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Privacy Policy


This Privacy Policy explains how I collect, use, store and protect your personal information when you contact me, book an appointment or work with me.

I am committed to maintaining the trust and confidence of everyone who contacts me or uses my services. Your personal information is treated with care, respect and confidentiality.

If you have any questions about this policy, please contact me.

Richard Hughes Solution Focused Hypnotherapy
07921 309157
connect@richardhugheshypnotherapy.co.uk


Data controller

I am the data controller for Richard Hughes Solution Focused Hypnotherapy.

My ICO registration number is: ZB736790.

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What information I collect

When you contact me, book an appointment or work with me, I may collect and store some personal information.

This may include:

  • Your name

  • Contact details, such as phone number and email address

  • Appointment details

  • Information you choose to share in messages, forms, calls or sessions

  • Relevant health, wellbeing or background information

  • Session notes

  • Progress notes

  • Payment records

  • Referral information, where relevant

I only collect information that is relevant to providing a safe, professional and appropriate service.


Why I collect this information

I collect and use your information so that I can:

  • Respond to enquiries

  • Arrange, confirm, reschedule or cancel appointments

  • Provide Solution Focused Hypnotherapy safely and appropriately

  • Understand what you would like support with

  • Tailor sessions to your needs

  • Keep appropriate therapy records

  • Record progress and relevant information from sessions

  • Meet professional, legal, ethical and insurance requirements

  • Process payments and maintain business records

Some of the information you share may relate to your physical or mental health. This is treated as sensitive information and handled with particular care.


How your information is stored

Your information is stored securely.

Paper records are kept in a locked filing cabinet in a locked room.

Electronic records are stored using password-protected devices, apps or systems. Devices are protected with appropriate security measures such as passwords, security software and firewalls.

I take reasonable steps to protect your information from loss, misuse, unauthorised access or disclosure.


How long your information is kept

Therapy records are kept in line with professional and insurance requirements.

For adult clients, written records are stored securely for 8 years after your last interaction with me.

For clients under 16 when last seen, records may be kept until the age of 25.

For clients aged 17–18 when last seen, records may be kept until the age of 26.

After the relevant retention period, records will be securely destroyed or deleted.

Payment and accounting records may need to be kept separately in line with accounting, tax or legal requirements.


Can I ask for my information to be deleted?

You have the right to ask for your personal information to be deleted in certain circumstances.

Please make any request in writing by email, text or post.

There may be situations where I need to keep certain information for legal, ethical, insurance, safeguarding or professional reasons.

I will respond to requests in line with data protection requirements.


Can I see the information you hold about me?

Yes. You have the right to request a copy of the personal information I hold about you.

This is known as a Subject Access Request.

If you would like a copy of your information, please contact me in writing.

I will respond within the required timescale, normally within one calendar month.

This service is usually free of charge.


Confidentiality

Your privacy and confidentiality are very important.

Information shared during sessions, whether spoken or written in notes, is treated as private and confidential.

There are some legal and ethical limits to confidentiality. These may include situations where:

  • There is a serious risk of harm to you

  • There is a serious risk of harm to someone else

  • There are safeguarding concerns

  • I am required to disclose information by law or court order

These limits are in line with professional ethical standards, including the National Council for Hypnotherapy Professional Code of Ethics.

Where possible and appropriate, I would aim to discuss any concerns with you first.


Supervision

As part of safe and ethical practice, I may discuss aspects of my work with a professional supervisor.

If I do this, identifying details are removed wherever possible. The purpose of supervision is to support safe, ethical and professional practice.

 

Sharing information with other professionals

I will not share your information with other health or social care professionals without your consent, unless there is a serious risk of harm, a safeguarding concern, or a legal requirement to do so.

With your written consent, I may contact your GP, another healthcare professional, or a relevant organisation if it would support your care or safety.

 

If I see you outside of a session

If I see you outside of a hypnotherapy session, I will usually not acknowledge you first.

This is to protect your privacy, as you may not wish others to know how you know me.

You are welcome to say hello if you would like to.

 

Payments

Payment information may be processed through cash, card, bank transfer or online payment link.

If you pay by card, bank transfer or online payment link, your payment information will also be processed by the relevant payment provider or bank.

I do not store full card details.

Basic payment records may be kept for accounting and tax purposes.

 

Website and contact forms

If you contact me through the website, the information you provide will be used to respond to your enquiry.

This may include your name, contact details and anything you choose to include in your message.

Please avoid including highly sensitive information in an initial website enquiry if you do not feel comfortable doing so.

A simple message is enough to begin.

 

Your rights

Under data protection law, you have rights in relation to your personal information.

These may include the right to:

  • Be informed about how your information is used

  • Access the personal information held about you

  • Ask for inaccurate information to be corrected

  • Ask for your information to be deleted in certain circumstances

  • Ask for the use of your information to be restricted in certain circumstances

  • Object to certain uses of your information

If you would like to exercise any of these rights, please contact me.

 

Concerns or complaints

If you have any questions or concerns about how your information is handled, please contact me first so I can try to resolve the matter.

Richard Hughes Solution Focused Hypnotherapy
07921 309157
connect@richardhugheshypnotherapy.co.uk

You also have the right to raise a concern with the Information Commissioner’s Office.

 

Changes to this policy

This Privacy Policy may be updated from time to time.

The latest version will be available on this website.

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