Client Privacy Policy

Privacy Policy

Your privacy is important. My client privacy policy gives you an understanding of how I use, disclose and make use of personal information:

  1. The client will be treated with respect and care at all times.
  2. Disclosure of all information during therapy and consultations remains confidential. However, I have a professional obligation to report to relevant authorities any concerns if I believe the client may be intending to cause harm to himself or others.
  3. A query on suitability or conflict of therapy with other practitioners may have to be sought occasionally, with client permission.
  4. If you have any symptoms of illness/pain etc, it is highly recommended that you seek medical advice from your GP.
  5. A full copy of the Association for Solution Focused Hypnotherapy’s (AfSFH) Code of Practice is readily available.
  6. This agreement complies with that of the Complementary and Natural Healthcare Council (CNHC), UK voluntary regulator for complementary therapists.
  7. I have a policy of 24 hours notice of cancellation of an appointment, otherwise the full fee will be charged.

I value your privacy, just as I do my own, and this is important to me.

The General Data Protection Regulation(GDPR) is concerned with the personal information about you that I collect, store and share. These are the details in my GDPR policy:

Personal Information I collect:

  • Your name and address
  • Date of Birth
  • Relationships and Occupation
  • Telephone numbers (plus permission to send SMS and leave voice messages)/Email address
  • Medical conditions relevant to the sessions
  • Prescribed medication
  • Details of your GP for me to contact in case of emergency or in the rare situation where I feel you may harm yourself or others
  • Any other information you feel you would like to share (this is optional)
  • Session summary of what you want to achieve by coming to see me.

How I store your personal information:

Storage Methods:

  • Paper: written notes (see below).
  • Phone: I will store your contact information in my phone which is password protected. I do not store your full name. I keep a record of your first name followed by the initial letter of your surname. This allows me to contact you in case of emergency or to re-arrange appointments, if this is suitable way for you to communicate with me.
  • Email: your email address and correspondence will be stored in my email account by way of you contacting me. This will be deleted once we have finished the sessions and we have signed you off. Any relevant emails that I feel need to be kept will be printed off and added to your written notes.
  • Website:  none of your personal information is stored on my website, other than to momentarily collect and send to my email account for the purpose of our initial contact.

Documents held:

Paper:

  • Initial consultation notes including contact details
  • Client/Therapist Agreement
  • Brief session notes
  • GDPR Agreement

Electronic:

  • Contact name and telephone numbers/Email/SMS
  • Session summary of what you want to achieve by coming to see me.

How I may process/share your personal information:

Peer Supervision:

I undertake peer supervision as a form of good practice. This process allows me to voice any concerns I may have in a safe environment, which is strictly confidential. In order to protect my clients’ privacy, my co-supervisor will not know you personally or professionally. I will refer to you by a pseudonym, and I may refer to your information verbally when it’s helpful to the professional processes.

Emergencies:

If your health is in jeopardy or I feel you may harm yourself, I may share your contact information with an emergency healthcare service ( e.g. GP or Mental Health Crisis Team).

If I become aware of your intent to cause harm to another person/organisation, the law may require that I inform an authority including sharing your contact details.

Erasing your information:

When we have finished working together, I will erase electronic copies of your information and any correspondence within one month of completion of sessions.

I will store your written information in a secure place for up to seven years after the completion of our work together. This is so that I have a reference of our work in situations such as you returning to sessions in the future and it is also an obligation under my professional standards and insurance policy. After this time has passed, I will shred the written information.

Your Rights:

You have the following rights:

  • To be informed of what information I hold (i.e. this document).
  • To see the information I hold about you (free of charge for the initial request).
  • To rectify any inaccurate or incomplete personal information.
  • To withdraw consent to me using your personal information.
  • To request your personal information be erased (though I can decline whilst the information is needed for me to practice lawfully and competently).

If you have any questions about my privacy policy, please get in touch.

Complaints/data concerns

I also provide clients with detailed information about how any data or complaints concerns are submitted and handled:

Complaints Policy Emma Victoria Hypnotherapy

Effective date: 18th June 2026

Contact email: emma@emmavictoriahypnotherapy.co.uk

Data Protection contact: Emma Tranmer emma@emmavictoriahypnotherapy.co.uk

1. Purpose

This policy explains how clients can raise concerns about how their data is handled and how complaints will be managed fairly, promptly and transparently.

2. How to make a complaint

If you have a concern about how your data has been collected, stored or used, please contact:

Email: emma@emmavictoriahypnotherapy.co.uk

Please include:

  • your name and contact details
  • A description of your concern
  • Any relevant dates or details

You do not need to use any specific form.

3. What happens next

  • We will acknowledge your complaint within 5 working days
  • We will investigate your concern fairly and confidentially
  • We aim to provide a full response within 30 days

If your complaint is complex, we may need more time. If so, we will keep you informed.

4. Outcomes

After reviewing your complaint, we will:

  • Explain what happened
  • Address any issues identified
  • Take appropriate steps to resolve the matter
  • Inform you of any actions taken

5. If you are not satisfied

If you are not happy with our response, you have the right to contact the Information Commissioner’s Office (ICO):

We encourage you to contact us first so we can try to resolve your concern.

6. Confidentiality

All complaints will be handled sensitively and in confidence. Your information will only be shared where necessary to investigate and resolve the issue.

7. Record Keeping

We keep a record of complaints to:

  • To monitor the effectiveness of this process
  • Improve our services
  • Meet legal and regulatory requirements

Records are stored securely and retained only as long as necessary

8. Related rights

This policy forms part of your data protection rights, including:

  • The right to access your personal data
  • The right to request correction or deletion
  • The right to restrict or object to processing

9. Policy review

This policy will be reviewed and updated regularly as required.

Last reviewed:  18.06.2026

Emma Tranmer   Emma Victoria Hypnotherapy