Privacy Policy and GDPR

Hanson Hypnotherapy Privacy Notice

Last Updated: June 2026

Introduction

This Privacy Notice explains how Hanson Hypnotherapy (“we”, “us”, “our”) collects, uses, stores, shares and protects your personal information when you:

  • Visit our website;
  • Contact us by telephone, email or contact form;
  • Subscribe to our blog or marketing communications;
  • Book consultations or appointments;
  • Receive hypnotherapy services; or
  • Otherwise interact with our business.

We are committed to protecting your privacy and handling your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Privacy and Electronic Communications Regulations (PECR), and any future amendments to UK data protection legislation.

Data Controller

The Data Controller responsible for your personal information is:

Janet Smithson
Hanson Hypnotherapy
4 Kenilworth Gardens
Morley
Leeds
LS27 7EW

Email: info@hansonhypnotherapy.com

ICO Registration Number: ZB591230

If you have any questions about this Privacy Notice or how your information is used, please contact us using the details above.

Personal Information We Collect

The information we collect depends on how you interact with us.

Website Enquiries and General Contact

When you contact us through our website, by email or by telephone, we may collect:

  • Name
  • Email address
  • Telephone number
  • Any information included in your enquiry

Therapy Clients

In order to provide safe and effective hypnotherapy services, we may collect:

Personal Information

  • Name
  • Address
  • Date of birth
  • Telephone number
  • Email address
  • Emergency contact details

Health and Therapy Information

  • Information about the issues you wish to address through therapy
  • Relevant medical history
  • Medication information where relevant
  • GP details
  • Risk and safeguarding information
  • Session notes and treatment records (Brief, factual notes rather than verbatim quotes)
  • Outcome measures and progress information

This information may include health information, which is classified as Special Category Data under UK data protection law and receives additional legal protection.

Website Usage Information

When you visit our website, certain technical information may be collected automatically, including:

  • IP address
  • Browser type and version
  • Device information
  • Operating system
  • Date and time of access
  • Referring and exit pages
  • Website usage statistics

Why We Collect Your Information

We use personal information to:

  • Respond to enquiries
  • Arrange consultations and appointments
  • Provide hypnotherapy services
  • Maintain accurate clinical records
  • Communicate regarding appointments
  • Process payments where applicable
  • Improve website performance and security
  • Comply with professional, legal, insurance and regulatory obligations
  • Safeguard clients and others where necessary
  • Manage complaints or disputes
  • Send blog updates where you have requested them

Our Lawful Bases for Processing

Under UK data protection law, we process personal information under one or more of the following lawful bases:

Contract

Where processing is necessary to provide services you have requested or to take steps prior to entering into a contract.

Legitimate Interests

Where processing is necessary for the legitimate operation of the practice, including:

  • Managing appointments
  • Maintaining records
  • Website administration
  • Clinical supervision
  • Service improvement
  • Security and fraud prevention

Legal Obligation

Where processing is required to comply with legal, regulatory, safeguarding, accounting, insurance or professional requirements.

Consent

Where we rely on consent, such as:

  • Blog subscriptions
  • Marketing communications
  • Publishing testimonials
  • Certain communications with third parties

You may withdraw consent at any time.

Special Category Data

Where we process health information, we do so only where permitted by UK data protection law and where necessary for the provision of therapy services, safeguarding obligations or other lawful purposes.

Contact Forms

When you submit an enquiry through our website, we collect your contact details and any information you choose to provide.

We use this information to:

  • Respond to your enquiry;
  • Discuss your interest in hypnotherapy;
  • Arrange consultations or appointments; and
  • Maintain records of communications.

The lawful basis for this processing is legitimate interests and, where relevant, taking steps at your request before entering into a contract.

Blog Subscriptions and Marketing

If you subscribe to receive blog updates, we will use your email address to send information you have requested.

You may unsubscribe at any time by:

Our lawful basis for this processing is consent.

Testimonials

With your explicit consent, we may publish testimonials about services you have received.

