How will my data be stored?
The General Data Protection Regulations (GDPR) aims at ensuring that your personal, confidential, and sometimes sensitive data, is held privately and securely. Hypnotherapy with Emma Jane stores this information in a password protected folder with a two-factor authentication system on a private work laptop.
How long will you hold my information for?
Written records are kept stored securely for 8 years after the last interaction with an adult client and up to the age of 25 for a child under 16 when last seen or 26 years for 17–18-year-olds.
What if I would like my data to be destroyed before this date?
Under GDPR rules, you can request the deletion of any of your records at any time.
Am I able to see or get a copy of the information held by you?
In line with the GDPR, yes within 30 days of our first interaction at the initial consultation.
What are your reasons for collecting this information?
Hypnotherapy with Emma Jane collects this information for client sessions, to track the progress of clients, rescheduling of client appointments, to protect the client and for safeguarding reasons. As well as collecting information about clients to tailor hypnotherapy sessions.
How do I know that you will store my information securely?
Hypnotherapy with Emma Jane stores secure information in a password protected folder with a two-factor authentication on a private work laptop. It is very important to Hypnotherapy with Emma Jane that all information is kept privately and securely.
Are our discussions within the hypnotherapy sessions confidential?
Yes, unless I need support from my supervisor, or I believe you are about to harm yourself or another person.
What if I see you outside of a hypnotherapy session?
Hypnotherapy with Emma Jane would not acknowledge you as it is confidential.
Will you discuss information about me with other health and social care professionals?
Only with your written consent and for reasons such as if I believed you was at risk to yourself or others or anything that you disclosed that is a safeguarding risk.
Who is the Data Controller and what is their ICO registration number?
Hypnotherapy with Emma Jane is the data controller and my ICO registration number is C1487326.
General terms and conditions
Please also see my Privacy & Data policy
By making a booking with Hypnotherapy with Emma Jane, for an initial consultation, an or a therapy session, hereafter referred to as a ‘session’, you agree to abide by the terms and conditions as follows:
1. Hypnotherapy Sessions and Fees:
1.1. Each standard therapy session lasts approximately 50 to 60 minutes.
1.2. All session fees are payable in advance of at least 48 hours’ notice as only the full payment secures the booking. Fees are subject to change at any time.
1.3. Additional fees may be payable for sessions provided outside of agreed times, geographical areas, or timescales. Any additional fees will be advised in writing prior to the acceptance of any booking.
1.4. Payment methods accepted are Bank transfer or cash. Bank details are available on request.
1.5. Invoices are issued on request.
2. Commitment, Standards of behaviour and Code of Conduct:
2.1. Therapy requires commitment and motivation to gain the best results. Part of the progress happens in the therapy room, and part of it‘s achieved through reflection or homework.
2.2 As a client you commit to engage with the process both during the session and afterwards, by completing any homework that you are given.
2.3 Throughout your therapy (inclusive of initial consultation/sessions) I will treat you with respect, including respecting your privacy and confidentiality (see point 8).
2.4 You agree to attend sessions on time, and not under the influence of alcohol or recreational drugs, except those prescribed by your general practitioner or any doctor you are under the care of.
2.5 If your conduct should contravene these standards, then I reserve the right to terminate the session and or refuse any future sessions. Any payment for sessions made in advance will be forfeited.
2.6 I adhere to the code of conduct as specified by the British Society of Clinical hypnosis.
3. Cancellation policy
3.1. My cancellation and rescheduling policy require at least 24 hours’ notice in writing/email or the full session fee will be charged. Any request to reschedule a session will not be unreasonably withheld.
3.2. Appointments booked less than 24 hours in advance cannot be cancelled or rescheduled without the full session fee being charged.
3.3. Any request for a refund for advanced paid sessions cancelled prior to the agreed 24 hours will be made by direct payment to your bank account within 5 working days of the date of the request.
3.4. If an emergency requires Hypnotherapy with Emma Jane to cancel your session, as much notice as possible will be given to you (see point 7). If this notice is less than 24 hours you be entitled to a full refund for the session if you prefer not to reschedule. This will be processed within the above timescale.
4. Punctuality
4.1 If you are running late or anticipate running late for your session, please leave a message (calls are not answered when working with a client) or send a text to 07557351376. Whilst every effort will be made to accommodate lost time, this is not always possible and therefore please understand that the session may have to finish at the originally scheduled finish time.
