Privacy Policy

Who we are

Our website address is: https://saans.co.uk.

Contact Forms

When you contact us through our website, we collect the information you provide in the contact form, including your name, email address, contact number, and any information you choose to share about what is bringing you to therapy.

We use this information to respond to your enquiry and to identify a therapist practising at Saans who may be suitable for your needs. We will pass your enquiry to that therapist, who will then contact you directly to arrange an initial conversation. Contact form submissions are sent to our email address at info@saans.co.uk.

We process your personal information only for the purposes described above and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We do not use information submitted through the contact form for advertising purposes.

Therapist practicing at Saans

Saans is home to independent therapists who practise from our rooms at the Linen Hall. They are not employed by Saans. Each therapist contracts directly with their own clients and is responsible, in their own right, for the records they keep. If you contact us and we think one of our therapists is a good fit for you, we will pass your enquiry to them — your name, contact details, and what you have told us about what brings you to therapy — and they will contact you directly. From the point you begin working with a therapist, they are the data controller for your therapy records: their notes, your assessment, your correspondence with them, and their invoices to you. They will give you their own privacy notice explaining how they handle that information. Saans is not the controller of those records.

Saans utilises a practice management software that therapists use for their appointments, records and invoicing. In doing so we act on each therapist’s instructions as their data processor, under a written agreement. We administer the system and so have the technical ability to see what is held in it. We do not access therapists’ clinical records, session notes or client correspondence except where: the therapist asks us to; it is necessary to investigate or fix a technical fault; we are required to by law, a court order or a regulator; there is a serious and immediate risk to someone’s safety; or it is necessary to bring or defend a legal claim. Any such access is recorded, and the therapist is told about it. We can see appointment times and session counts. That does not extend to anything about the content of your therapy.

Our record of refferals

Where we introduce you to a therapist, we keep a limited record of the information submitted on our contact form: your name, the date, and which therapist you were referred to. We do not record anything about your therapy in it.

For this record, Saans and the therapist are joint controllers under the UK GDPR. We have agreed that Saans is your first point of contact for any question or request about it — please contact us at info@saans.co.uk and we will deal with it and let the therapist know. Both Saans and the therapist remain responsible for handling this information properly, and you may raise a concern with either of us.

Clients see by Shruti Jain

When you are seen by our founder, Shruti Jain, you contract with Saans Psychotherapy and Saans is the data controller for your records.

We collect your name and contact details, date of birth, and the information you give us about what brings you to therapy. We keep a record of your appointments and attendance, notes made after sessions, any correspondence with you, and your invoices and payments. We use this to provide and manage your therapy, to keep you safe, to invoice you, and to meet our legal and tax obligations. We process your contact and payment information because it is necessary to perform our contract with you.

We do not share your information with anyone except in necessitated circumstances. Your therapist discusses cases in clinical supervision, which is a requirement of her professional body – no names or identifying details are used. Where your therapy is funded by an insurer or an employee assistance programme, we share only what that provider needs, and we will tell you before sending any report and let you see it first if you ask. Beyond that, we would only share information where there is a serious risk to your safety or someone else’s, or where the law requires it.

We keep clinical records for 7 years after therapy ends and then destroy them securely. Financial records are kept for six years, as HMRC requires. Records are stored securely with access limited to those who need it, and notes do not carry your full name.

Cookies

Our website may use cookies and similar technologies to help the website function properly, understand how visitors use the site, and measure the effectiveness of our advertising.

We use Google Analytics to understand website usage and may use Google Ads technologies to measure the performance of our advertising campaigns.

Who we share your data with

We do not sell your personal data. 

We use Google Analytics and Google ads to understand how visitors use our website and to measure advertising performance. Google Analytics and Google Ads do not receive the personal information or message you enter into our contact form.

How long we retain your data

We retain personal information only for as long as necessary for the purposes for which it was collected and to meet any applicable legal or regulatory requirements.

What Rights You Have Over Your Data

Under the UK GDPR, you may have the right to access, correct, restrict, or request the deletion of your personal information.

You can request an exported copy of the personal data we hold about you, including any data you have provided to us. You can also request that we erase personal data we hold about you. This does not include information we are required to retain for administrative, legal, regulatory, or security purposes.

To make a request, please contact us at info@saans.co.uk

If you are unhappy with how we have handled your information, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

Contact Us

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us at:

Saans Psychotherapy
Email: info@saans.co.uk

Saans Psychotherapy is registered with the Information Commissioner’s Office, under the registration number ZC075440