Privacy Policy

Introduction

Helensburgh Hypnotherapy is committed to protecting and respecting your privacy.

This Privacy Policy explains how personal information is collected, used, stored, and protected in accordance with:

the UK General Data Protection Regulation (UK GDPR), and
the Data Protection Act 2018.

Personal data is handled lawfully, fairly, transparently, and securely at all times.

Data Controller

The Data Controller responsible for your personal information is:

Alison Sheen
Helensburgh Hypnotherapy
ICO Registration Number: ZB615401

The Data Controller determines how and why your personal data is processed.

Personal Information Collected

To provide safe and effective hypnotherapy services, Helensburgh Hypnotherapy may collect and process the following information:

Personal Details

Name, address, email address, and telephone number
Emergency contact details or details of a significant other
GP contact details (where relevant)

Therapeutic Information

Information relating to your goals for hypnotherapy
Relevant medical or wellbeing information
Brief clinical session notes recording progress and agreed actions

Administrative Information

Appointment history
Correspondence via email, telephone, text, or messaging services

Only information that is necessary and proportionate for therapeutic care is collected.

Lawful Basis for Processing

Personal data is processed under the following lawful bases:

Contractual necessity — to deliver hypnotherapy services requested by you
Legitimate interests — maintaining appropriate professional clinical records
Legal obligation — compliance with legal, safeguarding, and regulatory duties
Explicit consent — for processing special category health data

Where consent is relied upon, you may withdraw consent at any time.

Purpose of Data Processing

Your personal information is collected and used to:

Provide safe and effective hypnotherapy treatment
Maintain professional clinical records
Manage appointments and communication
Ensure continuity and quality of care
Meet professional, insurance, safeguarding, and legal obligations

Your personal data will never be sold, rented, or used for unrelated marketing purposes.

Data Retention
As a student member of the National Council for Hypnotherapy, records are retained in accordance with professional guidance:

Adult clients: retained for 8 years after the final session
Children under 16: retained until age 25
Young people aged 17–18: retained until age 26

Records are retained only as long as necessary to satisfy professional, legal, and insurance requirements and are securely destroyed thereafter.

Your Rights Under UK GDPR

You have the right to:

Access your personal data
Request correction of inaccurate information
Request erasure (“right to be forgotten”)
Request restriction of processing
Object to processing where applicable
Request data portability
Withdraw consent at any time (where consent applies)

Right of Access (Subject Access Request)

You may request access to personal data held about you.

Requests must be made in writing.
Information will normally be provided within one calendar month.

Proof of identity may be required before disclosure.

Right to Deletion or Anonymisation

You may request:

Deletion of personal data
Restriction of processing
Anonymisation of identifiable information

Please note that certain clinical records may need to be retained to comply with professional, insurance, safeguarding, or legal obligations.

Where possible, identifying details will be removed and records anonymised.

Data Security and Storage

Helensburgh Hypnotherapy implements appropriate technical and organisational security measures, including:

Session notes are hand written and securely stored.
Electronic communication is deleted once securely printed and filed
Paper records stored in locked filing systems
Devices protected by strong passwords, PIN protection, and biometric security
Secure email authentication
Access restricted solely to the Data Controller

All reasonable steps are taken to prevent unauthorised access, loss, misuse, or disclosure of personal data.

Confidentiality of Therapy Sessions

Information shared during hypnotherapy sessions is treated as confidential and used solely for therapeutic purposes.

Confidentiality may be breached only where legally or ethically required, including:

Risk of serious harm to yourself or others
Safeguarding concerns involving a child or vulnerable adult
Compliance with legal obligations or court orders
Disclosure required under criminal law
Professional supervision (all identifying information removed and supervisors comply with UK GDPR)

Contact Outside Therapy Sessions

Your confidentiality will always be respected.

If contact occurs outside the therapy setting, acknowledgement will remain discreet, and therapy discussions will only occur if initiated by you.

Sharing Information with Other Professionals

Your information will only be shared with healthcare or social care professionals where:

you have provided explicit written consent, or
disclosure is required under legal or safeguarding obligations.

Complaints

If you have concerns about how your data is handled, please contact Helensburgh Hypnotherapy in the first instance.

You also have the right to lodge a complaint with the UK supervisory authority:

Information Commissioner's Office (ICO)
Website: https://ico.org.uk

Contact Details

For questions regarding this Privacy Policy or your personal data:

Alison Sheen
Helensburgh Hypnotherapy

Email: alison@helensburgh-hypnotherapy.co.uk

Policy Review

This Privacy Policy is reviewed periodically to ensure ongoing compliance with UK data protection legislation and professional standards.

This policy has most recently been reviewed on 14th May 2026

Solution Focused Hypnotherapy requires the client’s full commitment and motivation to get the best outcomes and results can not be guaranteed..