Privacy Policy

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Last Updated: [20th April 2026]

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1. Introduction

Mindful Clinic is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal information when you use our services, website, or communicate with us.

 

2. Data Controller

Sharon Bateman is the Data Controller for Mindful Clinic. Our ICO registration number is C1596329.

 

3. Information We Collect

We may collect and process the following types of personal information:

• Personal Details: Name, date of birth, contact information (email, phone number, address).

• Health Information: Relevant details about your mental health, medical history, and therapeutic progress.

• Session Records: Notes taken during therapy sessions for reference and professional purposes.

• Payment Information: Transaction details for booking and payment processing (no card details are stored by us).

 

4. How We Use Your Information

We collect your data for the following purposes:

• To provide hypnotherapy and psychotherapy services tailored to your needs.

• To maintain session records for continuity of care, insurance, and professional supervision.

• To process bookings and payments for services.

• To comply with legal and regulatory obligations.

Our lawful basis for processing your personal data is legitimate interests. We only collect information that is genuinely necessary for providing therapeutic services to you. The personal information we collect is limited to what is required for your care, and we handle it in a way that minimises any impact on your privacy. For example, we collect your contact number as this is necessary for appointment management, but we do not routinely collect information such as your home address unless it is directly relevant to your care.

 

5. Data Storage and Security

• Client records are stored securely on a password-protected computer and in encrypted, password-protected files.

• All documents are stored using 2-factor authentication on a secure cloud platform.

• Written records are retained for 8 years after the last interaction with adult clients. For clients under 18, records are kept until they turn 25 years old (or 26 for 17-18-year-olds).

 

6. Confidentiality and Sharing of Information

Your sessions are confidential, with the following exceptions:

• If required by law (e.g., safeguarding concerns).

• If there is a risk of harm to yourself or others.

• If professional supervision is required (your identity remains protected).

We will never share your information with third parties without your written consent, except where we are legally required to do so.

Under the Data Use and Access Act (2025), certain disclosures to authorised organisations such as the police or other public bodies fall under "recognised legitimate interests." In these circumstances, we may be required to share your personal data without needing to balance this against your individual privacy interests. The organisation making the request is responsible for determining the necessity and proportionality of that disclosure.

 

7. Your Rights Under GDPR

You have the following rights regarding your personal data:

• Access: You can request a copy of the information we hold about you. In responding to such requests, we will conduct reasonable and proportionate searches of the information we hold, in line with the Data Use and Access Act (2025).

• Correction: You can ask us to update or correct any inaccurate data.

• Erasure: You can request deletion of your data unless legal/insurance obligations require us to retain it.

• Restriction: You can ask us to limit how we use your data.

• Objection: You can object to certain processing activities.

Requests will be processed within 30 days in line with GDPR regulations.

 

8. Payment and Cancellation Policy

• Payments must be made at least 48 hours in advance of a session.

• Cancellations made within the required notice period will be refunded in full.

• Deposits for certain services (e.g., smoking cessation) are non-refundable if a cancellation occurs.

• The Anxiety Reset is a fixed eight-week group programme limited to six places. As with our other capacity-limited services, payment secures your place. In line with your statutory rights under the Consumer Contracts Regulations 2013, you may cancel within 14 days of booking for a full refund. After this period, or once the programme has started (whichever is later), places are non-refundable, as your space cannot be reallocated to someone else.

 

9. External Links and Third Parties

Our website may contain links to third-party sites.  We are not responsible for their privacy practices, so we encourage you to review their policies separately.

 

10. Updates to This Privacy Policy

We may update this policy periodically.  Any changes will be posted on our website with the latest update date at the top.

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11. Data Protection Complaints

If you believe that Mindful Clinic has not handled your personal data in accordance with data protection law, you have the right to raise a complaint with us directly.

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To make a data protection complaint, please contact us in writing using the electronic complaints form available at www.mindful-clinic.com/data-complaint or by emailing enquiries@mindful-clinic.com with the subject line "Data Protection Complaint."

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Please include your name, contact details, and a description of your concern. We will acknowledge your complaint within 30 days of receipt and keep you informed of progress while we look into the matter. We will advise you of the outcome without undue delay.

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Please note that this complaints process relates specifically to how your personal data is used. It does not cover general complaints about therapeutic practice or professionalism, which should be directed to the relevant professional association.

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If you are not satisfied with our response, you have the right to escalate your complaint to the Information Commissioner's Office (ICO):

ICO: ico.org.uk | Helpline: 0303 123 1113

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12. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your data rights, please contact us at:

📧 enquiries@mindful-clinic.com
📞 +44 1249691346