Pragma Counsellors Website: pragmacounsellors.com Last Updated: 14th May 2026
1. Introduction
Welcome to Pragma Counsellors. We are a professional mental health and counselling service based in Nairobi, Kenya. We are committed to protecting your personal information and your right to privacy.
This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website pragmacounsellors.com, contact us, or use any of our counselling services,whether in person or online.
By using our website or services you agree to the terms of this Privacy Policy. Please read it carefully.
If you have any questions about this policy please contact us at: 📧 contact@pragmacounsellors.com 📞 +254 752 448 315 / +254 784 684 422 📍 Muhoho Avenue, South C, Nairobi, Kenya
2. Who We Are
We are committed to maintaining the highest standards of confidentiality and ethical practice in line with professional counselling standards.
3. Information We Collect
We collect different types of information depending on how you interact with us:
3.1 Information You Give Us Directly
When you contact us, book an appointment or use our services we may collect:
| Type of Information | How We Collect It |
|---|---|
| Full name | Contact form, booking form, in person |
| Email address | Contact form, email correspondence |
| Phone number | Contact form, direct calls |
| Physical address | In person sessions or correspondence |
| Age and date of birth | During intake assessment |
| Gender | During intake assessment |
| Emergency contact details | During intake process |
| Reason for seeking counselling | During intake and sessions |
| Medical or mental health history | Only when relevant to therapy |
| Session notes and progress | During and after counselling sessions |
| Payment information | When booking or paying for sessions |
3.2 Information We Collect Automatically
When you visit our website we automatically collect:
| Type of Information | Purpose |
|---|---|
| IP address | Security and fraud prevention |
| Browser type and version | To optimise your experience |
| Pages you visit | To understand how our site is used |
| Time and date of your visit | Analytics and improvement |
| Referring website | To understand where visitors come from |
| Device type | Mobile, tablet or desktop optimisation |
3.3 Cookies
Our website uses cookies, small text files stored on your device, to improve your experience. We use:
| Cookie Type | Purpose |
|---|---|
| Essential cookies | Required for the website to function properly |
| Analytics cookies | Help us understand how visitors use our site |
| Preference cookies | Remember your settings and preferences |
You can control cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our website.
4. How We Use Your Information
We use your personal information for the following purposes:
| Purpose | Legal Basis |
|---|---|
| To provide counselling services | Contract and legitimate interest |
| To respond to your enquiries | Legitimate interest |
| To book and manage appointments | Contract |
| To send appointment reminders | Legitimate interest |
| To process payments | Contract |
| To maintain session records | Legal obligation and legitimate interest |
| To improve our website and services | Legitimate interest |
| To send newsletters | Consent , only if you have opted in |
| To comply with legal requirements | Legal obligation |
| To ensure your safety and wellbeing | Vital interests |
5. Confidentiality — Our Core Commitment
As a professional counselling service confidentiality is at the heart of everything we do. We want to be completely transparent about how we handle your most sensitive information:
5.1 What We Keep Confidential
Everything you share with us during counselling sessions is treated with the strictest confidentiality. This includes:
- Everything discussed during therapy sessions
- Your personal and contact details
- Your mental health history and diagnoses
- Your session notes and progress records
- Any correspondence between you and your counsellor
5.2 Limits of Confidentiality
There are limited and specific circumstances where we may be legally or ethically required to share information without your consent:
| Situation | What We May Do |
|---|---|
| Risk of serious harm to yourself | We may contact emergency services or your emergency contact |
| Risk of serious harm to another person | We may be required to report to relevant authorities |
| Court order or legal requirement | We may be required to disclose information by law |
| Child abuse or neglect | We are legally required to report this |
| Supervision | Anonymous case discussion with professional supervisors only |
In all other circumstances your information will never be shared without your explicit written consent.
6. How We Store Your Information
We take the security of your personal information very seriously. Here is how we protect it:
| Security Measure | Details |
|---|---|
| Secure servers | All digital data stored on password protected secure servers |
| Encryption | Our website uses SSL encryption , https |
| Limited access | Only authorised counsellors access client records |
| Physical security | Paper records stored in locked filing cabinets |
| Staff training | All staff trained in data protection and confidentiality |
| Regular reviews | Our security practices are reviewed regularly |
7. How Long We Keep Your Information
We retain your personal information for the following periods:
| Type of Information | Retention Period |
|---|---|
| Session records and notes | 7 years after last session |
| Contact and booking information | 2 years after last contact |
| Financial and payment records | 7 years as required by law |
| Email correspondence | 2 years |
| Website analytics data | 26 months |
| Newsletter subscription data | Until you unsubscribe |
After these periods your information is securely deleted or anonymised.
