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Privacy policy

At Mindhub Hypnotherapy, all personal information, whether verbal, written, or recorded is treated as strictly private and confidential and held securely, in accordance with recent GDPR legislation. This document outlines what personal data will be collected and how it will be processed.

Contact details

  • Data controller: Penny Finnegan

  • Business Name: Mindhub Hypnotherapy

  • Address: 34 Balmoral Close, Chippenham, SN14 0UT

  • Phone Number: 07985 358083

  • Email: hello@mindhubhypnotherapy.com

Key terms

  • Data Controller / Therapist: Penny Finnegan

  • Client: Person who uses the services provided by the therapist 

  • Data: Any electronic or manually stored information that can be put on a computer or stored in a filing system.

  • Personal Data: Any data that can be used to ascertain the identity of the person it belongs to.

The purpose for holding your data

In order to provide hypnotherapy or coaching, Mindhub Hypnotherapy will need to collect and store certain personal data about you and your health/well-being and your desired therapeutic goals. This is solely for the purpose of being able to support the therapy being provided and to be able to offer a relevant treatment plan, or coaching programme in a responsible, safe and effective manner.

The data I will collect and store about you:

  • Your name and contact details

  • Occupation

  • Marital status

  • Details of an emergency contact

  • Your date of birth and medical history such as you wish to disclose

  • Your GP’s details

  • Your treatment history

  • A copy of our treatment notes and exchange of information for the duration of our sessions.

Lawful basis for holding and using client information

The lawful basis under which I hold and use your information is:

  • ‘Legitimate interests’ i.e. my requirement to retain the information in order to provide you with the best possible treatment options

  • ‘Consent’, i.e. whereby you have given clear consent for Mindhub Hypnotherapy to process your personal data for the purpose of providing you with the best possible treatment options, or coaching programme in a responsible, safe and effective manner.

How I will use your data

I will use your personal data purely and only for the purpose of keeping identifiable records of our sessions and to safely and effectively administer your therapy or coaching programme, as well as to enable me to contact you prior to and throughout our sessions and, where necessary and with your consent, to conduct follow-up emails and/or phone calls to follow-up your progress. I may use your email address (if you consented to being placed on a mailing list on the pre-consultation form) in order to provide you with relevant hypnotherapy information, newsletters, or offers.

Sharing

Mindhub Hypnotherapy will not share any client data with any third party, unless required for legal purposes, without seeking to have your consent. I only share your data if you give me your written consent to do so and will only share it with another suitably qualified therapist/consultant/ GP to whom you have asked me to refer you. However, I will share your data with appropriate agencies or people in the case of welfare/safeguarding issues that are governed by statutory obligations. Any data that I share will be done electronically. It will be encrypted and password protected.

Mindhub Hypnotherapy reserves the right to use 3rd party service providers to facilitate their company business, such as Mail Chimp. Your name and email address may be shared with such a provider (if you consented to being placed on a mailing list on the pre-consultation form) but purely for the purpose of providing a mailing list/newsletter service to Mindhub Hypnotherapy. They will NOT be able to share, use or pass on your details as they will be bound by the same strict GDPR regulations.

Storing of data & duration

Mindhub Hypnotherapy is committed to ensuring that all personal data is secure at all times. Paper records are stored in a secure, locked filing cabinet. Electronic data will be stored on one or more devices that are password protected and where the data is encrypted. Data will be retained and stored for a period of 7 years from the date of the last treatment session, in accordance with the terms of our insurance.

Deleting of data files

Mindhub Hypnotherapy will securely destroy any paper records by shredding them and securely delete electronic records, after the appropriate duration (see Storing of data & Duration, above). Any device used to store your data, will also be securely destroyed once that device comes to the end of its useful life.

Your rights with regard to your personal data

Mindhub Hypnotherapy is compliant with GDPR, giving you the following rights:

  • The right to be informed: to know how your information will be held and used (this notice).

  • The right of access: to see your therapist’s records of your personal information, so you know what is held about you and can verify it.

  • The right to rectification: to tell your therapist to make changes to your personal information if it is incorrect or incomplete.

  • The right to erasure (also called “the right to be forgotten”): ror you to request your therapist to erase any information they hold about you.

  • The right to restrict processing of personal data: you have the right to request limits on how your therapist uses your personal information.

  • The right to data portability: under certain circumstances you can request a copy of personal information held electronically so you can reuse it in other systems.

  • The right to object: to be able to tell your therapist you don’t want them to use certain parts of your information, or only to use it for certain purposes.

  • Rights in relation to automated decision-making and profiling. to be able to tell your therapist that you do not wish to be added to automated decision-making and profiling software.

 If you wish to exercise any of these rights, please use the contact details given above and request it in writing.

Your therapist’s rights – please note:

  • If you don’t agree to your therapist keeping records of information about you and your treatments, or if you don’t allow them to use the information in the way they need to for treatments, the therapist may not be able to treat you.

  • Your therapist has to keep your records of treatment for a certain period as described above, which may mean that even if you ask them to erase any details about you, they might have to keep these details until after that period has passed.

Your therapist can move their records between their computers and IT systems without your permission, as long as your details are protected from being seen by others.