Privacy notice
Last updated: 2 October 2026
This notice explains what personal information Second Lens Psychology collects about supervisees, enquirers and commissioning organisations, why we collect it, and how long we keep it.
Who we are
Dr Rachel Ashwick, trading as Second Lens Psychology, is the data controller for the information described here. You can contact us at info@secondlenspsychology.com.
What we collect and why
| Information | Examples | Why we need it |
|---|---|---|
| Contact details | Name, email, phone number | To book sessions, contact you, and reach you if a video call drops |
| Professional details | Profession, registration body and number, workplace, training course | To agree supervision and complete accreditation logs |
| Booking and payment records | Session dates, amounts paid, invoices | To take payment and keep tax records. Stripe handles card details; we never see full card numbers |
| Supervision agreement and notes | Themes discussed, agreed actions, concerns raised | To provide safe, accountable supervision |
| Enquiries | What you tell us before booking | To answer your enquiry |
| Wellbeing information you choose to share | Health or personal circumstances affecting your work | Recorded only if relevant and with your agreement |
Supervisees should not share information that identifies their clients. If an identifying detail is shared by mistake, it is not written into notes.
Our lawful bases
- Contract: to provide supervision, manage bookings and take payment, including steps you ask for before agreeing to supervision.
- Legal obligation: to keep tax and accounting records, and to respond to lawful requests.
- Legitimate interests: to keep supervision records that meet professional standards and allow us to respond to complaints or claims, and to answer general enquiries.
- Explicit consent: for any health information about you. You can withdraw consent at any time.
- Protecting people from harm: to share information where needed to protect someone from serious harm, under the safeguarding provisions of data protection law.
Who we share it with
These service providers process information on our behalf, under contract:
| Provider | What for |
|---|---|
| Microsoft 365 | Email, Microsoft Teams video sessions, and secure storage of supervision notes. This information is stored in the UK |
| Cal.com | Online booking, reminders and rescheduling |
| Stripe | Card payments, receipts and refunds |
| Cloudflare | Website hosting and security |
| Accountancy and bookkeeping providers | Preparing tax returns |
We share information with others only when needed: our insurer and legal advisers if there is a complaint or claim, HMRC, and employers, training courses or regulators in the circumstances set out in the supervision agreement. We never sell your information or use it for marketing without your consent.
Transfers outside the UK
Some providers store or process information outside the UK. Cal.com, for example, stores booking information in the United States. Where this happens, transfers are protected by UK adequacy regulations or approved contract terms, such as standard contractual clauses with UK safeguards.
How long we keep it
| Information | How long |
|---|---|
| Enquiries that do not lead to supervision | 12 months after last contact |
| Supervision agreements and notes | 7 years after supervision ends |
| Financial records | At least 5 years after the 31 January tax return deadline for that year, as HMRC requires |
| Booking records in Cal.com | 24 months |
After these periods, information is securely deleted.
How we keep it secure
Notes and records are stored in encrypted Microsoft 365 storage, on password-protected devices. Every account that holds personal information uses two-step sign-in. Paper notes are not kept.
Your rights
You can ask to see the information we hold about you, correct it, or have it deleted where we no longer need it. You can also ask us to limit or stop using it, move it to another provider, or withdraw consent. Requests are free, and we respond within one month.
If you have a concern about your information
Email info@secondlenspsychology.com with “Data protection complaint” in the subject line. We acknowledge complaints within 30 days and tell you the outcome without undue delay. If you are unhappy with our response, you can contact the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
Our website
This website does not use cookies for analytics or advertising. Cloudflare, which hosts it, may use strictly necessary cookies and short-lived technical logs, such as IP addresses, to run and protect the site.
The site loads its fonts from Google Fonts, its booking tool from Cal.com, and one accreditation logo from Mailchimp’s image servers, so your browser shares its IP address with them when the page loads. When you choose a Book button, Cal.com’s booking calendar opens in a window on this site, or on Cal.com’s own pages. Cal.com provides that calendar and may use cookies needed to make and pay for your booking.
Changes to this notice
We review this notice every year and whenever our providers or services change. The date at the top shows when it was last updated.