Privacy Policy - Psycounts Ltd.

Last updated: 14 January 2026

1. Who we are

Psycounts Ltd (“Psycounts”, “we”, “us”, or “our”) is a company incorporated in England and Wales.
We are the data controller for personal data collected through our website and in connection with our own business operations.
Where customers upload personal data to the Psycounts platform, Psycounts acts as a data processor on behalf of the customer, who remains the data controller.

2. Personal data we collect

We may collect the following categories of personal data:

• Identity and contact information (name, email address, organisation)
• Account and authentication data
• Billing and transaction data
• Technical data (IP address, device information, logs)
• Usage and analytics data
• Communications with us

We do not intentionally collect special category data unless customers choose to upload such data to the Service.

3. How we use personal data

We process personal data on the following lawful bases under UK GDPR:

Performance of a contract (Article 6(1)(b))

Legal obligation (Article 6(1)(c))

Legitimate interests (Article 6(1)(f))

Consent, where required (Article 6(1)(a))

Where Psycounts Ltd. acts as a processor, personal data is processed only on the documented instructions of the customer.

4. Cookies and tracking

We use cookies and similar technologies as described in our Cookie Policy.
Where required, we obtain your consent before placing non-essential cookies.

5. Sharing personal data

We may share personal data with:

Trusted service providers (hosting, analytics, payment processing)

Professional advisers (legal, accounting)

Authorities where required by law

All third parties are subject to appropriate contractual safeguards.

6. International transfers

Personal data is processed primarily in the UK. Where data is transferred outside the UK, appropriate safeguards such as UK adequacy regulations or International Data Transfer Agreements (IDTAs) are used.

7. Data retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including legal and accounting obligations.

Customer-uploaded data is retained in accordance with our Terms of Service and DPA.

8. Your rights

You have the right to:

Access your personal data

Rectify inaccurate data

Request erasure

Restrict or object to processing

Data portability

Withdraw consent

Requests can be made by contacting us at info@psycounts.co.uk.

Where we act as a processor, we will forward requests to the relevant customer.

9. Security

We implement appropriate technical and organisational measures designed to protect personal data against unauthorised access, loss, or disclosure.

10. Contact and complaints

Email: info@psycounts.co.uk

You may also lodge a complaint with the UK Information Commissioner’s Office (ICO).

Acceptable Use Policy (AUP) - Psycounts Ltd.

Last updated: 14 January 2026

1. Purpose

This Acceptable Use Policy (“AUP”) establishes guidelines for acceptable use of the Psycounts cloud platform (“Service”). Its goal is to protect users, maintain security, and ensure compliance with UK law.

2. Scope

This AUP applies to all users, including individual therapists, practice managers, and any other authorised users of the Service.

3. Permitted Use

Access the Service for lawful counselling, therapy, or administrative purposes.

Store client records, administrative logs, and related accounting data.

Contact Psycounts support for technical assistance.

Use the platform in compliance with applicable professional and legal standards.

4. Prohibited Use

Process unlawful, offensive, or fraudulent content.

Attempt unauthorised access to the Service or other user accounts.

Reverse-engineer, copy, or redistribute platform software.

Interfere with security, network integrity, or system performance.

Share access with unauthorised individuals.

Violate intellectual property rights.

Violate UK GDPR, the Data Protection Act 2018, or regulatory requirements.

Introduce malware, viruses, or similar harmful items.

Generate excessive traffic or degrade service availability.

5. Enforcement

Monitor Service use for compliance.

Suspend or terminate violating accounts.

Notify authorities where criminal activity is suspected.

6. Reporting Violations

Email: info@psycounts.co.uk

7. Changes to This Policy

Psycounts may update this AUP from time to time. Continued use constitutes acceptance.

Cookie Policy

Psycounts Last Updated: 01/12/2025

1. Introduction

This policy explains how Psycounts Ltd uses cookies and similar technologies.

2. What Are Cookies?

Cookies are small text files stored on your device to improve security and user experience.

