Data Protection Policy for Hypnotherapy Wiltshire
Owner and Data Protection Officer: Sonia Chamulewicz
Created: April 2018 by Sonia Chamulewicz
About Hypnotherapy Wiltshire
Hypnotherapy Wiltshire is the business name of a hypnotherapy practice owned and run by myself, Sonia Chamulewicz, a fully qualified solution-focused hypnotherapist. I operate my business from 2 Bechstein Meadow, Trowbridge, Wiltshire BA14 7WN.
What information will I (Sonia Chamulewicz) gather and why?
To maximise the effectiveness of your treatment, during the first session I will gather a range of information that will help me to ascertain and explain how hypnotherapy may be able to help you to achieve your goals.
During the initial consultation, I will ask you to:
- provide your contact details
- provide some basic background information and personal details, e.g. your age, occupation (if relevant), relationship status, lifestyle choices etc.
- tell me a little about what has led you to seek out hypnotherapy and in what way you would like the sessions to help you
- tell me a little bit about your general health and well-being
- share anything else that you think might be relevant before treatment commences
If you are a returning client, during subsequent sessions I will ask you to share further information to help maximise the effectiveness of each individual session as well as the treatment overall. The core question you can expect to be asked will relate to what has been good about your week.
Please note: you have the right to choose what information you share during hypnotherapy sessions.
How will I collect and record your information?
During hypnotherapy sessions, I will make brief, hand-written notes based on what you say/what we discuss. What you choose to disclose is entirely up to you. You are under no obligation to reveal any personal information that you would rather keep private.
What will I do with your information?
I will use your contact details for appointment purposes only and, with your permission, to send you a link to a relaxation track available in Dropbox. At times, I may ask your permission to send you an article linked to a topic of relevance to you/your treatment.
I will use the information that you provide during sessions to personalise your treatment and to help you to achieve your goals.
Will I use your data for any other purpose, e.g. research?
No, not without your explicit, written prior consent.
Who will your information be shared with?
Your direct personal information will not be shared with anyone without your consent unless a) I firmly believe that you are at grave risk of physical harm or b) I am legally required to do so.
Should I believe it relevant to contact your doctor, it will be in the interests of working in partnership with them and I will ask for your written permission first. At times, it might be necessary for me to ask for help and advice from my trained, qualified hypnotherapy supervisor and, yet, your personal information will not be disclosed or any details that may lead to your identity being discoverable.
How/where will your information be stored?
Paper records/hand-written notes will be stored in a locked filing cabinet to which I have sole access. Emails will be sent to/from and stored in an account that is password protected. Electronic records, e.g. a typed letter to a doctor, will be written and stored on a password protected computer. Text messages will go to a password protected phone and will be deleted after your final hypnotherapy treatment session, if not before.
How long will I retain your information?
Eight years. This is in line with the guidelines set out by the Complementary and Natural Healthcare Council (CNHC) of which I am a member.
What rights of access do you have to your information?
You have the right to full access to your records. Please request access to your records in writing and I will comply with your request within 30 days.
Have you the right to request that your information is destroyed?
Yes. Please make a written request for your records to be destroyed and I will do so within 30 days of receipt of your request. I will also confirm in writing that your request has been carried out.
Do you have the right to complain if you have reason to believe that your data is being mismanaged?
Yes. You can complain to me at my business address or to the ICO (Information Commissioner’s Office) of which I am a member. Visit www.ico.org.uk for more details.
What are the rights of under 18s?
The rights of under 18s are the same as above and yet a parent or guardian will be required to provide written consent prior to their child/ward engaging in hypnotherapy treatment. Upon consent, the child/ward has the right to privacy and information will only be shared with the parent/guardian about the explicit content of their sessions if a) the child/ward expressly desires it and/or b) the hypnotherapist has good reason to believe that the child is in any form of danger.
How will you use my information if I contact you via the contact form on your website: www.hypnotherapywiltshire.co.uk? Your personal data will reach me via a secure server and I will only use your contact details and the information you provide to reply to your initial enquiry.