Privacy Policy

Updated: 24th february 2026

This Privacy Policy explains how we collect, use, and protect your personal information when you access our website, book sessions, or engage in psychological therapy services online. We are committed to safeguarding your privacy and ensuring that your information is handled with care, confidentiality, and in compliance with applicable data protection laws, including the UK GDPR, EU GDPR, and the Data Protection Act 2018.

1. Who We Are

Dr Joel Ltd (trading as Therapy Cove) is a professional psychology consultancy providing face-to-face and online therapy sessions.

Registered business address:
71–75 Shelton Street
London WC2H 9JQ

We are registered with the Information Commissioner’s Office (ICO) as a Data Controller.

2. Information We Collect

We may collect and process the following information:

  • Personal details: Name, date of birth, contact information, emergency contact

  • Health and therapy information: GP details, background history, presenting issues, session notes, assessments, and treatment records

  • Technical data: IP address, browser type, device information, and limited cookie data when you use our website

  • Correspondence: Emails, messages, and other communications with us

3. How We Use Your Information

Your personal data is used for:

  • Providing safe and effective psychological therapy

  • Scheduling and administering appointments

  • Maintaining accurate clinical records

  • Processing payments and invoices

  • Responding to enquiries and correspondence

  • Meeting legal, ethical, and regulatory requirements

4. Data Handling and Sharing

Who we may share data with

If you have been referred by a psychiatrist or another medical professional, details of your treatment may be shared with them unless you specify otherwise.

What and where we store data

We hold only the minimum necessary contact information. Your name, telephone number, and email address are stored in Halaxy with a client status marker. No information is stored outside the secure Halaxy system that identifies you as attending psychological therapy.

Appointment reminders

Halaxy is used to send automatic email reminders. You can opt out by emailing us. If reminders are not delivered, you remain responsible for your appointments.

5. Legal Basis for Processing

We process your data under the following lawful bases:

  • Contract: To provide the therapy services you request

  • Consent: For collecting sensitive health information, where required

  • Legal obligation: To comply with legal, safeguarding, or regulatory requirements

  • Legitimate interests: To run and improve our practice securely and effectively

6. Confidentiality and Disclosure

Your information is treated as confidential and will not be shared with third parties except:

  • With your explicit consent

  • Where required by law (e.g. court order)

  • If there is a serious risk of harm to yourself or others (safeguarding)

  • For clinical supervision purposes (with identifying details anonymised)

7. Data Storage and Security

  • Clinical records are stored securely in Halaxy, a GDPR-compliant cloud-based practice management system

  • All data is encrypted in transit and at rest, with access restricted to authorised personnel

  • Paper notes are not used

  • All access and changes are logged for accountability

8. Data Retention

Clinical records are stored securely in Halaxy, a GDPR-compliant cloud-based practice management system

  • All data is encrypted in transit and at rest, with access restricted to authorised personnel

  • Paper notes are not used

  • All access and changes are logged for accountability

9. Your Rights

You have the right to:

  • Access your personal data

  • Request corrections to inaccurate information

  • Request erasure of data (where legally permissible)

  • Restrict or object to processing

  • Data portability (receive a copy in a usable format)

  • Withdraw consent at any time (where consent is the legal basis)

  • Lodge a complaint with the Information Commissioner’s Office (ICO)

10. Cookies and Website Use

This website uses essential cookies required for operation and security. These do not identify you and cannot be disabled.

  • We use privacy-friendly analytics to improve the website. Data is anonymised and aggregated.

  • We do not use cookies for advertising, marketing, or behavioural profiling.

  • Google Analytics (if used) is set up with IP anonymisation and data-sharing disabled.

  • You can control or delete cookies via your browser settings, though some site functionality may be affected.

  • This website is not directed at EU users.

11. Third-Party Services

Video sessions are provided via Google Meet or Microsoft Teams

  • Practice management and scheduling are handled in Halaxy

  • Payments are processed securely via FreeAgent

  • Email is managed through Google Workspace, with multi-factor authentication and monitoring for security

To support clinical documentation, we may use a secure AI-assisted note tool (Yung Sidekick) integrated with Halaxy. Audio or session data is encrypted in transit, anonymised where possible, and deleted once summaries are generated. All AI output is reviewed before being added to your records. You can opt out at any time by contacting us.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law or practice. The most current version will always be available on our website.

Contact Us

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

Data Controller
Dr Joel Ltd (trading as Therapy Cove)
Registered in England and Wales
Registered office: 71–75 Shelton Street, London WC2H 9JQ
Email: hello@therapycove.co.uk
Phone: 0330 789 0924

You also have the right to raise concerns with the Information Commissioner’s Office (ICO).