 

1. Introduction

Lone Wolf Therapy Services Ltd is committed to protecting your privacy and handling your personal information lawfully, securely and confidentially.
 

This notice explains how we collect, use, store, share and retain personal information in connection with psychotherapy and clinical supervision services.
 

It applies to prospective, current and former psychotherapy clients and clinical supervisees. Our services are provided to adults aged 18 and over.
 

Data controller: Lone Wolf Therapy Services Ltd

Company number: 14769391

Registered office: 128 City Road, London, EC1V 2NX

Email: info@lonewolftherapyservices.com
 

For information about personal data collected through our website, including website enquiries, cookies and website analytics, please see our separate Website Privacy Notice.
 

2. Personal Information We Collect

The information we collect depends on the nature of your relationship with us and what is necessary to provide our services.
 

Psychotherapy clients

We may collect:

• Your name, contact details and other information provided on our client details form.

• Information about your physical and mental health, including diagnoses, medication and relevant medical history.

• Information about alcohol or drug use, smoking, eating habits and other aspects of your health or wellbeing.

• Personal history and information about relationships, significant experiences or trauma, where relevant to your assessment or therapy.

• Information disclosed during assessment or therapy that is relevant to the work.

• Signed agreements, appointment dates, attendance records and relevant communications.

• Limited clinical records where necessary for continuity of care, professional accountability, safeguarding or legal purposes.
   

Not everything discussed in therapy is recorded. We do not routinely produce detailed narrative accounts of sessions.
 

Clinical supervisees

For clinical supervision, we may collect:

• Your name, professional contact details, qualifications and relevant professional information.

• Supervision agreements, appointment and attendance records.

• Information relevant to your supervision, professional development and practice.

• Supervision records and significant professional communications, where necessary.
   

Clinical supervision records will be held electronically in our practice management system.
 

Supervisees are expected to protect their own clients' confidentiality and avoid sharing identifying client information unless there is a lawful and professionally justified reason to do so.
 

Financial information

We may hold names, payment references, invoices and transaction information necessary for administering payments, accounting and meeting legal obligations.

We do not ordinarily require or retain clients' full payment-card details.
 

3. How We Collect Information

We collect personal information directly from you through:
 

• Client details forms, assessment processes and signed agreements.

• Psychotherapy or clinical supervision sessions.

• Email, telephone calls, text messages and WhatsApp.

• Appointment arrangements and other professional communications.

• Payments and financial transactions.
   

Client details forms and agreements may initially be completed through Wix Forms and received through our business email account.
 

Once these documents have been transferred to our practice management system, we normally delete the duplicate copies from Wix and email, subject to any legal, technical or operational retention requirements.
 

4. Why We Use Your Information and Our Lawful Bases

We use personal information to:
 

• Respond to enquiries and assess whether our services are appropriate.

• Establish and administer psychotherapy or clinical supervision agreements.

• Arrange appointments and maintain attendance records.

• Provide psychotherapy and clinical supervision.

• Maintain proportionate professional records.

• Communicate with you about your sessions or professional relationship with us.

• Manage payments, accounting and statutory obligations.

• Respond appropriately to serious safety, safeguarding or legal concerns.

• Handle complaints, insurance matters or legal claims where necessary.
   

Under Article 6 of the UK General Data Protection Regulation (UK GDPR), the lawful bases we may rely upon include:

Contract: Where processing is necessary to enter into or fulfil our agreement with you.

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Legal obligation: Where we must process or retain information to comply with applicable law.
 

Legitimate interests: Where processing is necessary for the responsible administration and protection of our practice, provided those interests are not overridden by your rights and freedoms.
 

Vital interests: In exceptional circumstances where processing is necessary to protect someone's life.
 

Sensitive personal information

Some information collected during psychotherapy, particularly information about physical or mental health, is classified as special category data under UK GDPR.
 

Where we process sensitive personal information for the provision of psychotherapy, we rely on Article 9(2)(h) of the UK GDPR and Schedule 1, paragraph 2 of the Data Protection Act 2018, where the applicable conditions are met.

This information is handled subject to professional confidentiality obligations.
 

Where necessary, other legal conditions may apply, including the establishment, exercise or defence of legal claims under Article 9(2)(f).
 

Information collected for clinical supervision is assessed according to its nature and purpose. We do not assume that all supervision information is health-care data or that the same Article 9 condition applies to every supervision activity.
 

We do not use sensitive clinical information for advertising or unrelated marketing.
 

5. How We Store and Manage Your Information

We aim to keep professional records proportionate, accurate and secure, while avoiding unnecessary duplication.

Practice management system
 

We use Kiku as our electronic practice management system for psychotherapy and clinical supervision records.

Depending on the service provided, information held in Kiku may include:
 

• Client or supervisee details.

• Signed agreements and uploaded documents.

• Appointment and attendance information.

• Relevant professional records and communications.
   

We do not routinely retain detailed narrative psychotherapy session notes.
 

Where brief handwritten working notes are made during sessions, these are temporary aids and are securely shredded after use rather than maintained as a separate paper record.
 

Kiku's hosting, backup, archiving, deletion and international processing arrangements are being confirmed with the provider. This section will be updated where necessary following that confirmation.
 

