Privacy Notice for Clients

**How I Protect and Use Your Personal Data – In Line with the UK GDPR**

This privacy notice outlines how I collect, store, and process your personal information, in accordance with the UK General Data Protection Regulation (UK GDPR). Please read it carefully and don't hesitate to get in touch if you have any questions.


1. Who I Am

I am a Solution Focused Hypnotherapist h working under the name Tranceform Herts as a sole practitioner.

I am fully insured, hold an enhanced DBS certificate, and am a member of the National Council for Hypnotherapy (NCH).

**Trading as:** Tranceform Herts Therapy
**Email:** lynda@tranceformherts.co.uk
**Phone:** 07780 372121
**Website:** www.tranceformherts.co.uk

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2. What Personal Information I Collect

During our sessions and interactions, I may collect the following data:

- Your name, address, phone number, and email address
- GP contact details (with your consent)
- Relevant medical and mental health history
- Information you share during sessions
- Session notes and case records
- Payment information (processed securely at the time of booking)
- For clients under 18: parent or guardian name and contact details, and signed consent

If you contact me via my website or email, I will also retain those communications for the purposes of managing your enquiry or appointment.


3. Why I Collect and Use Your Data

I collect and use your data to:

- Deliver safe and effective therapy services
- Tailor sessions to your individual needs and goals
- Communicate with you about appointments and bookings
- Process payments securely
- Comply with professional, legal, and ethical obligations


4. Lawful Basis for Processing

Under the UK GDPR, I rely on the following lawful bases:

- Consent – You give clear consent for me to process your data
- Contract – The data is necessary to provide the therapeutic service you have booked
- Legal Obligation – I am required to retain certain records in line with professional guidelines
- Health Purposes – Your data may include special category data (such as health information), which I process as necessary for healthcare purposes under supervision


5. How Your Information Is Stored

- All records are kept securely in encrypted digital systems and/or locked physical files
- Digital files are password-protected and stored on secure, password-protected devices
- Physical case notes are kept in a locked location
- Only I, and where appropriate my qualified supervisor, have access to your records
- Messages and emails are stored on password-protected devices


6. How Long I Keep Your Information

I will retain your records for:

- 7 years after your final session, in line with professional guidelines
- Until you turn 25, if you were under 18 at the time of treatment (whichever is the longer period)

After this time, your records will be securely destroyed.


7. Sharing Your Data

I will never share your personal data without your clear consent, unless:

- I am legally required to do so
- There is a serious risk of harm to yourself or others
- A professional body requests records for supervision or legal purposes


8. Online Sessions

If we work together online, sessions are conducted via a secure video platform. Please be aware that you are responsible for ensuring your own environment is private and secure during online sessions. I will always conduct sessions from a private location.


9. Website and Cookies

My website (www.tranceformherts.co.uk) may use cookies to ensure the site functions correctly and to understand how visitors use it. No sensitive personal data is collected through the website itself. For full details, please see my [Cookie Notice].

If you submit an enquiry or message through the website contact form, the information you provide will be used solely to respond to your enquiry and will be stored securely.

10. Supervision

I attend regular supervision with a qualified supervisor. I may discuss casework in these sessions to support your progress and my professional development. Any information shared is done so anonymously - your identity will never be revealed.


11. Your Rights Under UK GDPR

You have the right to:

- Access the personal data I hold about you
- Request corrections to any inaccurate data
- Request erasure of your data (where legally permissible)
- Object to certain uses of your data
- Withdraw consent at any time (where consent is the lawful basis)
- Lodge a complaint with the Information Commissioner's Office (ICO) at [www.ico.org.uk](https://www.ico.org.uk) or by calling 0303 123 1113

12. Your Consent

At your first appointment, you will be asked to sign a consent form confirming that you have read, understood, and agree to how your data is used and stored as described in this notice.

Questions?

If you have any questions about how I handle your information, please contact me directly:

**Email:** lynda@tranceformherts.co.uk
**Phone:** 07780 372121

*Last updated: May 2026*