Testimonials may contain information that identifies you if you choose to provide it.

You may withdraw your consent at any time and request removal of your testimonial.

However, we cannot control copies or reproductions that may already have been viewed, shared or archived by third parties.

Clinical Records and Session Notes

To provide continuity of care and maintain professional standards, brief factual records are kept of therapy sessions.

These records are not verbatim transcripts of sessions but may include:

  • Presenting issues
  • Treatment plans
  • Progress notes
  • Relevant risk information
  • Administrative information

Records are used solely for professional, legal, safeguarding and insurance purposes.

Clinical Supervision

Professional hypnotherapists undertake regular supervision.

During supervision, aspects of your therapy may be discussed to support safe and effective practice.

Where possible, information is anonymised or minimised to protect your identity.

Supervisors are bound by confidentiality and data protection obligations.

Confidentiality

Information shared during therapy is treated as confidential.

However, confidentiality may be broken where:

  • There is a serious risk of harm to yourself or another person;
  • There are safeguarding concerns involving a child or vulnerable adult;
  • Disclosure is required by law;
  • A court order, warrant or legal obligation requires disclosure.

Where appropriate and safe to do so, we will aim to discuss any disclosure with you beforehand.

Contact with Other Healthcare Professionals

We will not normally contact your GP or other healthcare professionals without your knowledge.

Where communication would be beneficial to your care, we will normally seek your explicit consent beforehand.

Exceptions may apply where safeguarding concerns, serious risk issues or legal obligations require disclosure.

Contact Outside Therapy Sessions

If we meet outside a therapy setting, we may acknowledge you politely but will not initiate discussion regarding your therapy in order to protect your confidentiality.

You are free to speak to us if you wish.

Cookies and Similar Technologies

Our website uses cookies and similar technologies to:

  • Enable website functionality;
  • Improve website performance;
  • Analyse website usage; and
  • Enhance user experience.

Where required by law, non-essential cookies are only used after obtaining your consent.

You can manage cookie preferences through your browser settings and our cookie consent banner.

Please note that disabling some cookies may affect website functionality.

Website Analytics and Log Files

Like most websites, our hosting provider automatically collects technical information through log files.

This information may include:

  • IP addresses;
  • Browser type;
  • Internet service provider;
  • Date and time stamps;
  • Referring pages;
  • Exit pages; and
  • Usage statistics.

This information is used for website administration, security monitoring and performance improvement.

Our lawful basis is legitimate interests.

Links to Third-Party Websites

Our website may contain links to external websites, social media platforms or payment providers.

We are not responsible for the privacy practices of third-party websites and encourage you to review their privacy notices.

How Long We Keep Your Information

We retain personal information only for as long as necessary.

Therapy Records

Adult Clients

Records are retained for a minimum of 8 years after therapy ends.

Clients Under 18

Records are retained until the client’s 25th birthday.

Clients Whose Treatment Ends at Age 17

Records are retained until the client’s 26th birthday.

Records may be retained longer where required for:

  • Legal proceedings;
  • Insurance requirements;
  • Safeguarding concerns;
  • Professional obligations.

General Enquiries

Enquiry records will normally be retained only for as long as reasonably necessary for business and legal purposes.

When information is no longer required, it will be securely deleted, destroyed or anonymised.

Security

We take appropriate technical and organisational measures to protect personal information.

These measures include:

  • Password-protected devices;
  • Secure email systems;
  • PIN or biometric device protection;
  • Locked storage for paper records;
  • Secure cloud services where used;
  • Regular software updates and security controls.

While reasonable steps are taken to protect information, no electronic system can guarantee absolute security.

Your Rights

Under UK data protection law, you may have the right to:

  • Access your personal information;
  • Correct inaccurate information;
  • Request erasure of information in certain circumstances;
  • Restrict processing;
  • Object to certain processing activities;
  • Request portability of your information where applicable;
  • Withdraw consent where consent is relied upon;
  • Lodge a complaint with the Information Commissioner’s Office (ICO).

