Privacy Policy
This Privacy Policy for Shaanti Minds explains how we collect, use, store, and share your personal information when you use our services. This includes when you visit our website, use our counselling and psychotherapy services, or contact us. I offer professional talking therapy to support people experiencing bereavement, trauma, anxiety, low mood, and other life difficulties, helping them improve their mental wellbeing.
Private Data
Personal information gathered includes your name, contact details, communication preferences, and any specific background shared during your therapy enquiries or initial intake process.
Client Intake
During our work together, we also process clinical information shared in your sessions. This is strictly managed to ensure we provide the professional psychotherapeutic support you need.
Privacy
Shaanti Minds processes special category data, including mental health records and information regarding sexual orientation, only when lawful and necessary for your therapeutic care.
Special Consent
Sensitive data is processed with your explicit consent. It is your responsibility to ensure all information provided is accurate so that we can maintain high professional standards.
Third Parties
We do not acquire personal information from third-party sources. All the data we hold is provided solely by you through our direct professional interactions and service engagement.
Age Policy
We do not knowingly collect data from individuals under 18. If a minor has shared data, please contact ranjanpatel@shaantiminds.com immediately so we can permanently delete those records.
How We Use Your Information
Your personal details are used to provide and manage our professional counselling and psychotherapy services. This includes coordinating your appointments, addressing your specific enquiries, and maintaining ongoing communication regarding any session updates or service changes that may affect your care.
Essential Informing
We process information to deliver necessary administrative details, such as notifications about revised terms or policy updates. Additionally, we may invite you to share feedback on our therapeutic services to help us maintain the highest possible standards of professional care.
Safety
Maintaining the security of our professional services is a priority. We use stored data for fraud prevention, internal monitoring, and to protect the vital interests and well-being of all those who engage with Shaanti Minds.
Service Improvement
We review how our website and therapeutic services are accessed to enhance client experience and ensure we remain fully compliant with all relevant legal and regulatory obligations throughout the United Kingdom.
Legal Basis
In accordance with the General Data Protection Regulation (GDPR) and the United Kingdom General Data Protection Regulation, we only process data where there is a clear lawful basis, such as your explicit consent or a contract.
Consent
We act upon your data when you have provided clear and specific permission for a particular purpose. Please be aware that you hold the right to withdraw this consent at any time by contacting us directly via email.
UK GDPR Law
Data processing is also conducted to fulfil contractual obligations, support legitimate interests, or to protect the life and vital interests of our clients or other individuals in urgent situations.
How We Share Your Information
We consider your personal information to be strictly confidential and only share it when it is legally required or essential for our operations. We work with trusted service providers and technical partners to maintain our website and deliver our services. These include functionality and infrastructure providers (such as Termly) and website hosting services (such as Wix). These partners are contractually bound to process your data only according to our specific instructions. They must maintain high security standards, are prohibited from sharing your data without authorisation, and retain it only for the time necessary to provide their specific service. We never sell your personal data.
Confidentiality and Safeguarding Exceptions: While your counselling sessions are private, there are rare instances where confidentiality must be breached. This occurs if: there is a significant risk of serious harm to yourself or others, there are safeguarding concerns regarding children or vulnerable adults, or we are legally compelled by a court order. In these situations, information may be shared with your General Practitioner, emergency services, social services, or the police. We aim to discuss this with you before any disclosure whenever possible. Business Transfers: In the event that Shaanti Minds undergoes a merger or sale, your data remains fully protected under the original privacy terms during that transition.
Data Security
I implement robust technical and organisational protocols to protect your personal details from unauthorised access or misuse. This includes storing client records securely, restricting access to information, and using trusted third-party systems. Please be aware that while I aim for the highest security, no internet transmission is completely without risk.
Records
Clinical notes and therapy records are kept in secure storage to uphold professional standards of care. Where digital storage is used, it may include secure cloud services such as Apple iCloud, which apply their own security measures and data protection standards. In accordance with United Kingdom law and professional insurance guidelines, I typically retain these for seven years after your therapy concludes, at which point they are permanently destroyed.
Cookies and similar technologies
This website uses cookies and third‑party tracking technologies to help it function properly, to understand how visitors use the site, and to help improve our services. Some of these tools may also be used to show information that is more relevant to your interests.Non‑essential cookies and similar tools are only used with your consent. You can review and change your cookie choices at any time using the cookie banner or your browser settings.For more detail about how your data is used, please read this Privacy Policy together with the cookie information shown on the banner.
Tracking
Third-party service providers may use cookies for analytics and advertising purposes. You have the option to manage or block these through your browser settings, though doing so may limit some site features. I do not currently respond to “Do Not Track” requests.
Your online safety remains my priority; however, by using these services, you acknowledge that you do so at your own risk.
Your Rights
If you reside within the United Kingdom, the European Economic Area, or Switzerland, you possess the right to view your personal data, correct any errors, or ask for your records to be erased, subject to professional and legal requirements.
Data Control
Crisis Notice
You are entitled to restrict or object to how your information is used, request your files in a transferable format, or withdraw your consent at any time without affecting the validity of previous data use.
Shaanti Minds is not an emergency service and emails are not checked twenty-four hours a day. If you are in immediate danger, please dial 999 for emergency services.
Exercise Rights
Urgent Support
To exercise your legal rights or discuss the management of your personal information, please reach out to me directly by emailing: ranjanpatel@shaantiminds.com
For immediate mental health assistance, please contact your General Practitioner, call National Health Service 111, or get in touch with your local crisis team.
Complaints
Data Requests
Complaints If you are unhappy with how your personal data is handled, please contact me first so I can try to resolve your concern. You also have the right to complain to the: Information Commissioner’s Office (ICO) Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Helpline: 0303 123 1113 Website: https://ico.org.uk
To revise your personal details or to ask for a copy of your session notes, please contact me at: RanjanPatel@ShaantiMinds.com
Should you have any questions regarding our Privacy Policy or wish to discuss how your personal data is handled, please get in touch.
Email Address
For any data protection concerns, you are welcome to contact Ranjan Patel directly by email at: ranjanpatel@shaantiminds.com
Phone Number
If you prefer to discuss your privacy rights by telephone, please call 07751 061674 during our standard business opening hours.
Data Controller
Ranjan Patel is the designated Data Controller, ensuring all client information is managed with confidentiality and professional care.
Your Entitlements
You hold the right to access, amend, or remove your data. Please contact us by email or phone should you wish to make a request.