Privacy Policy
Terms and Conditions
Privacy Policy
Effective Date: 14 July 2025
Your Privacy Matters
At Greenwood Hypnotherapy, we take your privacy seriously. We understand that sharing personal information is a big step, and we’re committed to handling your data with respect, transparency, and care. This Privacy Policy explains what information we collect from you, why we need it, how we keep it safe, and your rights under UK data protection law, including GDPR.
What Information is Collected?
When you get in touch or start working with us, we may collect personal details such as:
Your full name, age, date of birth
Contact details (address, phone number, email)
Your occupation and a little about your life situation if relevant to your therapy
We may also collect more sensitive information—what GDPR calls ‘special category data’—which includes:
Your health history and other relevant medical or psychological information
This helps us plan the most appropriate and safe support for you.
How is This Information Collected?
We collect your data through several ways:
When you complete enquiry forms on our website
During phone calls or video consultations
At in-person sessions (initial consultations, therapy, workshops, or training)
Through questionnaires you fill out and bring to sessions
All data is collected either directly from you or with your full knowledge and consent.
Why Do We Need Your Data?
We collect and use your information so we can:
Design and deliver effective therapy, supervision, training, or classes
Stay in touch with you about your sessions or changes in schedule
Keep you informed of useful updates or offers (only with your clear permission)
Support practitioner supervision or student training when relevant
Contribute to anonymised research (such as the CORP programme), using only non-identifiable data like age, gender, treatment focus, and progress ratings
What’s Our Legal Reason for Using Your Data?
Under the law, we need to have a valid reason (or "legal basis") for processing your data. Ours are:
Consent – You give us permission to collect and use your data
Contract – We need the data to provide the service you’ve requested
Provision of healthcare – For health-related data, this falls under special conditions
Legitimate interest – For example, securely storing records as required by professional bodies
How Do We Keep Your Data Safe?
We take your privacy and security seriously:
Paper records are kept in locked filing cabinets
Digital records are securely stored on password-protected, encrypted devices
How Long Do We Keep Your Information?
In line with professional standards and insurance requirements:
Adult records are kept for 8 years after your final session
Children’s records are kept until their 25th birthday, or 26th if they were 17 at the time of their last session
After this period, your data will be securely deleted or destroyed.
Do We Share Your Information?
We respect your confidentiality and only share data when absolutely necessary:
We do not sell or share your data with any marketing companies
We may share information if legally required or if there is a serious risk of harm to yourself or others
In therapist supervision, cases may be discussed in a strictly anonymised way, without sharing personal data
Your Rights Under GDPR
You have rights over your personal information, including the right to:
Access the data we hold about you
Ask for any incorrect details to be corrected
Withdraw your consent (if this applies)
Ask us to delete your data when appropriate
Object to or limit how your data is used
Request a copy of your data in a portable format
Make a complaint to a data protection authority if needed
If you’d like to exercise any of these rights, simply contact your therapist.
Staying Up to Date
We’ll review this Privacy Policy regularly to make sure it stays accurate and up to date with current laws and practices. Any major updates will be shared with you directly.
Terms and Conditions for Sessions
Effective from: 14 July 2025
By booking a session with Greenwood Hypnotherapy, you agree to the following terms and conditions. These are in place to ensure a respectful, professional, and effective therapeutic relationship.
1. Session Information
Each session lasts approximately 50–60 minutes, unless otherwise agreed.
Sessions may take place in person, online, or by phone, depending on what has been arranged.
The number and frequency of sessions will be discussed and reviewed regularly.
2. Booking and Payments
Payment is due in advance or at the time of your session, depending on the method agreed.
Accepted payment methods include: bank transfer, cash, or card.
3. Cancellation and Rescheduling Policy
A minimum of 48 hours’ notice is required to cancel or reschedule a session.
If you cancel with less than 48 hours’ notice, the full session fee will be charged.
Missed sessions (no-shows) will also be charged at the full rate.
Emergencies and exceptional circumstances may be considered at the discretion of the therapist.
4. Confidentiality
All information shared in sessions is confidential and handled in accordance with GDPR and professional guidelines.
Confidentiality may only be broken if:
There is a risk of serious harm to you or others
There is a legal obligation (e.g. court order or safeguarding issue)
In such cases, we will aim to discuss this with you before taking any action, where appropriate.
5. Data Protection
Your personal information is stored securely and used only for professional purposes as outlined in our Privacy Policy.
You have the right to access, correct, or request deletion of your data, as detailed in our privacy statement.
6. Suitability for Therapy
Hypnotherapy is a collaborative process and requires your active participation.
It is not a substitute for medical treatment or diagnosis. If you are currently receiving treatment from a medical or mental health professional, we may ask you to inform them of your intention to work with us.
If at any time it appears that hypnotherapy is not suitable or beneficial, this will be discussed with you honestly and respectfully.
7. Therapist Commitment
Your therapist will always work within the ethical code of conduct of the National Council for Hypnotherapy.
Professional development and regular supervision are maintained to ensure high standards of care.
8. Results and Expectations
While hypnotherapy can be highly effective, results vary from person to person and cannot be guaranteed.
Your commitment, openness, and consistency will play a key role in the success of your sessions.
9. Contact Between Sessions
You are welcome to contact your therapist by email or phone for administrative matters (e.g., scheduling, payment).
Therapeutic discussions are reserved for booked sessions unless otherwise agreed.
10. Changes to Terms
These terms may be updated from time to time. Any significant changes will be communicated in advance and will not affect existing agreements without mutual consent.