Your privacy is very important to us. You can be confident that your personal information will be handled safely, securely, and lawfully in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This notice explains how your personal information is collected, used, stored, and protected when you engage with Zen by Zara Sena.

If you would like more details about how your data is handled, please contact us at hello@zenbyzarasena.com.

1. Who We Are

Zen by Zara Sena is a sole counselling and coaching practice offering integrative counselling, coaching and nutritional therapy.
Our approach is person-centred and holistic, focusing on helping clients achieve emotional and physical wellbeing in a safe and respectful environment.

Data Controller:
Zen by Zara Sena
Registered with the Information Commissioner’s Office (ICO).
You can check our registration on the ICO website.

2. How We Collect Personal Data

We collect personal information directly from you in the following ways:

• When you complete a contact or booking form on our website
  
  
• Through SuiteDash (our secure client management platform)
  
  
• By email or text message
  
  
• Through questionnaires or intake forms you complete
  
  

This information may include:

• Your name, address, email, and phone number
  
  
• Next of kin or emergency contact details
  
  
• Details of contact we have had with you (e.g., appointment requests, referrals)
  
  
• GP or healthcare contact details (if applicable)
  
  
• Health and wellbeing information such as medical history, diet, lifestyle, session notes, and treatment or wellbeing plans
  
  

We collect and process this information to provide you with counselling and related services.
The lawful basis for processing this data is legitimate interest and, where appropriate, contract (providing the services you request).

3. How We Use Your Personal Data

We use your information to:

• Provide integrative counselling, coaching and nutritional therapy services
  
  
• Contact you regarding appointments, updates, or relevant service information
  
  
• Maintain accurate records of your care
  
  
• Manage accounts
  
  

We will never sell or share your information for marketing or research purposes.

We take every reasonable measure to keep your personal data secure and only retain it for as long as necessary, in line with professional and legal requirements.

4. Sharing Your Information

Your personal information will remain confidential.
We may share limited information only in the following cases:

• With third-party processors (e.g. SuiteDash or payment systems) who are GDPR-compliant and process data securely on our behalf
  
  
• If required by law, such as where there is a legal duty to disclose information
  
  
• In cases of serious risk, where there is a safeguarding concern involving serious harm to yourself or others
  
  

All third parties handling data for us are contractually bound to protect your information.

5. How Long We Keep Your Information

We keep your personal data only as long as necessary to provide our services and meet our professional obligations.

Following completion of your counselling or therapy, your records are retained in line with professional body requirements — currently seven years as recommended by BACP, BANT and the CNHC.

After this period, your data will be securely deleted or destroyed.

6. Keeping Your Data Secure

We store your information securely using password-protected and encrypted systems, including SuiteDash and email platforms that comply with UK data protection requirements.

Access to personal data is restricted to authorised personnel only.
We use encryption and secure backups to ensure data integrity and confidentiality.

All external systems we use are required to demonstrate GDPR compliance.

7. Your Rights

Under UK GDPR, you have the right to:

• Access the information we hold about you
  
  
• Request correction of inaccurate or incomplete information
  
  
• Request deletion of your data (where legally and professionally possible)
  
  
• Restrict or object to processing in certain circumstances
  
  
• Withdraw consent where processing is based on consent
  
  

You can make a request by contacting hello@zenbyzarasena.com.

Please note that some information (such as clinical notes) must be retained to comply with legal and professional standards.

8. Communication and Security

We communicate with clients via email or through their secure client portal.

While we take reasonable precautions to ensure secure communication, please be aware that electronic communication can carry inherent risks. Clients may prefer to limit communications to their secure portal for this reason. Clients can also access their secure information and documents through their SuiteDash client portal. 

9. Website and Cookies

Our website uses secure forms to collect information safely.
We use Google Analytics to help understand website usage and improve user experience. This involves cookies that collect anonymous data about visitor behaviour.

We do not use cookies to collect personally identifiable information.

You can control or delete cookies in your browser settings. For more information, visit www.allaboutcookies.org or to opt out of Google Analytics tracking, visit tools.google.com/dlpage/gaoptout.

10. Making a Complaint

If you have a concern about how your data is handled, please contact us first at hello@zenbyzarasena.com so we can resolve it promptly.

If you are not satisfied, you can contact the Information Commissioner’s Office (ICO) directly:
Website: www.ico.org.uk
Phone: 0303 123 1113

 Reviewed: October 2025

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