3. Types of Cookies We Use

3.1 Strictly Necessary Cookies

Essential for login, sessions, and secure access.

3.2 Functional Cookies

Store preferences such as display and accessibility settings.

3.3 Performance and Analytics Cookies

Help analyse platform usage and improve performance.

3.4 Optional or Marketing Cookies

Currently not used. Explicit consent will be required if introduced.

4. Third-Party Cookies

Hosting and analytics providers

Payment processing tools

Security and fraud prevention services

5. Duration of Cookies

Session cookies

Persistent cookies (used sparingly)

6. Managing Cookies

Cookies can be managed through browser settings. Disabling essential cookies may affect functionality.

7. Legal Basis

Strictly necessary cookies rely on legitimate interest. Optional cookies require consent.

8. Updates

This policy may be updated periodically.

9. Contact

Email: info@psycounts.co.uk

Data Processing Agreement (UK GDPR)

This Data Processing Agreement (“DPA”) forms part of the agreement between:

(A) Psycounts Ltd, a company incorporated in England and Wales, with its registered office at 27 Charles Howell Drive, CR5 3JX, UK(“Processor”); and

(B) The customer using the Psycounts service (“Controller”).

Together referred to as the “Parties”.

This DPA applies where Psycounts Ltd processes personal data on behalf of the Controller in the course of providing the Services.

1. Definitions

Unless otherwise defined in this DPA, capitalised terms shall have the meanings given in the UK GDPR and the main Terms and Conditions.

• “UK GDPR” means the UK General Data Protection Regulation.
• “Personal Data” means any personal data processed by the Processor on behalf of the Controller.
• “Processing”, “Controller”, “Processor”, “Supervisory Authority” have the meanings given in UK GDPR.
• “Services” means the SaaS services provided by Psycounts Ltd.

2. Scope and Roles

2.1 The Controller determines the purposes and means of the Processing of Personal Data.

2.2 Psycounts Ltd acts as a Data Processor when processing Personal Data on behalf of the Controller.

2.3 Each Party shall comply with its respective obligations under UK GDPR and the Data Protection Act 2018.

3. Subject Matter and Duration

• Subject matter: Provision of the Psycounts SaaS platform
• Duration: For the term of the Services, plus any retention period specified in the Terms
• Nature of processing: Hosting, storage, analysis, backup, support, maintenance
• Purpose: To provide the Services in accordance with the Controller’s instructions

4. Categories of Data Subjects and Personal Data

4.1 Data subjects may include (but are not limited to):

• End users
• Employees
• Contractors
• Clients or customers of the Controller

4.2 Personal data may include (but is not limited to):

• Names
• Email addresses
• User identifiers
• Usage data
• Uploaded content

4.3 Special category data (if applicable):

Where the Controller uploads special category data, this shall only be processed on documented instructions and with appropriate safeguards in place.

5. Processor Obligations

Psycounts Ltd shall:

5.1 Process Personal Data only on documented instructions from the Controller.

5.2 Ensure that persons authorised to process Personal Data are bound by confidentiality obligations.

5.3 Implement appropriate technical and organisational measures to ensure a level of security appropriate to the risk, including:

• Access controls
• Encryption where appropriate
• Regular security testing
• Data minimisation

5.4 Not engage another processor without complying with Clause 7.

5.5 Assist the Controller in responding to:

• Data subject access requests
• Requests for rectification, erasure, restriction, or portability

5.6 Assist the Controller with:

• Data protection impact assessments (DPIAs)
• Consultations with the ICO where required

6. Data Subject Rights

6.1 Psycounts Ltd shall promptly notify the Controller if it receives a request from a data subject relating to Personal Data.

