Last updated: 27 May 2026

A Quiet Room is a community of independent counsellors, psychotherapists and counselling psychologists practising in Leith, Edinburgh. This Privacy Policy explains how A Quiet Room Limited (referred to here as “we”, “us”, or “A Quiet Room”) handles personal data on this website and in the day-to-day running of the practice.

We have written this policy in plain language. If anything is unclear, please contact us using the details at the end.

Who we are

The data controller for this website is A Quiet Room Limited, a company registered in Scotland with its registered office at 12D and 12G Timber Bush, Edinburgh EH6 6QH. We are registered with the Information Commissioner’s Office (ICO registration number: ZC157813).

A Quiet Room provides shared consulting rooms and a referral directory for independent therapists. Each therapist listed on this site is self-employed and acts as their own data controller for any personal information they hold about their clients. A Quiet Room does not have access to, and does not hold, any client records, therapy notes, or other information arising from the therapeutic relationship.

The information we hold

We hold a small amount of personal data, falling into two categories.

1. Therapists practising at A Quiet Room. For each independent practitioner we keep:

• Name and professional title
• Professional contact details (email, phone, website)
• Postal address
• Tenancy or licence agreement for use of the consulting rooms
• Insurance and professional accreditation details where required

This information is held for the purposes of administering tenancy arrangements, listing the practitioner on our public directory (with their consent), and meeting our legal and contractual obligations as a business.

2. Prospective clients enquiring through this website. When someone uses the contact form on this site to ask about our services, the form sends an email to peter@aquietroom.co.uk containing the information they have provided (usually a name, email address, and a short message). This is the only client-facing data we hold.

Enquiry emails are retained only for the minimum period needed to respond and to keep a reasonable record of the enquiry, after which they are deleted.

How we use enquiries

When a prospective client contacts us, we reply with information about therapists who may be a good match for what they are looking for. We do not pass the enquirer’s details on to individual therapists. Instead, we share the therapists’ own publicly listed contact details with the enquirer and encourage them to make contact directly. This protects the enquirer’s privacy and respects the confidential boundary of the therapeutic relationship.

We do not use enquiry data for marketing, profiling, automated decision-making, or any purpose other than responding to the enquiry itself.

Lawful bases for processing

We rely on the following lawful bases under the UK General Data Protection Regulation:

• Legitimate interests — for responding to enquiries from prospective clients and for keeping records of practitioner arrangements
• Contract — for fulfilling tenancy and licence agreements with practitioners
• Legal obligation — for meeting tax, accounting, and other statutory record-keeping requirements

Sharing your information

We do not sell, rent, or share personal data with third parties for marketing purposes. Personal data may only be shared in the following limited circumstances:

• With our IT provider (Microsoft Outlook, which hosts our email) and our website host (SiteGround), each acting as data processors on our behalf under appropriate agreements
• Where required by law (for example, in response to a valid legal request from a regulatory or law-enforcement body)

We do not transfer personal data outside the United Kingdom or European Economic Area except where our chosen IT providers do so under safeguards permitted by UK GDPR.

How long we keep data

We keep personal data only for as long as necessary:

• Enquiry emails: retained for the minimum period needed to respond and maintain a basic record, then deleted
• Therapist records: retained for the duration of the tenancy or listing arrangement, and for a reasonable period afterwards as required for legal, accounting, and insurance purposes
• Website server logs: retained by our hosting provider for short periods for security and operational reasons

Cookies and tracking

This website does not use Google Analytics, advertising trackers, social-media pixels, or any third-party analytics services. We have deliberately designed the site to minimise data flowing to outside parties.

A small number of strictly necessary cookies may be set by WordPress to keep the site functioning (for example, to remember preferences in the administrative area, which is used only by us). Visitors browsing the public site are not tracked. For more detail please see our Cookie Policy.

Fonts and external resources

Fonts used on this site (Josefin Sans and Jost) are served from our own server rather than from external font providers, so visiting the site does not transmit information about you to any third-party font service.

Security

We use reasonable technical and organisational measures to protect personal data, including hosting the site on a managed UK-based provider with TLS encryption, two-factor authentication on our administrative accounts, and limiting access to enquiry emails to authorised personnel only.

No website or email system is completely secure. We ask that you do not include particularly sensitive information (for example, detailed clinical history) in initial enquiries.

Your rights

Under UK GDPR you have the right to:

• Be informed about how we use your data (this policy)
• Request access to the personal data we hold about you
• Ask us to correct inaccurate or incomplete data
• Ask us to delete your data where there is no overriding reason for us to keep it
• Restrict or object to certain types of processing
• Withdraw consent at any time where we have relied on it
• Lodge a complaint with the Information Commissioner’s Office (ico.org.uk) if you believe we have mishandled your data

To exercise any of these rights, please contact us using the details below. We respond to requests within one calendar month.

Children

A Quiet Room’s services are intended for adults. We do not knowingly collect personal data from children through this website. Where a parent or guardian contacts us on behalf of a young person, we treat that information with the same care as adult enquiries.

Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last revised. Material changes will be flagged clearly on this page.

How to contact us

For any questions about this policy or about how your personal data is handled, please contact:

A Quiet Room Limited
12D and 12G Timber Bush
Edinburgh EH6 6QH
Email: info@aquietroom.co.uk