Privacy Policy

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ReThink Therapy / Uptrained Brain – Dr Jill Williams
Last updated: August 2026

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Your privacy and confidentiality are important to me. This Privacy Policy explains how I collect, use, store and protect your personal information when you visit the ReThink Therapy website, contact me, undertake individual work with me, or apply for or participate in the Uptrained Brain programme.

I handle personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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1. Who is responsible for your information?

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The data controller responsible for your personal information is:

Dr Jill Williams
ReThink Therapy & Uptrained Brain Coaching
North Wales, UK

Email: Uptrain@rethinktherapyconwy.com
 

If you have any questions about how your personal information is handled, please contact me using the email address above.

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2. What information I may collect

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Depending on how you interact with me and the services you use, I may collect:

• your name, email address, telephone number and other contact details;

• information submitted through my website, enquiry forms or application forms;

• appointment and consultation information;

• information about your occupation and professional circumstances;

• information you choose to provide about stress, burnout, confidence, relationships, psychological wellbeing, physical or mental health, or other difficulties;

• information required to assess whether my Rethink Therapy individual services or Uptrained Brain are appropriate for you;

• professional or clinical notes relating to our work together;

• relevant assessment information;

• payment and transaction information;

• correspondence between us;

• information relating to your participation in Uptrained Brain;

• feedback you choose to provide; and

• technical information associated with your use of my website, including cookies and similar technologies where applicable.

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I aim to collect only information that is reasonably necessary for the relevant purpose.

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3. Health and other sensitive information

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Because of the nature of my work as a Chartered Psychologist, Registered Counsellor and Executive Coach, some information you provide may relate to your psychological or physical health.

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Health information is classed as special category personal data under UK data protection law and receives additional protection.

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I only process special category information where I have an appropriate lawful basis under Article 6 UK GDPR and an applicable condition for processing under Article 9 UK GDPR.I take particular care with the confidentiality and  security of psychological and health-related information.

 

4. Why I use your information

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I may process your personal information to:

• respond to enquiries;

• arrange consultations and appointments;

• assess which of my services may be appropriate for you;

• provide individual psychology, counselling, coaching or related professional services;

• provide and administer the Uptrained Brain programme;

• maintain appropriate professional and clinical records;

• provide online learning materials and resources;

• arrange individual and group sessions;

• communicate with you about services you are receiving;

• process payments;

• meet professional, safeguarding, insurance, legal and regulatory obligations;

• administer and protect my professional practice;

• improve my services using feedback; and

• send marketing communications where I have an appropriate lawful basis to do so.

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5. Lawful bases for processing

 

The lawful basis I use depends upon the reason your information is being processed.

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These may include:

Contract – where processing is necessary to provide a service you have requested or to take steps at your request before entering into a contract.

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Legitimate interests – where processing is reasonably necessary to operate and protect my professional practice and provide an effective service, provided these interests are not overridden by your rights and interests.

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Legal obligation – where processing is necessary for me to comply with a legal obligation.

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Consent – where consent is the appropriate lawful basis, for example for certain optional marketing communications or specific uses of your information.

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Where I process special category information such as health information, I also identify an appropriate condition for processing under Article 9 UK GDPR.

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6. Individual work with ReThink Therapy

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If you undertake individual work with me through ReThink Therapy, this may include psychology, counselling, coaching or a combination of approaches appropriate to the service we have agreed.

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I may collect and retain information necessary to understand your circumstances, provide the agreed service and maintain appropriate professional records.

This may include information relating to:

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• the reasons you have sought support;

• your personal, professional and relevant health circumstances;

• psychological difficulties or concerns;

• goals for our work together;

• assessments where applicable;

• topics discussed during sessions;

• interventions or approaches used;

• progress and outcomes; and

• information relevant to professional, safeguarding or risk considerations.

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I maintain professional notes relating to our work together using Zanda, my practice-management and health-record system. Information disclosed during individual work is treated confidentially, subject to the limits of confidentiality explained when we begin working together and any applicable legal, safeguarding or professional obligations.

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7. Uptrained Brain

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If you apply for Uptrained Brain, I may collect information about your current circumstances, the difficulties you are experiencing, what you would like to change and other information necessary to assess whether the programme is likely to be appropriate for you.

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If you join Uptrained Brain, information may also be processed to:

• create and administer your programme access;

• provide structured digital learning resources;

• arrange your individual sessions with me;

• provide live online Q&A sessions;

• provide access to any optional online community;

• communicate with you throughout the programme;

• personalise aspects of your support and resources where appropriate;

• help you develop your personalised plan for maintaining progress; and

• obtain feedback about your experience.

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The Uptrained Brain learning environment and digital resources are provided through New Zenler.

Information you provide privately to me will not automatically be shared with other Uptrained Brain participants.

If you choose to participate in group Q&A sessions or an online community, other participants may see information that you choose to disclose yourself. You should therefore only share personal information in these environments that you are comfortable sharing with other participants. Participants are expected to respect each other's privacy and confidentiality and not disclose another participant's personal information outside the group.

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8. Online sessions and Zoom

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I use Zoom to provide online individual sessions and Uptrained Brain live Q&A/group sessions where applicable.

During group sessions, other participants may be able to see your displayed name and, if you choose to activate them, your camera image and your contributions to the discussion.

You are responsible for deciding what personal information you wish to disclose within a group environment.

