I collect and processes personal data of people I work with to carry out its functions. My Privacy Notice details my commitment to being transparent about how I collect and use your data and to meeting our the General Data Protection Regulation – GDPR obligations.

I follow local data protection rules and aim to meet international standards, especially the General Data Protection Regulation – GDPR that applies across Europe and is widely respected globally.

Who I am

Data Controllers: Tatjana Hartmann MAS CAS Couns MICIP

What information I collect 

I ask for your name and contact details which are known as ‘personal data’. During our work together, I make minimal notes of what we have talked about during our session to inform our work together. This may contain other ‘personal data’ you share such as age, marital status, children, date of birth, gender or occupation and ‘special category data’ such as race, ethnic origin, politics, religion, health, sex life or sexual orientation.

Why we collect personal data

• so that I can contact you if necessary
• so that I can piece together your story and know what to work on together
• to comply with the recommendations of our professional body and insurance company.

This page explains:

• What personal data I collect
• Why I collect date
• How it is stored and protected
• Your rights as a client or visitor to this website

I offer this policy in a clear, honest tone — because I believe safety includes understanding how your information is held. You can reach out to me with any questions.

What personal data I collect:

In the course of my work, I collect and process only the minimum personal data needed to offer safe and meaningful online counselling. This may include:

• Your name or chosen name
• Your email address or preferred contact method (e.g. Signal, WhatsApp)
• Information you share in your initial message or intake
• Notes I may take during or after sessions
• Your time zone or preferred session times
• Technical data like your IP address when visiting this website (via standard cookies — see Cookie section)

I do not use Google Analytics, Meta Pixel, or any third-party advertising tools.
My website is hosted via HostGator, created with WordPress and Elementor. I aim to keep all tracking minimal or disabled where possible.

All data you share is treated with care and confidentiality. I store session-related materials on a secure external drive, not on cloud services, and I regularly delete sensitive content from my laptop after transferring it to this protected storage.

I do not collect or use your data for marketing purposes, nor do I share it with anyone else.

Why I Collect data:

I collect personal data only when it is needed to support the counselling process, ensure smooth communication, and create a safe and respectful environment for our sessions.

The reasons I may collect and hold information include:

• To contact you and arrange sessions
• To understand your needs and respond with care
• To remember what you’ve shared with me (so I don’t ask again)
• To offer continuity across our conversations
• To respond if a session needs to be cancelled or rescheduled
• If I choose to take notes, I may do so either by hand (in a private notebook) or digitally (in a secure Word document stored on an external drive). These notes are always stored safely, kept confidential, and not shared with anyone. I regularly review and delete unnecessary records.

I also collect some technical data (like cookies or IP addresses) only for basic website functioning — not for tracking or marketing.

How it is stored and protected:

protect your information with simplicity, care, and minimal technology.

Storage locations

• External drive (main storage):
  Session notes or documents (if I keep any) are stored on a password-protected external drive, which I disconnect when not in use.
• My laptop (temporary):
  If I receive or write something on my laptop, I move it to the external drive and delete it from the device.
• Paper notes (if I handwrite):
  If I write by hand, I use private notebooks, stored in a safe, quiet space in my home. I aim to protect them from damage, water, or fire, as best I can.
• Website + hosting:
  My website is hosted on HostGator, built with WordPress and Elementor. I keep plugins minimal and updated. Server logs (e.g. IP address) may be collected automatically by the host, but I do not use Google Analytics or Meta Pixel.

Access control

• Only me: No one else has access to your data.

• Devices locked: My laptop and drive are protected with strong passwords.
• Encrypted options: If you prefer a privacy-respecting communication channel (e.g. Signal, Session, or secure email), please let me know — I’m open to learning or switching.

Email and messaging

• My current email address is hosted via Gmail, which is not end-to-end encrypted.
  If you prefer more private tools, I can learn to use secure email alternatives.
  We can also switch to encrypted apps like Signal, if that feels safer for you.

Minimisation & deletion

• I keep only what’s needed, and for only as long as needed.
• I regularly delete session notes or contact data I no longer require.
• Specific retention times are described below (see Section 6).

Who has access

Only I Tatjana Hartmann, have access to your personal data.
I do not share your information with assistants, organisations, or third–party platforms.

If I speak about a case during supervision or intervision (as required by my training), I do so anonymously and respectfully — without using names, identifying details, or anything that could reveal your identity. In my school, case studies may be submitted under initials or with identifying details removed.

In later stages of training, I may be asked to demonstrate my counselling practice through recorded video or audio. In such cases, I will always seek your informed and written consent first, and I will respect any wish to decline.
If recordings are necessary for my graduation, I will explore options to:

• Use voice masking, video blurring, or role-play alternatives
• Clearly explain the purpose and limits of such recordings
• Ensure all files are stored securely and deleted after use

I will never publish, post, or share your story without your explicit permission.

The only time I may break confidentiality is in rare legal or safety-related cases — such as when there is an immediate risk of harm to you or others, if I am required to respond to a court order, or in similar exceptional circumstances.

How long I keep Data

I keep your data only for as long as it is needed — and no longer than necessary.

• Emails and messages: I regularly review and delete old communications once they are no longer relevant. If you ask me to delete our messages sooner, I will. I use Gmail as my main email provider, which may store emails indefinitely unless deleted.
• Session notes: If I take any, I keep them for a limited time — usually no longer than 3 years after our last session, unless I’m required to keep them for supervision or legal reasons.
• Consent forms and school-related documents: I may be required to store consent forms for the duration of my counselling training or as requested by my school or supervisor. These are never shared or published.

You can contact me at any time to:

• See what I’ve stored
• Request corrections
• Ask for deletion, unless I’m legally required to keep the data

I review all stored data at least once a year to remove anything I no longer need.

Your rights:

Under data protection regulations such as GDPR and Swiss privacy law, you have rights over your personal data. 

These include:

• The right to be informed: You can ask what information I hold about you, at any time
• The right to access: You can request to see this data — verbally or in writing — and I will respond within one month
• The right to correction: You can ask me to update inaccurate or outdated information
• The right to deletion: You can ask me to delete your records, unless I am required to keep them for legal or training-related reasons
• The right to restrict processing: You may request that I limit how your data is used (in some cases this may be declined based on legal or ethical grounds)
• The right to data portability: You can ask me to transfer your session notes to another therapist or counsellor, if needed
• The right to object: You may object to the use of your data, and I will consider your request carefully
• The right to withdraw consent: You can withdraw permission for me to store or process your data at any time
• The right to complain: You can contact me directly if you have concerns, or contact the Swiss data authority (see below)
• I honour these rights with openness, humility, and care.
  If something doesn’t feel right, please write to me. We will find a respectful solution together.

Contact

If you have any questions or concerns about how your personal data is handled, please feel free to contact me directly:

Email: [email protected]

I will do my best to respond clearly and respectfully, and to resolve any concerns with care.

If you wish to file a formal complaint under Swiss data protection law, you can contact:

Federal Data Protection and Information Commissioner – FDPIC
Feldeggweg 1
3003 Bern, Switzerland
Tel: +41 58 462 43 95 (available 10:00–11:30)
www.edoeb.admin.ch

If you would like to discuss anything in this privacy statement, please contact me by email. I’m happy to clarify.

Last updated: August 2026