6.2 Psycounts Ltd shall not respond to such requests unless authorised by the Controller, except where required by law.

7. Sub-processors

7.1 The Controller provides general authorisation for Psycounts Ltd to engage sub-processors.

7.2 Psycounts Ltd shall:

• Conduct due diligence on sub-processors
• Enter into written agreements imposing equivalent data protection obligations

7.3 A current list of sub-processors shall be made available upon request.

8. International Transfers

8.1 Personal Data shall not be transferred outside the UK unless:

• Adequate safeguards are in place, including UK adequacy regulations or International Data Transfer Agreements (IDTAs); or
• The Controller has provided written authorisation.

9. Security and Confidentiality

9.1 Psycounts Ltd shall maintain appropriate security measures to protect Personal Data against:

• Unauthorised access
• Loss or destruction
• Accidental disclosure

9.2 Psycounts Ltd shall notify the Controller without undue delay after becoming aware of a Personal Data Breach.

10. Personal Data Breaches

10.1 Notification shall include, where possible:

• Description of the breach
• Categories and approximate number of data subjects affected
• Likely consequences
• Measures taken or proposed

10.2 Psycounts Ltd shall cooperate fully with the Controller in breach response and mitigation.

11. Audits and Compliance

11.1 Psycounts Ltd shall make available information reasonably necessary to demonstrate compliance with this DPA.

11.2 The Controller may conduct audits on reasonable notice, subject to confidentiality and security requirements.

12. Deletion or Return of Data

12.1 Upon termination of the Services, Psycounts Ltd shall, at the Controller’s choice:

• Delete, or
• Return all Personal Data

12.2 Psycounts Ltd may retain data where required by law, subject to appropriate safeguards.

13. Liability

13.1 Each Party shall be liable for its own breaches of UK GDPR.

13.2 Liability under this DPA shall be subject to the limitations set out in the main Terms and Conditions, except where prohibited by law.

14. Governing Law and Jurisdiction

This DPA shall be governed by the laws of England and Wales.
The courts of England and Wales shall have exclusive jurisdiction.

15. Order of Precedence

In the event of conflict:

This DPA

The Terms and Conditions

Any other agreement

Schedule 1 – Technical and Organisational Measures

Psycounts Ltd implements measures including, but not limited to:

• Role-based access control
• Secure authentication mechanisms
• Encrypted data storage and transmission where appropriate
• Regular backups
• Incident response procedures
• Staff data protection training

End-User License Agreement (EULA)

Psycounts Ltd.
Last Updated: 01/12/2025

1. Introduction

This End-User License Agreement (“EULA”) governs the rights and responsibilities of users (“you” or “End User”) in connection with the Psycounts Ltd. cloud platform and related software (“Service”). By accessing or using the Service, you agree to be bound by this EULA. If you do not agree, you must not use the Service.

2. License Grant

Psycounts Ltd. grants you a non-exclusive, non-transferable, revocable license to access and use the Service for your professional business purposes, including practice management and record-keeping. This license is subject to compliance with all applicable laws, professional regulations, and this EULA.

3. Restrictions

You must not:

• Copy, modify, reverse-engineer, or create derivative works of the Service
• Share your login credentials with unauthorized individuals
• Use the Service for unlawful, unethical, or harmful purposes
• Interfere with platform performance, security, or other users’ access
• Remove or alter any proprietary notices or intellectual property marks

4. Ownership

All intellectual property rights in the Service, including software, documentation, branding, and design, remain the property of Psycounts Ltd. This EULA does not transfer ownership to the End User.

5. Updates and Maintenance

Psycounts Ltd. may provide updates, bug fixes, or enhancements to the Service at any time.

• You agree to accept updates as part of this EULA
• Some updates may require temporary suspension of Service access

6. Termination

This EULA terminates automatically if:

• You violate any term of this EULA
• Your account subscription is cancelled or terminated

Upon termination:

• Your license to use the Service ends immediately
• You must cease all use and destroy any copies of Service-related materials
• Any data stored in the platform may be deleted in accordance with the Data Retention & Deletion Policy

7. Limitation of Liability

The Service is provided “as is” and Psycounts Ltd. makes no warranties regarding performance, suitability, or fitness for any particular purpose.

