The University Counselling Service

Privacy Notice

This privacy notice applies to current and former clients and is in addition to the central University of Nottingham privacy notices. It explains how we'll process your personal data. This notice does not form part of any counselling service contract.

What information do we hold?

We hold a range of personal data about you, some of which you provide to us directly and some of which we may receive from third parties. .

Here are some examples of types of personal data we hold:

  • Your contact details
  • Your student details
  • Your GP details

We may also collect, store and use the following "special categories" of more sensitive personal information:

  • Information about your race, ethnicity, disability and age.

How do we use it and why?

We process your personal data to help us to effectively administer the therapeutic / emotional learning relationship between you and the University.

We only process data for specified purposes and if it is justified in accordance with data protection law. The purpose of this processing is: We process your personal data to help us to effectively administer the therapeutic / emotional learning relationship between you and the University.

Purpose of data use and justifications
PurposeLegal basis and justification
Communicating with clients (including to survey about your experiences) Contractual necessity
Making reasonable adjustments for disabilities and providing relevant support to clients Consent and/or processing is necessary so we can make contact with you to provide appropriate support
To monitor equality, diversity and inclusion Substantial public interest for purposed of equality monitoring.
Communicating with data subject’s general practitioner. Processing maybe necessary to protect the vital interests of a data subject or another person.


The legal basis for this processing is: Consent

We also processes the following special category data about you: Racial or ethnic origin".  The additional processing condition for this processing is "Processing is carried out in the course of its legitimate activities with appropriate safeguards by a foundation, association or any other not-for-profit body",

This processing is justified because we use special category data to undertake monitoring to ensure that there is equity in access and to work on improving access to under-represented categories.

Where the basis of processing your personal data is a contractual necessity and you don't provide us with the personal data needed, the University may not be able to provide you with a service. 

What information do we get from third parties?

Sometimes we receive your data from third parties. The following lists what information we may receive from them:

Who do we share it with?

Who we share data with (internally)
RecipientsData which we may share
Our clinical and administrative staff Contact details and subject to your consent health information for the implementation of reasonable adjustments and /or for the provision of other support.

We do not share or disclose information without your written consent.  The only exceptions to this is if you inform us of a situation of serious risk to yourself or to others and for the purpose of clinical supervision. 

Clinical supervision is the process which enable counsellors to reflect on their work in a professional and confidential setting and is done without identifying the individual concerned.

Who we share data with (externally)
 Recipients Data which we may share
Police (only upon request and where there is a legal basis for doing so) Information supplied as necessary in order to fulfil the University's legal obligations with respect to fire prevention and detection of crime.
Teledoctor Limited t/a ProblemShared.  We share the data for the purposes of: The provision of counselling to students and only with the consent of the student

When do we transfer data overseas (outside of the European Union)?

We do not share data overseas.

How long do we keep your data?

The University will only keep your personal data for as long as necessary to fulfil the purposes for which we collected it.


To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

The University Counselling Service will keep your personal data for five academic years after your final meeting with a counsellor.

Your rights as a data subject

You have a number of rights under UK GDPR. Further information about these rights and how to invoke them can be found on our website here:


Where can I get more information?

If you have any questions about this policy, please contact the University Counselling Service.

This privacy notice is reviewed regularly and we will alert you to any changes we might make.

The University of Nottingham processes your personal data to help us to effectively administer the therapeutic / emotional learning relationship between you and the University.

Please visit for the University of Nottingham Privacy Notices, which explain how we process your personal data and the rights you have with respect to your personal information. 

This privacy notice was last updated on 14 April 2022.


University Counselling Service

The Orchards
University Park
Nottingham, NG7 2RD

telephone: +44 (0)115 951 3695

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