For Counsellors and Trainees

1. Purpose of this Privacy Notice

This notice explains how we collect, use, store, and share personal data from individuals applying, volunteering, or training as counsellors with ACN, including those who may not ultimately proceed into placement.

2. Information We Collect

We only collect such personal data as is necessary to evaluate, place, onboard, and support counsellors and trainees who apply to volunteer or join ACN on placement, which may include:

• Identity and contact information, such as name, address, email and telephone number.
• Professional qualifications & training details, such as placement status, modalities, training institute, accreditation, “fitness to practice” confirmation, DBS check information, and professional memberships (e.g. BACP, NCPS, UKCP).
• Experience and suitability, including clinical hours, personal therapy hours, availability, access to the internet and technical capacity.
• Communications and administrative data, including emails, application forms and details of supervision.
• Technical and system use data, including cookies if interacting with our website or application systems.

3. How We Use Your Data

For counsellors and trainees who apply to volunteer or join ACN on placement, we may process your data to:

• Assess suitability for placement or voluntary roles.
• Manage applications, scheduling and placement processes.
• Maintain safeguarding and ethical standards.
• Communicate updates, placements, supervision arrangements, or withdrawal requirements.
• Analyse anonymised data to improve our placement programme and support processes.

5. Sharing Your Data

We never sell any data or personal details. Your information may be shared only when necessary for:

• Applying mutual placement terms or managing placements (e.g. internal staff, training institutes, supervisors).
• DBS checks or verifying accreditation bodies.
• You provide explicit consent.
• Legal, safeguarding, or emergency purposes.
• We are required by law to disclose certain information.
• Facilitating access and use of administrative and booking processes with secure third-party providers used to deliver services.

All third parties are contractually bound to keep your information safe.

6. Data Storage & Security

• Your information is stored securely in compliance with UK GDPR standards.
• Access to data is restricted to authorised ACN staff.
• We regularly review and safely dispose of data that is no longer required.
• We are required by law to retain financial records for six years from the end of each accounting period, in accordance with HMRC regulations. In practice, this means such records are retained for up to seven years.
• As a counselling agency, we are required to retain counselling records for seven years after therapy ends. This is in line with professional guidance from the BACP and other professional bodies, and is standard practice across the profession. Retention ensures we are able to respond fairly and transparently to any legal, ethical, safeguarding, or insurance obligations that may arise (for example, in the event of a complaint or legal requirement).
• This retention period also applies to counsellor data and placement information. Records are retained for seven years from the end of placement, in order to meet professional audit needs, insurance requirements, and ethical complaints processes.
• For individuals who apply but do not proceed into placement, we retain application-related data for up to 12 months. After this period, details are securely deleted.

7. Your Rights

• Access the personal data we hold about you.
• Request corrections to inaccurate or incomplete information.
• Object to certain processing of your data.
• Withdraw consent at any time, where consent is the basis.

You are responsible for ensuring that we hold accurate and up to date information for you at all times, in line with the terms of our Agency Agreement.
To make a request to exercise these rights, please contact us at info@affordablecounselling.network

8. Data Security

• We use appropriate technical and organisational measures to safeguard personal data against loss, misuse, or unauthorised access.
• While every effort is made to ensure data security, please be aware that no online system can be entirely risk-free.
• You are responsible for ensuring that we hold accurate and up to date information for you at all times, in line with the terms of our Agency Agreement.
• If you believe any of your accounts or digital systems may have been compromised, including access details for your online sessions, or the email address or phone number we use to contact you, please inform us immediately by emailing info@afforablecounselling.network

9. Changes to This Policy

We may update this notice to maintain legal compliance or operational clarity. Changes will be communicated via email or posted on our website with an updated effective date.

10. Contact Us

If you have questions about this Privacy Policy or your data, please contact:

Data Protection Lead
Affordable Counselling Network CIC (ACN)
Email: info@affordablecounselling.network