GDPR PRIVACY POLICY FOR EMPOWERED MINDS HYPNOTHERAPY

How will my data be stored?

In May 2018 the Data Protection Act was replaced by the General Data Protection Regulations (GDPR). Emma Coulson of Empowered Minds Hypnotherapy is GDPR registered. The changes to the Data Protection Act are aimed at ensuring that your personal, confidential and sometimes sensitive data, is held privately and securely. This means that any data you give to Empowered Minds Hypnotherapy must be processed in a way that you agree with. GDPR exists to protect your rights as a consumer. It applies to your identifiable data, e.g. your name and address & any reason you might have for visiting Empowered Minds Hypnotherapy. It also covers any session records, text messages or emails between Emma at Empowered Minds Hypnotherapy and yourself.

How long will you hold my information for?

Emma Coulson of Empowered Minds Hypnotherapy is a member of the National Council for Hypnotherapy (NCH). As such she is bound by their regulations regarding the length of time she must hold onto your information. The NCH insists that Empowered Minds Hypnotherapy must hold onto your data for 8 years after your final session. However, the rule for children is different and the NCH stipulates that their data must be held until their 25th birthday.  The exception to this rule applies to young adults whose treatment ends when they are 17 years old, when Empowered Minds Hypnotherapy must keep their records until they reach their 26^th birthday. Client records will be destroyed in the January after the dates given above. This is in line with NHS regulations for holding data.

What if I would like my data to be destroyed before this date?

Due to the sensitive nature of what Emma at Empowered Minds Hypnotherapy offers, the insurance company advises that deletion of a client's data cannot occur before the minimum term (see above) has expired.

Am I able to see or get a copy of the information held by you?

In line with GDPR if you send Empowered Minds Hypnotherapy a request in writing, specifying the data you wish to see, we will supply you with a copy of your data within 30 days. Emma at Empowered Minds Hypnotherapy will need to confirm your identity before sending you the information. There will be no charge for this service. NB. Empowered Minds Hypnotherapy’s insurance company’s legal team may wish to verify any information we send out.

What are your reasons for collecting this information?

Emma at Empowered Minds Hypnotherapy is keen to offer the highest quality support to her clients and in order to do so she will collect the following information:

·      An idea of what you would like to achieve by coming for hypnotherapy,

·      A small amount of medical information 

·      Some information about your important others

·      Some brief session notes

·      Your contact details

·      GP contact details

·      Research data

This information allows Emma at Empowered Minds Hypnotherapy to provide continuity within the sessions, in order to help you towards your goal. This information will allow Emma at Empowered Minds Hypnotherapy to refer to content of earlier sessions and previous discussions. Empowered Minds Hypnotherapy will only use your contact details / address and GP’s details with your explicit consent. See client agreement and initial consultation sheet.

How do I know that Empowered Minds Hypnotherapy will store my information securely?

·       Paper session notes – Empowered Minds Hypnotherapy stores all paperwork within locked cabinets.

·       Electronic notes and documents – Empowered Minds Hypnotherapy’s iPad and laptop requires a passcode and or fingerprint/facial recognition.

·      Text messages – Empowered Minds Hypnotherapy’s work phone is secured with a pass code.

·      Emails – Empowered Minds Hypnotherapy’s email account requires a user-name and password.

Are our discussions within the hypnotherapy sessions confidential?

Everything you discuss with Emma at Empowered Minds Hypnotherapy during your sessions remains strictly confidential. Occasionally it may be necessary for Emma to discuss elements of your sessions with her supervisor to ensure that she is helping you in the most effective way. However, no identifying features about you will be disclosed during these discussions. Empowered Minds Hypnotherapy’s supervisor is also registered with GDPR.

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What if I see Empowered Minds Hypnotherapy outside of a hypnotherapy session?

Emma at Empowered Minds Hypnotherapy is obligated by GDPR to protect your confidentiality at all times. So, for this reason, although she may acknowledge you, it would be ideal if any further conversation could be avoided.  However, if you wish to discuss your therapy with other people, that is your choice and you are welcome to do so.

Will Empowered Minds Hypnotherapy discuss information about me with other Health and Social Care Professionals?

Emma at Empowered Minds Hypnotherapy is only able to contact other health and social care professionals with your written consent. Should she write to your GP, to notify them that you have entered into a therapeutic relationship with her, or to notify them that your therapy has been satisfactorily concluded, Empowered Minds Hypnotherapy would require your signature in line with GDPR requirements. Empowered Minds Hypnotherapy does have a “Duty of Care” towards her clients, so the only exceptions to this would be if she believed that you were about to harm yourself or others. Should this occur then Empowered Minds Hypnotherapy would be required to inform the relevant authorities”. However, Empowered Minds Hypnotherapy would always aim to discuss this with you before taking any action. Legally, Empowered Minds Hypnotherapy would also have to provide the police with information as set out in a warrant or court order, should the situation arise. 

Other information

·      Data controller is Emma Coulson, Empowered Minds Hypnotherapy.

·      ICO registration number :  ZB895415

·      This policy was last updated 01/09/2025

Signed Name

Print name: Emma Coulson, Empowered Minds Hypnotherapy

Date 22/09/2025