Privacy Policy

State of Mind Psychology, Psychotherapy & Counselling
Effective Date: 21 May 2026

State of Mind Psychology, Psychotherapy & Counselling respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store and protect personal data when you visit our website, contact us, book a therapy session, make an enquiry, use our client portal, subscribe to our newsletter, or otherwise interact with our services.

For the purposes of this Privacy Policy, “we”, “us” and “our” refers to State of Mind Psychology, Psychotherapy & Counselling. “You” and “your” refers to website visitors, clients, prospective clients, newsletter subscribers, and anyone who contacts or interacts with us.

Our website is:
https://www.stateofmind.clinic/

Our contact details are:

State of Mind Psychology, Psychotherapy & Counselling
Gurteen
Ballymahon
Co Longford
N39 DK60
Ireland

Phone: 043 33 62043
Email: info@stateofmind.clinic

1. Our Commitment to Privacy

We understand that contacting a therapy, psychology, psychotherapy or counselling service can involve sharing personal, private and sensitive information. We take your privacy seriously and aim to handle all personal information with care, confidentiality and respect.

We process personal data in accordance with applicable data protection laws, including the General Data Protection Regulation, also known as GDPR, and Irish data protection legislation. Certain information relating to health, wellbeing, mental health, therapy, counselling or psychological support may be classed as special category data, which requires additional protection under GDPR. The Irish Data Protection Commission confirms that personal data concerning health is treated as special category data and is subject to additional safeguards.

2. Personal Information We May Collect

We may collect personal information when you visit our website, submit a contact form, book an appointment, email us, telephone us, use our client portal, subscribe to a newsletter, or otherwise communicate with us.

The information we collect may include your name, email address, telephone number, postal address, appointment details, enquiry details, communication preferences, and any information you choose to provide when contacting us.

Where relevant to the service being provided, we may also collect information about your health, wellbeing, mental health, personal circumstances, therapy needs, counselling history, clinical information, session notes, referral details, emergency contact details, payment information, and records relating to appointments or communications.

We only ask for information that is relevant and necessary for the purpose of responding to your enquiry, arranging services, delivering therapy or counselling support, maintaining appropriate records, meeting professional obligations, and complying with legal or regulatory requirements.

3. How We Collect Your Information

We may collect information directly from you when you complete a form on the website, book an appointment, contact us by email or phone, use the client portal, attend a session, subscribe to our newsletter, or provide information during the course of therapy or counselling.

We may also collect limited technical information automatically when you use our website. This may include your IP address, browser type, device information, pages visited, time spent on the website, and general website usage data. This information helps us understand how the website is used, maintain website security, and improve the user experience.

Where third-party tools are used through the website, such as booking systems, analytics tools, newsletter tools, client portal tools, payment providers, or Wix website services, those services may process limited personal data in order to provide their functionality.

4. Why We Use Your Information

We use personal information so that we can respond to enquiries, arrange appointments, provide psychology, psychotherapy and counselling services, manage client records, communicate with clients and prospective clients, operate our website, send newsletters where consent has been given, process payments where applicable, maintain professional standards, and comply with legal, ethical, clinical and safeguarding obligations.

We may also use information to improve our services, manage our website, respond to complaints or requests, keep appropriate records, protect the safety of clients and others, and meet our obligations under professional, regulatory or legal requirements.

We do not sell your personal information.

5. Legal Bases for Processing Personal Data

Under GDPR, we must have a lawful basis for processing personal information. Depending on the circumstances, we may rely on consent, performance of a contract, compliance with a legal obligation, legitimate interests, vital interests, or the provision of health or therapeutic services.

Where you contact us to make an enquiry or book a session, we may process your information in order to take steps before entering into a service arrangement or to provide the service you have requested.

Where you provide consent, such as subscribing to a newsletter or agreeing to be contacted for a specific purpose, you may withdraw that consent at any time.

Where we are legally required to keep records or disclose information, we may process personal data to comply with legal obligations.

Where we process special category data, such as information relating to health, mental health, therapy, counselling or wellbeing, we do so only where there is a valid legal basis and an appropriate special category condition under GDPR. This may include where processing is necessary for the provision of health or social care services, where explicit consent has been provided, where there is a legal obligation, or where there is a serious risk of harm that requires action.

6. Confidentiality and Therapy Information

Confidentiality is an important part of therapy, counselling and psychological support. Information shared with us is treated with care and respect and is not shared with others without a valid reason.

However, there are limited circumstances where confidentiality may need to be broken. This may include where there is a serious risk of harm to you or another person, where there is a safeguarding concern, where we are required to do so by law, where a court or legal authority requires disclosure, or where disclosure is necessary for professional or ethical reasons.

