Privacy Notice

At Crossroads Hypnotherapy, protecting your privacy and personal information is a priority. This Privacy Notice explains how your 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.

How will my personal information be stored?

Personal information is stored securely using appropriate technical and organisational measures to protect it from unauthorised access, loss or misuse.

Paper records are kept in a locked cabinet within a secure location. Electronic records are stored on password-protected devices and secure systems, with access limited to Liz O'Connor. Reasonable steps are taken to ensure that all personal information remains confidential and secure.

How long will my information be kept?

Client records are retained in accordance with professional and insurance requirements.

Records relating to adult clients are normally kept for eight years after the final appointment.

Records relating to children are retained until the client reaches the age required by professional guidance, after which they are securely destroyed.

Once the required retention period has expired, records will be disposed of confidentially and securely.

Can my information be destroyed earlier?

Unfortunately, no.

Professional standards and insurance requirements require client records to be retained for a minimum period. This means records cannot normally be destroyed before the required retention period has ended.

Can I access the information held about me?

Yes.

Under UK GDPR, you have the right to request a copy of the personal information held about you. Requests will normally be responded to within one month, unless an extension is permitted under data protection legislation.

If any information is inaccurate or incomplete, you may request that it is corrected.

Why is my information collected?

Personal information is collected in order to:

• Provide safe, effective and personalised hypnotherapy.

• Assess individual needs and plan appropriate treatment.

• Maintain accurate clinical records.

• Communicate regarding appointments and therapy.

• Meet legal, insurance and professional obligations.

Only information that is relevant and necessary for providing therapy will be collected.

How is my information kept secure?

Every reasonable step is taken to ensure personal information remains confidential.

This includes:

• Securely stored paper records in locked storage.

• Password-protected computers and electronic devices.

• Secure electronic record systems.

• Up-to-date antivirus and security software where applicable.

• Restricted access to client information.

Information is only retained for as long as required by professional, legal and insurance obligations.

Are therapy sessions confidential?

Yes.

Everything discussed during therapy sessions is treated as confidential.

However, there are a small number of circumstances where confidentiality may need to be broken. These include:

• Where there is a serious concern that you or another person may be at immediate risk of significant harm.

• Where disclosure is required by law or a court order.

• Where confidential supervision is required as part of professional practice. Any discussions with a supervisor are conducted without revealing unnecessary identifying information wherever possible.

What happens if we meet outside a therapy session?

Your privacy is always respected.

If Liz sees a client in a public place, she will not acknowledge them unless the client chooses to say hello first. This helps protect the client's confidentiality and privacy.

Will information be shared with other healthcare professionals?

Information will only be shared with another healthcare professional if:

• You have given your explicit consent; or

• There is a legal obligation to do so; or

• There is a serious concern about your safety or the safety of another person.

Whenever possible, information will only be shared with your knowledge and agreement.

Your Rights

Under UK GDPR, you have the right to:

• Access the personal information held about you.

• Request that inaccurate information is corrected.

• Request that processing is restricted in certain circumstances.

• Object to certain types of data processing where applicable.

• Lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data has not been handled appropriately.

Contact

If you have any questions about this Privacy Notice or how your personal information is handled, please contact:

Crossroads Hypnotherapy
Liz O'Connor
📞 07497 086282