Privacy notice

• Your name, email address, and message.
• Your telephone number (optional, if you provide it).
• Your selected enquiry topic (if you choose one).

• To respond to your enquiry and arrange a consultation or session if appropriate.
• To keep a simple record of enquiries so we can communicate with you effectively.

• We do not use your details for marketing unless you ask us to.
• We do not sell your information.

The website contact form sends your message using Web3Forms (a third-party form delivery service). This is used so the website can deliver enquiries without a custom backend server.

Enquiries are kept only as long as needed to respond and follow up. If you would like us to delete an enquiry message, please ask.

You can ask what information we hold about you, request corrections, or ask for deletion where appropriate. To make a request, contact me using the details on the homepage.

Phoenix Guide is an artificial intelligence assistant on this website. It is not me personally, not counselling, and not suitable for crisis or emergency support. If you are in immediate danger, call 999. For emotional support, Samaritans are available 24/7 on 116 123 (free from any phone).

Before you chat

You must read this notice and confirm you understand before the chat starts. Do not share information you would not want recorded (for example detailed health histories) unless you are comfortable with how it is described below.

What we collect in chat

• Messages you type and replies generated by the assistant.
• Your first name if you choose to give it.
• Your email address if you ask for a copy of the conversation or a gentle check-in.
• Which page you started the chat from (to give relevant context).
• A chat reference shown when you accept the privacy notice (to help locate your transcript if you ask us to delete it).

How your chat is processed

Your messages are sent to an OpenAI-compatible language model API (configured by the website operator) so the assistant can reply. We use API settings aimed at not using your content to train public models. Replies are generated automatically and may sometimes be inaccurate or incomplete — they are general information only, not clinical advice.

How long we keep chat records

Chat transcripts are stored securely for up to 90 days after the last activity, then deleted automatically. If you end a conversation and asked for email copies, those emails are kept in my normal email records according to her professional practice policies.

Who can see chat transcripts

• I (Tash Glover BA (Hons), MBACP, MNCS, practice owner) may read transcripts to respond to enquiries you raise or to improve the service.
• The website technical operator (The Ivy Web) hosts the chat system on secure infrastructure.
• The language model API provider processes message content to generate replies.

Your rights for chat data

You can ask for a copy of your chat, correction of your email address, or deletion of stored chat data. Email me at tash@phoenixrenewedcounselling.co.uk with your chat reference if you have it. If you gave an email address in chat, we may ask you to confirm it matches before deleting records.

Counselling relationship

Using Phoenix Guide does not create a counselling relationship with me. Counselling is provided only after separate agreement (including assessment and contracting). I am registered with the British Association for Counselling and Psychotherapy (BACP) and follow BACP ethical standards in my practice.