Privacy Policy

At Sanctuary Hypnotherapy, protecting your personal data is a top priority. This page explains how i collect, use, and safeguard your information in compliance with the General Data Protection Regulation (GDPR). I want you to feel confident that your privacy is respected every step of the way. Your trust is essential, and I am committed to ensuring that your personal information is handled with the utmost care and security, providing you with peace of mind as you engage in your hypnotherapy journey.

Prior to commencing our collaboration, I must collect certain personal information from you. This is essential for enabling me to provide support in the most effective manner possible. I assure you that your privacy is of utmost importance, and I am dedicated to safeguarding your information with the highest level of diligence, in accordance with the General Data Protection Regulation (GDPR) and the ethical standards established by the National Hypnotherapy Society. I am insured through Holistic Insurance.

What personal information will I require? 

In order to provide optimal care and support, I will need to collect several essential details including your name, contact information, an emergency contact, a concise overview of your medical history, and your specific needs for support. During our sessions, I will also take notes to monitor your progress and the insights we explore together. Please be assured that all information you provide will be managed with the utmost confidentiality and diligence. These notes and details enable me to remain connected to your journey, allowing me to customise each session to your requirements and reflect on what has proven effective thus far. Your contact information will solely be utilised in the event of an urgent need to reach you. 

Will you discuss my information with other health and social care professionals? 

Your privacy is of paramount importance, and all information shared with me will be treated with strict confidentiality. However, as part of my professional responsibility, it is imperative to ensure the safety of you and others. Should I ever have genuine concerns regarding your risk of self-harm or harm to others, I may need to disclose that information to the appropriate individuals or services capable of providing assistance. If such a situation arises, I will strive to discuss it with you beforehand and involve you in the process whenever feasible. There are also exceptional circumstances in which I may be legally obliged to share information, such as when requested by a court or law enforcement via a legal order. 

How will my data be stored? 

Your privacy and trust are immensely valued, and I am committed to keeping your personal information secure and protected. The following measures are in place: Session Notes: Notes taken during our sessions are initially handwritten, then securely digitised and stored electronically. Once securely saved, the paper versions are disposed of. All electronic records are maintained in a secure, password-protected, and encrypted folder on a computer that is further safeguarded by a robust password. Text Messages: Should we communicate via text, please be assured that my mobile device is secured with both a PIN and biometric authentication to ensure privacy. Emails: My email account employs two-factor authentication to provide an additional layer of security. Electronic Documents: Any documents containing your personal information, such as letters to your GP or invoices, will always be password-protected and stored securely on my password-encrypted computer.

**Data Retention Policy** 

How long will my data be retained? 

As a registered member of the National Hypnotherapy Society, I am obligated to retain your records for a duration of eight years following the conclusion of our final session. This practice aligns with the guidelines established by the NHS and is essential for maintaining both professional integrity and compliance with legal obligations. Following this retention period, your records will be securely deleted in January of the subsequent year. Until that time, they will be stored in a secure environment and managed with the utmost care and confidentiality. 

What if I do not wish for you to retain my records for that duration? 

In the course of fulfilling my professional responsibilities, I am required to maintain certain records, including session notes and relevant correspondence. However, should you prefer not to retain your data for the full retention period, you may request its anonymisation. This process entails the removal of any personal or identifiable information, with the remaining materials stored under a coded designation, thereby eliminating any link to your identity. If you wish to proceed with this request, please contact me via email at sanctuaryhypnotherapy1@gmail.com. I will address your request promptly, and I would like to assure you that this service is provided at no cost.

Accessing Information and Confidentiality at Sanctuary Hypnotherapy

You possess the right to access the personal information that Sanctuary Hypnotherapy holds regarding you. Should you wish to obtain a copy, please submit a written request specifying the information you desire. It is necessary for me to confirm your identity prior to the release of such information to ensure your privacy and security. Once verified, I will provide the requested information within a timeframe of 30 days. Kindly note that there is no fee for this service; however, in certain circumstances, my insurance provider's legal team may require a review of your request to ensure compliance with proper protocols. Regarding confidentiality, I assure you that all discussions conducted during our sessions are handled with the utmost discretion and remain entirely confidential. In my dedication to providing optimal support, I may occasionally seek guidance from a qualified Supervisor. This practice is a standard aspect of ethical care, allowing me to remain focused and effective. Should I need to reference our sessions with my Supervisor, I will never disclose your name or any identifying particulars, as my Supervisor adheres rigorously to GDPR regulations and confidentiality protocols.

In instances where we may encounter each other outside of scheduled sessions, I will acknowledge you with a smile and a greeting, but will refrain from engaging in extended conversations. This practice is in place to safeguard your privacy and confidentiality. You are free to share your involvement in hypnotherapy with others at your discretion. 

If you reside overseas, rest assured that our sessions will proceed as normal, as my insurance permits me to work with clients remotely from any location globally. It is important to note that my practice is governed by Scottish law, which means any potential legal matters arising would be addressed within the jurisdiction of UK courts.

What is the protocol for cancelling a session? 

I understand that unforeseen circumstances may arise, and I am more than willing to accommodate rescheduling or cancellation of a session provided I receive more than 24 hours' notice. Regrettably, if notice is less than 24 hours, I am unable to issue a refund, unless exceptional circumstances apply, which I will evaluate on an individual basis. 

For those who have made block bookings, please be advised that a missed session may be deducted from the total; it is important to note that block bookings are non-refundable. As I attend to multiple clients, I kindly ask that you honour both my time and your commitment to the scheduled sessions. 

Consistency is key in hypnotherapy for optimal effectiveness; therefore, regular attendance is highly advised. Should cancellations occur with frequency, it may become necessary to suspend or conclude our collaborative work.