Privacy Policy
How we handle your personal information
Last updated: January 2025
Hypnotherapy Choice is committed to protecting your privacy and handling your personal data responsibly. This policy explains how we collect, use and protect information about you when you use our website or engage our services.
Who We Are
Hypnotherapy Choice is a clinical hypnotherapy practice based in Chelmsford, Essex. For the purposes of UK data protection law, Hypnotherapy Choice is the data controller.
Contact: [email protected]
What Information We Collect
When you contact us
If you telephone, email or use our contact form, we collect your name, email address, telephone number and any details you provide about the reason for your enquiry.
When you become a client
We collect additional information necessary for your treatment, including:
- Full name, address and date of birth
- Medical history relevant to your treatment
- GP details (in case of emergency)
- Session notes and treatment records
When you visit our website
Our website does not use cookies for tracking or advertising purposes. Basic server logs may record your IP address, browser type and pages visited. This data is used solely for website maintenance and security.
How We Use Your Information
We use your information to:
- Respond to your enquiries and arrange appointments
- Provide safe and effective hypnotherapy treatment
- Maintain accurate clinical records as required by our professional bodies
- Send appointment reminders (with your consent)
- Comply with legal and regulatory requirements
Legal Basis for Processing
Under UK GDPR, we process your personal data on the following grounds:
- Consent: You have given clear consent for us to process your data for a specific purpose
- Contract: Processing is necessary for the performance of a contract (your treatment agreement)
- Legal obligation: Processing is necessary for compliance with a legal obligation
- Legitimate interests: Processing is necessary for our legitimate business interests, provided these are not overridden by your rights
Health-related data is classified as special category data under UK GDPR. We process this data on the basis of your explicit consent, which is obtained before treatment begins.
Data Sharing
We do not sell, rent or share your personal information with third parties for marketing purposes. We may share information only in the following circumstances:
- With your GP, but only with your explicit written consent
- With our professional supervisors, in anonymised form
- If required by law or court order
- In a genuine emergency to protect your vital interests
Data Security
We take appropriate measures to protect your personal data, including:
- Client records are stored securely and encrypted where held electronically
- Paper records are kept in a locked cabinet
- Access to your data is limited to James Whitfield only
- Our website uses HTTPS encryption
Data Retention
We retain client treatment records for seven years from the date of your last appointment, in line with recommendations from our professional body and insurance provider. After this period, records are securely destroyed.
Enquiry data (name, email, telephone) is retained for twelve months if you do not proceed to treatment.
Your Rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate data
- Request deletion of your data (subject to legal and professional obligations)
- Withdraw consent at any time
- Object to processing based on legitimate interests
- Request a copy of your data in a portable format
- Lodge a complaint with the Information Commissioner's Office (ICO)
To exercise any of these rights, please contact us at [email protected].
Information Commissioner's Office
If you are unhappy with how we have handled your data, you have the right to complain to the ICO:
Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Telephone: 0303 123 1113
Website: ico.org.uk
Changes to This Policy
We may update this policy from time to time. Any significant changes will be noted on this page with the updated date shown above.