Privacy Notice

Last updated: August 2026

This Privacy Notice explains how I collect, use, store and protect your personal information when you use my services, including EMDR therapy, other therapeutic services and yoga classes.

I take your privacy seriously and only collect and use information that I reasonably need to provide my services and meet my legal and professional responsibilities.

1. Who is responsible for your information?

Data Controller: Angela Whitlock-Johnson

Email: oldshore-studio@mail.com

Website: www.oldshorestudio.co.uk

I am responsible for deciding how your personal information is collected and used.

2. Information I collect

Yoga

For yoga classes, I may collect:

  • Your name

  • Email address

  • Telephone number

  • Emergency contact details

  • Any information you choose to provide about something that may affect your ability to participate safely

I do not routinely require a detailed health history for yoga classes.

EMDR and therapy

For therapy, I may collect:

  • Your name and contact details

  • Information provided during an initial assessment

  • Relevant health and wellbeing information

  • Information about your circumstances and history where relevant to your therapy

  • Therapy session notes and records

  • Appointment and payment information

  • Correspondence relating to your therapy

Health information is special category personal data and is therefore subject to additional protection under UK data protection law.

3. Recording and transcription of therapy sessions

With your knowledge and consent, online therapy sessions may be recorded for the purpose of creating an accurate written record of the session.

Online sessions are conducted using Video Recording software.

Where appropriate, audio from therapy sessions may be processed using Otter.ai to create a transcript. The transcript may then be processed using an AI assistant with preparing my professional therapy notes. The resulting professional notes are retained in accordance with my professional and legal record-keeping requirements.

Audio recordings and working transcripts are deleted once they are no longer required for the purpose for which they were created, normally after the written therapy record has been prepared.

I will not use therapy recordings or transcripts for training, research, marketing or any unrelated purpose.

4. How I use your information

I use your information to:

  • Provide and manage therapy and yoga services

  • Arrange appointments

  • Communicate with you about your sessions

  • Provide appropriate and safe therapy or yoga instruction

  • Prepare and maintain appropriate professional records

  • Process payments

  • Meet legal, professional and insurance requirements

  • Respond appropriately in an emergency where necessary

5. Confidentiality

Information you share during therapy is treated as confidential.

I will not disclose information to another person or organisation without your permission.

There may, however, be circumstances where information needs to be disclosed without your permission, for example where I have a legal obligation to do so or where disclosure is necessary to protect you or another person from serious harm.

Where appropriate and possible, I will discuss any proposed disclosure with you first.

6. Third-party services

I use trusted technology providers to help me provide my services. These may include:

  • Whereby – for online video sessions

  • Otter.ai – for audio transcription where used

  • ChatGPT – to assist with processing transcripts and preparing professional notes

  • Payment, email, booking or other administrative services where required

These services may process personal information on my behalf or as independent data controllers, depending on the service and the way it is used.

I take reasonable steps to ensure that the services I use provide appropriate security and data protection measures.

7. ChatGPT and your information

Where therapy information is processed using ChatGPT, I use it only for the purpose of assisting with the preparation of professional records.

I do not use therapy information for marketing, advertising or unrelated purposes.

Where possible, information is minimised before being processed.

I will also delete the working transcript and other temporary information from my systems once it is no longer required, in accordance with my record-keeping arrangements.

8. How your information is stored

I take reasonable steps to protect your personal information from loss, misuse, unauthorised access, alteration or disclosure.

Electronic information is protected using appropriate security measures, and paper records are stored securely.

Because therapy information is particularly sensitive, I take additional care to limit access to it and retain only information that is necessary.

9. How long I keep your information

I retain therapy records for the period required by my professional, legal and insurance responsibilities.

Temporary recordings and transcripts are not retained as part of the permanent therapy record once they are no longer required to prepare the professional record.

Yoga registration information is retained only for as long as reasonably necessary for the administration of the classes and any relevant legal or insurance requirements.

10. Sharing your information

I will not sell your personal information.

I will not normally share your information with other people or organisations unless there is a lawful and appropriate reason to do so.

Information may be shared where:

  • You have given permission

  • I am legally required to do so

  • It is necessary to protect someone's safety in an emergency

  • It is necessary to meet professional, legal or safeguarding responsibilities

  • A trusted service provider needs to process information on my behalf to provide the service

11. Your rights

Under UK data protection law, you have rights concerning the personal information I hold about you.

Depending on the circumstances, these may include the right to:

  • Ask what personal information I hold about you

  • Request correction of inaccurate information

  • Request deletion in certain circumstances

  • Ask me to restrict how your information is used in certain circumstances

  • Object to certain uses of your information

  • Request a copy of your personal information

Some rights are subject to legal and professional requirements, so I may not always be able to comply with a request to delete information where I am required to retain it.

12. Questions or concerns

If you have any questions about how your information is collected or used, please contact:

Oldshore Studio
Email: oldshore.studio@mail.com
Website: oldshorestudio.com

If you are unhappy with how your personal information has been handled, you can also contact the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

13. Changes to this Privacy Notice

I may update this Privacy Notice from time to time to reflect changes to my services, technology or legal requirements.

The latest version will be made available on my website.