Ibn Sina SanctuaryLegal
Privacy Policy
Last updated: 27 August 2026
1. Who we are
Ibn Sina Sanctuary is a Muslim mental health therapy platform. We provide counselling, coaching, and related wellbeing services. Our registered email address is info@ibnsinasanctuary.com. We are the data controller for all personal data processed through this website and our services.
This policy explains what personal data we collect, why we collect it, how we use it, and what rights you have in relation to it. It applies to all clients, prospective clients, and visitors to our website.
2. What data we collect
We collect and process the following categories of personal data:
- Identity and contact information: Your name, email address, and phone number.
- Booking and payment data: Appointment history and payment details collected via our booking and payment providers.
- Clinical and session data: Session notes, correspondence, and any special category data (including health information and data concerning mental health) that you share with us in the course of receiving services. This data is treated with the highest level of confidentiality.
- Communications: Any messages, emails, or correspondence you send to us.
3. How we use your data
We use your personal data only for the purposes set out in this policy. We will never sell your data, share it with third parties for marketing, or use it in ways you would not reasonably expect. The table in section 4 below sets out each specific purpose, the data used, and the legal basis for doing so.
4. Legal basis for processing
We process your personal data under UK GDPR and, where applicable, the Data Protection Act 2018. The table below sets out each purpose, the personal data used, the legal basis, and how long we keep it.
| Purpose | Data Used | Legal Basis | Retention |
|---|---|---|---|
| Booking and administering sessions | Name, email, phone, payment data | Performance of contract (Article 6(1)(b)) | Duration of engagement plus 7 years |
| Delivering counselling or coaching services | Session notes, correspondence, special category data | Explicit consent (Article 9(2)(a)); for UK counselling clients, also Article 9(2)(h) where applicable / Legitimate interests | Duration of engagement plus 7 years |
| Processing payments | Payment details | Performance of contract (Article 6(1)(b)) | As required by applicable financial and tax law |
| Communicating with you about your sessions | Name, email, phone | Performance of contract (Article 6(1)(b)) | Duration of engagement plus 7 years |
| Complying with legal obligations | All relevant data | Legal obligation (Article 6(1)(c)) | As required by applicable law |
| Maintaining professional records for supervision purposes | Anonymised session notes | Legitimate interests — maintaining professional standards and quality of care (Article 6(1)(f)) | Duration of engagement plus 7 years |
| Safeguarding and risk management | Relevant disclosures | Vital interests (Article 6(1)(d)) / Legal obligation | As required by applicable law |
| Sending service updates or changes to terms | Name, email | Legitimate interests — keeping clients informed of material changes to the service (Article 6(1)(f)) | Duration of engagement |
5. Confidentiality of clinical data
Clinical records and session notes are treated with the highest level of confidentiality. They are held securely by individual counsellors in accordance with BACP ethical guidelines. Nothing you share in a counselling or coaching session is disclosed to anyone without your explicit consent, except in the very limited circumstances where we have a legal or ethical duty to act — for example, where there is an imminent risk of serious harm to you or others.
Where clinical records are used for supervision purposes, they are anonymised so that individual clients cannot be identified.
6. Data retention
We retain your personal data only for as long as necessary for the purposes for which it was collected, and in accordance with our legal obligations. As set out in the table above, clinical and session records are generally retained for the duration of the engagement plus 7 years, in line with professional and regulatory guidance. You may request deletion of your data at any time (see section 8).
7. Third-party services
We use the following third-party services which may process your data on our behalf:
- Fresha: Our online booking and payment system. When you book a session, your booking and payment data is processed by Fresha in accordance with their own privacy policy.
- Video conferencing: Online sessions may be conducted via a secure video platform. We will inform you of the specific platform before your session begins.
- Email: We use a secure email provider to communicate with clients. Emails containing sensitive information are handled with care.
We only engage third-party processors who provide sufficient guarantees of data security and GDPR compliance.
8. Your rights
Under UK GDPR, you have the following rights in relation to your personal data:
- Right of access: To request a copy of the personal data we hold about you.
- Right to rectification: To request correction of inaccurate or incomplete data.
- Right to erasure: To request deletion of your data, where we are not required to retain it by law.
- Right to restriction: To request that we restrict how we process your data in certain circumstances.
- Right to object: To object to processing based on legitimate interests.
- Right to withdraw consent: Where processing is based on your consent, you may withdraw it at any time without affecting the lawfulness of prior processing.
- Right to complain: To lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.
To exercise any of these rights, please contact us at info@ibnsinasanctuary.com. We will respond within one calendar month.
9. Changes to this policy
We may update this policy from time to time to reflect changes in our services, legal requirements, or data practices. Any material changes will be communicated to active clients directly. The date at the top of this page reflects when the policy was last revised.
10. Contact
If you have any questions about this policy or how we handle your personal data, please contact us at info@ibnsinasanctuary.com or by phone on +44 1702 419983.