Privacy Policy

Last Updated: June 2026

Data Controller: Viviana Doctorovich

ICO Registration Number: ZB604423

Contact Email: therapy@viviana.com

Introduction

This privacy notice informs you how I collect, use, store, and protect your personal data when you interact with my private practice, access my website, or engage my psychotherapeutic services. As a registered data controller with the Information Commissioner's Office (ICO), I am dedicated to safeguarding your privacy and handling your information in strict compliance with the UK GDPR and the Data Protection Act 2018.

The Types of Information I Collect

I may collect and process the following categories of personal data:

  • Contact Information: Your name, email address, telephone number, and home address.

  • Emergency Contact Details: The name and contact information of a trusted individual or your GP (collected at the start of our therapeutic agreement).

  • Special Category Data: Sensitive personal information relevant to our clinical work, including medical history, psychological notes, family history, and lifestyle details.

How I Collect Your Data

Most of the personal information I process is provided directly by you. This occurs when you fill out the contact form on this website, during our initial free 20-minute consultation, or throughout our ongoing therapy sessions.

When you use the contact form on my website, the information you input is routed directly to my secure, password-protected Google Workspace email server.

Why I Process Your Information

Under the UK GDPR, the lawful bases I rely on for processing this information are:

  1. Contractual Obligation: To fulfil the therapeutic agreement and deliver safe, professional psychotherapeutic care to you.

  2. Legitimate Interests: To maintain clinical records for insurance, tax, and professional practice compliance.

  3. Consent: For processing special category (sensitive) data, which is explicitly consented to when we sign our initial therapeutic agreement.

How I Store Your Data

I am committed to keeping your personal data entirely secure. My practice operates on a paperless basis, and I do not keep handwritten session notes or physical files.

All your information, including clinical notes, contact logs, and emails, is stored digitally within Google Workspace, utilising password protection, two-factor authentication, and enterprise-grade encryption.

Data Retention

I will hold your personal information and clinical records for a period of 7 years after our therapeutic relationship ends. This timeframe aligns with standard UK professional regulations and insurance requirements. Once this 7-year period expires, all digital files associated with your data will be permanently and securely deleted.

Data Sharing & Confidentiality

Your data and everything shared in our sessions remains strictly confidential. It will never be shared with third parties for marketing purposes. I will only share your information outside of our agreement under the following exceptional circumstances:

  • If I am legally compelled to do so by a court of law.

  • If I believe there is an imminent risk of serious harm to yourself or another person, (where possible, I will always attempt to discuss this with you first).

  • As part of my ethical commitment to professional clinical supervision (where your identity is completely anonymised).

Your Data Protection Rights

Under UK data protection law, you have specific rights regarding your personal information, including:

  • The right of access: You have the right to ask me for copies of your personal information.

  • The right to rectification: You have the right to ask me to rectify information you think is inaccurate or incomplete.

  • The right to erasure: You have the right to ask me to erase your personal information under certain circumstances.

  • The right to restrict processing: You have the right to ask me to restrict the processing of your data in certain scenarios.

You are not required to pay any charge for exercising your rights. If you make a request, I have one month to respond to you. Please contact me at therapy@viviana.com if you wish to make a request.

Use of Cookies

My website uses cookies to improve your browsing experience and analyse site traffic. Cookies are small text files placed on your device.

  • Necessary Cookies: These are required for the technical operation of this website, ensuring features like secure navigation work correctly.

  • Analytics Cookies: I use standard Squarespace Analytics to help me understand how visitors interact with my site (e.g., tracking page views and local traffic patterns). This data is completely anonymised and helps me improve the website layout for future users.

You can choose to accept or decline non-essential cookies via the banner that appears when you first visit this site, or by adjusting your browser settings.

How to Complain

If you have any concerns about my use of your personal information, you can make a complaint directly to me at therapy@viviana.com.

You can also complain to the ICO if you are unhappy with how I have used your data. The ICO’s address is: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Help line number: 0303 123 1113. Website: www.ico.org.uk.