How long do you keep client records?

Clinical records are kept for 7 years after your final session in line with National Council for Hypnotherapy professional guidelines and UK legal requirements. Financial records are retained for 7 years per HMRC rules.

Can I request a copy of my therapy records?

Yes — under your right of access. Simply contact me directly via email or phone. I will provide a copy within one calendar month. There is no fee for your first access request.

Is my information shared with anyone else?

Never without your explicit consent, except when required by law or to protect someone from serious harm. Your clinical information is strictly confidential and never used for marketing or shared commercially.

How do I request my data be deleted?

Email or call me to exercise your right to erasure. I will securely delete your data unless legal or professional retention requirements apply. I will confirm completion within one month.

Swindon Cirencester Wiltshire

Privacy Policy & Data Protection

Your privacy and confidentiality are at the heart of everything I do. This policy explains how your personal information is collected, stored, and protected — in compliance with the UK GDPR, Data Protection Act 2018, and National Council for Hypnotherapy standards.

Last Updated: 18 September 2026
Effective From: 18 September 2026

1. Who I Am

Best Mind Therapy
Responsible Data Controller: Gary Smith
Email: Gary@bestmindtherapy.co.uk
Phone: 07359 071210
Address: Northbourne Road, Swindon, SN25 4YE, United Kingdom
Professional Registration: MNCH (Reg.), AfSFH, DSFH, HPD

I am committed to protecting your privacy and processing your personal data in full compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. What Information I Collect

I collect and process only the information necessary to provide you with safe, effective therapy services. This includes:

Information You Provide Directly

Name, contact details (email, phone number, address)
Relevant personal and health information you share during consultations
Notes and records created during our sessions
Payment information (processed securely — I do not store full card details)
Communications between us (email, messages, forms)

Information Collected Automatically

Website usage data (pages visited, time on site — via anonymised analytics)
Technical data (IP address, browser type — not linked to personal identity)
Appointment booking data via Calendly (only with your consent)

3. How & Why I Use Your Information

I process your data only for the lawful bases of consent, contractual necessity, legal obligation, and legitimate interests — always respecting your rights and freedoms.

Purposes of Processing

✅ To arrange and manage your appointments and sessions
✅ To provide effective, tailored therapeutic care
✅ To maintain accurate and confidential clinical records
✅ To process payments and maintain financial records
✅ To communicate with you about your sessions
✅ To comply with legal, professional, and ethical obligations
✅ To improve the website and services (using anonymised data)

Clinical notes are kept to support your continuity of care. They are kept confidential and separate from marketing or general business data.

4. Confidentiality & Sharing Your Information

Your information is never sold, rented, or shared for commercial purposes. Your clinical information is treated as strictly confidential in line with National Council for Hypnotherapy (NCH) Code of Ethics.

When Information May Be Shared

Your data may only be shared with third parties when:

You have given explicit consent — for example, sharing information with your GP or another professional
There is a legal obligation — such as a court order
There is a vital interest — to protect you or others from serious harm
With trusted service providers who act as Data Processors — strictly bound by data protection agreements

Trusted Third-Party Providers

Services used include secure appointment booking, email communication, and payment processing. All are UK or EU-based or certified under appropriate data transfer frameworks. I only share the minimum data required.

5. How Your Information Is Stored & Protected

🔒 All personal and clinical data is stored securely, encrypted where appropriate
🔒 Digital records are password-protected and held on secure, regularly updated systems
🔒 Physical records (if any) are kept in locked, secure storage
🔒 Staff or contractors with access are bound by strict confidentiality agreements
🔒 Backups are encrypted and securely stored

Data Retention Periods

Clinical records: Kept for the duration of our work together + 7 years after your final session (NCH and professional guidelines)
Financial records: Retained for 7 years as required by HMRC
General contact data: Retained as needed or until you request deletion
After the retention period expires, data is securely and permanently deleted

6. Your Rights Under Data Protection Law

Under the UK GDPR and Data Protection Act 2018, you have the right to:

Access — request a copy of all personal data I hold about you
Rectification — correct any inaccurate or incomplete information
Erasure — request deletion of your data ("right to be forgotten")
Restriction — request limited processing of your data in certain circumstances
Data Portability — request your data in a machine-readable format
Objection — object to processing based on legitimate interests or direct marketing
Withdraw Consent — at any time, without affecting lawfulness of processing before withdrawal
Lodge a Complaint — with the Information Commissioner's Office (ICO) at ico.org.uk

To exercise any of these rights, simply contact me using the details below. I will respond within one calendar month.

7. Cookies & Website Analytics

This website uses no intrusive or advertising cookies. Only essential cookies required for site functionality may be in use. I use anonymised analytics to understand general site performance — your identity remains protected.

You can disable cookies in your browser settings at any time.

8. Contact & Queries

If you have any questions about this Privacy Policy, how your data is handled, or wish to exercise your rights, please contact me directly — I am your designated Data Controller:

📧 Email: Gary@bestmindtherapy.co.uk
📞 Phone: 07359 071210
📬 Post: Gary Smith, Best Mind Therapy, Northbourne Road, Swindon, SN25 4YE

I will acknowledge your enquiry within 5 working days and provide a full response within one month.

9. Changes to This Policy

This Privacy Policy may be updated occasionally to reflect legal changes or service updates. The date at the top will be revised accordingly. Significant changes will be communicated via this website or direct notice where appropriate.

Have Questions?

Your privacy matters. If anything is unclear or you'd like further details, please get in touch — I'm happy to explain.

Email Me → 📞 Call 07359 071210