This policy sets out how Julie May Clinical Hypnotherapy and Training uses and protects the information that you provide when you use our services and our website.

It is our intention to ensure that any data you provide is managed respectfully, kept secure and only used for the purposes for which it has been provided.

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Your Privacy

I am committed to protecting your privacy and handling your personal information in a safe, secure, and confidential manner, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy explains what information I collect, why I collect it, how it is stored, and your rights regarding your personal data.

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Who I Am

Julie May – Julie May Clinical Hypnotherapy and Training
Clinical Hypnotherapist

Email: juliemay.solutionfocused1@gmail.com
Telephone: 07889 777901

ICO Registration Number: ZA530322

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What Information I Collect

I only collect the minimum amount of personal information necessary to support our therapeutic work together. This may include:

• Your name

• Telephone number

• Email address

• Relevant health or wellbeing information you choose to share

• Brief session notes

• Address details where required for safeguarding or other essential purposes

• Your next of kin (used very rarely and only in emergency situations)

• GP Practice details, where relevant to your therapeutic support or safeguarding.

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Why I Collect Your Information

Your information is collected so that I can:

• Arrange and manage appointments.

• Contact you between sessions.

• Send Zoom links for online sessions.

• Maintain brief clinical notes to support your therapy.

• Fulfil professional and legal obligations.

• Safeguard vulnerable clients where necessary.

 

Lawful Basis for Processing

Under UK GDPR, the lawful bases relied upon for processing your personal information are:

Article 6 UK GDPR

• Performance of a Contract – where processing is necessary to provide therapy services requested by you.

• Legitimate Interests – for the safe administration and operation of the practice.

• Legal Obligation – where records must be retained for legal, insurance, safeguarding, or taxation purposes.

Article 9 UK GDPR (Special Category Data)

• Health or therapeutic support purposes under Article 9(2)(h) UK GDPR.

• Explicit Consent, where appropriate.

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Session Notes

Session notes are kept to an absolute minimum and contain only information relevant to your therapeutic support.

Notes are concise, factual, and professional in nature.

Where hypnosis scripts are prepared, I may record brief details about your goals or preferences to create personalised therapeutic material.

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Safeguarding

If you are under 18 years old, I may retain your address details and parent/guardian contact information during the period we are working together where necessary for safeguarding purposes.

If you disclose vulnerability, including self-harm or suicidal ideation, or serious welfare concerns, relevant contact information may also be retained for safeguarding purposes.

This information will be deleted when it is no longer necessary.

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How Your Information Is Stored

Paper records are stored securely in a locked filing cabinet, with keys kept in a secure location. Premises are kept locked to provide additional security.

Electronic devices and communications are protected using passwords and appropriate security measures where reasonably possible.

I take reasonable steps to ensure your information remains confidential and secure at all times.

While reasonable security measures are used, email and online communications cannot be guaranteed as completely secure.

Some third-party providers used for email or online sessions may process data outside the UK. Where this occurs, appropriate safeguards are relied upon in accordance with UK GDPR.

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Confidentiality

Information shared during sessions is treated confidentially.

Confidentiality may only be broken if:

• There is a serious concern regarding your safety or the safety of another person.

• I am legally required to disclose information.

• Safeguarding obligations apply.

Where possible, this would be discussed with you first.

• If, in the therapist's opinion, there is good cause to believe that not to disclose information would cause danger or serious harm to yourself, the therapist or others, your GP or other appropriate agencies may be contacted.

• Only information required to ensure the 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, supervisees and peer support groups is not a breach of professional confidentiality.

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How Long Your Information Is Kept

In accordance with professional requirements:

• Adult client records are retained for 8 years after therapy ends.

• Records relating to clients under 18 are retained until 8 years after their 18th birthday.

After this period, records are securely destroyed.

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Sharing Your Information

Your information will never be sold or shared for advertising or marketing purposes.

Information will only be shared where:

• Required by law.

• Necessary for safeguarding purposes.

• You have given explicit consent.

• Necessary for professional insurance or legal defence purposes.

Any third-party services used for administration, email, payment processing, or online sessions are expected to comply with applicable data protection laws.

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Your Rights

Under UK GDPR, you have the right to:

• Request access to your personal data.

• Request correction of inaccurate information.

• Request deletion of your data where appropriate.

• Withdraw consent where applicable.

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Your Rights to Complain Regarding Personal Data

• Lodge a complaint with your Clinical Hypnotherapist regarding how your personal data is collected, used, stored, or processed. This can be done by emailing your Clinical Hypnotherapist in the first instance.

• I will respond to requests relating to your personal data within one month, in accordance with UK data protection requirements, and maintain records of complaints where legally required.

• If this is not resolved to your satisfaction, you have the right to take the complaint regarding your data usage and storage to the Information Commissioner's Office (ICO).

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

ICO Registration Number: ZA530322

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Cookies and Website Data

If this website uses cookies, analytics, contact forms, or online booking systems, limited technical information may be collected automatically, such as:

• IP address.

• Browser type.

• Device information.

• Website usage statistics.

This information is used to improve website functionality and user experience.

Where legally required, cookie consent will be requested.

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Changes to This Privacy Policy

This Privacy Policy may be updated from time to time to reflect legal, professional, or operational changes.

The most recent version will always be available upon request or via the website where applicable.

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Contact

If you have any concerns or questions regarding your personal information or this Privacy Policy, please contact:

Julie May

Email: juliemay.solutionfocused1@gmail.com

Telephone: 07889 777901

I aim to respond to data protection enquiries within 30 days.