Email and online forms

We use Wix Forms to collect certain client information and Google Workspace for business email.

Where client details forms or agreements are transferred into Kiku, we normally remove unnecessary duplicate copies from Wix and email.

Other email correspondence may be retained where necessary for administration, professional accountability or legal purposes.
 

Telephone, text messages and WhatsApp

We may communicate with clients or supervisees by telephone, SMS or WhatsApp.

Messages may remain within the relevant communication service or on the device used to access them until they are deleted in accordance with our record-management arrangements.

Where a communication is clinically or professionally significant, relevant information may be incorporated into the appropriate professional record.

Routine administrative messages are not necessarily copied into the clinical record.
 

Financial records

We use business banking services and FreeAgent for bookkeeping and accounting.

Financial records are maintained separately from clinical records and retained according to applicable accounting, company and tax requirements.
 

6. Confidentiality and Disclosure

Information shared during psychotherapy or clinical supervision is treated as confidential, subject to professional, ethical and legal limits.
 

We do not routinely disclose identifiable clinical information to third parties.
 

Disclosure may be necessary:

• With your informed agreement.

• Where required by law or a valid legal process.

• Where justified by a serious safeguarding concern or significant risk of harm.

• To obtain professional or legal advice, or to respond to a complaint, insurance matter or legal claim.

• To trusted service providers who process information on our behalf under appropriate data protection arrangements.
   

We may discuss aspects of clinical work in professional supervision to support safe and ethical practice. Identifying details are minimised or removed wherever practicable.

Any disclosure is limited to what is necessary and appropriate in the circumstances.
 

7. Service Providers and International Data Transfers

We use external service providers to support the operation of our practice, including:

• Kiku for electronic practice management.

• Wix for online forms and website-related services.

• Google Workspace for business email.

• FreeAgent for bookkeeping and accounting.

• Relevant banking and communications providers.
   

These providers may process personal information on our behalf or act as independent data controllers for certain activities.
 

Some providers may store or process information outside the United Kingdom.

Where international transfers of personal data take place, we seek to ensure that appropriate safeguards or other lawful transfer mechanisms apply, as required by UK data protection law.

Kiku has indicated that its primary hosting is in Ireland. We are seeking confirmation of any additional international processing, subprocessors and applicable safeguards.

Further information about Wix and Google in connection with website use is available in our Website Privacy Notice.
 

8. Information Security

We take reasonable organisational and technical measures to protect personal information against unauthorised access, accidental loss, misuse or inappropriate disclosure.

These measures include:
 

• Using electronic systems with access controls.

• Limiting access to professional information.

• Avoiding unnecessary duplication of sensitive documents.

• Securely destroying temporary handwritten working notes.

• Using service providers with data protection and security arrangements appropriate to their functions.

• Reviewing the information we hold and whether continued retention is necessary.

No electronic communication or storage system can be guaranteed completely secure.

We take reasonable steps to protect information within our control and review relevant arrangements when necessary.
 

9. How Long We Keep Your Information

Psychotherapy and clinical supervision records
 

Our usual retention period for professional records is seven years after the professional relationship ends.

This period is intended to support professional accountability and the management of potential complaints or legal claims.
 

Where the professional relationship is ongoing, the retention period does not ordinarily begin until that relationship has ended.
 

We may retain records for longer where reasonably necessary because of an existing or anticipated complaint, legal claim, safeguarding concern or other legal obligation.
 

At the end of the relevant retention period, information will be securely deleted or destroyed unless there is a lawful reason to retain it.
 

Communications

Emails, text messages, WhatsApp messages and other communications are retained only for as long as reasonably necessary for their purpose, subject to any professional, contractual or legal requirements.

Relevant communications that form part of the professional record may be retained for the applicable professional-record retention period.
 

Financial records

Accounting and financial records are retained for the periods required by applicable company, tax and accounting legislation.
 

Technical copies and backups

Deletion from an active system may not result in immediate removal from all technical backups or archives.

The applicable arrangements depend on the service provider and its retention and deletion procedures.

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10. Your Data Protection Rights

Under UK data protection law, you may have the right to:

• Request access to personal information held about you.

• Ask for inaccurate information to be corrected.

• Request deletion of information in certain circumstances.

• Request restriction of processing in certain circumstances.

• Object to processing based on legitimate interests.

• Request transfer of certain information in a portable format, where applicable.

• Withdraw consent where consent is the lawful basis for a particular processing activity.
   

These rights are not absolute. For example, information may need to be retained where necessary to comply with a legal obligation or establish, exercise or defend legal claims.
 

Requests can be sent to:

info@lonewolftherapyservices.com

We will respond in accordance with applicable data protection law, normally within one month, subject to any lawful extension.
 

If you have concerns about how your information is handled, you may also complain to the Information Commissioner's Office (ICO):

https://ico.org.uk
 

11. Changes to This Notice

We may update this notice to reflect changes in our services, record-keeping arrangements, legal obligations or data protection requirements.

The latest version will be made available through our website or on request.

For information about personal data collected through our website, please also read our separate Website Privacy Notice.

Lone Wolf Therapy Services Ltd
Company number: 14769391
Email: info@lonewolftherapyservices.com