Privacy Policy

Defining Support is committed to protecting your privacy and ensuring the secure handling of your personal information.

This Privacy Policy outlines how we collect, use, store, and disclose the information you provide when accessing our coaching and counselling services or when interacting with us in any way. We may collect personal information such as your name, contact details, date of birth, payment information, and emergency contact details, as well as sensitive information related to your health, wellbeing, goals, challenges, and any background details you choose to share. Information is gathered through intake forms, direct communication, session notes, emails, and website interactions. We collect this information to provide and tailor our services, understand your needs and goals, maintain accurate records, communicate with you, process payments, improve our offerings, and meet legal or regulatory obligations.

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All personal and sensitive information is stored securely using password-protected systems and confidential files. We take reasonable measures to prevent unauthorised access, loss, misuse, or disclosure of your data, and we do not sell or rent your information to third parties. Your information may be shared only with your explicit consent, with trusted service providers who assist with administrative or technical functions under confidentiality agreements, or when required by law or necessary to ensure your safety or the safety of others. You have the right to access the information we hold about you, request corrections, withdraw consent for the collection of sensitive information, or request deletion of your data unless legal obligations require us to retain it. Coaching and counselling sessions are confidential; however, confidentiality may be broken if there is risk of harm, if a vulnerable person is at risk, or if disclosure is legally mandated. We will inform you whenever possible before any required disclosure is made.

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We retain your personal information only as long as needed to provide services or comply with legal and professional requirements, typically for a period such as seven years unless otherwise specified. If you use our website or digital communication tools, non-identifying data such as usage patterns may be collected through cookies or analytics, and online sessions are conducted through secure, encrypted platforms where possible. This Privacy Policy may be updated to reflect changes in our services, practices, or legal obligations, and any revised version will be made available upon request or posted with an updated effective date. If you have any questions or concerns regarding this policy or how your information is managed, you may contact us at support@definingsupport.org