1. Who we are
Therapists’ Forum (“we”, “us”, “our”) is an online community for therapists in independent practice. We act as a data controller for the personal data you provide when you use our website and community spaces.

2. What this policy covers
This policy explains how we collect, use, and protect your personal data when you:

• Visit our website or community spaces

• Participate in discussions, events, or messaging

• Join our email list, programmes or offers

  
  

3. What data we collect

We may collect and process:

• Identity data: name, professional title, pronouns, profile photo.

• Contact data: email address, website, social links.

• Professional data: modalities, qualifications, registrations, special interests, location of practice, years of experience, supervision details.

• Account data: username, billing history, membership type.

• Community data: posts, comments, messages, poll responses, event attendance, uploaded content.

• Marketing preferences: your choices about receiving updates and newsletters.

We do not intend to collect special category data (e.g. health data about you or your clients) within the community. Please do not share client-identifiable information or sensitive personal data in our spaces.

4. How we collect your data

We collect data when you:

• Join the community or update your profile

• Post, comment, send messages, or upload content

• Join events, programmes or mailing lists

• Contact us by email or form

• Browse our website (via cookies and similar technologies)

5. Legal bases for processing

We process your personal data under the UK GDPR and Data Protection Act 2018 on the following bases:

• Contract: to provide you with access to the community, programmes, and services you sign up for.

• Legitimate interests: to run, grow, and protect our community (e.g. moderation, preventing misuse, analysing engagement).

• Consent: for sending marketing emails or optional features where we ask for your explicit agreement.

• Legal obligation: to comply with accounting, tax, or regulatory requirements.

  
  

6. How we use your data

We may use your data to:

• Display your profile and contributions within the community

• Facilitate community interaction, events, groups, and networking

• Moderate content, respond to reports, and keep the space safe

• Communicate with you about service updates, changes, and support

• Send you newsletters or promotional content if you have opted in

• Analyse anonymised or aggregated data to improve our services

• Meet legal, regulatory, and accounting obligations

We will not sell your personal data to third parties.

7. Community content and confidentiality

Therapists’ Forum is a professional community, not a therapy service.

• Please do not share identifiable client information publicly, including names, contact details, or any details that could reasonably lead to identification.

• You are responsible for anonymising any clinical material shared for discussion, supervision, or peer support.

• While we expect members to respect each other’s confidentiality, we cannot guarantee that other members will not disclose information they see in the community. Please post with this in mind.

• When referring a client to a community

We may review or remove content, or restrict access, if posts breach our community guidelines, professional standards, or legal obligations.

8. Sharing your data

We may share your data with:

• Service providers who support our platform (e.g. community platform host, email provider, payment processor, website host), under appropriate data processing agreements.

• Regulators, law enforcement, or other authorities when we are legally required to do so, or where we believe disclosure is necessary to protect someone’s vital interests or to prevent serious harm.

We do not give other members access to your email address or private contact details unless you choose to share them in your profile or posts.

9. Referrals and Data Sharing

When you make a referral within Therapists’ Forum:

• Only do so with explicit consent from all parties involved.

• Do not include client-identifiable information, session notes, or sensitive personal data in direct messages – anonymise all clinical content

• You confirm you have permission to share any third-party details you include.

  
  

Member Responsibilities

• You confirm you have permission to share any third-party details you include.

• When sharing identifiable information, please use direct email outside the community, as it offers greater privacy than platform messaging.

10. Data security

Our platform provider (Heartbeat) implements industry-standard security as our processor. All members must comply with this policy to maintain a secure community.

However, no online system is completely secure. You are responsible for keeping your login details confidential and for choosing a strong password.

11. Data retention

We keep your personal data only for as long as necessary for the purposes set out in this policy, including for legal, accounting or reporting requirements.

• Account and profile data: kept while your account is active.

• Community content: may remain even if you leave, to preserve the integrity of discussions.

• Legal/financial records: kept for the retention periods required by law.

12. Cookies and tracking technologies

We use cookies and similar technologies to:

• Remember your preferences

• Understand how the site is used so we can improve it

You can control cookies through your browser settings.

13. Communications and marketing

We may send you:

• Optional newsletters, event invitations, or promotional emails if you have opted in.

You can unsubscribe from marketing emails at any time by clicking the unsubscribe link in the email or contacting us.

14. Children

Therapists’ Forum is intended for adults in professional roles. We do not knowingly collect personal data from anyone under 18. If you believe a child has provided us with personal data, please contact us so we can remove it.

15. Changes to this policy

We may update this privacy policy from time to time. The latest version will always be available on our website and we will notify members of any significant changes. Continued use of the community after changes are posted will be taken as acceptance of the updated policy.