Privacy Notice
Last updated: 14 August 2026
Who We Are
Oak Grove Counselling is operated by Jay Fitzsimons and provides online counselling services to adults across Ireland.
For data-protection purposes, Jay Fitzsimons trading as Oak Grove Counselling is the controller of the personal information described in this notice.
Email: oakgrovecounselling@outlook.com
Website: www.oakgrovecounselling.ie
Information We Collect
When you contact Oak Grove Counselling, we may collect:
Your name and email address
Information included in your enquiry
Appointment and consultation details
Information necessary to provide counselling services
Correspondence and administrative records
Payment and accounting information
Technical information about visits to this website, including cookie and analytics data
Please keep an initial website enquiry brief and avoid including detailed medical or highly sensitive information.
How We Use Your Information
Your information may be used to:
Respond to your enquiry
Arrange a free consultation or counselling appointment
Assess whether Oak Grove Counselling is an appropriate service for you
Provide and administer counselling services
Communicate about appointments
Maintain appropriate professional and financial records
Protect the security and operation of the website
Understand how visitors use the website, where analytics consent has been provided
Comply with legal, regulatory, insurance and professional obligations
The applicable legal bases may include taking steps at your request before entering into a contract, performing a contract, complying with legal obligations, legitimate interests in operating and protecting the practice, and consent where required.
Information concerning health, wellbeing, sexuality or other special-category information is processed only where necessary and where an appropriate condition under Article 9 GDPR applies, including the provision of counselling or health and social-care services or explicit consent where requested.
Website Enquiries
Website contact-form submissions are delivered to Oak Grove Counselling through Microsoft Outlook. They are used only to respond to the enquiry and arrange services where requested.
An enquiry that does not lead to counselling will normally be deleted within six months of the last contact, unless it must be retained for a legal, safeguarding or professional reason.
Online Sessions
Online counselling sessions are provided using Zoom. Zoom may process information including a participant's name, email address, IP address, device information and meeting metadata.
Oak Grove Counselling does not record counselling sessions. Participants must not record sessions without the prior agreement of everyone involved.
Zoom processes information in accordance with its own privacy terms and may process information outside the European Economic Area using recognised data-transfer safeguards.
Website Analytics and Cookies
This website uses LetsHost's built-in website statistics and Google Analytics to understand matters such as visitor numbers, pages viewed and general website performance.
Analytics technologies are used only where the visitor has provided the required cookie consent. Visitors may accept or reject optional cookies through the website's cookie controls.
Strictly necessary cookies may be used without consent where they are required for the website to function or remain secure.
Further details about the cookies in use, their providers, purposes and retention periods should be available through the website's cookie settings.
Service Providers
Information may be processed by organisations that provide services necessary to operate the practice, including:
LetsHost and its website-building or hosting providers
Microsoft Outlook
Zoom
Google Analytics
Professional advisers, insurers or regulators where necessary
Public authorities where disclosure is legally required or necessary to protect someone from serious harm
Oak Grove Counselling does not sell personal information.
Some providers may process information outside the European Economic Area. Where this occurs, appropriate safeguards such as an adequacy decision or European Commission Standard Contractual Clauses are relied upon where required.
How Long Information Is Retained
Oak Grove Counselling currently applies the following retention periods:
Enquiries that do not become counselling relationships: six months after the last contact
Adult counselling records: seven years after counselling ends
Financial and tax records: six years
Website analytics information: according to the retention periods configured within Google Analytics and LetsHost
Information may be retained for longer where required by law, professional obligations, insurance requirements, safeguarding concerns or the establishment, exercise or defence of legal claims.
Records that are no longer required will be securely deleted or destroyed.
Security and Confidentiality
Reasonable organisational and technical measures are used to protect personal information against unauthorised access, alteration, disclosure, loss or destruction.
Counselling information is treated confidentially, subject to limited exceptions that will be explained before counselling begins. These may include circumstances involving a serious risk of harm or where disclosure is required by law.
Your Data-Protection Rights
Depending on the circumstances, you may have the right to:
Request access to your personal information
Request correction of inaccurate information
Request deletion of information
Request restriction of processing
Object to certain processing
Request transfer of information
Withdraw consent where processing is based on consent
These rights are not absolute, and some information may need to be retained for legal, professional or safeguarding reasons.
To exercise a right, contact oakgrovecounselling@outlook.com.
Complaints
If you have concerns about how your information is handled, please contact Oak Grove Counselling first so that the matter can be addressed.
You also have the right to complain to the Irish Data Protection Commission:
Website: www.dataprotection.ie
Changes to This Notice
This notice may be updated when services, providers or legal requirements change. The latest version will always be published on this website.