Privacy Policy

Who we are 

Music Therapy with Lauren is a Music Therapy service run by Lauren Smith, an HCPC-registered Music Therapist (AS019059)

If you have any questions about this policy, please contact: 

Email: hello@musictherapywithlauren.co.uk 

 

What information we collect 

We may collect the following personal information: 

  • Name and contact details (email, phone, address) 

  • Date of birth 

  • Gender and pronoun preferences 

  • Emergency contact and next of kin details 

  • Health information (medical history, conditions, allergies) 

  • Information about care needs and support requirements 

  • Payment information (where applicable) 

  • Records of sessions, meetings, and decisions 

  • Information relevant to enquiries, complaints, or claims 

We only collect information that is necessary to provide safe and effective services. 

 

How we collect your data 

We collect personal data through: 

  • Referral, consent, and contract forms 

  • Contact forms on our website 

  • Direct communication (email, phone, in person) 

  • Third parties such as carers, health professionals, or organisations working with you 

Website enquiries 

When you submit an enquiry through our website contact form, you consent to us collecting and using the information you provide in order to respond to your enquiry. 

 

How we use your data 

We use your information to: 

  • Provide our services, including music therapy, wellbeing sessions, and workshops 

  • Respond to enquiries 

  • Ensure safeguarding and client safety 

  • Manage payments and administration 

  • Improve our services 

  • Handle complaints or legal matters where required 

 

Special category data 

Due to the nature of our work, we process sensitive personal data (such as health information). This is handled with strict confidentiality and additional safeguards. 

 

Clinical audio and video recordings 

We may record sessions only with your explicit written consent. 

These recordings are used for: 

  • Clinical supervision 

  • Therapeutic reflection 

  • Training or research (only if separately agreed) 

Recordings are: 

  • Stored securely and encrypted 

  • Anonymised where possible 

  • Deleted when no longer required 

You can withdraw consent at any time. 

 

Lawful basis for processing 

Under UK GDPR, we rely on the following legal bases: 

  • Consent – for contact forms, recordings, and optional communications 

  • Contract – to provide agreed services 

  • Legal obligation – for safeguarding and regulatory requirements 

  • Legitimate interests – to deliver safe, effective therapy and improve services 

 

Cookies and analytics 

Our website uses cookies to ensure it functions properly and to improve user experience. 

We may use analytics tools (such as Squarespace Analytics or Google Analytics) to collect anonymised data including: 

  • Pages visited 

  • Time spent on the site 

  • Browser type 

This helps us understand how visitors use the site and improve our services. 

Non-essential cookies will only be used where you have given your consent. You can manage your cookie preferences at any time through your browser settings or through the cookie banner on our website. 

 

How long we keep your data 

We only keep your data as long as necessary. 

Typical retention periods: 

  • Financial records: 6 years (legal requirement) 

  • Adult clinical records: up to 20 years 

  • Children’s records: until age 25/26 or longer where required 

  • Non-client enquiries: up to 2 years 

We may retain data longer if required for legal or safeguarding reasons. 

 

Who we share data with 

We do not sell your data. 

We may share information where necessary with: 

  • Care providers or health professionals 

  • Safeguarding authorities 

  • Partner organisations or venues (where relevant) 

We only share what is necessary and appropriate. 

 

Duty of confidentiality 

We follow strict confidentiality rules. Information may only be shared where: 

  • You have given consent 

  • There is a legal obligation 

  • There is a safeguarding or public safety concern 

 

Your rights 

You have the right to: 

  • Access your data 

  • Correct inaccurate data 

  • Request deletion (where applicable) 

  • Restrict or object to processing 

  • Withdraw consent at any time 

To exercise your rights, contact us at the email above. 

 

How to complain 

If you have concerns, please contact us first. 

You can also contact the Information Commissioner’s Office (ICO): 

Website: https://www.ico.org.uk/make-a-complaint Helpline: 0303 123 1113