To exercise any of these rights, please contact us using the details provided above.

Subject Access Requests

You may request a copy of your personal information at any time.

We may ask for proof of identity before releasing information.

Requests are normally fulfilled within one month, although this period may be extended where permitted by law for particularly complex requests.

Complaints

If you have concerns regarding how your information has been handled, please contact us first.

You also have the right to complain to the Information Commissioner’s Office (ICO).

Website: https://www.ico.org.uk

Telephone: 0303 123 1113

Changes to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in legislation, professional requirements, technology or business practices.

The latest version will always be available on our website.

GDPR Complaints Procedure
Hanson Hypnotherapy

1. Data Controller
Hanson Hypnotherapy is a sole practitioner business. The Practice Owner is the Data Controller responsible for your personal data.

Contact: info@hansonhypnotherapy.com
Address: 4 Kenilworth Gardens, Gildersome, LS27 7EW

2. Purpose
This procedure explains how I handle complaints relating to personal data, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, and as outlined in my Privacy Policy and Client Consent Forms.

3. Scope
This applies to all clients, former clients, prospective clients, and any individual whose personal data I process.

4. How Your Data Is Used
As outlined in my Privacy Policy and Consent Forms, I process personal data under the following lawful bases:

  • Consent (e.g. therapy notes and sensitive personal information)
  • Contract (e.g. booking and delivering hypnotherapy sessions)
  • Legal obligation (where record keeping is required)

You have the right to withdraw your consent at any time.

5. What You Can Complain About
You may raise a complaint if you believe:

  • Your personal data has been processed unlawfully
  • Your data has been used beyond the purposes explained to you
  • Your consent has not been properly obtained or respected
  • Your data has been retained longer than necessary
  • Your data has been disclosed inappropriately
  • Your data rights have not been upheld

6. Your Data Rights
You have the right to:

  • Request access to your personal data (Subject Access Request)
  • Request correction of inaccurate data
  • Request erasure where applicable
  • Restrict or object to processing
  • Withdraw consent at any time

I will respond to requests within one calendar month, as required by GDPR.

7. How to Make a Complaint
You can raise a complaint:

Please include as much detail as possible.

8. Acknowledgement
I will acknowledge your complaint within 5 working days.

9. Investigation Process

  • I will personally review your complaint.
  • I may contact you for further clarification if needed.
  • I aim to provide a full response within 30 days.

10. Outcome
You will receive a written response outlining:

  • The findings
  • Any actions taken
  • Any further steps available to you

11. Escalation
If you are not satisfied, you can contact the Information Commissioner’s Office (ICO):
Website: https://www.ico.org.uk
Helpline: 0303 123 1113

12. Record Keeping
Complaints are stored securely and retained in line with my data retention policy

 

GDPR Complaints Form
Hanson Hypnotherapy

1. Your Details
Full Name: __________________________________________
Address: ____________________________________________
Email Address: _______________________________________
Phone Number: _______________________________________

2. Nature of Your Complaint
Please describe your concern, including relevant dates and how your personal data has been handled:

3. Type of Data Concern (tick all that apply)
☐ Unauthorised access to my data
☐ Incorrect or inaccurate data
☐ Data used beyond agreed purposes
☐ Consent not properly obtained or respected
☐ Data retained longer than necessary
☐ Data shared improperly
☐ Issue with a data request (e.g. access or deletion)
☐ Other (please specify): __________________________

4. Consent Context (if known)
☐ I have given consent for my data to be processed
☐ I have withdrawn consent
Date (if known): ____________________________________

5. Supporting Information
Please provide any supporting documents (if applicable):

6. Desired Outcome
What would you like to happen as a result of your complaint?

7. Declaration
I confirm that the information provided is accurate to the best of my knowledge.

Signature: ________________________________________
Date: ____________________________________________

How to Submit This Form
Email: info@hansonhypnotherapy.com
Post: 4 Kenilworth Gardens, Gildersome, LS27 7EW

You will receive acknowledgement within 5 working days and a full response within 30 days.