Privacy Policy
The Way Appears – Jana Khamis Psychological Therapy
Last updated: 9 October 2026
Your privacy matters
I understand that seeking psychological therapy is a personal decision, and I take your privacy and confidentiality seriously.
This Privacy Policy explains how I collect, use, store and protect your personal information when you contact me or receive psychological therapy through The Way Appears.
I aim to handle your information respectfully, securely and in accordance with UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Who is responsible for your information?
I am Jana Khamis, an independent psychological practitioner providing psychological therapy through The Way Appears.
I am responsible for the personal information collected and used in connection with my independent practice.
You can contact me about privacy or data protection matters at:
Email: therapyjanakhamis@gmail.com
What information do I collect?
When you contact me through my website or by email, I may collect your name, contact details and any information you choose to include in your message.
If you decide to begin therapy, I may also collect information relevant to providing appropriate psychological support, including:
Your name, date of birth and contact details.
Your address and, where appropriate, GP or emergency contact information.
Relevant information about your physical and psychological wellbeing.
Assessment information, therapy goals, session notes and relevant clinical risk information.
Information needed for appointments, payments and administration.
I aim to collect only information that is necessary and relevant to providing my services.
Please avoid including sensitive personal or medical information in your initial website enquiry.
Why do I use your information?
I use personal information to:
Respond to enquiries and arrange appointments.
Assess your needs and provide psychological therapy.
Maintain appropriate and accurate clinical records.
Manage appointments, payments and practice administration.
Meet professional, ethical and legal responsibilities.
Respond appropriately to concerns involving safety or safeguarding.
Payments are currently made by bank transfer. I retain relevant payment and transaction information for accounting, tax and administrative purposes.
Under UK GDPR, I process personal information where necessary to provide and administer my therapy services, meet my legal obligations, and pursue my legitimate interests in operating a safe and responsible private practice.
Information about physical or psychological health is classed as special category data and receives additional protection. Where applicable, I process this information for the provision of psychological therapy in accordance with Article 9(2)(h) of UK GDPR and applicable confidentiality requirements.
How is your information stored?
Clinical notes for my independent practice are currently kept in paper format and stored securely in a locked cabinet, with access restricted to me.
When you contact me through my website, your enquiry is sent to my dedicated therapy email account and may also be stored securely within Squarespace, my website provider. Squarespace may retain contact details separately from the original form submission.
Access to these records is restricted, and I take appropriate steps to protect personal information.
Third-party services and international data transfers
I use Squarespace to host my website and manage website enquiries, and Google Gmail for email correspondence. I use banking services to receive payments by bank transfer and maintain relevant financial records.
Squarespace and Google may process personal information outside the United Kingdom, including in the United States. Both providers publish information about their international data-transfer arrangements, which may include recognised data protection frameworks and contractual safeguards, depending on the circumstances.
Further information about these arrangements is available in the privacy and data-protection information published by Squarespace and Google. You may also contact me if you have questions about how your information is handled.
Confidentiality
Information shared during therapy is treated confidentially.
There are limited circumstances in which I may need to share relevant information, including where there is a serious concern about safety, a safeguarding obligation or a legal requirement.
Where appropriate and practicable, I will discuss this with you before sharing information.
I may also discuss clinical work in professional supervision. Identifying details will be minimised wherever possible, and confidentiality requirements apply.
How long do I keep your information?
I retain personal information only for as long as necessary for its purpose, taking account of my professional, legal and regulatory responsibilities.
Clinical records are normally retained for seven years following the end of therapy. After this period, they are securely destroyed unless there is a legitimate legal or professional reason to retain them for longer.
Website and email enquiries that do not lead to therapy are normally deleted within 30 days of the last correspondence, unless there is a legitimate reason to retain them for longer.
Other information, such as initial enquiries and financial or administrative records, may have different retention periods depending on the purpose for which the information is held.
Your rights
Under UK data protection legislation, you may have rights to:
Request access to your personal information.
Ask for inaccurate information to be corrected.
Request deletion of information in certain circumstances.
Ask for restrictions on how your information is used.
Object to certain types of processing.
Request your personal information in a portable format in certain circumstances.
Raise concerns about how your information is handled.
These rights are not absolute, particularly where information must be retained for professional or legal reasons.
You can contact me directly with any questions or requests.
You also have the right to raise a concern with the Information Commissioner's Office (ICO) at www.ico.org.uk.
Website cookies and third-party services
This website is hosted by Squarespace, which uses cookies and similar technologies for website functionality, security and analytics. Google Analytics may also be used to understand how visitors interact with the website.
Non-essential cookies are restricted until visitors provide consent. When visiting the website, you can choose to accept all cookies, decline non-essential cookies or manage your cookie preferences through the cookie banner.
Changes to this policy
I may update this Privacy Policy if my services, record-keeping arrangements or legal obligations change.
The latest version will be available on this website.