Privacy Policy - Baines-Ball & Associates: Leicester

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 explains how I use any information that you give to me when you use this service. I am happy to talk through any questions you might have about my data protection policy and you can contact me via Luan.bbcp@gmail.com

By visiting www.bainesballcp.co.uk (my site) you are accepting and consenting to the practices described in this policy. By continuing to use my site, you are agreeing to my use of cookies described below. Please also see the privacy Policy of 123Reg who support this site: https://www.123-reg.co.uk/terms/privacy/

This policy was updated on 26 June 2026. Any changes I make to my privacy and cookie policy will be posted on this page. Where appropriate, I will notify you by email. Please check back regularly to see any changes to my privacy and cookie policy to ensure that you continue to be comfortable with the measures that I am taking to protect your privacy. For the purpose of the GDPR (General Data Protection Act 2018) (the Act), the data controller is Luan Baines-Ball. The address is 9 Upper King St, Leicester, LE1 6XF. I am registered with the Information Commissioner’s Office registration number ZA142169.

My lawful basis for holding and using your personal information

You may give me information about you. This includes name, address and phone number, by corresponding with me by phone, email or otherwise.

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 & psychotherapy) and necessary for a contract with a health professional (in this case, a contract between me and you).

Information I may collect via my website

With regard to each of your visits to my site, I may automatically collect the following information:

technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform;
information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from my site (including date and time); services you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page.

Cookies

My site uses cookies to distinguish you from other users of my site. A cookie is a small file of letters and numbers that I store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive. I use the following cookies:

Strictly necessary cookies are cookies that are required for the operation of my site.
Analytical/performance cookies allow us to recognise and count the number of visitors and to see how visitors move around my site when they are using it. This helps us to improve the way my site works, for example by ensuring that users are finding what they are looking for easily.
Functionality cookies are used to recognise you when you return to my site. This enables us to personalise my content for you and remember your preferences.

Google Analytics Cookies

I use a programme called Google Analytics, which in turn uses cookies to help us find out how many people visit my site, which pages and parts are most popular, how long people spend in each area and what information people are searching for. All this insight helps us to understand how I can improve my site. This information is only processed in a way that does not identify anyone. I do not make, and do not allow Google Analytics to make, any attempt to find out the identities of those visiting my website. Legitimate interests is my lawful basis for holding and using your personal information in this way when you visit my website. I use the information so that I can continually improve my service to you,

You can find out more about Google Analytics here developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage

If you don’t want me to use cookies in your web browser, you can remove them from your computer or change your browser settings so that it either blocks cookies altogether or asks you if you’d like to accept them from some websites. Some of my cookies are essential for my site to work properly.

The internet industry body, the Internet Advertising Bureau, has set up a website to provide information and advice on cookies: www.youronlinechoices.com/uk/.
Another source which gives information about how to delete and control cookies is www.aboutcookies.org/.

Uses made of the information

When you contact me with an initial enquiry about my services I will collect information to help me satisfy your enquiry. This will include your name, address, phone number, email address, Date of birth and GP details. Alternatively, your GP or other health professional may send me your details when making a referral. 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 deletion of all your personal data within 12 months. If you would like me to delete this information sooner, just let me know.

Whilst accessing my services everything you discuss with me is confidential. That confidentiality will only be broken if I have a legal obligation e.g. if you disclose an act of terrorism, obstruction of justice, public health incident, current safeguarding situation or money laundering. I will always try to speak to you about this first, unless there are safeguarding issues that prevent this.

Your personal details are kept securely in a locked cabinet and are not shared with anyone outside of Baines-Ball & Associates. I keep written notes of each session; these are kept in a locked cabinet. For security reasons I do not retain text messages for more than 12 months. If there is relevant information contained in a text message I will transfer it to your written notes. Any email correspondence will be deleted 12 months after we have ended our work. Once our work has ended your records will be kept for three years from the end of our contact with each other and are then securely destroyed. If you want me to delete your information sooner than this, please tell me.

I will use your information:

to carry out my obligations arising from any contracts entered into between you and me and to provide you with the information and services that you request from me;

to notify you about changes to my service;
to administer my site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
to improve my site to ensure that content is presented in the most effective manner for you and for your computer;
to allow you to participate in interactive features of my service, when you choose to do so;
as part of my efforts to keep my site safe and secure;
Internal record keeping – for example, client hours;
to operate my business efficiently including financial records;

Disclosure of your information

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.

Where I store your personal data

The data that I collect from you will be transferred to, and stored at, a destination within the European Economic Area (“EEA”).

I use Microsoft 365 (https://www.microsoft.com/en-gb/privacy/privacystatement) for creating documents and store those documents on Dropbox (https://www.dropbox.com/en_GB/privacy) cloud service. I use PWH Accountants (https://pwhaccountancy.com/privacy-policy/) who have access to my bank statements.

I use Zoom https://www.zoom.com/en/trust/privacy/privacy-statement/ or WhatsApp https://www.whatsapp.com/legal/privacy-policy-uk for online sessions.

Unfortunately, the transmission of information via the internet is not completely secure. Although I will do my best to protect your personal data, I cannot guarantee the security of your data transmitted to my site; any transmission is at your own risk. Once I have received your information, I will use strict procedures and security features to try to prevent unauthorised access. All paper-based information is stored in a locked cabinet. All electronic devices are password-protected.

Access to information

You can request access to the personal information that I hold about you. I will provide this except in the limited circumstances in which I am permitted not to. Most access request are free of charge. Extensive requests may be subject to a fee of up to £250 to meet my costs in providing you with details of the information I hold about you.

You may request amendments to the personal information I hold about you that is inaccurate or out-of-date. If you request that I delete your personal information, I will take all reasonable steps to do so unless I need to keep it for legal, auditing or internal business purposes. You can read more about your rights at ico.org.uk/your-data-matters

Contact

Complaints, questions, comments and access requests are welcomed and should be addressed to Luan Baines-Ball, 9 Upper King St, Leicester, LE1 6XF. Luan.bbcp@gmail.com 07581793223 Data Protection Registration reference: ZA142169

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. 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.

All associates of this practice have their own privacy policy in additional to this policy covering any transfer of data in the form of a referral. Their contact details and Data Protection Registration references are as follows:

Michelle Seabrook 07541 060 950, Data Protection Registration reference: ZA170691
Sheereen Sidat 07564699589, Data Protection Registration reference: ZA373382
Tina Williams 07902543192, Data Protection Registration reference: ZA306999
Brunhild Abrahams 07783 465333, Data Protection Registration reference: ZA 566 458
Will Davies 07748 843826, Data Protection Registration reference: ZA730625
Paula Fowle 0776 0840009, Data Protection Registration reference: ZA784068
Netifnet Arthur-Hawkes 07444 001625, Data Protection Registration reference: ZB242009
Insiya Maimoon 07572991754, Data Protection Registration Reference: ZB550835
Ravi Chauhan 07359792879, Data Protection Registration Reference: ZB651176
Victoria Oliver 07301923769 Data Protection Registration Reference ZA459094
Rekha Kumar 07739227124 Data Protection Registration Reference ZC021966
Leah Hudson 07926517714 Data Protection Registration Reference ZB528640
Eliose Berry 07587510755 Data Protection Registration Reference ZC121152