8. Sharing Your Information
We do not sell, rent or trade your personal information to any third party. We only share your information in the following limited circumstances:
| Who We May Share With | Why | Safeguards |
|---|---|---|
| Professional supervisors | Ethical requirement , anonymous only | Bound by confidentiality |
| Emergency services | Risk to life only | Only when necessary |
| Legal authorities | Legal requirement only | Only when legally required |
| IT service providers | Website and data management | Bound by data agreements |
| Google Analytics | Anonymous website statistics | Anonymised data only |
9. Google AdSense and Advertising
Our website may display advertisements through Google AdSense. Google uses cookies to serve relevant advertisements based on your browsing history.
- Google’s use of advertising cookies enables it to serve ads based on your visits to our website
- You can opt out of Google’s use of cookies by visiting Google’s Ads Settings
- You can also opt out of third party vendor cookies by visiting www.aboutads.info
We do not control the content of advertisements served by Google AdSense.
10. Third Party Lin
Our website may contain links to third party websites. Please note that:
- We are not responsible for the privacy practices of other websites
- We encourage you to read the privacy policy of every website you visit
- Clicking external links is at your own discretion
11. Your Rights
Under applicable data protection laws you have the following rights regarding your personal information:
| Your Right | What It Means |
|---|---|
| Right to access | You can request a copy of the information we hold about you |
| Right to rectification | You can ask us to correct inaccurate information |
| Right to erasure | You can ask us to delete your information in certain circumstances |
| Right to restrict processing | You can ask us to limit how we use your information |
| Right to data portability | You can request your data in a portable format |
| Right to object | You can object to certain uses of your information |
| Right to withdraw consent | You can withdraw consent at any time where consent is the basis |
To exercise any of these rights please contact us at: 📧 contact@pragmacounsellors.com 📞 +254 752 448 315
We will respond to all requests within 30 days.
12. Children’s Privacy
We are committed to protecting the privacy of children. Please note:
- Children under 18 years require parental or guardian consent before receiving counselling services
- We collect parental or guardian information for all minor clients
- We do not knowingly collect personal information from children under 13 through our website without parental consent
- If you believe we have inadvertently collected information from a child please contact us immediately
13. Online Therapy Sessions
For clients who use our online counselling services please note:
| Aspect | Our Practice |
|---|---|
| Platform security | We use secure encrypted video platforms |
| Recording | Sessions are never recorded without your explicit written consent |
| Data transmission | All communications are encrypted |
| Location privacy | You are responsible for ensuring your own location privacy during online sessions |
| Technical issues | We have a protocol for managing technical disruptions professionally |
14. Newsletter and Marketing Communications
If you have subscribed to our newsletter or marketing communications:
- We will only send you communications you have explicitly consented to receive
- Every email includes a clear unsubscribe link
- You can unsubscribe at any time by clicking unsubscribe or emailing us
- We will process your unsubscribe request within 48 hours
- Unsubscribing from marketing does not affect your counselling service
15. Changes To This Privacy Policy
We may update this Privacy Policy from time to time to reflect:
- Changes in our services
- Changes in legal requirements
- Improvements in our practices
When we make significant changes we will:
- Update the “Last Updated” date at the top of this page
- Notify existing clients by email where appropriate
- Display a notice on our website
We encourage you to review this policy periodically.
16. Complaints
If you have concerns about how we handle your personal information you have the right to make a complaint.
Contact us : We would appreciate the opportunity to address your concerns directly: 📧 contact@pragmacounsellors.com 📞 +254 752 448 315
17. Contact Us
If you have any questions, concerns or requests regarding this Privacy Policy or how we handle your personal information please do not hesitate to contact us:
Pragma Counsellors 📍 Muhoho Avenue, South C, Nairobi, Kenya 📞 +254 752 448 315 / +254 784 684 422 📧 https://pragmacounsellors.com/contact/ 🌐 pragmacounsellors.com
Office Hours: Monday to Friday: 8:00 AM — 5:00 PM Saturday: 10:00 AM — 4:00 PM
This Privacy Policy was written specifically for Pragma Counsellors and reflects our genuine commitment to protecting your privacy and maintaining the highest standards of confidentiality in our counselling practice.