GDPR – Data Protection

Privacy Policy Notice

The policy: This privacy policy notice is served by Trace Hypnotherapy under the website; trace hypnotherapy.co.uk The purpose of this policy is to explain to you how we control, process, handle and protect your personal information through the business and while you browse or use this website. If you do not agree to the following policy you may wish to cease viewing/using this website, and or refrain from submitting your personal data to us.

Key principles of GDPR:

Our privacy policy embodies the following key principles; (a) Lawfulness, fairness and transparency, (b) Purpose limitation, (c) Data minimisation, (d) Accuracy, (e) Storage limitation, (f) Integrity and confidence, (g) Accountability.

Processing of your personal data

Under the GDPR (General Data Protection Regulation) we control and/or process any personal information about you electronically using the following lawful bases.

If, as determined by us, the lawful basis upon which we process your personal information changes, we will notify you about the change and any new lawful basis to be used if required. We shall stop processing your personal information if the lawful basis used is no longer relevant.

Your individual rights

Under the GDPR your rights are as follows. You can read more about your rights in details here;

  • the right to be informed;
  • the right of access;
  • the right to rectification;
  • the right to erasure;
  • the right to restrict processing;
  • the right to data portability;
  • the right to object; and
  • the right not to be subject to automated decision-making including profiling.

You also have the right to complain to the ICO www.ico.org.uk if you feel there is a problem with the way we are handling your data.

We handle subject access requests in accordance with the GDPR.

Data collection

I may collect and process the following data about you:-

Your contact and other information you may provide when booking any appointments by email or telephone.

Information about your personal situation, gathered for the purpose of providing the therapy services you require. This information is collected during conversation in the sessions.

Therapy or coaching session notes. These are kept in a locked filing cabinet in an office that has a pass code entry system.

Information from surveys that I may use for quality improvement purposes. These are voluntary and you do not have to respond to them.

Sharing your data

I am the only person who has access to your information unless:-

There is a legal requirement for me to share the information (e.g. a court order or warrant is issued).

You ask me in writing to share your information with someone else.

The Duty of Care Provision from my Code of Ethics applies – see the notes about this further down.

I am working with you as part of a care team, or you have been referred to me by someone else (e.g. an employer), in which case pre-arranged levels of information will be shared with these relevant parties.

Retaining data

Your electronic data will be stored until you opt out and request it to be removed. I clear data when it is out of date and no longer required. Hand written notes have to be kept for 7 years after your last treatment and will then be destroyed by shredding.

My Professional Body

The GHR ask me to keep the information you give me private and confidential unless one of the following applies:

  • there is a legal requirement for me to share information (as above)
  • there is good cause to believe that if I do not disclose information you or others would be exposed to a serious risk of harm

These exceptions to the confidentiality rule come under a provision called the ‘Duty of Care’.

My Code of Ethics also allows me to share anonymous case histories verbally or in hypnotherapy publications for the purposes of supervision or training. Anonymous means your personal details are removed and small details about your situation are changed so that you could never be recognised.

The Duty of Care provision applies to everyone but you can opt out of this other use of your information on the form you sign the first time we work together.