The Neuro Loop | Last updated: 15th July 2026

This notice explains how The Neuro Loop collects, uses, stores, and protects personal information when you make an enquiry, complete an intake form, attend a screening session, or receive counselling support. Please read it before providing personal information or beginning counselling.

Data controller	Sana Maryam
Trading name	The Neuro Loop
Practice location	London, United Kingdom
Privacy contact	neurolooping@gmail.com

Who we are

The Neuro Loop is the trading name of Sana Maryam, a UK sole trader. Sana Maryam is the data controller for the personal information described in this notice.

The Neuro Loop provides online counselling, emotional wellbeing support, and psycho-educational guidance for adults aged 18 and over.

How to contact us

For questions about this notice, your personal information, or to make a data-rights request, email neurolooping@gmail.com.

Please do not send urgent or emergency information by email, WhatsApp, or an online form. The Neuro Loop is not an emergency or crisis service and cannot guarantee an immediate response.

The information we collect

Depending on your contact with The Neuro Loop, we may collect:

• Contact information, including your name, date of birth, email address, telephone number, location, and emergency-contact details.
• Information in an enquiry or intake form about the support you are seeking.
• Information about mental health, emotional wellbeing, previous support, medication, safety, or risk where you choose to provide it.
• Information discussed during screening or counselling sessions, including brief clinical notes where necessary for continuity and safe practice.
• Appointment, communication, payment, and invoice information.
• Your preferences if you choose to receive optional counselling or psychology-related information by email.

We ask only for information that is relevant and reasonably necessary for the counselling service, screening process, safe administration, or legal responsibilities.

How we use your information

We use personal information to:

• Respond to an enquiry or arrange an initial screening session.
• Assess whether The Neuro Loop may be an appropriate service for you.
• Provide and manage agreed counselling support.
• Arrange appointments and communicate about administration, including scheduling.
• Maintain appropriate records and receive and reconcile payments.
• Protect you or another person where there is a serious safety or safeguarding concern.
• Meet legal, tax, and other professional responsibilities.
• Send optional counselling and psychology-related information only where you have actively opted in.

We do not sell your personal information or use it for automated decision-making.

Our lawful basis for processing

We process ordinary personal information where it is necessary to take steps at your request before entering into an agreement or provide an agreed counselling service; meet legal obligations, including tax and record-keeping duties; pursue legitimate interests in safely administering and managing The Neuro Loop, maintaining appropriate records, protecting the practice from misuse, and dealing with safeguarding concerns; or send optional information where you have given consent. You may withdraw marketing consent at any time.

Mental-health and other health information is special-category personal data. Where this information is necessary for the counselling intake, screening, or support you have requested, The Neuro Loop will seek your clear, explicit consent for the specific purpose explained at the time. You may withdraw consent, although this may mean that The Neuro Loop cannot continue to provide the requested service or safely maintain relevant records.

Confidentiality and when information may be shared

Information shared with The Neuro Loop is treated as confidential. However, confidentiality has limits. Information may be shared where this is necessary and proportionate because:

• There is a serious concern about your safety or someone else’s safety.
• There is a safeguarding concern involving a child or adult at risk.
• Disclosure is required by law, court order, or another legal obligation.
• Information is needed for legal advice, a legal claim, or tax and accounting requirements.
• You have asked us to share information or given specific permission.

Where it is safe and appropriate, we will normally discuss this with you before sharing information.

Services and providers we use

The Neuro Loop is a sole-run practice. Sana Maryam is the only person with routine access to client information.

We use service providers to operate the practice, including:

• Google Forms for intake and screening forms.
• Google Docs and Google services for practice documents and records.
• Google Meet for online sessions.
• WhatsApp for appointment scheduling and limited administrative communication.
• Bank transfer for payments.

These providers may process information in order to provide their services. Please avoid sharing detailed counselling, clinical, emergency, or crisis information through WhatsApp. WhatsApp is not monitored as an emergency service.

International processing

The Neuro Loop is based in the United Kingdom and may provide online support to clients in other countries where this is appropriate. Some technology providers may process or store information outside the United Kingdom. Where this happens, we will use providers that state they have appropriate safeguards for international data transfers and will take reasonable steps to protect your information in line with applicable UK data-protection law.

How long we keep information

We retain information only for as long as it is reasonably necessary.

• Enquiry, intake, screening, and counselling records are normally retained for up to two years after the final counselling session.
• Optional marketing preferences are retained until you withdraw consent or we stop sending the information.
• Payment, invoice, and tax records may need to be retained for longer where required by UK tax law.
• Information may be kept longer where necessary for a legal claim, safeguarding matter, or another legal obligation.

When information is no longer required, it will be securely deleted or anonymised where appropriate.

Security

We take reasonable steps to protect your information, including limiting access to the practitioner, using password-protected accounts and devices, and using established digital services for forms, documents, communication, and video sessions.

No online method of communication or storage is completely risk-free. You can help protect your privacy by attending sessions from a private location, using a personal device where possible, and avoiding sensitive information in WhatsApp messages.

Your rights

Subject to applicable law, you have rights to:

• Ask for access to your personal information.
• Ask us to correct inaccurate or incomplete information.
• Ask us to erase information in certain circumstances.
• Ask us to restrict or object to certain processing.
• Ask for a portable copy of information you have provided where this applies.
• Withdraw consent where consent is relied on.

To exercise a right, email neurolooping@gmail.com. You also have the right to complain to the Information Commissioner’s Office. Information is available at https://ico.org.uk/make-a-complaint/. We may update this Privacy Notice from time to time; the latest version will be published on The Neuro Loop website. This notice should be read alongside the Client Service Agreement.