Where possible and appropriate, we will aim to discuss any such disclosure with you before information is shared. However, in urgent or legally required situations, this may not always be possible.

7. Website Forms, Bookings and Client Portal

If you use our website to send an enquiry, book an appointment, access the client portal, or request information, the information you provide will be used to respond to your request and manage the service you are seeking.

Please avoid submitting highly sensitive information through general website contact forms unless it is necessary. If you need to share sensitive information, it is usually better to do so through a secure and appropriate communication method agreed with us.

Where booking or client portal systems are used, your information may be processed by the relevant platform provider in order to manage appointments, communication, records or access to services. We aim to use appropriate platforms and services that support privacy and data protection.

8. Newsletter and Marketing Communications

If you subscribe to our newsletter, we may use your name and email address to send updates, articles, information or service-related communications.

We will only send marketing or newsletter communications where we have an appropriate lawful basis to do so, such as your consent. You can unsubscribe from newsletter communications at any time by using the unsubscribe option provided or by contacting us directly.

We will not sell your email address or personal information to third parties for marketing purposes.

9. Cookies and Website Tracking

Our website may use cookies and similar technologies to help the website function, improve performance, understand how visitors use the website, and support user experience.

Some cookies may be necessary for the website to work correctly, while others may relate to analytics, preferences, security or third-party services. For more detailed information about cookies used on the website, please refer to our Cookie Policy.

10. Sharing Your Information

We only share personal information where it is necessary, lawful and appropriate.

We may share information with service providers who support the operation of our website, booking systems, client portal, email services, IT systems, payment processing, professional administration, or legal and accounting obligations.

We may also share information where required by law, where necessary for safeguarding, where there is a serious risk of harm, where required by a court or regulatory authority, or where necessary to protect legal rights.

Where third-party service providers process information on our behalf, we expect them to handle information securely and only for the purposes for which they have been engaged.

11. International Data Transfers

Some website, booking, email, analytics, cloud, or IT service providers may process data outside Ireland or the European Economic Area. Where this happens, we aim to ensure that appropriate safeguards are in place, such as adequacy decisions, standard contractual clauses, or other lawful transfer mechanisms under GDPR.

12. How Long We Keep Your Information

We only keep personal information for as long as necessary for the purpose for which it was collected, including for service delivery, professional record keeping, legal obligations, insurance purposes, safeguarding, accounting, dispute resolution, and regulatory requirements.

Clinical, therapy, counselling or psychological records may need to be retained for a period required by professional, ethical, legal or insurance obligations. General enquiries that do not become client relationships may be kept for a shorter period, unless there is a valid reason to retain them for longer.

When information is no longer required, we will securely delete, anonymise or dispose of it where appropriate.

13. How We Protect Your Information

We take appropriate steps to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

This may include secure systems, password protection, access controls, secure communication practices, appropriate record keeping, confidentiality procedures, and careful selection of service providers.

However, no website, email system or internet-based service can be guaranteed to be completely secure. You should take care when sending sensitive information electronically and contact us if you have concerns about the best way to provide information securely.

14. Your Data Protection Rights

Under GDPR, you have rights in relation to your personal information. These may include the right to access your personal data, correct inaccurate information, request deletion of your information, restrict processing, object to processing, request data portability, and withdraw consent where processing is based on consent.

The Irish Data Protection Commission explains that individuals are entitled to have their personal information protected, used fairly and lawfully, and made available to them when they request access, subject to applicable legal limits.

Some rights may be limited in certain circumstances, particularly where we need to retain information for legal, professional, safeguarding, clinical or regulatory reasons.

If you wish to exercise your rights, please contact us using the details provided in this Privacy Policy.

15. Children and Young People

Where services are provided to children or young people, we may process personal information relating to the child or young person, parents, guardians, or relevant professionals involved in care or support.

We will handle such information with particular care and in line with applicable legal, safeguarding, professional and ethical responsibilities. Where appropriate, consent or involvement from a parent or guardian may be required, depending on the circumstances, age, capacity and nature of the service.

16. Links to Other Websites

Our website may contain links to third-party websites, platforms, social media pages, booking tools, articles or external resources. We are not responsible for the privacy practices, content or security of external websites. You should review the privacy policies of any third-party websites you visit.

17. Complaints

If you have concerns about how your personal information has been handled, please contact us first so we can try to resolve the matter.

You also have the right to make a complaint to the Irish Data Protection Commission.

Website: www.dataprotection.ie

18. Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, website, legal obligations, professional requirements, or data protection practices.

The latest version will be made available on our website, and the effective date will be updated when changes are made.

19. Contact Us

If you have any questions about this Privacy Policy or how your personal information is handled, please contact: