Last updated: 23 May 2026
This privacy policy explains how Glen & Oak handles personal information collected through this website and during the enquiry process. It is written for website enquiries and client matching, not as a full clinical-records policy. Clinical notes and therapy records are handled in line with professional, legal, and safeguarding responsibilities.
This privacy policy explains how Glen & Oak collects, uses, stores, and protects the personal information you share with us through this website. We take your privacy seriously, particularly because the reasons you contact us may be personal, sensitive, or connected to your health and wellbeing.
Glen & Oak (“we”, “us”, “our”) provides online therapy and counselling services for clients across Northern Ireland. For the purposes of UK data protection law, the data controller is Ryan Fox trading as Glen & Oak, contactable at hello@glenandoak.com.
When you complete our enquiry form, contact us by email, or arrange an initial conversation, we may collect:
You decide how much to tell us at enquiry stage. Some information you provide may relate to your physical or mental health. This is treated as special category personal data and is given extra protection under data protection law.
We use the information you give us only where needed to:
We do not sell your information. We do not use enquiry information for marketing unless you have clearly chosen to receive marketing from us separately.
We process your contact details on the basis of our legitimate interest in responding to an enquiry you have actively chosen to send us. Where your message includes information about your health or wellbeing, we process that special category data because it is necessary for the provision of health or social care, including counselling and therapy services, and so that we can respond appropriately to your request for support.
Your enquiry is seen only by the people at Glen & Oak who need access to respond to you, manage your enquiry, or match you with a suitable therapist. This may include Glen & Oak administrative staff and associate therapists involved in providing or arranging your care.
Associate therapists are expected to handle personal information confidentially and in line with professional, ethical, and data protection responsibilities.
We use trusted third-party services to operate our website and handle enquiries, including Netlify for website hosting, Typeform for enquiry forms, Zoho for email services, and Google Analytics for website analytics. These providers process data on our behalf or provide services that help us operate the website securely and effectively.
Glen & Oak is operated remotely, and some personal information may be accessed securely from Spain or elsewhere within the European Economic Area. Some of our service providers may also process data outside the UK. Where this happens, we take steps to ensure appropriate safeguards are in place to protect your personal information.
In rare circumstances, we may need to share information without your consent. This may happen if we believe there is a serious risk to your safety or someone else’s, where safeguarding concerns arise, where a court or regulator requires it, or where the law requires disclosure. Where this happens, we share only what is necessary.
If you do not go on to become a client, we keep your enquiry only as long as needed to respond to it and manage any follow-up, then delete it within 3 months.
If you do become a client, your information becomes part of your care record and is kept in line with professional, insurance, safeguarding, and legal requirements for therapy records for a minimum of 7 years after therapy ends.
We use appropriate technical and organisational measures to protect your information from loss, misuse, unauthorised access, alteration, or disclosure. Access is limited to people who need it to respond to your enquiry, arrange care, or provide therapy services.
Under UK data protection law, you have the right to:
Some rights may be limited where we need to keep information for legal, professional, safeguarding, or clinical-record purposes.
To exercise your rights, contact us at hello@glenandoak.com. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk, though we would appreciate the chance to put things right first.
This website uses essential technologies needed for the site to function. We also use Google Analytics to understand how visitors use the website and improve the experience.
Google Analytics may collect information such as pages visited, time spent on the site, device type, browser type, approximate location, and how visitors arrived at the website. We do not use Google Analytics to identify individual therapy enquiries.
Where required, non-essential analytics cookies will only be used with your consent.
If we introduce an online booking system in future, we will update this policy to explain what provider is used, what information is collected, and how booking information is handled.
We may update this policy from time to time. The date at the top shows when it was last revised.
If you have any questions about this policy or how we handle your information, please contact us at hello@glenandoak.com.