Privacy Notice

Who We are

Counsellor Diary is a trading name of Ellingham & Chisholm Ltd, a limited company based in the United Kingdom. Our website address is:

This privacy notice aims to inform you about how we collect and process any information that we collect from you, or that you provide to us. It covers information that could identify you or other individuals (“personal information”) and information that could not. In the context of the law and this notice, “process” means collect, store, transfer, use or otherwise act on information. It tells you about your privacy rights and how the law protects you.

This policy relates to your use of Counsellor Diary as a counsellor or coach to manage your client data and bookings. If you are a client of a coach or counsellor who uses Counsellor Diary, you should refer to your coach or counsellor's privacy notice.

As a counsellor or coach using Counsellor Diary, you remain responsible for your client's personal information, and for ensuring your clients are aware of their legal rights. You are advised to ensure you provide a privacy notice on your own website if you have one. In this situation, Counsellor Diary is acting a Data Processor, while you remain the Data Controller. Counsellor Diary will comply with all of our legal responsibilities as a Data Processor, and support you as far as is reasonably possible in fulfilling your role as Data Controller.

We are committed to protecting the privacy and confidentiality of all personal information we handle. Our policy is not just an exercise in complying with the law, but a continuation of our respect for you and your personal information.

We undertake to preserve the confidentiality of all information you provide to us, and hope that you reciprocate.

Our policy complies with the Data Protection Act 2018 (Act) accordingly incorporating the EU General Data Protection Regulation (GDPR).

The law requires us to tell you about your rights and our obligations to you in regard to the processing and control of your personal data. We do this now, by requesting that you read the information provided at

Except as set out below, we do not share, or sell, or disclose to a third party, any information collected through our website.

What personal data we collect and why we collect it

Client data

If you or your clients enter personal data into the system (eg through a assessment form), we will store these details so that we can send your clients information about their counselling or coaching session. Any notes you record on the system about client sessions or messages you send to clients will also be recorded. This may include special personal information (about race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership and information about your health) only if you or your clients choose to share it.

We will not use personal data entered by you or your clients for any reason other than to provide the client management service. We will never sell personal data to any third party, nor disclose personal data unless required to do so by a court of law.

Google Calendar Integration

If you select Google Meet as your preferred online meeting platform within the system settings, our system will integrate with the Google Calendar you link to your account. This integration allows us to send calendar invitations, which include Google Meet links, to your clients on your behalf. If there are changes to an appointment, such as cancellations or rescheduling, the corresponding calendar invitations will be accordingly updated or cancelled.

Please note that our system strictly interacts with information on your Google Calendar related to appointments created by our platform only. We do not retrieve, store, or interact with any other appointments or events in your Google Calendar. If you have concerns about our system accessing other calendar appointments, we recommend creating a separate Google Calendar specifically dedicated to the appointments generated by our system.


Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. The cookies used on our website do not store personal data. You can find out more about the cookies used on our website here.

Other information

How long we retain your data

We will retain all data in accordance with the retention policy you select within the system settings. You are responsible for ensuring your retention policy is in line with your own privacy policy and legal requirements.

What rights you have over your data

The law sets out the following rights in relation to Personal Data:

  • Right to access – the right to request (i) copies of the information held about an indvidual at any time, or (ii) that data controllers modify, update or delete such information. If we provide you with access to the information we hold about you or your clients, we will not charge you for this, unless your request is “manifestly unfounded or excessive.” Where we are legally permitted to do so, we may refuse your request. If we refuse your request, we will tell you the reasons why.
  • Right to correct – the right to have an individual's data rectified if it is inaccurate or incomplete.
  • Right to erase – the right to request that data held about a person is deleted.
  • Right to restrict the use of your data – the right to “block” data controllers from using an individual's data or limit the way in which it can be used.
  • Right to data portability – the right to request that a data controller moves, copies or transfers someone's data.
  • Right to object – the right to object to a data controller's use of an individual's data including where it is being used for a legitimate interest.

To make enquiries, exercise any of your or your clients' rights set out above, please contact us via this e-mail address:

If you are not satisfied with the way a request you make in relation to personal data is handled by us, you may be able to refer your complaint to the relevant data protection authority. For the UK, this is the Information Commissioner’s Office (ICO). The ICO’s contact details can be found on their website at

Where we send your data

The computers and servers on which any personal data is held are located in the United Kingdom or the European Union.

How we protect your data

We will use technical and organisational measures to safeguard your Data, for example we store your data on secure servers and any sensitive personal data (including session notes) is encrypted at all times.

Technical and organisational measures include measures to deal with any suspected data breach. If you suspect any misuse or loss or unauthorised access to your Data, please let us know immediately by contacting us via this e-mail address:

If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit Get Safe Online is supported by HM Government and leading businesses.

Preparation and review of this privacy notice

This statement was prepared on 11 July 2023. It was last reviewed on 11 July 2023.