Privacy Notice

Privacy Notice – FC Family Ltd

This Privacy Notice explains what personal information we collect, how we use it, and your rights under UK data protection law. We collect data for both adults and young people who engage with our services, whether in group-based programmes or individual therapy. You have the right to understand what data we hold about you and how it is processed.

1. Lawful Basis for Processing Your Personal Information

Under the UK GDPR and Data Protection Act 2018, we must have a lawful basis for processing your personal data. This varies by your stage of engagement:

  • Past Participants
    We rely on legitimate interest to retain and use your information if your involvement in a programme or individual therapy has ended.

  • Current or Prospective Participants
    We process your data as necessary for the performance of a contract when you are enrolled in, or exploring enrolment in, our services.

  • Special Category Data
    Sensitive data (e.g. health details, ethnicity) is processed because it is necessary for the provision of therapeutic services and to fulfil our duty of care and safeguarding responsibilities.

  • Young People
    Where services involve children or young people, we process their data with the consent of a parent or legal guardian or in line with safeguarding obligations.

2. What Information We Collect

We may collect and store both personal and sensitive information for adults and young people:

Personal Information (Adult & Young Person)

  • First and family name

  • Age

  • Address

  • Telephone numbers

  • Email address (including children’s or young people’s email, if applicable)

  • Emergency contact details

  • Date of birth

  • GP name and address

Sensitive Personal Information

  • Gender, ethnicity, marital status

  • Relevant physical or mental health details

  • Sexuality (if disclosed)

  • Session notes or therapeutic observations (where applicable)

3. How We Use Your Data

We use your information to:

  • Respond to enquiries and maintain accurate records

  • Deliver therapeutic services tailored to individual or group needs

  • Support participant safety and wellbeing

  • Ensure secure systems and compliance with data protection

All data is treated confidentially and stored securely. Access is limited to authorised personnel. We do not share your data without consent unless legally required.

4. Initial Contact

When you enquire about our programmes or individual therapy, we collect only the information needed to respond—typically names, contact details, and relevant information about any young people involved. If you choose not to proceed, we will delete your data within 60 days, or sooner upon request.

5. While You Are Participating

We handle your information with care at every stage:

  • Confidential Records
    Registration details, check-in notes, and clinical records (for individual therapy) are stored in encrypted digital files or locked cabinets, accessible only to authorised staff.

  • Individual Therapy
    Sessions are fully private. What you discuss remains between you and your counsellor, unless there is a legal obligation or serious safeguarding concern.

  • Group Programmes
    Personal data (names, contact details, ages) remains confidential. However, session discussions involve multiple participants, so we cannot guarantee absolute privacy of group conversations. All attendees agree to respect mutual confidentiality, though facilitators may need to act on disclosed risks.

  • Safeguarding Exceptions

    In any setting, we may break confidentiality if there is a disclosure of significant risk (self-harm, abuse, trafficking, terrorism, money laundering) or if required by law.

  • Safeguarding Minors
    When working with children and young people, we follow enhanced safeguarding protocols and involve parents or guardians if concerns arise. You can view ou policy here:

6. After Participation Ends

We retain your records for seven years after your final involvement in a programme or individual therapy, in line with standard data retention practices. You may request earlier deletion of your data at any time.

7. Your Rights

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

  • Access the information we hold about you

  • Request correction of inaccurate or incomplete data

  • Request deletion or restriction of your data

  • Object to certain uses of your data

To exercise these rights, contact us at hello@fcfamily.co.uk. For more information, visit the ICO’s Your Data Matters page.

8. Data Controller

The Data Controller for your personal information is: Jemma Newman, on behalf of FC Family Ltd.

We are responsible for the secure collection, storage, and processing of your data under UK law. Our ICO registration number is ZB389858, viewable on the ICO website.

9. Website Visits

Our website (hosted by Squarespace) uses cookies and analytics tools to collect standard visitor data (e.g. traffic patterns). This data is processed in a way that does not identify individuals and is handled under the lawful basis of legitimate interest.

If you submit a form on our website, your data is temporarily stored by our web host before being securely transferred to the Data Controller.

For any further questions, please contact us at hello@fcfamily.co.uk.

Policy Updated August 2025, Version 1.3