Last Updated: March 1, 2026
1. Introduction
Welcome to Solas Mind International Ltd ("we," "our," or "us"). We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our therapeutic services.
Solas Mind International Ltd is registered in England and Wales (Company No. 14451457) with our registered office at UHY Hacker Young, 9-11 Vittoria Street, Birmingham B1 3ND, United Kingdom.
By accessing or using our website and services, you agree to the terms of this Privacy Policy. If you do not agree with the terms, please do not access the site or use our services.
2. Information We Collect
2.1 Personal Information
We may collect personal information that you voluntarily provide to us when you:
- Fill out our contact form or inquiry forms
- Book a counseling or coaching session
- Subscribe to our newsletter or updates
- Contact us via email, phone, or other communication channels
- Participate in workshops, training, or group sessions
- Apply for employment or collaboration opportunities
This information may include:
- Name and surname
- Email address
- Phone number
- Home or work address
- Date of birth
- Emergency contact information
- Professional information (employer, role in industry)
- Health information relevant to therapeutic services (with explicit consent)
- Payment information (processed securely by third-party providers)
2.2 Automatically Collected Information
When you visit our website, we may automatically collect certain information about your device and usage, including:
- IP address
- Browser type and version
- Operating system
- Pages visited and time spent
- Referring website
- Device information
3. How We Use Your Information
We use the information we collect for the following purposes:
- To provide therapeutic services: Delivering counseling, coaching, and mental health support tailored to your needs
- To communicate with you: Responding to inquiries, sending appointment confirmations, and providing session reminders
- To process payments: Handling fees for services rendered
- To improve our services: Analyzing website usage and client feedback to enhance our offerings
- To send relevant communications: With your consent, we may send information about mental health resources, industry updates, and service developments
- To comply with legal obligations: Meeting regulatory requirements, maintaining professional standards, and protecting our legal rights
- To ensure safety: Where there is a risk of serious harm to you or others, we may need to share information with appropriate authorities
4. Legal Basis for Processing (GDPR)
Under the General Data Protection Regulation (GDPR), we process your personal data based on the following legal grounds:
- Contractual necessity: Processing necessary to fulfill our agreement to provide therapeutic services
- Legitimate interests: Improving our services, ensuring website security, and managing our business operations
- Legal obligation: Compliance with professional regulatory requirements (BACP, UKCP), tax laws, and safeguarding obligations
- Vital interests: Protecting your life or the lives of others in emergency situations
- Consent: Marketing communications and processing of sensitive health data (you can withdraw consent at any time)
5. Confidentiality and Special Category Data
As a therapeutic service provider, we handle sensitive personal data (special category data under GDPR) including information about your mental health, wellbeing, and personal circumstances.
Our commitment to confidentiality:
- All therapeutic sessions are confidential
- Your personal information is only shared with your explicit consent, except where required by law or professional duty
- We maintain strict confidentiality protocols in line with BACP and UKCP ethical frameworks
- All practitioners sign confidentiality agreements
Exceptions to confidentiality: We may breach confidentiality if:
- There is a risk of serious harm to you or others
- There is a risk of harm to a child or vulnerable adult
- We are legally required to disclose information (e.g., court order)
- You provide explicit consent for information sharing
6. Data Sharing and Disclosure
We do not sell your personal information. We may share your data with:
- Service providers: IT service providers, payment processors, and professional indemnity insurers (under strict confidentiality agreements)
- Professional supervisors: Therapists receive clinical supervision to ensure quality of care (anonymized where possible)
- Legal and regulatory authorities: When required by law or to protect our rights
- Emergency services: If there is an immediate risk to life
- Business transfers: In connection with a merger, acquisition, or asset sale (we will notify you)
7. Data Security
We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction:
- SSL/TLS encryption for all data transmission
- Secure, password-protected devices and systems
- Encrypted storage for all client records
- Regular security assessments and updates
- Limited access to personal data by authorized personnel only
- Physical security measures at our office locations
- Regular staff training on data protection
8. Data Retention
We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law or professional standards:
- Therapeutic records: 7 years after the end of treatment (in line with BACP guidelines)
- Financial records: 6 years (for tax and accounting purposes)
- Contact form submissions: 2 years if no therapeutic relationship is established
- Marketing preferences: Until you unsubscribe
- Website analytics: 26 months
9. Your Rights
Under GDPR and applicable data protection laws, you have the following rights:
- Right to access: Request a copy of your personal data
- Right to rectification: Correct inaccurate or incomplete data
- Right to erasure: Request deletion of your data ("right to be forgotten") — subject to professional and legal retention requirements
- Right to restrict processing: Limit how we use your data
- Right to data portability: Receive your data in a structured, machine-readable format
- Right to object: Object to processing based on legitimate interests or direct marketing
- Right to withdraw consent: Withdraw consent at any time (this does not affect the lawfulness of processing before withdrawal)
To exercise these rights, please contact us using the information below. We will respond within one month of receiving your request.
10. Cookies and Tracking Technologies
We use cookies and similar technologies to enhance your browsing experience:
- Essential cookies: Necessary for website functionality and security
- Analytics cookies: Help us understand how visitors interact with our site (Google Analytics)
- Preference cookies: Remember your settings and preferences
You can manage your cookie preferences through your browser settings. Please note that disabling certain cookies may affect website functionality.
11. International Transfers
As we provide online services globally, your data may be processed outside the UK and European Economic Area (EEA). When this occurs, we ensure appropriate safeguards are in place, such as:
- Standard Contractual Clauses approved by the European Commission
- Adequacy decisions for countries recognized as providing adequate data protection
- Binding corporate rules for intra-group transfers
12. Third-Party Links
Our website may contain links to third-party websites (e.g., professional bodies, mental health resources). We are not responsible for the privacy practices of these external sites. We encourage you to read their privacy policies.
13. Children's Privacy
Our services are primarily directed to adults (18+). We do not knowingly collect personal information from children under 16 without parental consent. If you believe we have inadvertently collected such data, please contact us immediately.
14. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.
Significant changes will be notified to you via email where we have your contact details.
15. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact our Data Protection Officer:
16. Complaints
If you are not satisfied with our response to your privacy concerns, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues:
Website: www.ico.org.uk
Phone: 0303 123 1113
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF