7 Ways to Ensure Secure Client Communication on Your Therapy Website (2025)

As a counsellor or therapist, maintaining client trust is at the heart of your work. But in 2025, safeguarding client privacy online is more critical than ever. If you run a therapy website, it’s your responsibility — and a GDPR requirement — to protect sensitive information. At RTWD (Richard Thorne Web Design), I specialise in building WordPress websites for wellness professionals across Somerset and beyond, prioritising security and simplicity every step of the way.

This guide covers 7 practical ways to keep client communication secure on your website, drawing on current best practice and UK regulations. Whether you’re just starting out or reviewing your digital setup, these steps will help you build trust and stay compliant.

1. Use Secure, Encrypted Contact Forms

If your website has a contact form, encryption is non-negotiable. Forms should use HTTPS (SSL/TLS), ensuring data is encrypted between the user’s device and your server. WordPress plugins like Gravity Forms or WPForms support secure form submissions, but you need to double check your site’s SSL certificate is active and up to date. Never accept unencrypted form data, especially for anything containing personal or health information.

If you’re unsure about your SSL setup, my managed hosting service includes ongoing SSL monitoring as standard.

2. Offer Secure Messaging Tools (Not Standard Email)

Email is convenient, but standard email is not secure for sensitive conversations. For ongoing client messages, consider using a dedicated, encrypted messaging platform. UK therapists often use platforms like TherapyMate or iCalm, which are built for privacy and compliance.

If you must use email for initial contact, keep it minimal (name, basic enquiry) and avoid asking for any health or personal details until you can move the conversation to a secure platform.

3. Display a Clear Privacy Policy

Your website must have an up-to-date, easy-to-understand privacy policy explaining how client data is collected, stored, and used. This is a legal requirement under UK GDPR (ICO: Guide to GDPR). Link to your privacy policy in your site footer and near any contact forms.

RTWD provides privacy policy templates tailored for therapists and wellness professionals as part of all website care plans.

4. Obtain Explicit Consent Before Collecting Data

Consent is central to GDPR. Your contact forms should include a clear consent checkbox explaining what will happen with the information provided (“I agree to you contacting me using these details for the purpose of my enquiry”). Don’t use pre-ticked boxes, and keep your consent wording simple and honest. Store consent records securely in case you’re ever audited.

5. Protect Your Website with Regular Updates and Backups

Outdated plugins and themes are a leading cause of security breaches in WordPress. Make sure your website software, plugins, and security certificates are always up to date. Regular, automatic backups mean that if anything goes wrong, your site and client data can be restored quickly and safely.

My website care plans include daily backups, security scans, and proactive updates, so you can focus on your clients, not technical headaches.

6. Limit Data Storage and Access

Only collect and store information that’s absolutely necessary — and only for as long as you need it. Don’t keep old contact form submissions or emails longer than required. Use password-protected admin areas, and never share website login details with anyone else. If you work with associates, control their access and ensure they understand their responsibilities under GDPR.

For more on best practice, see the UK government’s data protection guidance.

7. Educate Yourself (and Your Clients) About Online Safety

The digital landscape is always changing. Keep up to date with online safety guidance relevant to therapists. Places like BACP’s online safety advice can help you understand your responsibilities. Consider sharing a short online safety guide or FAQ on your website to help clients understand how you keep their information safe and what steps they can take too.

Final Thoughts: Security Builds Trust

Secure client communication isn’t just about technology — it’s about respect, professionalism, and building genuine trust. By following these steps, you’ll show your clients you take their privacy seriously and set your practice apart for the right reasons.

If you’d like help making your therapy website safer, simpler, and more welcoming for your clients, book a free call with me today. I’m Richard Thorne, your local WordPress web designer in Glastonbury, here to help you build, host, and protect your online presence.

• Curious about secure hosting? Explore managed hosting options
• Need ongoing peace of mind? See my website care plans
• Want to learn more? Check out the RTWD blog for more tips