To the maximum extent permitted by law:

• Psycounts Ltd. is not liable for indirect, incidental, or consequential damages
• Liability is limited to fees paid by the End User in the previous 12 months

8. Governing Law

This EULA is governed by the laws of England and Wales.

Disputes will be resolved exclusively in the courts of England and Wales.

9. Contact

For questions regarding this EULA:
info@psycounts.co.uk
Website: https://www.psycounts.co.uk

Security & Data Protection Overview

Security & Data Protection at Psycounts

This page provides a summary of how Psycounts protects data. It does not replace our contractual obligations.

Our approach

Psycounts Ltd. is committed to protecting the confidentiality, integrity, and availability of data processed through our platform.

Technical and organisational measures

We maintain safeguards including:

• Role-based access controls
• Secure authentication mechanisms
• Encryption in transit and at rest where appropriate
• Regular backups
• Monitoring and incident response procedures
• Staff confidentiality and data protection training

Data roles

• Psycounts acts as a data controller for its own business data
• Psycounts acts as a data processor for customer-uploaded data

Processing is governed by our Data Processing Agreement.

Incident management

We maintain procedures to detect, respond to, and notify customers of personal data breaches without undue delay.

Compliance

Our practices align with:

• UK GDPR
• Data Protection Act 2018
• ICO guidance

Service Level Agreement (SLA)

Psycounts Ltd
Last updated: 02/01/2026

This Service Level Agreement (“SLA”) forms part of the agreement between Psycounts Ltd (“Psycounts”, “we”, “us”) and the customer (“you”, “Customer”).

This SLA describes service availability targets, support response times, and operational commitments. It does not override the Terms of Service or create warranties beyond those expressly stated.

1. Scope

1.1 This SLA applies to the hosted Psycounts software-as-a-service platform (“Service”).

1.2 This SLA does not apply to beta or experimental features, third-party services or integrations, customer-controlled environments, or issues caused by customer misuse or breach of the Acceptable Use Policy.

2. Service Availability

2.1 Availability Target

Psycounts Ltd. will use commercially reasonable efforts to make the Service available at least 99% of the time in each calendar month (“Availability Target”), excluding Permitted Downtime.

2.2 Permitted Downtime

Availability calculations exclude downtime resulting from scheduled maintenance with reasonable notice, emergency maintenance, events outside Psycounts’ reasonable control, internet or cloud provider failures, denial-of-service or similar attacks, and customer-side configuration or connectivity issues.

2.3 Scheduled Maintenance

Planned maintenance will normally be carried out outside peak usage hours. Advance notice will be provided where reasonably practicable.

3. Support Services

3.1 Support Channels

Support is provided via email at support@psycounts.co.uk.

3.2 Incident Severity Levels

Incidents are categorised as follows:

• Critical (P1): Complete Service outage or a material security incident.
• High (P2): Major Service functionality unavailable with no reasonable workaround.
• Medium (P3): Partial functionality degradation.
• Low (P4): Minor issue, cosmetic defect, or general enquiry.

3.3 Target Response Times

Psycounts aims to provide an initial response within the following timeframes:

• Critical (P1): within four (4) business hours
• High (P2): within one (1) business day
• Medium (P3): within two (2) business days
• Low (P4): within three (3) business days

3.4 Resolution

Psycounts Ltd. will use commercially reasonable efforts to investigate and resolve reported incidents in a timely manner. Resolution times are not guaranteed.

4. Security and Data Protection

4.1 Psycounts Ltd. maintains appropriate technical and organisational measures designed to protect personal data in accordance with applicable data protection laws.

4.2 Such measures may include role-based access controls, secure authentication mechanisms, monitoring and logging, regular backups, and incident response procedures.