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Recording

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Online sessions and group Q&A sessions are not routinely recorded.

I will not record a Zoom session without informing everyone involved in advance.

If there is a reason why I would like to record a particular session, I will explain this beforehand and recording will only take place where all parties have been given advance notice and have explicitly agreed to the recording.

The purpose and intended use of any recording will also be explained before consent is requested.

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9. Systems and service providers I use

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I use a small number of specialist third-party services to operate ReThink Therapy and deliver Uptrained Brain.

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Wix – used for my website and associated email services. Information may be collected when you use the website, complete forms or communicate with me.

Zanda – used for practice management and the secure storage of professional and health-related notes associated with individual work and, where appropriate, individual work undertaken as part of Uptrained Brain.

New Zenler – used as the learning management system for Uptrained Brain, including delivery of digital learning materials and programme resources.

Zoom – used for online individual consultations and sessions and Uptrained Brain live Q&A/group sessions.

Stripe – used to process payments.

These providers process information in accordance with their own privacy and data-protection arrangements.

I only use third-party providers where reasonably necessary to operate my practice and provide my services.

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10. Payments

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Payments may be processed using Stripe.

Stripe may collect and process information required to complete your payment, including payment-card and billing information.

I receive information required to confirm and administer payments but do not directly store your full payment-card details.

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11. Confidentiality and sharing information

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I do not sell your personal information.

Information you provide during individual professional work with me will normally remain confidential, subject to the confidentiality agreement applicable to the service you receive.

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There may be circumstances where information needs to be disclosed, including where:

• I am legally required to disclose information;

• disclosure is required by a court or other lawful authority;

• there are serious safeguarding or risk concerns; or

• disclosure is otherwise necessary in accordance with applicable legal or professional obligations.

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Information may also be processed by the specialist technology providers I use to operate my practice, as described in this Privacy Policy. Where appropriate, the nature and limits of confidentiality will be discussed separately as part of the terms of our work together.

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12. Feedback, reviews and testimonials

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I may invite clients and Uptrained Brain participants to provide feedback about their experience.

Founding members of Uptrained Brain will be particularly encouraged to provide honest feedback to help me evaluate and improve the programme. There is no requirement for feedback to be positive.

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I will not publish your name, photograph, identifiable testimonial or other identifying information for promotional purposes without appropriate permission. Where feedback is used anonymously, I will take reasonable steps to remove information that could identify you.

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13. How long I keep your information

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I generally retain client and professional records for seven years following the end of our work together.

This applies to records relating to individual ReThink Therapy work and relevant professional records associated with individual work undertaken through Uptrained Brain.

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Records may be retained for longer where this is reasonably necessary to meet legal, professional, insurance, safeguarding or regulatory obligations.

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Other categories of personal information may be retained for different periods according to the reason for which they were collected. For example, information from someone who makes an initial enquiry but does not subsequently use my services does not necessarily need to be retained for seven years and will be deleted when it is no longer reasonably required.

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

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14. International processing

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Some technology providers I use may process or store information outside the United Kingdom.

Where personal information is transferred internationally, appropriate transfer mechanisms and safeguards will be used where required by UK data-protection legislation.

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15. Keeping your information secure

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I take reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure.

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I take particular care when processing psychological and health information because of its sensitive nature.

However, no internet-based communication or electronic storage system can be guaranteed to be completely secure.

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16. Marketing communications

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I will only send marketing communications where I have an appropriate lawful basis to do so.

Becoming a client, making an enquiry or applying for or participating in Uptrained Brain will not automatically be treated as consent to receive unrelated marketing communications.

Where consent is required, this will be requested separately.

Marketing emails will provide an appropriate way to unsubscribe.

Unsubscribing from marketing will not prevent me from sending communications necessary to provide a service you have requested.

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17. Cookies and website analytics

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The ReThink Therapy/Uptrained Brain website is hosted through Wix and may use cookies and similar technologies. Some cookies are necessary for the website to operate. Other cookies, including certain analytics or marketing technologies, may require your consent.

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Where required, you can manage your preferences using the cookie controls presented on the website.

Further information about cookies used on this website may be provided through the website's cookie notice or cookie settings.

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18. Your data-protection rights

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Depending upon the circumstances and the lawful basis for processing, you may have rights including the right to:

• request access to personal information I hold about you;

• ask me to correct inaccurate or incomplete information;

• request deletion of your information in certain circumstances;

• request restriction of processing in certain circumstances;

• object to certain uses of your information;

• request transfer of certain information in a portable format; and

• withdraw consent where processing is based on consent.

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These rights are not absolute, and whether a particular right applies depends upon the circumstances and the lawful basis for processing. If you would like to exercise a data-protection right, please contact me using the email address at the beginning of this policy.

 

19. Complaints

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If you have concerns about how I have handled your personal information, please contact me first so that I have an opportunity to address them. You also have the right to raise a concern with the Information Commissioner's Office (ICO), the UK's independent data-protection regulator.

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20. Links to other websites

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My website may contain links to websites operated by third parties.

I am not responsible for the privacy practices of other websites, and I recommend reviewing their privacy information separately.

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21. Changes to this Privacy Policy

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I may update this Privacy Policy from time to time to reflect changes to my services, technology, professional requirements or applicable law.

The date at the top of this page will show when the policy was last updated.

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