Policies

Privacy & Data Protection Policy

Last updated: 3 May 2026

1. Who I Am

I’m Katarina Wagner, founder of Devana Therapies. I provide counselling, nature‑based therapies, and related wellbeing services. I am the data controller for the personal information you share with me.

2. My Commitment to Your Privacy

I am committed to protecting your personal information and respecting your privacy. This policy explains what data I collect, why I collect it, how it is used, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

3. What Information I Collect

I may collect the following categories of information:

Personal identifiers: name, date of birth, contact details, address, emergency contact.
Health information: physical and mental health history, medication, allergies, mobility needs, counselling notes.
Administrative information: appointment history, correspondence, invoices.
Payment information: processed securely via Stripe (I do not store card details).
Website interaction: if you use my online booking form, Cliniko may set cookies or similar technologies.

4. How I Collect Information

Directly from you (via forms, email, phone, or in session).
Through my booking system (Cliniko).
Through my payment processor (Stripe).

5. Why I Collect Information (Purposes & Legal Bases)

I process your data for the following reasons:

To provide services (contractual necessity).
To ensure safety and duty of care (vital interests, legal obligation).
To maintain records for professional and legal standards (legal obligation).
To manage appointments and communication (legitimate interests).
To process payments (contractual necessity).
With your consent (e.g. for optional communications).

6. How I Store and Share Information

Records are stored securely in Cliniko and/or encrypted files.
Counselling notes are kept brief and separate from identifying details where possible.
I do not share your information with third parties except:
- Cliniko (for booking and record‑keeping).
- Stripe (for payment processing).
- Supervision (discussing work in a way that protects your identity).
- Legal exceptions (risk of harm, safeguarding, or legal requirement).

7. Cookies and Online Booking

When you use my website’s embedded Cliniko booking form, Cliniko may set cookies for session management, analytics, or marketing.

I do not use cookies directly on my website.
By using the booking form, you consent to Cliniko’s use of cookies.
For details, see Cliniko’s Privacy Policy.

8. Payments via Stripe

Payments are processed securely by Stripe.

I do not have access to your full card details.
Stripe may process your data both on my behalf (to complete your payment) and as an independent controller (for fraud prevention, compliance, and regulatory purposes).
For details, see Stripe’s Privacy Policy.

9. How Long I Keep Your Information

Counselling and health records: 7 years after your last session.
Administrative and financial records: as required by law (usually 6 years).
After these periods, records are securely destroyed.

Where I have a legal obligation to keep data longer than that, I will delete it as soon as my legal obligation is discharged.

10. Your Rights

Under UK GDPR, you have the right to:

Access your personal data.
Request correction of inaccurate data.
Request erasure (subject to legal retention requirements).
Restrict or object to processing.
Request data portability.
Withdraw consent (where processing is based on consent).
Lodge a complaint with the Information Commissioner’s Office (ICO).

11. Changes to This Policy

I may update this policy from time to time. The latest version will always be available on my website.

12. Contact

If you have any questions about this policy or your data, please contact me at:

Email: [email protected]
Phone: 07835 331 890

My ICO Registration Number: ZB344582

Booking, Payment & Cancellation Policy

Last updated: May 2026

I aim to make the booking process simple, transparent, and supportive.

Booking & Payment

Sessions are booked and paid for through my secure online system (Cliniko). Payment is taken at the time of booking via Stripe, and an invoice is sent to you automatically. I do not store your card details.

If you need to discuss instalments, you’re welcome to contact me and we can explore what feels manageable.

Receipts are available on request, and all transactions are handled securely in line with GDPR and financial regulations.

Cancellations & Rescheduling

I understand that life can be unpredictable. If you need to cancel or reschedule your session, please give at least 24 hours’ notice so I can offer the space to someone else. You may cancel via a link in your booking confirmation email, by phone on 07835 331890 or by emailing me directly at [email protected].

Cancellations with 24+ hours’ notice

You are welcome to either:

reschedule your session at no cost, or
receive a full refund

Cancellations under 24 hours or no‑shows

The full fee may be charged, unless there are exceptional circumstances such as illness, emergency, or something genuinely outside your control. I aim to be fair and flexible, and I encourage open communication if something unexpected arises.

Outdoor Sessions & Weather

Your safety and comfort are always my priority. If weather conditions make outdoor sessions unsafe or unsuitable, I will contact you to:

reschedule, or
offer an alternative option

Your safety and comfort always come first.

Questions

If you have any questions about booking, payment, or cancellations, you’re welcome to get in touch at [email protected].

Ethical Practice Statement

Last updated: May 2026

At Devana Therapies, I offer nature‑based counselling and ecotherapy grounded in compassion, integrity, and respect. My work is guided by the belief that healing happens in relationship: with ourselves, with others, and with the natural world.

I am committed to:

Providing a safe, inclusive, and non‑judgemental space where all clients are welcomed with care and dignity.
Practising within the ethical frameworks of my professional body, maintaining clear boundaries, and seeking regular supervision to support safe, reflective practice.
Protecting your confidentiality and handling all personal information in line with GDPR and professional standards.
Offering services that are evidence‑based, trauma‑informed, and paced to meet your individual needs, with sensitivity to neurodiversity, lived experience, and personal history.
Being transparent about fees, cancellations, and the scope of my work, so you always know what to expect.

I welcome feedback and remain committed to learning, growing, and practising in ways that honour both professional ethics and the lived experiences of the people I support.