Privacy Policy

Privacy Policy for Holistic Renewal.

At Holistic Renewal, we are committed to providing safe and effective therapy, and in doing so, when we collect your personal information, we will protect your privacy and ensure that your personal data is processed fairly and lawfully. This Privacy Policy outlines the types of personal information we may collect from you and how we will use, store, and protect that information in accordance with the UK Data Protection Act 2018 (DPA) and the General Data Protection Regulation (GDPR), as well as the Code of Ethics of the relevant professional body, as outlined below.

Personal Information We Collect

When you visit our website, we may collect personal information from you, including your name, email address, and IP address. We may also collect non-personal information, such as your browser type, operating system, and the pages you visit on our website.

We may collect personal information from you when you:

• Sign up for our newsletter or other types of marketing communication.
• Contact us through our website’s contact form, email address or discovery call booking system.
• Participate in a survey or other promotional offer.
• Use our website’s interactive features, such as comments and forums.

How We Use Your Personal Information

We use your personal information to:

• Provide safe and effective therapy.
• Provide and improve our website and services.
• Send you marketing communications and other promotional offers.
• Respond to your inquiries and customer service requests.
• Conduct research and analysis to improve our website and services.

We will only use your personal information for the purposes for which it was collected and will not retain it for longer than necessary. We may also disclose your personal information to third-party service providers who assist us with providing our website and services.

How We Protect Your Personal Information

• Holistic Renewal is registered with the ICO –https://ico.org.uk/ESDWebPages/Entry/ZB516118
• Laura Manly is the only person who works for Holistic Renewal and is both the Data Controller and Data Protection Officer. Laura’s contact details are: Laura@holisticrenewal.co.uk / 07539 974904
• In most cases, the information collected about you will be from you, via an email, phone call, online form, pre-consultation form or during face-to-face sessions.
  • If you are under 18, information may be sought from your parents or from your school.
  • If you are referred by someone else (e.g., an employer) information may be sought from them.
• Holistic Renewal uses your personal data in the following ways:
  • To deliver therapy.
  • To reply to you when contacted with questions about its services.
  • To contact you between therapy sessions, if necessary.
  • To allow payment to be collected from you and to maintain records and accounts.
• You have no legal requirement to share any information, but if you chose not to, we may not be able to work together.
• The categories of data/information collected include your name and contact details, your medical history, and anything that might support your sessions, such as your family situation and support network, the nature of your employment, your hobbies and interests, your lifestyle, and details of the issue(s) you’d like help with.
• The lawful basis for collecting and processing data is consent or contract or legitimate interests. You consent to Holistic Renewal holding and using your information when you submit an online form or book a discovery call. If you undertake therapy, you will be asked to sign our terms and conditions, which creates a contract. If you email, phone or contact Holistic Renewal via social media with enquiries, it is a legitimate interest of my business to use your contact details to reply to you.
• I am the only person who has access to your information unless:
  • There is a legal requirement for me to share the information (for example, a court order or warrant is issued).
  • You ask me in writing to share your information with someone else.
  • The Duty of Care Provision within my Code of Ethics applies – see ‘My Professional Body’.
  • I am working with you as part of a care team, or you have been referred to me by someone else (e.g., an employer), in which case agreed levels of information will be shared with these relevant parties.
• Holistic Renewal keeps the information you provide for seven years, which is the length of time required by the relevant professional body and insurance company. After this time, it is shredded and disposed of securely.
• You have rights over the information held about you. These are:
  • Portability – you can ask for your information to be sent to someone else.
  • Rectification – if you think records held are wrong, you can ask for them to be changed.
  • Erasure – in certain circumstances, you can ask for your details to be removed from our records.
  • Fair profiling – you can ask that any processes that are automated are done by a person instead of a computer. Holistic Renewal does not automate any information processing, although it uses online forms to collect information for ease. If you prefer not to complete these, the information can be collected face-to-face during our first session.
  • Right of access – you can have a copy of the information held at any time, by requesting it in writing. If you do this, it will be provided within 30 days and free of charge.
  • Restricting processing – in some circumstances, you can request that Holistic Renewal stops processing your information.
  • Objection – you can object to the way in which your information is processed (e.g., if it is used to send you direct marketing you don’t want to receive), and you can ask for it to cease.

