Your privacy matters.

1. Who I am

Best Mind Therapy provides psychotherapy and hypnotherapy services with Gary Smith, including appointments in Swindon, Wiltshire, and online throughout the United Kingdom.

The existing published policy identifies Gary Smith as the data controller.

Practice: Best Mind Therapy
Contact: Gary Smith
Address: Northbourne Road, Swindon, Wiltshire SN25 4YE
Email: Gary@bestmindtherapy.co.uk
Phone: 07359 071210

2. Information I collect

Depending on your enquiry or the services provided, information may include:

• Your name and contact information.
• Appointment and booking details.
• Relevant personal and health information.
• Consultation information, assessments and session notes.
• Email and other correspondence.
• Invoices and payment records.
• Website technical and analytics information.

I aim to collect only information that is necessary and relevant to the purpose for which it is being used.

3. How your information is used

Personal information may be used to:

• Respond to enquiries.
• Arrange and manage appointments.
• Assess suitability for therapy.
• Provide agreed therapeutic services.
• Maintain professional records.
• Communicate about sessions.
• Manage payments and accounting.
• Meet legal and safeguarding duties.

Clinical session notes are not used to create targeted advertising audiences.

4. Legal basis for processing

UK data protection legislation requires a valid lawful basis for processing personal information.

Different purposes may have different legal bases, including taking steps before entering a contract, performing a contract, complying with a legal obligation, legitimate interests or consent where appropriate.

Health information is special-category personal data. An additional applicable condition under Article 9 of the UK GDPR is required for processing that information.

Consent to receive therapy should not automatically be treated as data protection consent.

5. Paper clinical records and security

Best Mind Therapy maintains clinical therapy records in paper format.

These records are maintained in accordance with the professional standards of the National Council for Hypnotherapy (NCH), alongside applicable UK data protection requirements.

Appropriate care is taken to protect paper records from unauthorised access, accidental loss, damage or inappropriate disclosure.

Electronic devices

Electronic devices used for practice administration, communication and appointment management are protected by passwords.

Although clinical notes are paper-based, booking details and other administrative information may be processed electronically using third-party services.

6. How long records are retained

Adult client records

In accordance with the record-keeping recommendations of the National Council for Hypnotherapy, paper clinical records for adult clients are normally retained for eight years after the last client interaction.

A different period may be required where legal, safeguarding or insurance obligations justify it.

Children and young people

NCH guidance recommends retaining records until age 25 for a client who was under 16 when last seen, and until age 26 where the client was 17 when last seen.

These periods may need adjustment where applicable legal, insurance or safeguarding requirements call for a longer period.

Other information

Enquiries, booking information, financial records and website information may be subject to different retention periods, depending on their purpose and relevant legal obligations.

Once personal information is no longer needed, it should be securely destroyed or deleted

7. Confidentiality and its limits

Information shared in therapy is handled confidentially, subject to applicable legal and professional obligations.

Information may be shared where appropriately authorised or where there is another lawful and necessary reason, including certain safeguarding circumstances, legal obligations or serious risks of harm.

Where practicable and appropriate, any necessary disclosure will be discussed with you.

Clinical supervision may involve discussion of therapeutic work, using anonymised or minimised information wherever reasonably practicable and maintaining professional confidentiality.

8. Calendly appointment booking

Best Mind Therapy uses Calendly to manage appointment bookings and diary scheduling.

When you book an appointment, Calendly may process information such as your name, contact details, preferred appointment time and information you enter into booking fields.

Please avoid including unnecessary sensitive health details in appointment booking forms.

Calendly handles information according to its relevant privacy arrangements, which can be reviewed at Calendly's Privacy Notice .

9. Online therapy using Teams or Zoom

Best Mind Therapy offers online therapy appointments throughout the United Kingdom.

Online consultations are conducted using Microsoft Teams or Zoom.

These services may process information needed to arrange and facilitate a video appointment, including technical, connection and account information.

Their handling of information is also subject to their applicable privacy terms.

• Microsoft Privacy Statement
• Zoom Privacy Statement

I recommend attending online sessions from a quiet, private location where you feel comfortable speaking confidentially.

10. Sharing information

Limited personal information may be processed by service providers that support the running of the practice.

These include Calendly for scheduling, Microsoft Teams or Zoom for online consultations, and relevant website, email, payment or accounting providers.

Disclosure to healthcare professionals, safeguarding authorities or other relevant parties may occur when properly authorised or otherwise lawful.

Appropriate data protection safeguards must be maintained wherever required.

11. International data transfers

Some online services may involve the processing or accessing of information outside the United Kingdom.

Any restricted international transfer must be covered by an applicable legal arrangement or appropriate safeguards.

12. Website cookies and analytics

The Best Mind Therapy website may use essential cookies and technologies for functionality and security.

Google Analytics is used to help understand website performance and visitor activity.

Where legally required, non-essential cookies and tracking technologies must not be activated before appropriate consent is given.

Visitors should also have a means of managing or withdrawing relevant cookie preferences.

13. Children and young people

Best Mind Therapy may provide appropriate services to children and young people.

Their confidentiality and privacy are considered alongside safeguarding responsibilities, age, understanding, capacity and parental responsibility.

A parent or guardian arranging an appointment does not automatically have unrestricted access to everything discussed during therapy.

Record retention follows applicable professional and legal requirements, including the relevant NCH recommendations for younger clients.

14. Your data protection rights

Depending on the circumstances, you may have rights to:

• Request access to your personal information.
• Have inaccurate information corrected.
• Request deletion where applicable.
• Request restrictions on certain processing.
• Object to certain uses of your information.
• Request data portability where applicable.
• Withdraw consent where consent is the relevant basis for processing.

These rights are not absolute. Some records may need to be retained where there is a valid legal or professional reason.

You can make a request using the contact details below. Identity verification may be required.

15. Contact and complaints

16. Changes to this policy

This policy may be updated when the practice's arrangements, systems or legal requirements change.

The latest approved version will be available on the Best Mind Therapy website.

Effective date: [INSERT DATE OF FINAL APPROVAL]