Privacy Notice

Last updated: June 2026

This notice explains what personal information we collect through this website and our services, why we use it, and the rights you have. We take particular care because some of the information we handle concerns people's health and wellbeing.

Who we are

Derwent Rural Counselling Service (DRCS) is the data controller for the information described here. We are a registered charity (No. 1124775) and a company limited by guarantee (Reg No. 06081874), based at Serenity House, New Beetwell Street, Chesterfield, S40 1QR.

You can contact us about your data by email at admin@drcs.org.uk or by phone on 01246 232981. We are registered with the Information Commissioner's Office (registration number Z7756310).

The information we collect

• When you make an enquiry (contact, room hire, schools or employer forms): your name, email, phone number and the details you choose to include in your message.
• When you book an appointment (via our Microsoft Bookings page): your name, email, phone number and appointment details.
• If you become a client: information you share with us so we can provide your care, which may include health and wellbeing information. This is "special category" data and we treat it with extra care.
• Technical information: our pages load fonts from our own server and do not call third-party font services. Where you use an embedded Microsoft form or booking tool, Microsoft may set cookies that are necessary for that tool to work.

How and why we use your information (our lawful bases)

• To respond to enquiries: on the basis of your consent, or our legitimate interest in replying to people who contact us.
• To provide counselling and related services: on the basis of our contract with you. For health information, we rely on the condition in UK GDPR Article 9(2)(h) (provision of health and social care) and/or your explicit consent.
• To meet legal and safeguarding obligations, where the law requires or permits it.

We do not use your information for advertising, and we do not sell it.

Cookies

We do not use advertising or tracking cookies. Embedded Microsoft Forms and Bookings tools may set cookies that are strictly necessary for them to function. We do not use any analytics or tracking cookies on this site. If we add analytics in future, we will update this notice and ask for your consent first.

Who we share it with

• Microsoft acts as our data processor: enquiries and bookings are handled within our Microsoft 365 environment (Forms, Bookings, Lists and Outlook), under Microsoft's data protection terms.
• Other professionals or authorities only with your consent, or where we are required or permitted to do so (for example, where there is a serious safeguarding risk).

Where your information is stored

Your information is held within our Microsoft 365 environment. Microsoft may process data in the UK, the EU or other regions in line with its terms and appropriate safeguards.

How long we keep it

• Enquiries that do not lead to a service: 12 months.
• Client records: kept in line with our professional and insurance obligations — commonly up to 7 years after your last contact, or until a young person’s 25th birthday.

When information is no longer needed, we delete it securely.

Your rights

You have the right to ask us to give you access to your information; to correct it; to delete it; to restrict or object to how we use it; and, where it applies, to receive it in a portable form. Where we rely on consent, you can withdraw it at any time. To exercise any of these, contact admin@drcs.org.uk.

Complaints

If you have a concern about how we handle your data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Changes to this notice

We may update this notice from time to time. The date at the top shows when it was last revised.