Privacy Policy
The Therapy Yard Ltd
Last Updated: 19 June 2026
1. Introduction
The Therapy Yard Ltd (“The Therapy Yard”, “we”, “us” or “our”) is committed to protecting and respecting your privacy.
This Privacy Policy explains how we collect, use, store and protect personal information when you:
- Visit our website;
- Make an enquiry;
- Book an appointment;
- Use our services; or
- Communicate with us.
Please read this Privacy Policy carefully as it explains your rights and how we use your information.
By using our website and services, you acknowledge that you have read and understood this Privacy Policy.
2. Information About Us
The Therapy Yard Ltd is a company registered in England and Wales.
Company Number: 13637465
Registered Office:
7 Bournemouth Road
Chandler’s Ford
Eastleigh
Hampshire
SO53 3DA
Data Protection Contact:
privacy@thetherapyyard.co.uk
3. Our Structure and Responsibility
The Therapy Yard operates as a booking, referral and administrative platform connecting clients with independent psychosexual, relationship and therapeutic practitioners.
The Therapy Yard is responsible for:
- Enquiries
- Referrals
- Appointment bookings
- Administration
- Billing and payment processing
- Website management
- Client communications
For these activities, The Therapy Yard acts as a Data Controller.
Independent therapists are responsible for:
- Clinical assessments
- Therapy notes
- Clinical records
- Clinical decision-making
- Professional record keeping
- Safeguarding decisions
For these activities, therapists act as independent Data Controllers.
The Therapy Yard does not determine the purpose or means of processing clinical records and does not routinely access, store or manage therapists’ clinical notes.
If you have questions regarding your therapist’s clinical records, you should contact them directly.
4. What Information We Collect
Depending on how you interact with us, we may collect:
Administrative and Booking Information
- Name
- Address
- Email address
- Telephone number
- Date of birth
- Appointment information
- Billing information
- Payment records
- Emergency contact information
- GP details where relevant
Website Information
- IP address
- Browser type
- Device information
- Website usage data
- Cookie information
Limited Health Information
We may receive limited health-related information where necessary for:
- Referral matching
- Safeguarding
- Service coordination
- Administrative support
More detailed clinical information is typically collected and managed directly by your therapist.
5. Special Category Data
Therapy services may involve the processing of special category personal data, including:
- Mental health information
- Relationship information
- Sexual health information
- Sexual life disclosures
- Gender identity information
- Neurodiversity-related information
- Trauma history
- Safeguarding information
Where processed, this information is handled in accordance with UK GDPR and applicable legal requirements.
6. How We Use Your Information
We use personal information to:
- Respond to enquiries
- Arrange appointments
- Process payments
- Provide administrative support
- Coordinate referrals
- Communicate about bookings
- Improve our services
- Meet legal and regulatory obligations
- Manage complaints
- Protect clients, therapists and the public where safeguarding concerns arise
7. Lawful Bases for Processing
We process personal information under one or more of the following lawful bases:
Contractual Necessity
To arrange and administer services requested by you.
Legitimate Interests
To operate and improve our services, website and administrative systems.
Legal Obligations
To comply with legal, regulatory, safeguarding, accounting and taxation requirements.
Consent
Where consent is required, such as certain marketing communications.
Health and Social Care Provision
Where applicable, special category data is processed under Article 9 UK GDPR conditions relating to healthcare and related support services.
8. Marketing Communications
If you choose to receive marketing communications from us, we may send information about:
- Services
- Resources
- Events
- Workshops
- News and updates
You may withdraw consent or unsubscribe at any time using the unsubscribe link provided in communications or by contacting us.
We do not sell personal information to third parties.
9. Sharing Information
We may share information where necessary with:
- Independent therapists
- Payment providers
- Professional advisers
- Insurers
- IT and software providers
- Regulatory bodies
- Law enforcement agencies
- Safeguarding agencies
Information is only shared where there is a lawful basis for doing so.
10. International Transfers
Where personal information is processed using third-party providers, we take reasonable steps to ensure appropriate safeguards are in place where information is transferred outside the UK.
11. Data Security
We implement appropriate technical and organisational measures to protect personal information.
These measures may include:
- Encryption where appropriate
- Secure cloud-based systems
- Restricted access controls
- Role-based permissions
- Password protection
- Multi-factor authentication where available
- Secure deletion procedures
- Staff and contractor confidentiality obligations
Although we take reasonable precautions, no system can guarantee absolute security.
12. Data Breaches
We maintain a documented Data Breach and Incident Response Procedure.
Where a personal data breach presents a risk to individuals:
- The Information Commissioner’s Office (ICO) will be notified where required;
- Affected individuals will be informed where legally necessary; and
- Appropriate remedial action will be taken.
13. How Long We Keep Information
We retain personal information only for as long as necessary.
Typical retention periods include:
Administrative Records
Up to 7 years from last contact.
Financial Records
At least 6 years in accordance with HMRC requirements.
Clinical Records
Clinical records are retained by therapists in accordance with their professional body requirements and legal obligations.
Many professional bodies require records to be retained for a minimum of 7 years after therapy ends, or longer in some circumstances.
Complaints and Legal Matters
Records may be retained longer where required to investigate complaints, manage safeguarding concerns, comply with insurers or defend legal claims.
14. Your Rights
Under UK GDPR, you have the right to:
- Be informed about how your data is used;
- Access your personal information;
- Request correction of inaccurate information;
- Request erasure in certain circumstances;
- Restrict processing;
- Object to processing;
- Request data portability where applicable;
- Withdraw consent where processing relies on consent.
These rights are not absolute and may be limited where legal, regulatory or professional obligations apply.
For example, information may need to be retained where:
- Legal obligations apply;
- A complaint is ongoing;
- Safeguarding concerns exist; or
- Professional record-keeping requirements must be met.
15. How to Raise a Privacy Concern or Complaint
We take privacy concerns seriously and aim to resolve any issues promptly and fairly.
If you have a concern about how we collect, use, store or handle your personal information, please contact us in the first instance at:
Email: privacy@thetherapyyard.co.uk
We will acknowledge your complaint and aim to investigate and respond within a reasonable timeframe in accordance with our Complaints Procedure.
Further information about how we handle privacy-related complaints can be found in our Complaints Procedure.
If you remain dissatisfied after we have responded to your complaint, you have the right to raise your concerns with the Information Commissioner’s Office (ICO), the UK’s independent authority for data protection and privacy matters.
Information about making a complaint to the ICO can be found at www.ico.org.uk.
16. Accessing Your Information
You may request a copy of the personal information we hold about you by contacting:
We may request proof of identity before releasing information.
We will respond within the timescales required by UK GDPR.
17. Cookies
Our website uses cookies and similar technologies to:
- Enable website functionality;
- Understand website usage;
- Improve user experience;
- Measure website performance.
For further information, please refer to our Cookie Policy.
You can control cookies through your browser settings.
18. Data Protection Concerns and Complaints
If you have concerns about how The Therapy Yard handles your personal information, please contact us in the first instance:
Email: privacy@thetherapyyard.co.uk
We take data protection concerns seriously and will:
- acknowledge your complaint without undue delay and no later than 30 days after receipt;
- investigate the matter fairly and proportionately;
- keep you informed where additional time is required; and
- provide a written outcome once our investigation has concluded.
If you remain dissatisfied following our response, you have the right to complain to the Information Commissioner’s Office (ICO).
Further information can be found at:
https://ico.org.uk/make-a-complaint
19. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect legal, regulatory, operational or service changes.
Any updates will be published on this page and will take effect immediately upon publication.
We recommend reviewing this Privacy Policy periodically.