If you have any concerns about how your personal information is handled, please feel welcome to contact me in the first instance at Contact@JoelleLeVanHypnotherapy.Co.Uk so that I can try to address your concerns openly and promptly.
You also have the right to make a complaint to the Information Commissioner’s Office, the UK authority responsible for data protection, if you feel that your personal information has not been managed in line with data protection law.
Data Protection Concern Form
If you have any concerns about how your personal information has been collected, stored, used, or shared, please complete this form. Data protection concerns will normally be acknowledged within 5 working days, with a full response provided within one calendar month in accordance with UK data protection law.
Privacy Notice
Your privacy is very important to me. This notice explains how I collect, use, store and
protect your personal information in accordance with the:
- UK GDPR
- Data Protection Act 2018
For the purposes of data protection law, I am the Data Controller responsible for the
personal information you provide.
What information I collect
In order to provide a safe and professional service, I may collect the following
information:
- Your name
- Address
- Telephone number
- Email address
- Date of birth
- GP details
- Emergency contact details (where appropriate)
- Relevant medical history
- Information about your wellbeing
- Brief notes about your sessions
Some of this information, such as health-related information, is considered special
category personal data and is protected with additional safeguards.
Why I collect your information
I collect your information so that I can:
- Provide appropriate therapy
- Contact you regarding appointments
- Maintain accurate clinical records
- Ensure your safety and wellbeing
- Meet professional and legal responsibilities
- Manage my practice effectively
I only collect information that is necessary for these purposes.
Lawful basis for processing your data
Under UK data protection law, I process your information under the following lawful
bases:
Contract
Processing is necessary to provide the therapy service you have requested.
Legitimate interests
Processing is necessary for the safe and efficient running of my practice.
Special category data
Health-related information is processed because:
• you have given explicit consent, and/or
• processing is necessary for the provision of health care services.
How your information is stored securely
I take appropriate steps to keep your information safe, including:
- Password-protected devices
- Secure email access
- Locked storage for paper records
- Limited access to client records
- Secure deletion or destruction when records are no longer required
Your information is treated as strictly confidential.
Confidentiality
Everything discussed during your sessions is confidential.
To support safe and ethical practice, I may discuss aspects of my work with a professional supervisor. Any information shared in supervision is anonymised wherever possible, and my supervisor is also bound by professional confidentiality and data protection obligations.
When information may be shared
Your information will not be shared with anyone without your explicit consent unless:
- there is a legal requirement to do so
- there is a serious risk of harm to you or another person
- safeguarding concerns arise involving a child or vulnerable adult
- disclosure is required by a court or lawful authority
Where possible, I will always aim to discuss this with you first.
Contact with other professionals
With your explicit consent, I may contact other healthcare professionals involved in your care, such as your GP, if this is considered beneficial to your treatment.
How long your information is kept
Client records are retained in accordance with professional requirements and insurance obligations. Records are usually kept for:
- 8 years after your final session
- For children, records are kept until age 25
- If therapy ends when a child is 17, records may be kept until age 26
After this period, records are securely destroyed.
Your rights
Under UK GDPR you have the right to:
- Request access to your personal data
- Request correction of inaccurate data
- Request restriction of processing
- Object to processing in some circumstances
- Request erasure of your data where appropriate
- Withdraw consent where consent is relied upon
Please note that some records may need to be retained where there is a legal, insurance or professional obligation to do so.
Your right to complain
If you have any concerns about how your information is handled, you can contact me directly.
You also have the right to make a complaint to the:
Information Commissioner’s Office
Contact details
Data Controller:
Joelle Le Van
Joelle Le Van Hypnotherapy
Contact@JoelleLeVanHypnotherapy.Co.Uk
07795556301
ICO Number: 00017386887
Updates to this notice
This privacy notice may be updated from time to time to reflect legal or professional changes. The most current version will always be available on request.