Privacy Policy

How we collect, use, and protect your personal information

Back to Home

Last Updated: January 2, 2026

1. Introduction

Pilladev Psychotherapy & Consultancy ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services, visit our website, or interact with us in any way.

We provide mental health and psychosocial support services. Because these services can involve sensitive personal information (including health and wellbeing information), we take confidentiality and data protection seriously.

Where applicable, we aim to comply with the Constitution of Kenya (right to privacy) and Kenya's Data Protection Act, 2019, including any applicable regulations. This policy is provided for transparency and does not constitute legal advice.

2. Information We Collect

2.1 Personal Information

We may collect personal information that you voluntarily provide to us when you:

  • Schedule an appointment
  • Fill out contact or inquiry forms
  • Sign up for our newsletter
  • Register for workshops or events
  • Participate in surveys or feedback sessions

This information may include your name, email address, phone number, mailing address, and other information relevant to providing our services.

2.2 Booking and Service Information

When you request or receive services, we may collect information needed to manage your booking and provide care, such as appointment dates/times, preferred service type, communication preferences, and relevant administrative notes.

2.3 Clinical Information

As a mental health service provider, we may collect sensitive personal data about you during the course of our counseling relationship. This may include information about your health and mental well-being (for example, assessment information, counseling notes, and therapy-related information). This information is protected by professional ethics and applicable laws.

2.4 Website and Technical Information

When you visit our website, we may collect limited technical information such as device/browser details, IP address, approximate location (derived from IP), pages viewed, and cookies or similar technologies. See our Cookie Policy for details.

2.5 Processing of Sensitive Personal Data (Health Information)

We collect and process sensitive personal data, specifically information relating to your physical and mental health and mental well-being ("Health Data"). In compliance with Section 46 of the Data Protection Act, 2019, this data is processed only:

  1. By or under the responsibility of a professional health care provider; or
  2. By persons subject to the obligation of professional secrecy under applicable laws.

We process this data solely for the purpose of providing counseling, therapy, and consultancy services, and to protect the vital interests of the data subject where they are physically or legally incapable of giving consent.

2.6 Minors

We do not knowingly collect personal data from children under the age of 18 without verified parental or guardian consent. If you believe that a child has provided us with personal data without such consent, please contact us so we can take appropriate steps.

3. How We Use Your Information

We use personal data only for specific and explicitly defined purposes related to providing our services, including:

  • Assessment, diagnosis, and triage (where applicable)
  • Treatment, counseling, psychotherapy, and care planning
  • Follow-up, continuity of care, and client support
  • Communicating with you about appointments, programs, or services
  • Administrative operations, record keeping, and processing payments
  • Sending newsletters or marketing communications (with your consent)
  • Complying with legal obligations

We do not use your personal data (including Health Data) for commercial purposes without your express consent.

3.1 Legal Basis for Processing (Kenya)

Where required under Kenyan law, we process personal data based on one or more lawful bases, such as: your consent, the need to perform a contract (e.g., providing requested services), compliance with legal obligations, and legitimate interests (e.g., securing and improving our services) where appropriate.

4. Information Sharing and Disclosure

We maintain strict confidentiality of client information in accordance with professional ethics and applicable laws. We do not sell, rent, or lease your personal information to third parties.

We may share your information in the following limited circumstances:

  • With your explicit consent
  • When required or permitted by law (for example, responding to a lawful request, court order, or urgent safety-related situation)
  • With service providers who assist us in operating our business (e.g., payment processors)

4.1 Service Providers (Processors)

We may use trusted third parties to help deliver our services (for example, website hosting, analytics, communications, and payment processing). We take reasonable steps to ensure such providers handle personal data securely and only for authorized purposes.

5. Data Retention

We keep personal data only for as long as is reasonably necessary for the purpose of treatment and service delivery and/or to comply with applicable legal and professional obligations. Where data is no longer needed for these purposes, we will delete it or anonymise it (where appropriate and feasible).

6. Data Security

We implement appropriate technical and organizational measures to protect your personal information. These may include encryption, pseudonymisation (where possible), access controls, and secure hosting and backups.

If we become aware of a personal data breach that poses a real risk of harm to you, we will notify you within a reasonable period and take steps to mitigate the impact, in line with applicable law.

7. Your Rights as a Data Subject

Under Section 26 of the Data Protection Act, 2019, you have the right to:

  • Right to be informed
  • Right to access your data
  • Right to object to processing
  • Right to correction (rectification) of false data
  • Right to deletion (erasure) of false or misleading data

To exercise these rights, contact us using the details in the Contact Us section. We may need to verify your identity before fulfilling a request. You may also have the right to lodge a complaint with Kenya's Office of the Data Protection Commissioner (ODPC).

8. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on our website. You are advised to review this Privacy Policy periodically for any changes.

9. Contact Us

The Data Controller for your personal data is Pilladev Psychotherapy & Consultancy. For any privacy inquiries or to exercise your rights, please contact us at:

Email: pilladev.psychotherapy@gmail.com or info@pilladev.org
Phone: +254 116 411 745 or +254 722 556 313
Address: Phileo Arcade, 2nd floor, Room S 9, Along Thika Road, opposite Plainsview Hospital, Ruiru Kenya