Essential Information

What’s said in the room, stays in the room

Confidentiality is a priority except if there is a risk of serious crime or harm to yourself or others, the full details of which I will be happy to discuss when we meet for the first time. I follow the BACP code of ethics at all times and promote anti-bullying policies and equal opportunities.


Nicky Vallance (‘Pensieve’) is committed to complying with General Data Protection Regulation (GDPR) and to the responsible and secure use of your personal data. I have a legitimate interest in processing personal data to provide my coaching services. The purpose of this statement is to let you know what personal information I collect and hold, why I collect this data, how long it is kept and your rights over your personal data.

What information do I collect?

My policy is to keep minimum notes and records. The information I store includes:

  • Contact information from you when you enquire about coaching services in order to set up an appointment. This information includes your name, address, email address, telephone number and other relevant personal information that is all stored on a smartphone.
  • If you contact me by the contact form on my website I will record your name, email, telephone number and any other information you add onto the form.
  • Your completed contract.
  • Confidential case notes (describing the main focus of the session with any important information)
  • Information for service evaluation and statistical purposes.
  • Appointment diary

How is your information secured?

other personal information (anonymous format). Information is stored physically using paper records held securely in locked storage. All personal information is stored both electronically and physically. Personal information is stored on devices that are password and/or fingerprint/face ID protected and in files that are only accessible by me. Names and contact details are stored separately anonymised format. These records are also only accessible by me.

How do I use your personal information?

I use your personal information to provide coaching and counselling services.
Once a client finishes coaching/counselling, all data is stored securely for 7 years and then destroyed.
I will not share your personal details with anyone else without your knowledge and permission unless there is a legal requirement or if there is a child or safeguarding issue, or a perceived risk of harm and in such incidences, the information will be limited to what is relevant and on a need to know basis.

Your rights over your personal data

If you would like to see the information I hold about you or would like to correct, update or delete any records please email me at or If you have any concerns about my use of your data. I will do my best to resolve any concerns you have, but if these are not resolved to your satisfaction, you may choose to contact the ICO.