In providing you with our services which include Hypnotherapy, Life Coaching, Mediation and NLP we will ask for information about you and your health. Occasionally, we may receive information from other providers who have been involved in providing your care. This privacy notice describes the type of personal information we hold, why we hold it and what we do with it.
We are Regency Hypnotherapy operating at 1 Harley Street, London W1G 9QD.
Regency Hypnotherapy is responsible for keeping secure the information about you that we hold. Those at the practice who have access to your information include Hypnotherapists involved with your care and treatment, the Practice Manager and reception staff responsible for the management and administration of the practice.
Information that we hold
We can only keep and use information for specific reasons set out in the law. If we want to keep and use information about your health, we can only do so in particular circumstances. Below, we describe the information we hold and why, and the lawful basis for collecting and using it.
We hold personal information about you including your name, date of birth, address, telephone number and email address. This information allows us to fulfil our contract with you to provide appointments. We will also use the information to send you reminders as we have a legitimate interest to ensure your continuing care and to make you aware of our services.
We hold information about your treatment and general health, including:
Treatment plans and consent
Clinical notes of your sessions
Notes of conversations with you about your care
Dates of your appointments
Details of any complaints you have made and how these complaints were dealt with
Correspondence with you
We collect and use this information to allow us to fulfil our contract with you to discuss your treatment options and provide care that meets your needs. We also use this information for the legitimate interest of ensuring the quality of the treatment we provide.
We hold information about the fees we have charged, the amounts you have paid and some payment details. This information forms part of our contractual obligation to you to provide our services and allows us to meet legal financial requirements.
How we use your information
To provide you with our services and treatment that you need, we require up-to-date and accurate information about you.
We may contact you to conduct patient surveys or to find out if you are happy with the treatment you received for quality control purposes.
We will seek your preference for how we contact you about your treatment. Our usual methods are telephone, email or letter.
We may use your information for research or promotional purposes. We will only do this if we have obtained your consent via our consent form. We will anonymise your information at all times but may use your first name and age.
We may use your contact details to inform you of products and services available at our Practice.
Your information is normally used only by those working at the practice but there may be instances where we need to share it – for example, with:
Your doctor (if you are at risk as per your consent form)
We will only disclose your information on a need-to-know basis and will limit any information that we share to the minimum necessary.
In certain circumstances or if required by law, we may need to disclose your information to a third party not connected with your health care, including HMRC or other law enforcement or government agencies.
Keeping your information safe
We store your personal information securely on our practice computer system and in a locked manual filing system. Your information cannot be accessed by those who do not work at the practice; only those working at the practice have access to your information. They understand their legal responsibility to maintain confidentiality and follow practice procedures to ensure this.
We take precautions to ensure security of the practice premises, the practice filing systems and computers.
We use cloud computing facilities for storing some of your information. The practice has a rigorous agreement with our provider to ensure that we meet the obligations described in this policy and that we keep your information securely.
We keep your records for 10 years after the date of your last visit to the Practice or until you reach the age of 25 years, whichever is the longer. At your request, we will delete non-essential information (for example some contact details) before the end of this period.
Access to your information and other rights
You have a right to access the information that we hold about you and to receive a copy. We do not usually charge you for copies of your information; if we pass on a charge, we will explain the reasons.
You can also request us to
Correct any information that you believe is inaccurate or incomplete. If we have disclosed that information to a third party, we will let them know about the change.
Erase some of the information we hold. For legal reasons, we may be unable to erase certain information (for example, information about your treatment). However, we can, if you ask us to, delete some contact details and other non-clinical information.
Stop using your information – for example, sending you reminders for appointments or information about our service. Even if you have given us consent to send you marketing information, you may withdraw that consent at any time.
Stop using information if you believe the information is inaccurate or you believe we are using your information illegally.
If we are relying on your consent to use your personal information for a particular purpose, you may withdraw your consent at any time and we will stop using your information for that purpose.
All requests should be made by email to the Practice Manager at firstname.lastname@example.org
If you do not agree
If you do not wish us to use your personal information as described, you should discuss the matter with your Hypnotherapist. If you object to the way that we collect and use your information, we may not be able to continue to provide you with our services.
If you have any concerns about how we use your information and you do not feel able to discuss it with your Hypnotherapist or anyone at the practice, you should contact The Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF (0303 123 1113 or 01625 545745).