Your Information & Me

Privacy Policy

Laura How Privacy Policy

Laura How Counselling & Coaching (“LauraHow.com”, “we”, “us”) is committed to protecting your privacy and handling your personal data responsibly. We comply with the UK General Data Protection Regulation (UK GDPR), the EU GDPR where applicable, and other relevant privacy and data protection laws depending on your location.

We collect and use personal information to provide counselling and coaching services, manage our platform, and operate our business. This policy explains what information we collect, how we use it, how we keep it secure, and what rights you have.

1. Data Controller

LauraHow.com is the data controller for personal information collected through our website, contact forms, scheduling systems, Stripe payment systems, and administrative communications.

Independent practitioners (therapists, coaches, or allied professionals) working under the LauraHow.com banner are independent data controllers for any personal data they collect during sessions, via email, or in their own records. They are responsible for their own privacy and record-keeping obligations in line with relevant laws and professional standards.

2. Information We Collect

We collect personal information in the following ways:

  • Website contact forms and booking forms (name, contact details, service requested, availability)
  • Intake forms and questionnaires (personal history, goals for counselling or coaching, relationship information, health details where relevant)
  • Session notes recorded by practitioners
  • Emails, phone calls, and text messages
  • Payment and invoicing information via Stripe or bank transfer

2.1 Session Recordings

With your explicit written consent, we may record sessions (audio only) to support the quality of your therapy. These recordings are used exclusively to:

  • Review the session in detail after it has taken place
  • Identify patterns and insights that may have been missed in the moment
  • Create comprehensive and accurate session notes
  • Ensure nothing important is overlooked

How Recordings Are Processed

When a session is recorded, the following steps take place:

  • The session is captured as audio only on a handheld recorder. No video is taken at any point.
  • The audio is transcribed locally on encrypted equipment using DaVinci Resolve. At no point during this stage is the recording uploaded to the internet or any cloud service.
  • The transcript is then processed using Claude, an AI tool provided by Anthropic, to assist in preparing session notes. Anthropic operates under a data processing agreement and does not use input data to train its AI models. Data is encrypted in transit and at rest.
  • The completed session notes are stored securely on encrypted local storage and backed up to Google Workspace under a data processing agreement. The original audio recording is permanently deleted the same day, once transcription is complete.

Recording Storage & Deletion

  • Audio recordings are stored only on the handheld recorder and the local encrypted PC during transcription, and are never uploaded to consumer cloud storage.
  • Audio recordings are permanently deleted the same day, once transcription is complete.
  • Transcripts and session notes contain client information necessary for clinical record-keeping, and are stored in encrypted, password-protected systems.
  • Access to recordings, transcripts, and notes is limited to the practitioner.
  • Recordings and transcripts are never shared with third parties or used for any purpose other than producing your session notes.

You will be asked to provide explicit written consent before any session is recorded. You have the right to decline recording, in which case we will use detailed note-taking instead. Your session quality will not be affected by this choice.

You can withdraw consent and request immediate deletion at any time by contacting laura@laurahow.com.

For UK and EU clients, our legal bases under GDPR include:

  • Contract: to provide services under the Client Agreement
  • Legitimate interest: to manage our business and communicate with clients
  • Legal obligation: to comply with safeguarding, tax, and legal reporting duties
  • Vital interests: to prevent serious harm
  • Consent: for session recordings

For clients outside the UK/EU: We process personal data on the basis of your consent to receive our services and in accordance with this privacy policy. While we cannot guarantee compliance with every country’s specific data protection laws, we apply the same high standards of data security and privacy to all clients regardless of location. If you have concerns about how your local laws may apply, please contact us before booking.

4. How We Use Your Information

We use personal data to:

  • Provide counselling or coaching services
  • Communicate with you regarding bookings, services, and support
  • Manage payments and invoicing
  • Meet legal and safeguarding obligations
  • Analyse website and service effectiveness (in anonymised form)
  • Create session notes where recording consent has been provided

5. How We Store Your Information

Personal data is stored securely in password-protected digital systems. We do not store paper records. We use reputable third-party services (such as Google Workspace, Zoom, Stripe, SimplyMeet, and Anthropic) to deliver services. These providers may store data outside the UK or EU (e.g., in the United States). Where this occurs, we rely on standard contractual clauses or equivalent safeguards to protect your data.

Practitioners may keep brief factual session notes and relevant correspondence in secure, password-protected digital formats. Each practitioner is responsible for the security of their own records.

6. Data Sharing

We may share personal information with:

  • Practitioners you choose to work with, to deliver your sessions
  • Statutory bodies where legally required (e.g., safeguarding, court orders)
  • Emergency contacts in the event of serious risk
  • Professional advisers (e.g., legal, insurance) if required
  • Practitioners may share anonymised information in supervision to ensure ethical, safe, and effective practice. Client anonymity is maintained.

Where session recordings are used, transcripts are processed using Claude, an AI tool provided by Anthropic, to assist in preparing session notes. Anthropic acts as a data processor under a data processing agreement and does not use input data to train its AI models. Audio recordings are never shared with any third party.

Our website may contain links to other websites of interest. We are not responsible for the privacy practices or content of those sites. Please review their privacy policies.

8. International Transfers

Your data may be transferred outside the UK/EU (for example, when using Zoom, Stripe, or Anthropic). We use reputable service providers and safeguard such transfers through appropriate legal mechanisms (such as standard contractual clauses).

9. How Long We Keep Information

We retain personal data for as long as necessary to deliver services, comply with legal obligations, or resolve disputes. Practitioners may retain session notes according to their professional or legal requirements.

Session audio recordings are permanently deleted the same day, once transcription is complete.

10. Your Rights

UK and EU clients have rights under GDPR, including:

  • Access to your personal data
  • Correction of inaccurate information
  • Erasure of data in some circumstances
  • Restriction or objection to processing
  • Data portability (in some cases)
  • Right to withdraw consent (for session recordings)
  • Right to lodge a complaint with the Information Commissioner’s Office (ICO)
  • International clients may have equivalent rights under their local laws.

For session recordings, you may withdraw consent and request immediate deletion at any time by contacting laura@laurahow.com.

Raising a concern with the Information Commissioner’s Office

If you have a concern about how your personal data has been handled, we would prefer to hear about it directly so we can put things right. Please contact us at laura@laurahow.com in the first instance. If you are not satisfied with our response, or you would prefer not to raise the concern with us directly, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline: 0303 123 1113 Website: ico.org.uk

11. Marketing

We will not use your personal information for marketing purposes without your explicit consent. You can withdraw consent at any time.

12. Changes to This Policy

If we make changes that affect how your data is processed, we will notify you in advance where possible.

13. Contact

If you have questions or concerns about this policy or your data, please contact: laura@laurahow.com