Privacy Policy & Terms of Agreement

Privacy is an important part of our life, so we want to make sure you have a safe and enjoyable experience on my website.

This privacy policy pertains to those accessing this website, which collects some Personal Data from its users.

If you are, or would like to become, a client of Hello Hypnotherapy (part of Tracy Uttridge Therapy) then you will need to also read the privacy policy and terms for clients also included below.

General Data Protection Regulation (GDPR):

The legal basis for collecting and using the personal information described in this Privacy Policy depends on the Personal Information we collect and the specific context in which we collect the information.

Personal data that we process shall not be kept for longer than is necessary. We will retain and use your information to the extent necessary to comply with our legal obligations, resolve disputes, and enforce our policies.

Your Rights:

In certain circumstances, you have the following data protection rights:

• The right to access, update or to delete the information we have on you.
• The right of rectification.
• The right to object.
• The right of restriction.
• The right to data portability
• The right to withdraw consent

Contact Form

When you contact via the website contact form, it will collect your name, email address and telephone. By using the Contact Form you consent to the use of this information for correspondence purposes, notably to discuss your interest in Hypnotherapy treatment and, if appropriate, to book an appointment. To have your email deleted from our records, please contact by email.

Disclaimer: Your role in protecting your own privacy
I make every effort to ensure that my clients' personal information is held securely and to safeguard against unauthorised access, whether I receive it via my website, emails, text, over Zoom or phone or in person. At the same time, in agreeing to my privacy policy:

1. You acknowledge that the privacy of your communications and personal information can never be completely guaranteed when they are transmitted over the Internet. 

2. You acknowledge and agree to share information via the internet at your own risk.

3. You agree to take responsibility for your own role in safeguarding your data privacy in the email address you choose to use and whether or not you choose to password-protect the information you send to me. 

Testimonials

Subject to your prior consent, I may publish information you provide about treatment you received from as a Testimonial on my website. Such information may be available via the internet around the world. We cannot prevent the use (or misuse) of such information by others. To have your testimonial deleted from our website please contact by email.

Cookies

Like any other website, this website uses ‘cookies’. These cookies are used to store information, including visitors’ preferences and the pages on the website that the visitor accessed or visited. The information is used to optimise the users’ experience by customising our web page content based on visitors’ browser type and/or other information.

You can choose to disable cookies through your individual browser options. More information on how to do this can be found by visiting the following links :

• https://support.google.com/chrome/answer/95647?hl=en (Chrome);
• https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences (Firefox);
• http://www.opera.com/help/tutorials/security/cookies/ (Opera);
• https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer);
• https://support.apple.com/kb/PH21411 (Safari); and
• https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge).

Note that if you block cookies, some features of my website may not be available to you.

Links to other sites

The website may contain links to other sites (social media sites and others). This Privacy Policy does not apply to other websites. You should consult the respective Privacy Policies of these other sites for more detailed information. It may include their practices and instructions about how to opt-out of certain options.

Log Files

My website follows a standard procedure of using log files. These files log visitors when they visit websites. All hosting companies do this. It forms a standard part of hosting services’ analytics. The information collected by log files include internet protocol (IP) addresses, browser type, Internet Service Provider (ISP), date and time stamp, referring/exit pages, and possibly the number of clicks. These are not linked to any information that is personally identifiable. The purpose of the information is for analysing trends, administering the site, tracking users’ movement on the website, and gathering demographic information.

Children’s Information

I do not knowingly collect any Personal Identifiable Information from children under the age of 16. If you think that your child provided this kind of information on our website, I strongly encourage you to contact us immediately and we will do our best efforts to promptly remove such information from our records.

Online Privacy Policy Only

This privacy policy applies only to our online activities and is valid for visitors to this website with regards to the information shared and/or collected online. This policy is not applicable to any information collected offline or via channels other than this website.

Consent

By using our website, you hereby consent to our Privacy Policy. We may update this Privacy Policy from time to time, and we invite you to check this page periodically to ensure you are happy with any changes to it.

Client GDPR Policy & Terms of Agreement

Terms

“Tracy”; “Tracy Uttridge” and “Hello Hypnotherapy” are used interchangeably in this document.

General

This Policy has been produced to explain what data Tracy Uttridge may collect from clients and how it is used or stored.  It serves to help Hello Hypnotherapy comply with the General Data Protection Regulations (GDPR).

How long will you hold my information for?

Tracy Uttridge is a trainee member of the following professional associations:  the National Council for Hypnotherapy (NCH) and the Association of Solution Focused Hypnotherapy (AfSFH) and abides by their ethical codes.  As such she bound by their regulations regarding the length of time she should hold onto client information.  These Organisations insist that Tracy Uttridge hold onto your data for eight (8) years after your final session.  However, the rule for children is different and these Organisations stipulate that their data must be held until their 25th birthday.  The exception to this rule applies to young adults whose treatment ends when they are 17 years old when Hello Hypnotherapy must keep their records until they reach their 26th birthday.  Client records will be destroyed in the January after the dates given above.  This is in line with NHS regulations for holding data.

What if I would like my data to be destroyed before this date?

