Privacy Policy

Your Privacy

I am committed to protecting your privacy and handling your personal information in a safe, secure and confidential manner, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy explains what information I collect, why I collect it, how it is stored, and your rights regarding your personal data.

Who I Am

Clare Francesca Hancock – Obelisk Hypnotherapy, Warminster. Clinical Hypnotherapist.
Email clare.shephard@hotmail.co.uk
ICO Registration No ZA335678

What Information I Collect

I only collect the minimum amount of information necessary to support out therapeutic work together. This may include:-

  • Your name and address (For safeguarding purposes)
  • Your telephone/mobile phone number
  • A next of kin phone number (For safeguarding purposes)
  • Email address
  • Relevant health or well being information you choose to share
  • Brief session notes

Why I Collect Your Information

  • To arrange and manage appointments
  • To contact your between sessions if required
  • To send Zoom links for online sessions
  • Maintain brief clinical notes to support your therapy
  • To fulfil professional and legal obligations
  • To safeguard vulnerable clients where necessary

Lawful Basis for Processing

Under UK GDPR, the lawful bases relied upon for processing your personal information are:-
Article 6 UK GDPR

  • Performance of a Contract – where processing is necessary to providetherapy services requested by you
  • Legitimate Interests – for the safe administration and operation of thepractice
  • Legal Obligation – where records must be retained for legal, insurance,safeguarding, or taxation purposes

Article 9 UK GDPR (Special Category Data)

  • Health or therapeutic support purposes under Article 9(2)(h) UK GDPR
  • Explicit Consent, where appropriate

Session Notes

Session notes are kept to an absolute minimum and contain only information relevant to your therapeutic support.
Notes are concise, factual, and professional in nature. On paper, not digitally.
Where hypnosis scripts are prepared, I may record brief details about your goals or preferences to create personalised therapeutic material.

Safeguarding

If you are under 18 years old, (I only work with clients aged 16 years and over), I may retain your address details and parent/guardian contact information during the time we are working together where necessary for safeguarding purposes.

If you disclose vulnerability, including self-harm or suicidal ideation, or serious welfare concerns are disclosed, relevant contact information may also be retained for safeguarding purposes.

This information will be deleted when it is no longer necessary.

How Your Information is Stored

Paper records are stored securely in a locked filing cabinet, with keys kept in a secure location. Premises are kept locked to provide additional security.

Electronic devices and communications are protected using passwords and appropriate security measures where reasonably possible.

I take reasonable steps to ensure your information remains confidential and secure at all times.

While reasonable security measures are used, email and online communications cannot be guaranteed as completely secure.

Some third party providers used for email or online sessions may process data outside the UK. Where this occurs, appropriate safeguards are relied upon in accordance with UK GDPR.

Confidentiality

Information shared during sessions is treated confidentially.

Confidentiality may only to broken if:

  • There is a serious concern regarding your safety or the safety of others.
  • I am legally required to disclose information.
  • Safeguarding obligations apply.

Where possible, this would be discussed with you first.

How Long Your Information Is Kept

In accordance with professional requirements:

  • Adult client records are retained for 8 years after therapy ends.
  • Records relating to clients under 18 are retained until 8 years after their 18th birthday.

After this period, records are securely destroyed by shredding.

Storing Your Information

Your information will never be sold or shared for advertising or marketing purposes. Information will only be shared where:

  • Required by law.
  • Necessary for safeguarding purposes
  • You have given explicit consent
  • Where necessary for professional insurance or legal defence purposes

Any third-party services used for administration, email, payment processing, or online sessions are expected to comply with applicable data protection laws.

Your Rights

Under UK GDPR, you have the right to:

  • Request access to your personal data
  • Request correction of inaccurate information
  • Request deletion of your data where appropriate
  • Withdraw consent where applicable

Your Rights to complain re; your personal data:

  • Lodge a complaint with your Clinical Hypnotherapist re your personaldata. This can be done by emailing your Clinical Hypnotherapist in the first instance.
  • I will respond to requests relating to your personal data within onemonth, in accordance with UK GDPR.
  • I will maintain records of complaints where legally required.
  • If this is not resolved to your satisfaction you have the right to take thecomplaint re your Data usage and storage to the Information Commissioner’s Office (ICO).

ICO Website – Information Commissioner’s Office

ICO Registration: ZA335678

Cookies & Website Data

If this website uses cookies, analytics, contact forms, limited technical information may be collected automatically, such as:

  • IP address
  • Browser type
  • Device information
  • Website usage statistics

This information is used to improve website functionality and user experience. Where legally required, cookie consent will be requested.

Change to This Privacy Policy

This Privacy Policy may be updated from time to time to reflect legal, professional, or operational changes.

The most recent version will always be available upon request or via the website where applicable.

Contact

If you have any concerns or questions regarding your personal information or this Privacy Policy, please contact:

Clare F Hancock

email clare.shephard@hotmail.co.uk
phone 07551461794

I am to respond to data protection enquiries within 30 days.