4.3 Psycounts Ltd. does not warrant that the Service will be free from all security vulnerabilities.

5. Backup and Disaster Recovery

5.1 Psycounts Ltd. performs regular backups of customer data in accordance with internal operational policies.

5.2 Backups are intended solely for disaster recovery purposes.

5.3 Psycounts Ltd. does not guarantee the prevention of data loss or the recovery of data deleted, overwritten, or modified by the Customer.

6. Incident and Breach Management

6.1 Psycounts Ltd. maintains procedures for identifying, managing, and responding to service incidents.

6.2 In the event of a Personal Data Breach affecting customer data, Psycounts will notify the Customer without undue delay and provide reasonable assistance in accordance with the Data Processing Agreement.

7. Customer Responsibilities

The Customer is responsible for maintaining secure login credentials, configuring user access appropriately, complying with the Acceptable Use Policy, maintaining independent backups where required, and ensuring lawful use of the Service.

8. Exclusions and Limitations

8.1 This SLA does not guarantee uninterrupted or error-free operation of the Service.

8.2 All obligations under this SLA are subject to the limitations of liability set out in the Terms of Service.

8.3 Nothing in this SLA limits liability where such limitation is prohibited by law.

9. Changes to This SLA

Psycounts Ltd. may update this SLA from time to time. Material changes will be notified via the Service or website.

10. Governing Law and Jurisdiction

This SLA is governed by the laws of England and Wales. The courts of England and Wales shall have exclusive jurisdiction.

Psycounts Ltd – Terms and Conditions of Service

Last updated: 14 Jan 2026

These Terms and Conditions (“Terms”) govern your access to and use of the Psycounts platform, software, website, APIs, and related services (together, the “Service”).

By accessing or using the Service, you agree to be legally bound by these Terms. If you do not agree, you must not use the Service.

1. About Us

Psycounts Ltd (“Psycounts”, “we”, “us”, or “our”) is a company incorporated in England and Wales.

• Company number: 16939037
• Registered office: 27 Charles Howell Drive, Coulsdon, England CR5 3JX
• Email: info@psycounts.co.uk

2. Definitions

In these Terms:

• “Account” means a registered user account for accessing the Service.
• “Customer”, “you”, or “your” means the individual or legal entity using the Service.
• “Content” means all data, text, images, files, or information submitted to or generated through the Service.
• “Subscription” means a paid or free plan granting access to the Service.
• “Intellectual Property Rights” means copyright, trademarks, database rights, patents, and all similar rights worldwide.

3. Eligibility and Authority

You may use the Service only if:

• You are at least 18 years old
• You have the legal authority to enter into a binding contract
• If acting on behalf of a business, you are authorised to bind that business

4. Account Registration

4.1 You must provide accurate, complete, and up-to-date information when creating an Account.

4.2 You are responsible for maintaining the confidentiality of your login credentials.

4.3 You are responsible for all activity that occurs under your Account.

4.4 We may suspend or terminate Accounts that contain false or misleading information.

5. The Service

5.1 Psycounts provides a software-as-a-service platform designed for counsellors/psychotherapists to assist them in administering their private practice.

5.2 We may update, modify, or enhance the Service from time to time.

5.3 We do not guarantee that the Service will be uninterrupted, error-free, or available at all times.

6. Subscriptions and Fees

6.1 The Service requires a paid Subscription after any free trial period.

6.2 Prices, billing cycles, and features are described on our website or within the Service.

6.3 Subscriptions are billed in advance, unless otherwise stated.

6.4 All fees are exclusive of VAT, unless stated otherwise.

6.5 We may change pricing with reasonable prior notice.

7. Free Trials

7.1 Free trials, if offered, are provided for evaluation purposes only.

7.2 We reserve the right to withdraw or modify free trials at any time.

7.3 At the end of a free trial, access will be restricted unless you upgrade to a paid Subscription.

8. Acceptable Use

You agree not to:

• Use the Service unlawfully or fraudulently
• Upload malicious code, viruses, or harmful data
• Reverse engineer or attempt to extract source code
• Circumvent security or access controls
• Use the Service to infringe Intellectual Property Rights
• Use the Service in a way that harms Psycounts, other users, or third parties

9. Customer Content

9.1 You retain ownership of all Content you upload.

9.2 You grant Psycounts a non-exclusive, worldwide, royalty-free licence to host, process, and display your Content solely to provide the Service.

