Privacy Policy
At Holistic Renewal, we provide professional counselling, hypnotherapy and wellbeing services in a safe, compassionate and confidential environment.
Protecting your privacy is an important part of the trust that underpins our therapeutic relationship. This Privacy Notice explains how we collect, use, store and protect your personal information when you contact us, visit our website or receive our services.
We are committed to processing your personal information fairly, lawfully and transparently in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and guidance issued by the Information Commissioner’s Office (ICO).
As a counsellor and hypnotherapist, Laura Manly works in accordance with the ethical standards of the National Counselling and Psychotherapy Society (NCPS), the British Association for Counselling and Psychotherapy (BACP), and National Hypnotherapy Society. Confidentiality and the secure handling of your personal information form an essential part of ethical practice.
Who We Are
Holistic Renewal provides professional counselling, hypnotherapy and wellbeing services to adults, young people and organisations. Our aim is to provide safe, confidential and compassionate support while protecting your personal information and respecting your privacy.
Data Controller: Laura Manly
ICO Registration Number: ZB516118
Contact Details
Email: laura@holisticrenewal.co.uk
Telephone: 07539 974904
If you have any questions about this Privacy Policy or how your information is used, please contact us using the details above.
The Information We Collect
Depending on how you interact with Holistic Renewal, we may collect the following information:
Personal Information
- Name
- Postal address (where required)
- Email address
- Telephone number
- Date of birth
- Emergency contact details (where appropriate)
Special Category Information
As part of providing therapy, we may collect sensitive personal information relating to:
- Physical and mental health
- Medical history
- Medication
- Lifestyle
- Family circumstances
- Employment
- Personal goals
- Information discussed during therapy sessions
This information is known as Special Category Personal Data under UK GDPR and receives additional legal protection.
Website Information
When you visit our website, we may automatically collect information including:
- IP address
- Browser type
- Device information
- Operating system
- Pages visited
- Date and time of your visit
- Cookie preferences
How We Collect Your Information
Information may be collected when you:
- Complete a website contact form
- Book an appointment
- Arrange an initial consultation
- Email or telephone us
- Complete client questionnaires
- Attend therapy sessions
- Subscribe to newsletters or marketing communications
- Interact with our website
Where appropriate, information may also be provided by:
- A parent or guardian (for clients under 18)
- Your employer (where therapy has been arranged through work)
- Another healthcare professional, with your consent
Why We Use Your Information
We use your information to:
- Provide therapy safely and effectively
- Assess your suitability for treatment
- Arrange appointments
- Contact you about your sessions
- Maintain confidential clinical records
- Process payments
- Comply with legal and professional obligations
- Respond to enquiries
- Improve our services
- Send marketing communications where you have chosen to receive them
We will never sell your personal information.
Our Lawful Basis for Processing
Under UK GDPR, we process your information using one or more of the following lawful bases:
| Purpose | Lawful Basis |
| Responding to enquiries | Legitimate Interests |
| Booking appointments | Contract |
| Providing therapy | Contract |
| Maintaining clinical records | Legitimate Interests and Legal Obligations where applicable |
| Processing payments | Contract |
| Sending newsletters | Consent |
| Website analytics | Consent (where required) |
Because therapy involves health information, we also process Special Category Personal Data.
Our condition for processing this information is that it is necessary for the provision of health and wellbeing services and the management of those services, together with your explicit consent where required.
Who We Share Information With
Your information is treated as confidential.
We will only share information where:
- You have given written permission.
- It is necessary as part of your care.
- We are legally required to do so.
- There is a serious risk of harm to you or another person.
- A court orders disclosure.
Anonymous case information may occasionally be discussed during professional supervision or training in accordance with the National Counselling & Psychotherapy Society and National Hypnotherapy Society Code of Ethics. No information that could identify you will be disclosed.
We may also share information with trusted service providers who help us operate our business, such as:
- Website hosting providers
- Email providers
- Payment processors
- Accounting software providers
- Appointment booking systems
These organisations process information only on our instructions and are required to keep your information secure.
International Transfers
Where any service providers store or process information outside the United Kingdom, we ensure appropriate safeguards are in place in accordance with UK GDPR.
How We Store Your Information
We take appropriate technical and organisational measures to protect your information.
These include:
- Password-protected devices
- Encrypted storage where appropriate
- Secure cloud services
- Locked storage for paper records
- Restricted access
- Regular software and security updates
Although we work hard to protect your information, no method of electronic transmission or storage can be guaranteed to be completely secure.
How Long We Keep Your Information
Client records are normally retained for seven years (or seven years after you turn 18 for younger people) after therapy ends.
This retention period reflects professional guidance, insurance requirements and legal obligations.
After this period, records are securely destroyed or permanently deleted.
Different retention periods may apply where required by law, particularly for records relating to children.
Your Rights
Under UK GDPR you have the right to:
- Be informed about how your information is used.
- Access your personal information.
- Correct inaccurate information.
- Request deletion of your information in certain circumstances.
- Restrict processing.
- Object to processing.
- Data portability.
- Withdraw consent where consent is the lawful basis.
- Rights relating to automated decision-making and profiling.
Holistic Renewal does not make decisions about clients using automated systems.
If you wish to exercise any of these rights, please contact us.
Children
Parental or legal guardian consent is required before therapy can begin for clients under the age required by law and professional guidance.
Additional safeguarding procedures may apply where appropriate.
Marketing Communications
You will only receive marketing emails if you have actively chosen to receive them.
You can withdraw your consent or unsubscribe at any time by clicking the unsubscribe link in our emails or by contacting us directly.
Cookies
Our website uses cookies to improve your browsing experience.
Cookies may be used to:
- Remember your preferences.
- Monitor website performance.
- Analyse website usage.
- Improve website functionality.
Where required by law, we will ask for your consent before placing non-essential cookies on your device.
You can change your cookie preferences at any time through your browser settings or our cookie management tool.
Social Media
You are welcome to interact with Holistic Renewal through social media.
Please remember that comments made on public social media platforms are visible to others.
If you are a client, we recommend contacting us by telephone or email rather than discussing personal matters on social media.
Where necessary, comments may be removed to protect client confidentiality.
Testimonials
Testimonials are always voluntary.
If you choose to leave a public review on Google, Facebook or another platform, please remember that your comments will be publicly visible.
If possible, we recommend avoiding the inclusion of sensitive personal information.
Confidentiality
Everything discussed during therapy is treated as confidential except where:
- You request information to be shared.
- There is a legal obligation to disclose information.
- There is a serious safeguarding concern.
- There is a significant risk of harm to yourself or others.
- Disclosure is required under the National Counselling & Psychotherapy Society and National Hypnotherapy Society Code of Ethics.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in legislation, professional guidance or our services.
The latest version will always be available on our website.
Contact and Complaints
If you have any questions about this Privacy Policy or how your information is handled, please contact:
Laura Manly
Holistic Renewal
Email: laura@holisticrenewal.co.uk
Telephone: 07539 974904
If you remain unhappy with how your personal information has been handled, you have the right to complain to the Information Commissioner’s Office (ICO).
Information about making a complaint can be found at www.ico.org.uk.
This policy was last updated in July 2026