Privacy Notice

At Space & Time Solutions, we are committed to protecting your privacy and handling your personal information with care, respect and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Notice explains what information we collect, why we collect it, how we use it and your rights in relation to your personal data.

Who We Are

Space & Time Solutions provides counselling, mediation, coaching, training and consultancy services to individuals, families, organisations and professionals.

If you have any questions about this Privacy Notice or how we use your information, please contact us using the details provided on our website.

Information We Collect

Depending on the service you are accessing, we may collect the following information:

• Name

• Postal address

• Email address

• Telephone number

• Date of birth (where relevant)

• Emergency contact details (where appropriate)

• Information you provide when making an enquiry

• Information relevant to the service you are receiving

• Session notes and records

• Invoices and payment records

• Any correspondence between you and Space & Time Solutions

We only collect information that is necessary for us to provide our services safely, professionally and effectively.

How We Use Your Information

We use your personal information to:

• Respond to your enquiry.

• Arrange appointments and communicate with you.

• Provide counselling, mediation, coaching, training or consultancy services.

• Maintain appropriate clinical or professional records.

• Process payments and issue invoices.

• Meet our legal, professional and safeguarding responsibilities.

• Improve the quality of our services.

We will only use your information for the purposes for which it was collected.

Lawful Basis for Processing

Under UK GDPR, we process your personal information under one or more of the following lawful bases:

• Performance of a contract.

• Legitimate interests.

• Legal obligation.

• Consent, where required.

• Where applicable, the provision of health or therapeutic services under relevant data protection legislation.

Confidentiality

Your privacy is important to us.

Information shared during counselling, mediation or coaching is treated as confidential. However, there are limited circumstances where confidentiality may need to be broken, including:

• Where there is a serious risk of harm to you or another person.

• Where there are safeguarding concerns involving a child or vulnerable adult.

• Where disclosure is required by law or court order.

• Where professional regulatory or insurance requirements apply.

Where possible, we will discuss this with you before sharing information.

Session Records

We keep brief professional notes to support the safe and effective delivery of our services.

These notes may be kept electronically, in paper form, or both.

All records are stored securely and access is restricted to authorised personnel only.

How We Store Your Information

We take appropriate technical and organisational measures to protect your information.

This includes:

• Password-protected electronic systems.

• Secure storage of paper records.

• Restricted access to client information.

• Secure disposal of records when they are no longer required.

Online Meetings

Where sessions are delivered online, we use secure video conferencing platforms.

We do not record online sessions unless this has been discussed with you in advance and your explicit consent has been obtained.

Sharing Your Information

We will not sell your personal information.

We will only share your information where:

• You have given your consent.

• It is necessary to provide the service you have requested.

• We are legally required to do so.

• There is a safeguarding concern or serious risk of harm.

• Professional advisers (such as clinical supervisors) require anonymised information for professional support and quality assurance. Identifying details will only be shared where necessary and appropriate.

How Long We Keep Your Information

We retain personal information only for as long as necessary to meet our legal, professional and regulatory obligations.

The length of time records are retained will depend on the type of service provided and applicable professional guidance.

Once records are no longer required, they are securely destroyed.

Your Rights

Under UK GDPR you have the right to:

• Request access to your personal information.

• Request correction of inaccurate information.

• Request deletion of your information where appropriate.

• Request restriction of processing.

• Object to certain processing activities.

• Request transfer of your information where applicable.

• Withdraw consent where processing is based on consent.

Some of these rights may be limited where we have legal or professional obligations to retain information.

Cookies

Our website may use cookies to improve your browsing experience and understand how visitors use the site.

You can control or disable cookies through your browser settings.

Third-Party Websites

Our website may contain links to external websites. We are not responsible for the privacy practices of those websites and encourage you to read their own privacy notices.

Contact Us

If you have any questions about this Privacy Notice or how we collect, use or protect your personal information, please contact us at:

Email: hello@spaceandtimesolutions.com or hello@spaceandtimesolutions.co.uk

We will do our best to resolve any questions or concerns you may have.

If you believe that we have not handled your personal information in accordance with data protection law, you also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK’s independent authority for data protection.

Website Enquiry Form

The information you provide through our website will only be used to respond to your enquiry and, where appropriate, provide the services you have requested. Your information will be handled securely and in accordance with this Privacy Notice. We will not share your personal information with third parties unless we have your consent, are required to do so by law, or it is necessary to protect someone from serious harm.

Last updated: August 2026