Privacy Policy
Effective Date: 30 May 2025
At Calm Mind, I am committed to protecting your privacy and handling your personal information with care, respect and confidentiality. This Privacy Policy explains what information I collect, why I collect it, how it is stored, and your rights under the UK General Data Protection Regulation (UK GDPR).
Who I Am
Calm Mind is a UK-based Cognitive Behavioural Hypnotherapy (CBH) practice. As the sole practitioner, I am responsible for ensuring that your personal information is handled securely and in accordance with UK data protection legislation.
I am registered with the Information Commissioner's Office (ICO).
What Information I Collect
Depending on the services you receive, I may collect:
Your name
Date of birth
Postal address
Telephone number and email address
Relevant health information and medical history
Information relating to your wellbeing and personal circumstances
Assessment forms and therapy session notes
Correspondence relating to your enquiries or appointments
How I Collect Your Information
Your information may be collected when you:
Complete a contact form on my website
Contact me by email or telephone
Book an appointment
Attend an online or in-person consultation
Complete assessment or consent forms
Subscribe to receive updates or newsletters
Why I Collect Your Information
Your information is collected so that I can:
Assess your suitability for therapy
Plan and provide safe, effective therapeutic support
Maintain accurate clinical records
Arrange appointments and communicate with you
Process payments and maintain financial records
Meet professional, legal and insurance requirements
Send newsletters or updates where you have given your consent
Lawful Basis for Processing
Under the UK GDPR, I process your personal information using one or more of the following lawful bases:
Contract – to provide the therapy services you have requested.
Legal Obligation – to comply with legal, financial and professional requirements.
Consent – where you have agreed to receive newsletters or other optional communications.
Legitimate Interests – where necessary to provide safe and effective therapy or protect your wellbeing.
Vital Interests – where disclosure is necessary to protect you or another person from serious harm.
How Your Information is Stored
Your privacy is extremely important.
Electronic records are stored securely using password-protected systems.
Paper records, where used, are kept in locked storage.
Therapy notes are treated as confidential.
Your information will never be sold or shared with third parties for marketing purposes.
Information will only be shared where:
You have given your permission.
There is a legal requirement to do so.
There is a serious concern about your safety or the safety of another person.
How Long Your Information is Kept
Clinical records are normally retained for seven years following the end of therapy or your last contact, in line with current professional guidance and legal requirements.
After this period, your information will be securely destroyed.
Your Rights
Under the UK GDPR, you have the right to:
Request access to the personal information I hold about you.
Request correction of inaccurate or incomplete information.
Request deletion of your personal information where appropriate.
Request that processing is restricted in certain circumstances.
Object to processing where applicable.
Withdraw your consent at any time where consent is the legal basis for processing.
Lodge a complaint with the Information Commissioner's Office (ICO) if you believe your information has not been handled appropriately.
Contact
If you have any questions about this Privacy Policy or how your personal information is handled, please contact:
Calm Mind
Email: hello@calmmind.co.uk
Website: www.calmmind.co.uk
Telephone: +44 7834 768348
Changes to This Privacy Policy
This Privacy Policy may be updated from time to time to reflect changes in legislation or the way the practice operates. The latest version will always be available on the Calm Mind website.
