Privacy Policy

Introduction

This Privacy Policy explains how I, Ian Ashby, trading as Sage Mind Clinical Hypnotherapy, collect, use, store, and protect your personal data.
I am committed to safeguarding your privacy and handling your data responsibly and transparently.

This policy applies to:

In-person (1:1) hypnotherapy sessions
Online sessions (including Zoom and other video platforms)
Digital products and downloadable content provided via my websites
Website visitors, enquiries, and clients worldwide

This policy is designed to comply with the UK GDPR, EU GDPR, and other applicable international data protection laws.

Data Controller

Data Controller:
Ian Ashby
Sage Mind Clinical Hypnotherapy
Email: sagemindclinicalhypnotherapy@gmail.com

Information I Collect

I may collect the following types of personal data:

Contact Information
Name
Email address
Telephone number

Health & Therapy Information

Relevant physical or mental health information
Background details required to ensure safe and effective therapy

Session Notes

Brief clinical notes
Goals, progress updates, and observations

Payment Information

Only where necessary
I do not store card details
Payments are handled securely by third-party providers

Website & Technical Data

IP address
Browser type and device information
Basic analytics and cookies (where applicable)

Recording of Sessions (CCTV & Screen Recording)

For safeguarding, professional standards, and quality assurance purposes:

In-person (1:1) sessions may be recorded via CCTV
Online sessions (including Zoom or similar platforms) may be screen and/or audio recorded

Recordings may capture:

Visual image
Voice/audio
Session content

Recordings are used solely for:

Clinical supervision
Safeguarding and risk management
Professional accountability
Service quality improvement
Legal or insurance purposes where required

Consent for Recording

Clients are informed in advance when recording is in place.

By proceeding with therapy sessions (in-person or online), you acknowledge and consent to recording where applicable.

If you do not consent to recording, you must inform me before the session, and alternative arrangements will be discussed where possible.

How I Collect Your Information

I collect personal data through:

Website contact forms
Direct contact via email, phone, or social media
Initial consultations and therapy sessions
Client intake and consent forms
Purchase or download of digital products

Why I Collect Your Data

Your data is collected and used to:

Provide hypnotherapy services safely and ethically
Manage appointments and communication
Maintain appropriate clinical records
Deliver digital products and downloads
Comply with legal, professional, and insurance obligations
Send marketing communications only with your consent (you may opt out at any time)

Legal Basis for Processing

I process personal data under the following lawful bases:

Consent (e.g. marketing communications, session recording where applicable)
Contract (to provide therapy services or digital products)
Legal obligation (e.g. tax, insurance, professional standards)
Legitimate interests (e.g. safeguarding, record keeping, service improvement)
Vital interests (e.g. safeguarding concerns or risk of serious harm)

How I Store Your Data

Session notes and client records are stored securely
Digital data is protected by passwords and/or encryption
Physical records (if any) are stored securely

Session Recordings

Session recordings (CCTV or screen recordings) are stored securely and are accessible only to the data controller.

Recordings are retained only for as long as necessary and are deleted securely in line with professional, ethical, and legal obligations.

Therapy records are generally retained for 7 years after the end of treatment, in line with professional guidelines.

Sharing of Data

I do not sell or share your data with third parties except where:

You have given explicit consent
There is a legal obligation
There is a safeguarding concern
GDPR-compliant service providers are used (e.g. web hosting, email, payment processors)

All third-party services used comply with relevant data protection laws.

International Users

My digital products and services are available globally.
Where data is transferred internationally, appropriate safeguards are in place to ensure compliance with applicable data protection regulations, including GDPR principles.

Cookies & Website Analytics

My websites may use essential cookies and basic analytics (e.g. Google Analytics) to improve functionality and performance.

You can manage or disable cookies through your browser settings.

Your Rights

Under GDPR and other applicable laws, you have the right to:

Access your personal data
Request correction of inaccurate data
Request deletion (subject to legal and professional requirements)
Object to processing
Withdraw consent at any time
Lodge a complaint with the Information Commissioner’s Office (ICO) or your local data protection authority

Contact

If you have any questions or concerns about this Privacy Policy or how your data is handled, please contact:

Ian Ashby
Sage Mind Clinical Hypnotherapy
Website: https://www.sagemindclinicalhypnotherapy.com

Regulated by The National Council for Hypnotherapy