• • Information – you have the right to understand how your information is collected and processed (hence this privacy notice). 

• If you are under 18 years of age, parental or guardian permission is required before working with you, and if you are under 13, you will need to verify your date of birth.
• You can learn more about these rights on https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/
• You can withdraw your permission for Holistic Renewal to use your information at any time; this means ending your therapy.
• You have a right to complain to the ICO if you have any issues with the way in which Holistic Renewal stores or uses your data, or if you do not think your rights are being respected.

My Professional Body

The National Hypnotherapy Society requires that I keep the information you give me private and confidential unless:

• There is a legal requirement for me to share information (for example, a court order or warrant is issued)
• There is good cause to believe that if I do not disclose information, you or others would be exposed to a serious risk of harm.

These exceptions to the confidentiality rule come under a provision referred to as ‘Duty of Care’.

My Code of Ethics also allows me to share anonymous case histories verbally or in professional publications for the purposes of supervision and/or training. Anonymous means your personal details are removed and any particular details about your situation are changed so that your identity is not disclosed.

The National Hypnotherapy Society’s Code of Ethics can be found here – https://nationalhypnotherapysociety.org/about-us/code-of-ethics

Social Media

You are welcome to like my Facebook and Instagram business pages, to follow any of my other social media business pages, and to read and share the articles and comments there. You may leave general comments and questions but remember that anything you post is visible to everyone who visits the page. If you want to ask me anything that is specific to you, please email* or telephone me. If I feel that any posts you have made blur the line of our professional relationship or identify you as a client, I will delete them to ensure that your confidentiality has not been breached. If you have any questions about this, please feel free to discuss it with me during our session.

*Please note that emails are not completely secure or confidential. Records of any emails you send me are automatically kept in the logs of both our computers/devices. Although in practice it seems unlikely, in theory, they could be read by the system administrator. It’s best not to use email to send any information that should be kept private. Any emails you send to me that refer to your therapy will be printed and kept in your confidential records.

Testimonials

I welcome testimonials/reviews on my Facebook and Google business pages, but if you choose to write a review on these pages (or other websites and directories), please keep in mind that you may be sharing something personally revealing about yourself in a public forum. Wherever possible, please use a pseudonym or omit revealing information for your own privacy and protection.

None of this is meant to keep you from sharing that you are in therapy with me wherever and with whomever you like. Confidentiality means that I cannot tell people that you are my client, but you are more than welcome to tell anyone you wish that I’m your therapist, or how you feel about the treatment I am providing to you. I welcome recommendations (‘word of mouth’ referrals) if you think I can help someone you know.

If you feel I have done something harmful or unethical, I ask that in the first place you contact me about your concerns. If you are not comfortable discussing it with me, you can always contact my professional body, the National Hypnotherapy Society, which oversees the way I work.

Cookies and Similar Technologies

Our website uses cookies and similar technologies to collect non-personal information about your browsing behaviour. Cookies are small data files that are placed on your device when you visit our website. They allow us to remember your preferences and customise your browsing experience.

You can choose to disable cookies through your browser settings, but please note that doing so may affect your ability to use certain features of our website.

Security

We take reasonable measures to ensure the security of your personal information, including encryption, firewalls, and access controls. However, please note that no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee the absolute security of your personal information.

Changes to this Privacy Policy

We reserve the right to update this Privacy Policy at any time. We will notify you of any material changes by posting the new Privacy Policy on our website. We encourage you to review this Privacy Policy periodically for any changes.

Contact Us

If you have any questions or concerns about this Privacy Policy, please contact us.