You can visit Mindful Solutions Hypnotherapy web site without telling us who you are and without revealing any information about yourself. However, there may be occasions where we do ask you to provide certain information by which you can be identified when using this website.

In this instance you can be assured that any information you provide will only be used in accordance with this privacy statement and we are committed to ensuring that your privacy is protected.

You may wish to provide your information when:

  • You choose to contact us for an appointment.
  • To request information from us.

Data that we collect.

  • Your name.
  • Your contact information including a telephone number and E-Mail address.
  • A brief reason for requesting an appointment.

What will we do with the data you provide?

It allows us to provide you with the information requested and or to offer you an appointment and provision of service.

  • Your data will be used to enable us to contact you with your requested service.
  • Should you book and attend an appointment your data will be transferred to your clinical record.
  • If you do not wish to make an appointment your E-Mail containing your data will be shredded.

Security of your data.

We are committed to ensuring that you information data is securely protected. We have managerial, structural and security measures in place to ensure that your data is protected against unauthorised access, loss or destruction.

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should be aware that:

  • We don’t have any control over these websites and/or the content contained within that website.
  • We cannot be responsible for the protection and privacy of any information which you provide whilst visiting these sites.
  • We strongly suggest that you read any privacy notice attached to any individual web site that you choose to visit.



When you make an appointment and attend our clinic the Practitioner  will request and record specific data from you, which is required to establish your medical health care record.

We have set out below the type of data that we require for your assessment and treatment in respect hypnotherapy and counselling.

  • Data controller

Mindful Solutions Hypnotherapy

  • Lawful basis

Our Lawful Basis for collecting, recording, storing and using your data is “Legal obligation”. However, we access other lawful basses for certain criteria, as listed below:

Legal Obligation

We have determined that our lawful bases is “Legal Obligation” which represent our activity in regards to our Practitioner and client relationship and our relationship with a client’s medico-legal intermediary, health insurance Provider, solicitor and/ or health care professional.   Therefore, we have a statutory requirement to record, collect, store and use your data.

Performance of a Contract

Should we be in a position to offer you a credit/debit cards service then we will process your payment details via this lawful basis. We also use a PayPal service.

Legitimate Interest

We use this lawful basis if you have requested our clinic newsletter.


Please note, that on your first appointment, you will be provided with a laminated version of our privacy notice and you will be required to read and sign a further two forms:

  1. Data consent form.
  2. Examination and Treatment consent form.

Article. 9 GDPR – Processing of special categories of personal data.

We collect your data specifically for your physical and mental health care and well-being and as such your data is considered as special category data.

What information is being collected?

Information provided by you and recorded by our Practitioner will potentially consist of personal identifiable information and sensitive personal data appertaining to your health and wellbeing.

Personal details:

  • Name, date of birth, postal address, telephone numbers and your E-Mail address.

Sensitive health related details:

  • Presenting condition, general health history, medications and any allergies.
  • Your Doctors details and any other Professional involved in your care.
  • Health insurances and medico-legal intermediaries involved in your care.

Lifestyle activities:

  • Sports, hobbies, accommodation details, employment details, sleeping and eating behaviours, pet ownership, smoking and alcohol consumption.

Assessment and treatment details:

  • Health related notes will be compiled of your assessment, treatment and your progress in respect of any professional treatment and/or therapy provision that you have requested and undertaken.

Payments history:

  • Details of your payments and methodology are recorded on our Tax records for submission to our accountants and HMRC.
  • Who is collecting it?

The Practitioner looking after you will collect your data and this will be your consultant.

How is it collected?

Data which is freely and voluntarily provided by you will be stored in paper files, in a locked location. Email data will be deleted after  period of 30 or stored on paper if it relates to your case file.

Why is it being collected?

To formulate a medical health care record including any clinical and/or therapeutic treatment interventions recorded in your treatment plan.

How will it be used?

Your records are stored solely for the purpose of maintaining a medical record.  Your medical records are designed to keep a historical and up to date evidence based report of your health care provision, progress and rehabilitation.

Who will it be shared with?

We provide our accountants and HMRC with our taxation records on a yearly basis.   Information sent to these organisations will consist of your Initial and surname and your payment methodology such as: your bank, cheque no, cash payment, BACS and/or credit and debit card transaction.

Your data will not be shared with any other party unless you request it to be shared and you provide your consent for us to do so.

With your consent, we may share your data with your GP and/or an additional allied Health Care Professional for consulting and referral purposes and for obtaining a second opinion.

Any medico-legal organisation, health insurance provider and/or solicitor referring you will have obtained your consent for us to report certain data back to them on a standard medico-legal reporting template or a clinical letter.

If requested, we are legally bound to share your data with any lawful and/or Crown agency that requests access to your data via appropriate data release requests.

What will be the effect of this on the individuals concerned?

In communicating with your G.P, Health Care Professional, medico-legal intermediaries, health insurance provider and/or your solicitor we will be:

  1. To promote and enhance your healthcare, improve the quality of your life and provide health care protection and safety.
  2. To comply with the health care reporting requirements of the above organisations.
  • Is the intended use likely to cause individuals to object or complain?

No, because the clients’ healthcare and wellbeing is the basis of our business and therefore, we always act in the best interests of the client.

If we need to write to your GP or NHS Health Care Professional then we will discuss our clinical reasoning for this activity and request you to sign a third party consent form.

When we complete a medico-legal template supplied by the referring organisation then we will only report honest and factual information which is objective and supported with clinical reasoning.

How is my data protected?

Your data is protected by solely being kept on paper and filed securely when not in use. Your paperwork is only in use during your session/s.

  • Under the General Data Protection Regulations (GDPR) you have individual rights:
  1. The Right to be informed
  2. The right of access
  3. The right of rectification
  4. The right of erasure
  5. The right to restrict processing
  6. The right to data portability
  7. The right to object
  8.  Rights in relation to automated decision making and profiling

How long do we keep your medical records?

Personal information that we process for any purposes shall be not be kept for longer than is necessary for the purpose or those purposes.

We are legally bound by statutory requirements to hold your data for:

  • Adults: We keep your medical and treatment records for a period of 8 years from the date of your last appointment.
  • Children: We keep your records until you reach the age of 25.

There may be occasions where we need to keep your records for an indefinite period of time and we may withhold personal information that you request to the extent permitted by law.

We may also retain your personal information where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

Controlling your personal information

We do not sell or distribute your information to any other organisation unless you have consented and/or contracted us to do so.

If you’re personal and sensitive data should change then please inform us immediately in order for our Practitioners to update your personal records and clinical notes?    We have a duty under GDPR to inform all other parties of any such changes.

If you wish to contact us for any aspect in regards to your data by E-Mail at the address below:


Lisa Wade at

If you wish to make a complaint:

If you wish to complain about the manner in which we have handled, recorded, stored and or used your data then you may do so by contacting:

Information Commissioners Office

Wycliffe House, Water Lane

Wilmslow, Cheshire


Tel No 0303 123 1113

Fax 01625 524510


Mindful Solutions Hypnotherapy

2-5 Horndean Road



RG12 0XQ