Privacy Policy
Emily J Hypnotherapy Privacy Notice
Data Protection and Privacy
I am committed to protecting your privacy and handling your personal information securely and transparently in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Data (Use and Access) Act 2025.
Who is responsible for your information?
Emily J Hypnotherapy is the Data Controller for the personal information collected and processed in relation to hypnotherapy services.
ICO Registration Number: ZC050702
What information do I collect?
I may collect and process the following personal information:
• Name and contact details (such as telephone number and email address)
• Information relevant to your health, wellbeing, goals, and circumstances that you choose to share
• Session notes and records relating to your therapy
• Correspondence between us, including emails and text messages
I only collect information that is necessary to provide safe, effective, and professional hypnotherapy services.
My lawful basis for processing your information
My lawful basis for processing your personal information is Legitimate Interests.
Purpose
I process your personal information to:
• Provide hypnotherapy services tailored to your needs
• Maintain accurate client records
• Communicate with you regarding appointments and therapy sessions
• Meet my professional, ethical, insurance, and legal obligations
Necessity
I only collect and process information that is necessary for these purposes. I do not collect excessive personal information and will only request information that is relevant to your therapy and the services I provide.
Balance
I carefully consider your privacy rights and ensure that any information collected has a minimal impact on your privacy. The information I process is limited to what is reasonably required to provide safe and effective hypnotherapy services.
In certain circumstances, UK data protection law recognises specific legitimate interests, including situations involving public safety, crime prevention, safeguarding, or compliance with legal obligations. Where personal information is disclosed for a recognised legitimate interest under the law, the requesting organisation is responsible for determining the necessity of that disclosure.
How long will I keep your information?
As a student Solution Focused Hypnotherapist registered with the National Council for Hypnotherapy (NCH), I am required to retain client records for eight years following the final therapy session.
Your information will be stored securely and retained only for as long as necessary to fulfil professional, legal, insurance, and regulatory requirements.
Your right to request deletion
You may request the deletion of your personal information at any time by contacting me in writing.
Where legally and professionally permitted, paper records will be securely destroyed and electronic records permanently deleted. However, there may be circumstances where I am required to retain certain information to comply with legal, professional, insurance, safeguarding, or regulatory obligations.
Your right of access (Subject Access Requests)
You have the right to request access to the personal information I hold about you. Requests should be made in writing. I will respond in accordance with applicable data protection legislation.
When responding to a Subject Access Request, I am required to conduct reasonable and proportionate searches for your personal information and provide access to the information I hold as required by law.
How is your information stored?
All personal information is stored securely and accessed only by me. Electronic records are held on password-protected devices and accounts with appropriate security measures in place to prevent unauthorised access. Paper records, where held, are stored securely and protected from unauthorised access.
Confidentiality
Information shared during therapy sessions is treated confidentially.
There are limited circumstances where confidentiality may need to be breached, including:
• Where there is a serious risk of harm to yourself or another person
• Where disclosure is required by law
• For professional supervision purposes
Where information is discussed during supervision, it will be anonymised and no identifying details will be shared.
Contact outside sessions
If we meet outside of a therapy setting, I will not initiate contact or acknowledge our therapeutic relationship unless you choose to do so. This is to protect your confidentiality.
Sharing information with other professionals
Your information will only be shared with other health or social care professionals with your explicit consent unless disclosure is required by law or necessary to protect you or another person from serious harm.
Data Protection Complaints
If you have concerns about how I have collected, stored, used, or shared your personal information, you have the right to make a complaint.
You can submit a data protection complaint by:
• Email: emilyjhypnotherapy@gmail.com
• Using the Data Protection Complaint Form available on this website
I will acknowledge your complaint within 30 days and investigate the matter. I will keep you informed of progress and provide an outcome without undue delay.
If you remain dissatisfied after my complaints process has concluded, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).
Information Commissioner's Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Website: ico.org.uk
Telephone: 0303 123 1113
Changes to this Privacy Notice
This Privacy Notice may be updated from time to time to reflect changes in legal requirements or professional practice. The latest version will always be available on this website.