PRIVACY POLICY

Roam Eden Ltd

Last updated: 10 April 2026

Our Approach to Privacy

RoamEden sits at the intersection of adventure and awareness.
This includes how information is held.

Whether you are exploring the website, making an enquiry, subscribing to reflections, or engaging in therapy, your data is treated with care, discretion, and respect.

Roam Eden Ltd complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

A Simple Overview

  • Your personal details are used to manage bookings and communication

  • Your therapy notes and personal experiences are private and only accessible to your therapist

  • RoamEden does not access therapy notes

  • We never sell your data

  • You are always welcome to ask questions about how your information is used

Who We Are

Roam Eden Ltd is a Private Limited Company registered in England and Wales.

Roam Eden Ltd acts as a Data Controller for:

  • website activity

  • enquiries

  • mailing list and marketing

  • administration of the RoamEden clinic system

Enquiries and Initial Contact

When you reach out to RoamEden through our enquiry form or direct contact, we collect a small amount of personal information to understand your needs and respond appropriately.

This may include:

  • your name

  • contact details

  • availability preferences

  • a brief description of what brings you to therapy

This information is used to:

  • respond to your enquiry

  • assess suitability for therapy

  • arrange a discovery call

  • match you with an appropriate therapist

As part of this process:

Your information may be shared with a carefully selected RoamEden therapist for the purpose of matching and providing care.

We aim to keep this information minimal at this stage and do not require detailed personal or clinical histories before initial contact.

How Therapy Data Is Managed

RoamEden operates a central clinic system using Konfidens.

Within this system:

  • basic client information (such as name, contact details, and booking data) is held at a clinic level to support bookings and communication

However:

  • therapy notes

  • therapeutic messages

  • health and wellbeing information

are only accessible to your therapist through restricted access controls.

RoamEden does not access or oversee therapy notes.

Independent Therapists

Therapists working through RoamEden are independent practitioners.

This means:

  • each therapist is a Data Controller for the clinical data they create

  • they are responsible for their own records, decisions, and ethical obligations

  • they alone can access your therapy notes and private therapeutic communication

Therapist Responsibilities

All therapists working within RoamEden are responsible for:

  • managing their own clinical records

  • complying with UK GDPR

  • adhering to their professional body’s ethical framework (such as the British Association for Counselling and Psychotherapy)

  • maintaining appropriate insurance and supervision

What Information Is Collected

Enquiries

  • Name

  • Email address

  • Phone number (if provided)

  • Availability preferences

  • Information you choose to share

Mailing List

  • Name

  • Email address

  • Engagement data (opens, clicks, sign-up source)

  • Preferences (e.g. therapy, storytelling, offers)

Counselling

At RoamEden (clinic level)

  • Name

  • Contact details

  • Booking information

By your therapist (private access)

  • Emergency contact details

  • GP details (where appropriate)

  • Session notes

  • Therapeutic conversations

  • Health and wellbeing information

This is special category data and is handled with enhanced protection.

How Your Information Is Used

Roam Eden Ltd uses data to:

  • respond to enquiries

  • arrange discovery calls

  • assess suitability and match clients with therapists

  • manage bookings and communication

  • send service-related updates

  • share newsletters and offers (with consent)

  • improve services

Therapists use data to:

  • provide counselling

  • maintain clinical records

  • meet ethical and legal obligations

Lawful Basis

  • Contract

  • Legitimate Interests

  • Legal Obligation

  • Consent (marketing)

  • Explicit Consent (health data via therapists)

Where Your Data Is Stored

  • Squarespace — website and email campaigns

  • Google Workspace (Google Forms and Google Sheets) — enquiry collection and internal administration

  • Konfidens — bookings, messaging, clinical records (restricted access)

  • Stripe / PayPal / Ko-fi — payments

  • Banking providers — BACS

Access to data is restricted to authorised individuals within RoamEden and relevant therapists.

Data Retention

  • Enquiry data (where therapy does not proceed) is typically retained for up to 12 months, after which it is securely deleted

  • Clinical records are typically retained for 7 years after the end of therapy, in line with guidance from the British Association for Counselling and Psychotherapy

Data is not kept longer than necessary.

Confidentiality

Therapy is confidential, with limits in cases of:

  • serious risk of harm

  • safeguarding concerns

  • legal requirements

  • professional supervision (anonymised)

Emergency Situations

If there is immediate risk, a therapist may contact:

  • your emergency contact

  • relevant services

Where possible, this will be discussed with you.

Supervision

Therapists attend supervision as part of ethical practice.
Information is anonymised wherever possible.

Cookies

Cookies and basic analytics are used via Squarespace.
You can control these through your browser.

Your Rights

You have the right to:

  • access your data

  • request correction

  • request erasure

  • restrict or object

  • withdraw consent

  • complain to the ICO

Therapy-related requests should usually be directed to your therapist.

Changes

This policy may be updated as RoamEden evolves.