Privacy Policy & Cookies Notice

Last updated: 03/12/2025

This Privacy Policy explains how Our Brave Hearts Psychotherapy (“we”, “us”, “our”) collects, uses, stores, and protects your personal data. We are committed to complying with the General Data Protection Regulation (GDPR) and to ensuring that your personal information is handled lawfully, fairly, and transparently.

Protecting your confidentiality and privacy is a fundamental part of our professional and ethical responsibilities.

1. Data Controller

Jacqueline Kelly
Our Brave Hearts Psychotherapy
Co. Dublin, Ireland
Email: hello@ourbravehearts.ie

As the Data Controller, I determine why and how your personal data is processed.

2. Lawful Bases for Processing

Under GDPR, we must have a lawful basis for processing your personal data. Depending on your stage of engagement, the lawful basis may include:

2.1 When you enquire about therapy

Contract – processing is necessary to take steps at your request prior to entering into a therapeutic contract.

2.2 When you attend therapy

Contract – processing is necessary for the delivery of counselling/psychotherapy services.

2.3 Special Category Data (Health Information)

We may process information relating to mental and physical health as part of your therapy.
The lawful basis is:

  • Provision of health or social care treatment by a professional, and

  • A contract with a health professional (GDPR Art. 9(2)(h)).

2.4 After therapy ends

Legitimate Interest – retaining records for the period required for clinical, ethical, and legal purposes.

3. Information We Collect

3.1 During Initial Contact

When you contact us via the website, email, phone, or referral, we may collect:

  • Name

  • Email address

  • Telephone number

  • Brief details of your enquiry

If you decide not to proceed, your information will be deleted within one week.

3.2 During Therapy

If you begin therapy, additional information will be collected to support safe and ethical practice:

  • Postal address

  • Date of birth

  • GP details

  • Emergency contact

  • Relevant mental health or medical history

  • Information shared during sessions

3.3 Session Notes

We keep brief, factual notes of each session.
These notes:

  • Do not identify you by full name

  • Are stored securely

  • Exist solely to support clinical practice

4. Confidentiality

Everything shared in therapy is confidential with the following exceptions required by law and professional ethics:

  • If there is an immediate risk of harm to you or another person

  • If there is disclosure or suspected disclosure of abuse of a minor (under 18), an older adult, or a vulnerable adult

  • If required by a court order

  • If there is disclosure of serious criminal activity

Where possible, we will always discuss concerns with you before taking action.

5. Data Storage and Security

5.1 Paper Records

  • Stored in a locked filing cabinet

  • Accessible only to the therapist

  • Session notes stored separately from identifiable personal information

5.2 Electronic Records

  • Password-protected

  • Stored on secure devices

  • Access limited to the Data Controller

5.3 Email Correspondence

  • Deleted when no longer needed

  • Any relevant information will be transferred into your secure clinical file

6. Data Retention

If you attend therapy:

Your records are retained for six years after therapy ends, in line with professional guidance and insurance requirements.

If you enquire but do not proceed:

Your information is deleted within one week.

7. Your Rights Under GDPR

You have the right to:

  • Access your personal data

  • Request correction of inaccurate data

  • Request deletion of your data (in some circumstances)

  • Restrict or object to processing

  • Request a copy of the information held about you

  • Withdraw consent (where applicable)

To exercise any of these rights, contact: hello@ourbravehearts.ie

You also have the right to lodge a complaint with the Data Protection Commission (DPC) in Ireland.

8. Website Data (Squarespace)

This website is hosted by Squarespace, which may collect data such as:

  • Your IP address

  • Browser, network, and device information

  • Pages visited before and during your visit

  • Clicks, scrolling, and other usage data

Squarespace processes this information to operate and improve the website.
More information: https://www.squarespace.com/privacy

9. Mailing List (Mailchimp)

If you sign up for updates, events, or free resources, we collect:

  • Name

  • Email address

This information is stored securely through Mailchimp, which acts as a third-party data processor.
Unsubscribing is available at any time via the link in every email.

Mailchimp’s privacy policy: https://mailchimp.com/legal/privacy/

10. Payments and Bookings

If the website includes booking or payment functionality, personal information required to complete a booking or purchase may be processed, including:

  • Name

  • Email address

  • Billing information

This may involve third-party processors such as Squarespace Payments or Stripe.

11. Cookies

11.1 What Are Cookies?

Cookies are small text files placed on your device when you visit a website. They help the site function properly and provide analytics.

11.2 Essential Cookies

Always active. Required for Squarespace to load and function.

11.3 Analytics and Performance Cookies

Used only with your consent via the cookie banner.
These gather anonymised data on website usage such as page views and traffic.

11.4 You Can Control Cookies

Most browsers allow you to block or delete cookies.
The cookie banner on this site allows you to accept or decline non-essential cookies.

12. Fonts and Embedded Content

This website uses Google Fonts and/or Adobe Fonts.
These providers may receive your:

  • IP address

  • Browser and device information

This is required to display the site correctly.

13. Third-Party Processing

We may use third-party services such as:

  • Squarespace (website hosting)

  • Mailchimp (emails)

  • Stripe or Squarespace Payments (transactions)

Each provider processes your data only as necessary and in compliance with GDPR.

14. Changes to This Policy

This policy may be updated periodically.
Changes will be posted on this page with a revised update date.

15. Contact

If you have any questions about this Privacy Policy or how your data is handled, please contact:

Jacqueline Kelly
Our Brave Hearts Psychotherapy
Email: hello@ourbravehearts.ie