Terms
“Tracy”; “Tracy Uttridge” and “Hello Hypnotherapy” are used interchangeably in this document.
General
This Policy has been produced to explain what data Tracy Uttridge may collect from clients and how it is used or stored. It serves to help Hello Hypnotherapy comply with the General Data Protection Regulations (GDPR).
How long will you hold my information for?
Tracy Uttridge is a member of the following professional associations: the National Council for Hypnotherapy (NCH) and the Association of Solution Focused Hypnotherapy (AfSFH) and abides by their ethical codes. As such, she is bound by their regulations regarding the length of time she should hold onto client information. These Organisations insist that Tracy Uttridge hold onto your data for eight (8) years after your final session. However, the rule for children is different, and these Organisations stipulate 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; in this case, Hello Hypnotherapy must keep their records until they reach their 26th 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?
Tracy is professionally obligated to keep certain data, particularly session notes and any communication pertaining to how she works with you. You can request that these be anonymised, and that all identifying information be removed from systems. In this case, the identifying items will be removed, and the documents stored using coded filenames. The request for account deletion and anonymisation can be sent to Hello Hypnotherapy by email.
Am I able to see or get a copy of the information held by Hello Hypnotherapy?
In line with GDPR, if you send Tracy Uttridge a request in writing specifying the data you wish to see, she will supply you with a copy of your data within 30 days. Tracy Uttridge will need to confirm your identity before sending you the information. Note that Tracy Uttridge’s insurance company’s legal team may wish to verify any information Hello Hypnotherapy sends out.
What and Why is the Data Collected?
Tracy 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 brief session notes
- Your contact details
- GP contact details
- Some basic information about your important others
This information allows Tracy to provide continuity within the sessions to help you towards your goal. It enables Tracy to refer to the content of earlier sessions and previous discussions.
How do I know that Hello Hypnotherapy will store my information safely?
Session Notes: Session notes (Initial Consultation & Ongoing Sessions) will be taken either on an electronic tablet or directly onto a laptop, both of which are password-secured or protected by PIN and/or face or fingerprint recognition technology. From March 2024, client details and session logs will be added onto a secure therapist practice management platform (Writeupp) which complies with GDPR policies. A copy of this system’s privacy policy can be viewed using this link: Writeupp Privacy Policy
Initial consultation notes and other sensitive data are stored as a PDF in a secure electronic folder protected by password, PIN, and/or facial or fingerprint recognition technology.
Paper Notes: Any paper notes will either be securely digitised and stored electronically as described above and then destroyed, or stored in a locked filing cabinet behind a locked door.
Text Messages
Tracy’s mobile phone is protected by fingerprint and/or PIN.
Emails
Hello Hypnotherapy’s email account is protected by a strong password.
Are our discussions within the hypnotherapy sessions confidential?
Tracy is committed to upholding your confidentiality and will only use information about you to continue your care or for purposes to which you have given specific permission. Exceptions include:
- If you reveal you intend to harm yourself or another person.
- If you reveal that a child is in danger of harm.
- If compelled by a court order to reveal information.
- If you reveal membership in a terrorist organisation (required by law to report to the police).
- If you reveal money laundering related to drug sales (required by law to report to the police).
Occasionally, it may be necessary for Tracy to discuss aspects of your sessions with her supervisor to ensure she is providing the most effective support. However, no identifying information will be disclosed, and Tracy’s supervisor is also registered with the ICO and adheres to GDPR requirements.
What if I see Tracy Uttridge outside of a hypnotherapy session?
Hello Hypnotherapy is obligated to protect your confidentiality at all times. If you meet Tracy outside of sessions, she will not engage in a discussion about your hypnotherapy sessions to protect your privacy. You are welcome to discuss your therapy with others if you choose to do so.
Will Tracy Uttridge discuss information about me with other health and social care professionals?
Tracy can only contact other health and social care professionals with your written consent, in line with GDPR requirements.
When might confidentiality have to be broken?
If Tracy has reason to believe you are at risk of harming yourself or others, she may be professionally obligated to break confidentiality. Tracy would aim to discuss this with you before taking any action. Additionally, she is legally required to provide information to the police if presented with a warrant or court order.
Way of Working
Therapy relies on commitment from both the therapist and the client to achieve the best results. Part of the therapy occurs in the therapy room, and part involves cognitive reflection and daily use of the hypnotherapy recording. Commitment and partnership will yield the best outcomes.
Hypnotherapy cannot proceed if under the influence of substances.
Payment Terms
Fees are due in advance via bank transfer or on the day of the session. For the initial consultation, a £25 deposit is required, which will be subtracted from the next session, effectively making this session free of charge. Please provide notice if rescheduling. A 48-hour cancellation policy applies, and the session will remain payable if a reschedule is not possible.
Who is the Data Controller and what is their ICO registration number?
The Data Controller is Tracy Uttridge (trading as Hello Hypnotherapy, part of Tracy Uttridge Therapy). ICO registration number: ZA825276.
This policy was last updated: March 2024. It may be updated at any time, so please check back regularly to ensure that you’re aware of the latest version.
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