Steve Smith Hypnotherapy Policies
Data protection and confidentiality policy
This policy sets out how Steve Smith Hypnotherapy uses and protects the information you provide when using my services and accessing this website.
I intend to ensure any data you provide is kept secure, managed respectfully and only used for the purposes for which it has been provided.
This policy will be updated periodically in line with current legislation.
When you contact me via my website, phone or email I will collect your:
Any information you choose to supply regarding the purpose of your enquiry
How is this information used?
I use this information in order to make contact with you to discuss your requirements.
I may also use this information so that I may improve my services.
I will ask you for your GP contact details and some basic health information: there are some conditions that are contra indicated for hypnotherapy and sometimes there are circumstance where it may be necessary to contact your GP before commencing therapy. I will inform you of this at our appointment should this appear appropriate.
You do not have to consent to the collection of information, however, if you choose not to provide it, I may not be able to work with you.
In the course of our sessions:
I will ask for your email address for the purposes of sending you a recording to listen to as part of the therapy. It may also be necessary to send emails to confirm or rearrange appointments.
I will make a note of information you provide to me in order that we can plan bespoke therapy sessions and identify/produce scripts which will be used in session and/or which can be sent to you to listen to between sessions.
For the purposes of clarity, I do not receive or retain your bank details.
Under the General Data Protection Regulations which are effective from May 2018 you have the following rights:
The right to be informed (which is why I have produced this policy)
The right of access: if you wish to see your file then please make a request in writing to myself Mr S J Smith, the Data Processor. I will provide you with the information within 30 days of your request.
The right to rectification: this is your right to request changes to any information I hold that is factually inaccurate. If you believe any of the information I hold on you is incorrect then please let me know as soon as possible and I will make the relevant changes.
The right to erasure: given the nature of our work I am required to hold your details for a period of 7 years, after this your information will be securely destroyed.
The right to restrict processing: I will only use the information for the purposes which I have stated above. I uphold the common law principles of confidentiality where the duty to keep confidence is measured against the concept of ‘greater good’. If in my opinion as a therapist there is good reason to believe not to disclose would cause danger or serious harm to self, the therapist or others, then your GP or other appropriate agencies may be contacted. Only information required to ensure safety of relevant parties would be disclosed. Information may have to be disclosed without consent for the prevention, detection or prosecution of a crime. The sharing of anonymous case histories with supervisors and peer support groups is not a breach of professional confidentiality.
The right to data portability: this right is more relevant to IT companies e.g. the sharing of information when moving from one utility provider to another. I will not share your information without your specific consent, other than in the situations described above.
The right to object: I will not contact you for marketing purposes unless you have given me specific consent to do so.
The right not to be subject to automated decision-making including profiling: I will not use your information for profiling purposes.
I’m sure you will appreciate my service is in great demand and currently I hold a waiting list for appointments. With this in mind, the following cancellation policy applies:
Please be advised that a minimum of 48 hours notice is required for rescheduling or cancelling sessions to enable me to offer the appointment to another client.
For same day cancellation, forgotten or missed appointments, I reserve the right to make a charge at half the standard fee rate.
Email and SMS text message information
If you choose to correspond with me through email or SMS text message, I may retain the content of your messages together with your email address/mobile telephone number and our responses. I provide the same protections for these electronic communications that I employ in the maintenance of information received online, mail and telephone.
How do I use the information that you provide to me?
I use personal information for purposes of administering my business activities, providing customer service and making available other items and services to my customers and prospective customers.
I will not obtain personally identifying information about you when you visit my website, unless you choose to provide such information to me, nor will such information be sold or otherwise transferred to unaffiliated third parties without the approval of the user at the time of collection.
I may use software programs to create summary statistics, which are used for such purposes as assessing the number of visitors to the different sections of my website, what information is of most and least interest, determining technical design specifications, and identifying system performance or problem areas.
For site security purposes and to ensure that this service remains available to all users, I use software programs to monitor network traffic to identify unauthorized attempts to upload or change information, or otherwise cause damage.
I may disclose information when legally compelled to do so, in other words, when I, in good faith, believe that the law requires it or for the protection of our legal rights.
Safeguarding children and vulnerable adults policy
Whilst I am happy to work with children from 8 years old and upwards there are some protective conditions in place. Children are not eligible to use my web site and I ask that minors (under the age of 16) do not submit any personal information to me. If you are a minor, you can use this site only in conjunction with permission and guidance from your parents or guardians. Any consultations must be carried out with a parent or guardian present and any subsequent sessions will be conducted with the parent or guardian on the premises. I have an up to date enhanced DBS certificate.
Most complaints can be sorted out at once by discussing them with the therapist so I ask that you do this, although I realise that in some circumstances you might prefer to contact the NCH straight away.
You have to complain in writing using the complaint form on the NCHs website, www.hypnotherapists.org.uk. If this is a problem you can ask someone to fill it in for you. Or you can contact the NCH by phoning 0800 980 4419 and they will do their best to arrange for someone to help you.
How do I protect your information and secure information transmissions?
Email is not recognised as a secure medium of communication. For this reason, I request that you do not send private information to me by email. However, doing so is allowed, but at your own risk. Some of the information you may enter on my website may be transmitted securely via a secure medium known as secure sockets layer, or SSL.
I am committed to conducting our business in accordance with these principles in order to ensure that the confidentiality of personal information is protected and maintained.
Cookies are small files which ask your permission to be placed on your computer's hard drive so that it can analyse web traffic to my website. Through this I can see which of my website's pages are being viewed. Most web browsers automatically accept cookies but you can modify your setting to decline them if you prefer. If you choose to do this you may find that you cannot make full use of my website.
Links to other websites
If you have any questions regarding this policy, or your dealings with my website, please contact me. Whereas, I am happy to respond to questions from clients between sessions, please note, I am unable to provide any form of therapy via email, telephone or SMS text messaging. I will always endeavour to respond to queries or requests within a reasonable time-scale, but this will be restricted to regular working hours.