Tracy is professionally obligated to keep certain data.  In particular, the need to keep session notes and any communication pertaining to how she works with you.  You can request that these be anonymised, and that all identifying information be removed from systems.  In this case the identifying items will be removed, and the documents stored using coded filenames. The request for account deletion and anonymisation can be sent to Hello Hypnotherapy by email.  

Am I able to see or get a copy of the information held by Hello Hypnotherapy

In line with GDPR, if you send Tracy Uttridge a request in writing, specifying the data you wish to see, they will supply you with a copy of your data within 30 days.  Tracy Uttridge will need to confirm your identity before sending you the information.   NB Tracy Uttridge’s insurance company’s legal team may wish to verify any information Hello Hypnotherapy sends out.

What and Why is the Data Collected?

Tracy is keen to offer the highest quality support to his clients and in order to do so she will collect the following information:

• An idea of what you would like to achieve by coming for hypnotherapy
• A small amount of medical information
• Some brief session notes
• Your contact details
• GP contact details
• Some basic information about your important others

This information allows Tracy to provide continuity within the sessions to help you towards your goal.  This information will allow Tracy to refer to the content of earlier sessions and previous discussions.   

How do I know that Hello Hypnotherapy will store my information safely?

Session Notes:

Session notes (Initial Consultation & Ongoing Sessions) will be taken either on an electronic tablet or directly onto a laptop, both password-secured or by a PIN and/or face recognition or fingerprint recognition technology. From March 2024 client details and session logs will be added onto a secure therapist practice management platform (Writeupp) which complies with GDPR policies.  A copy of this systems privacy policy can be view using this link - https://www.writeupp.com/privacy-policy.pdf

Initial consultation notes and any other sensitive data is stored as a PDF in a secure electronic folder which is protected by password, PIN and/or facial or fingerprint recognition technology.

Ongoing session notes are stored on a secure online microsoft onedrive.  Any notes with identifying pieces of data are transferred to the additionally protected folder detailed above.

Paper Notes:

Any paper notes will either be:

• Securely digitised and stored electronically, as above, and then destroyed or:
• Locked in a filing cabinet stored behind a locked door.

Text Messages:

Tracy’s mobile phone is fingerprint and/or pin protected.

Emails:

Hello Hypnotherapy’s email account is protected by a “Strong” password.

Are our discussions within the hypnotherapy sessions confidential?

It is important to Tracy to uphold your confidentiality.  She will only use information about you to continue your care or for purposes for which you have given specific permission to use it.  

Exceptions to this include.

• If you reveal you intend to harm yourself or another person.
• If you reveal that a child is being or is in danger of harm.
• If the therapist is compelled to reveal information by a court order.
• If you reveal you are a member of a terrorist organisation – this must be reported to the police.
• If you reveal you are laundering money from the sale of drugs – this must be reported to the police.

Occasionally it may be necessary for Tracy to discuss elements of your sessions with her supervisor to ensure that she is helping you most effectively.  However, no identifying information about you will be disclosed during these discussions. Tracy’s supervisor is also registered with the ICO and follows GDPR requirements.

What if I see Tracy Uttridge outside of a hypnotherapy session?

Hello Hypnotherapy is obliged to protect your confidentiality at all times.  If you meet Tracy outside of sessions, she will not engage in a discussion about your Hypnotherapy sessions to protect this.  If you wish to discuss your therapy with other people, that is your choice, and you are very welcome to do so.

Will Tracy Uttridge discuss information about me with other health and social care professionals?

Tracy Uttridge is only able to contact other health and social care professionals with your written consent.   Tracy would require your consent, in line with GDPR requirements.  Exceptions apply please see below.

When might confidentiality have to be broken?

Tracy Uttridge does have a ‘duty of care’ towards her clients.  If she has reason to believe that you were about to harm yourself, or others, she may be professionally obliged to break this confidentiality.  Should this occur then Tracy would be required to inform the relevant authorities.  However, Tracy would always aim to discuss this with you before taking any action.  Legally, Tracy would also have to provide the police with information as set out in a warrant or court order, should the situation arise.

Way of Working 

Therapy relies on the commitment and motivation of both the therapist and the client to get the best results.  Part of the therapy occurs in the therapy room, and part of the therapy involves cognitive reflection and using the provided hypnotherapy recording daily.   It is with commitment and partnership that you will see the best results. 

Hypnotherapy is not conducive when under the influence of substances and will not be possible and sessions cannot proceed. 

Payment Terms

Fees advertised are due in advance via bank transfer or on the day. Please offer as much notice as possible if rearranging a session.  Reschedules where possible can be accomodated but a 48 hour before session time cancellation policy will apply and the session will remain payable if a reschedule is not possible.  Tracy will share with you bank details for transfers in advance of the first session.

Who is the Data Controller and what is their ICO registration number?

The Data Controller is Tracy Uttridge (trading name: Hello Hypnotherapy part of Tracy Uttridge Therapy).

ICO registration number: ZA825276

This policy was last updated: March 2024.

It may be updated at any time, so please check back regularly to ensure that you’re aware of the latest version.