Privacy Policy for Transform with Helen

Last updated: 29th September 2026

Registered Name: Helen Biswas t/a Transform with Helen

We are the controller of your personal data. For more information on controllers and their responsibilities please see the ICO guidance on data protection principles, definitions, and key terms. 

This privacy notice tells you what to expect us to do with your personal information.

  • Contact details
  • What information we collect, use, and why
  • Lawful bases and data protection rights
  • Where we get personal information from
  • How long we keep information
  • Who we share information with
  • How to complain

Contact details

You can contact Helen Biswas via email: [email protected] 

What information we collect, use, and why

We collect or use the following information when dealing with enquires from you regarding our services.

  • Name, address and contact details
  • Correspondence
  • Records of Consent, where applicable
  • Marketing Preferences

We collect or use the following information when we work with you as a patient

  • Name, address and contact details
  • Gender
  • Pronoun preferences
  • Date of birth
  • Next of Kin details including any support networks
  • Emergency contact details
  • Payment details (including card or bank information for transfers and direct debits)
  • Call recordings
  • Records of Consent, where applicable
  • Marketing Preferences
  • Information for Security Purposes when using our website or apps
  • Website and app user journey information

We also collect the following special category information when we work with you as a patient. This information is subject to additional protection due to its sensitive nature:

  • Health information (including medical conditions, allergies, medical requirements and medical history)
  • Information about care needs (including disabilities, home conditions, medication and dietary requirements and general care provisions)

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

  • Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. 
  • Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. 
  • Your right to erasure – You have the right to ask us to delete your personal information.
  • Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. 
  • Your right to object to processing – You have the right to object to the processing of your personal data. 
  • Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. 
  • Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. 

You can read more about these rights on the ICO website here. 

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information when dealing with enquires from you regarding our services are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting and using personal information when we work with you are a patient are: 

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
  • Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

Where we get personal information from

  • Directly from you
  • Family members or carers
  • Social services

How long we keep information

Your information is kept for the time necessary to provide the therapy service requested, however outside of this I will hold your details and session notes for a period of 7 years following the end of treatment to comply with legal obligations that are placed upon me by my insurers. In the case of a child under 13 then records will be kept 7 years after they reach the age of majority (18).  After this date, all data will be securely deleted.

Who we share information with

Data processors
We use a number of systems in order to manage our business including email, booking systems, payment portals and our website – all systems are confirmed as being GDPR compliant and a full list can be provided on request. 

All notes are stored in Write Up which is an electronic system that supports our bookings, sessions and notes. You can find their privacy policy here: https://www.writeupp.com/privacy


We also work with an IT company, and may also work with an outsourced web designer, virtual assistant – again full details of who we work with can be provided on request. 

Others we share personal information with

  • Other health providers (eg GPs and consultants)
  • Organisations we need to share information with for safeguarding reasons
  • Emergency services
  • Professional advisors

Duty of confidentiality

We are subject to a common law duty of confidentiality. However, there are circumstances where we will share relevant health and care information. These are where:

  • you’ve provided us with your consent (we have taken it as implied to provide you with care, or you have given it explicitly for other uses);
  • we have a legal requirement (including court orders) to collect, share or use the data;
  • on a case-by-case basis, the public interest to collect, share and use the data overrides the public interest served by protecting the duty of confidentiality (for example sharing information with the police to support the detection or prevention of serious crime);
  • If in England or Wales – the requirements of The Health Service (Control of Patient Information) Regulations 2002 are satisfied

How to complain

If you have any concerns about our use of your personal information, you can make a data protection complaint to us by emailing Helen Biswas: [email protected]

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. 

The ICO’s address:
ICO Head Office
4th Floor, No.3 Circle Square
5 Hawkshaw Street
Manchester
M1 7BL
Helpline number: 0303 123 1113 
Website: https://www.ico.org.uk/make-a-complaint