Privacy Policy

Last updated: 8 June 2025  |  Effective: 8 June 2025

1. Information We Collect

Essential Information

• Contact Details: Name, phone number, email address
• Appointment Data: Scheduling preferences, session notes
• Communication Records: Email, WhatsApp, and consultation content

Health Information (Special Category Data)

Legal Basis for Processing

• Consent: For marketing communications and non-essential services
• Contract Performance: To provide counselling and hypnotherapy services
• Legal Obligation: For record-keeping and regulatory compliance
• Vital Interests: In emergency health situations

2. How We Use Your Information

• Provide counselling and hypnotherapy services
• Schedule and manage appointments
• Maintain treatment records and progress notes
• Send appointment reminders and administrative updates
• Comply with professional and legal obligations
• Improve our services based on feedback

3. Communication Preferences

Opt-in Required

We only send communications if you have explicitly consented. You can withdraw consent at any time.

Communication Channels

• Email: Primary channel for secure communications
• WhatsApp: General enquiries and appointment scheduling only
• Phone: Direct consultations and urgent matters

4. WhatsApp Communication Policy

To opt out, reply STOP to any WhatsApp message or email hajni@clearmindhypno.co.uk.

5. Data Security & Confidentiality

• Encrypted data transmission and storage
• Secure server infrastructure
• Regular security audits and updates
• Access controls and authentication
• Confidentiality maintained per NCPS professional standards

6. Your Privacy Rights

• Right to Access: Request copies of your personal data (response within 30 days)
• Right to Rectification: Correct inaccurate information
• Right to Erasure: Request deletion, subject to legal obligations
• Right to Restrict: Limit how we process your data
• Right to Object: Stop processing in certain circumstances
• Data Portability: Transfer data to another organisation
• Complaints: Right to lodge complaints with the ICO (Information Commissioner’s Office)

7. Data Retention

• Treatment Records: 7 years after last contact (professional requirement)
• Communication Records: 3 years or until consent withdrawn
• Financial Records: 6 years (legal requirement)
• Marketing Data: Until consent withdrawn

Data may be transferred outside the UK/EEA with appropriate safeguards ensuring equivalent protection levels as required by GDPR and UK data protection law.

8. Contact