Last updated: 4 April 2026
Summit Counselling and Psychotherapy Centre (“we”, “us”, “our”) is committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent way.
This Privacy Policy explains how we collect, use, store, and protect your personal data when you:
- visit our website
- contact us by email, phone, or website form
- request or book an appointment through our website
- engage with our services
This Privacy Policy relates to our website, online booking system, and related communications. Separate information may also be provided to clients as part of the counselling agreement, informed consent process, and therapeutic confidentiality arrangements.
1. Who we are
Summit Counselling and Psychotherapy Centre
Suite 4, Unit 3, St Fintans, Swords, Dublin, K67 X4W8
Email: sean@summitcounselling.org
Phone: 089 604 9029
For the purposes of data protection law, we are the data controller of your personal data in connection with our website and counselling services. Where we use EasyPractice to help manage bookings and practice administration, EasyPractice acts as a data processor on our behalf.
2. The personal data we may collect
Depending on how you interact with us, we may collect and process:
- your name
- your email address
- your phone number
- appointment and booking details
- billing or payment-related information where relevant
- information you include in emails, enquiry forms, or booking notes
- client record information created in the course of providing counselling services
- technical information such as IP address, browser type, device information, and website usage data
Because this is a counselling practice, some personal data we process may include data concerning health, which is treated as special category data under GDPR and is subject to additional protection.
We ask that you do not send more sensitive personal information than is necessary through website forms or ordinary email.
3. How we collect your data
We may collect personal data directly from you when you:
- visit our website
- submit a contact or enquiry form
- email or telephone us
- use the embedded booking system on our website
- become a client and engage in counselling services
We may also generate or hold records relating to appointments, communications, and the provision of counselling services.
4. Online booking through EasyPractice
We use EasyPractice as our online booking and practice management system. The booking system is embedded into our website so that you can request or book appointments online.
When you use the booking system, the information you provide may be processed through EasyPractice on our behalf for purposes including:
- receiving and managing appointment requests
- scheduling appointments
- sending confirmations, reminders, or service-related communications
- maintaining administrative and client records
- supporting the delivery and management of our services
EasyPractice acts as our data processor, and we remain responsible for how your personal data is used in connection with our practice.
5. Why we use your personal data
We use your personal data to:
- respond to enquiries
- arrange and manage appointments
- provide counselling and psychotherapy services
- communicate with you about appointments or services
- maintain client and administrative records
- issue invoices or manage payments where relevant
- protect the security and functioning of our website and systems
- comply with legal, professional, insurance, safeguarding, and regulatory obligations
6. Legal bases for processing
We process personal data only where we have a lawful basis to do so. Depending on the circumstances, this may include:
- taking steps at your request before entering into a contract
- performing a contract with you
- complying with a legal obligation
- pursuing our legitimate interests in running and protecting our practice, provided those interests are not overridden by your rights
- your consent, where consent is the appropriate basis
Where we process special category data, including health-related information, we will only do so where an additional condition under data protection law also applies.
7. Confidentiality and limits of confidentiality
Counselling sessions and related records are treated as confidential. However, confidentiality is not absolute.
Confidentiality may be broken where necessary and lawful, including where:
- there is a serious risk of harm to you or to another person
- a child is at serious risk of harm or neglect
- disclosure is otherwise required by law
Where possible, we will aim to discuss this with you before taking action.
8. Professional supervision
As part of safe and ethical professional practice, your counsellor may discuss aspects of their work in professional supervision.
Where this happens, your privacy will be protected as far as possible. Information will be handled carefully and, where appropriate, you will not be identifiable or a pseudonym will be used.
9. Who we may share your data with
We do not sell your personal data.
We may share personal data where necessary with trusted third parties, including:
- EasyPractice, as our booking and practice management provider
- website hosting, IT, and technical service providers
- payment, invoicing, or accounting providers where relevant
- professional advisers, insurers, or supervisors where appropriate
- legal, regulatory, child protection, or other public authorities where required or permitted by law
We will only share personal data where there is a lawful basis to do so, and only to the extent reasonably necessary.
10. Data retention
We keep personal data for no longer than is reasonably necessary for the purposes for which it was collected, including to comply with legal, regulatory, insurance, safeguarding, and professional obligations. Irish privacy notice guidance expects retention information to be made clear to data subjects.
In line with our current client documentation, counselling records are generally retained for 6 years after counselling has concluded, after which they are securely destroyed, unless we are required to retain them for longer by law or for another legitimate reason. Our current practice documentation also states that contact details and case notes are stored separately.
11. Data security
We take reasonable technical and organisational measures to safeguard personal data against unauthorised access, misuse, loss, alteration, or disclosure.
However, no method of transmission over the internet or electronic storage is completely secure. While we take security seriously, we cannot guarantee absolute security.
12. Email and electronic communications
Please be aware that ordinary email and electronic communications are not always fully secure. Our current client documentation states that nothing sent electronically can be guaranteed. For that reason, you should avoid sending highly sensitive information by ordinary email unless necessary.
13. Cookies and website technologies
Our website may use cookies and similar technologies to help it function properly and to improve performance and user experience.
Some cookies may be essential for the operation of the website or embedded services, including the online booking system. Where non-essential cookies or third-party tracking technologies are used, they should only be used in accordance with applicable cookie and privacy law.
14. Third-party websites and services
Our website may contain links to third-party websites or use embedded third-party services. We are not responsible for the privacy practices of third-party websites or services. You should review their own privacy policies separately.
15. Your rights
Subject to applicable law, you may have rights in relation to your personal data, including the right to:
- access your personal data
- request correction of inaccurate or incomplete data
- request erasure in certain circumstances
- request restriction of processing
- object to certain processing
- request data portability where applicable
- withdraw consent where processing is based on consent
To exercise any of these rights, please contact us using the details above. Irish guidance states that privacy notices should explain the rights available to individuals and how they can be exercised.
16. Complaints
If you have concerns about how we handle your personal data, please contact us first and we will try to resolve the issue.
You also have the right to lodge a complaint with the Data Protection Commission in Ireland.
17. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, systems, legal obligations, or data processing practices. Any updated version will be posted on this page with a revised “Last updated” date.