9.3 You warrant that you have all necessary rights to upload and use your Content.

9.4 We are not responsible for the accuracy, legality, or quality of your Content.

10. Intellectual Property

10.1 All Intellectual Property Rights in the Service belong to Psycounts or its licensors.

10.2 Nothing in these Terms transfers ownership of our Intellectual Property to you.

10.3 You may not copy, distribute, or create derivative works without our prior written consent.

10.4 © 2026 Psycounts Ltd. All rights reserved.

11. Confidentiality

11.1 Each party agrees to keep confidential any non-public information received from the other party.

11.2 This obligation does not apply to information that is public, independently developed, or required by law to be disclosed.

12. Data Protection

12.1 We process personal data in accordance with UK GDPR and the Data Protection Act 2018.

12.2 Our Privacy Policy forms part of these Terms.

12.3 Where applicable, a Data Processing Agreement may apply.

12.4 Psycounts Ltd is registered with the UK Information Commissioner’s Office.

Psycounts Ltd acts as a Data Controller for its own business data and as a Data Processor for customer-uploaded data.

You act as the Data Controller for all personal data you upload and are responsible for compliance with applicable data protection laws.

12.5 Where Psycounts Ltd acts as a Data Processor, processing is governed by a Data Processing Agreement.

13. Third-Party Services

13.1 The Service may integrate with third-party tools or platforms.

13.2 We are not responsible for third-party services, content, or availability.

13.3 Your use of third-party services is subject to their own terms.

14. Suspension and Termination

14.1 We may suspend or terminate your Account if you breach these Terms.

14.2 You may cancel your Subscription at any time through your Account settings.

14.3 Upon termination, your right to use the Service will cease immediately.

14.4 We may delete your data after a reasonable retention period.

15. Disclaimer

15.1 The Service is provided “as is” and “as available”.

15.2 We do not warrant that the Service will meet your requirements or achieve specific outcomes.

15.3 Psycounts does not provide legal, medical, psychological, or financial advice unless expressly stated.

16. Limitation of Liability

16.1 Nothing in these Terms limits liability where such limitation is prohibited by law.

16.2 Psycounts shall not be liable for loss of profits, business, revenue, data, or indirect loss.

16.3 Total liability shall not exceed the fees paid in the previous 12 months.

17. Indemnity

You agree to indemnify and hold Psycounts harmless against claims arising from your breach of these Terms.

18. Force Majeure

Psycounts shall not be liable for failures caused by events beyond reasonable control.

19. Changes to These Terms

19.1 We may update these Terms from time to time.

19.2 Material changes will be notified via the Service or email.

19.3 Continued use after changes constitutes acceptance.

20. Governing Law and Jurisdiction

These Terms are governed by the laws of England and Wales. The courts of England and Wales shall have exclusive jurisdiction.

21. Contact Us

Psycounts Ltd
Email: info@psycounts.co.uk

Website Terms of Use

Website Terms of Use – Psycounts Ltd

Last updated: 14 January 2026

1. Scope

These Website Terms govern your use of the public Psycounts website.

2. Website content

All content on this website is owned by or licensed to Psycounts Ltd and protected by intellectual property laws.

You may view and download content for personal, non-commercial use only.

3. Prohibited use

You must not:

• Scrape, copy, or reuse website content without permission
• Introduce malware or harmful material
• Attempt unauthorised access to the website
• Misrepresent Psycounts or its services

4. No reliance

Website content is provided for general information only and does not constitute professional advice.

5. Liability

Psycounts Ltd shall not be liable for losses arising from reliance on website content.

6. Governing law

These Website Terms are governed by the laws of England and Wales.