5. Contact outside of sessions.
5.1 Unless prior agreement is made, it is expected that there will not be any contact outside of sessions (unless for rescheduling or cancellation). If contact is required, it is requested to be made by email only.
6. Contacting you
6.1 If it necessary for Hypnotherapy with Emma Jane to contact you this will done via your preferred method (as indicated on client record form, which is completed prior to or during your initial consultation). If contact is required with you prior to completion of your client record form this will be done via the same method as contact was made with Hypnotherapy with Emma Jane.
6.2 It is your responsibility to update Hypnotherapy with Emma Jane of any changes to your contact details. Hypnotherapy with Emma Jane cannot be held responsible for any costs incurred or associated with travelling to a cancelled session if your contact details have changed and these have not been advised.
6.3 If a telephone message is left for you, only the callers first name and telephone number will be left, and no mention of hypnotherapy will be made.
7. Confidentiality
7.1 Your privacy is of the utmost importance to Hypnotherapy with Emma Jane, please see my Privacy & Data protection policy for details on how data is collected, stored, and used. Any information that is collected from you as a potential client or client, including contact details is held in the strictest of confidence and will never be shared with external parties without your express permission with the following exceptions:
7.1.1 Self harm: Hypnotherapy with Emma Jane may need to contact your GP if it appears that you are suicidal or intend to carry out serious self-harm.
7.1.2 Abuse/injury to a minor: Hypnotherapy with Emma Jane is legally required to report any abuse towards a minor to the appropriate authorities should you divulge any such information.
7.2 To meet continuous professional development (CPD) requirements, anonymous case histories are sometimes discussed with peer-support groups and supervisors. Please note that no personal details are ever shared. On some occasions you may be asked if you consent to your session being audio recorded. These recordings are only used by Hypnotherapy with Emma Jane to prepare future sessions for you, and/or discuss with a supervisor. All audio recordings are destroyed following session preparation and/or the relevant supervisory session. You are not obliged to agree to the recording of the session, and if you do not then your decision will be respected and will not affect your therapy. If you agree but later change your mind, please submit this decision in writing, at which point any audio recordings will be destroyed and confirmation provided to you of this.
8. Therapy duration
8.1 A committed and motivated client is likely to achieve their realistic goals. A cure is not guaranteed, and it would not be ethical to make this claim. A guide to therapy duration and the number of sessions required will be provided at the initial consultation however this will be regularly reviewed during your therapy and any changes to this will be discussed with you.
8.2 Therapy duration and number of sessions estimates are based on those provided to previous clients, however as all clients and conditions are unique these estimates are subject to change.
Six sessions for the price of five terms and conditions:
In addition to the main terms and conditions, the following additional terms and conditions apply:
The six sessions for the price of five offer cannot be used in conjunction with any other offer or discounts. The six sessions are valid for 12 weeks from the date of the first of the six sessions. Any sessions not carried out prior to the 12- weeks are forfeited unless it has previously been agreed with Hypnotherapy with Emma Jane to carry out sessions past this date. Any unused sessions may be cancelled and any refund due will be based on a calculation of the full session fee for each session carried out, therefore if five sessions have been carried out, no refund will be due.
Sessions are 50-60 minutes in a duration unless it has previously been advised by Hypnotherapy with Emma Jane that they will run for a longer duration to this. Any sessions which significantly run over the agreed session time may be subject to an additional per session charge, however this will be advised to you in the session and prior to any additional session time being used. Sessions not cancelled or rescheduled prior to the 24-hour notice period will be deemed to have been carried out unless otherwise agreed by Hypnotherapy with Emma Jane.
Payment for this offer may be made in advance of the first session, or after the first session payment has been made by paying the additional amount equal to the full price as advertised. Once payment has been received a receipt will be issued by email, confirming these terms and conditions, or linking to them. Sessions must be booked by contacting Hypnotherapy with Emma Jane.
Hypnotherapy with Emma Jane reserve the right to decline or withdraw this offer, without prior notice, at any time. If the offer is withdrawn any remaining sessions advance paid will be honoured. Hypnotherapy with Emma Jane reserve the right to change these terms and conditions at any time. Hypnotherapy with Emma Jane will not be liable to any customer for any financial loss arising out of the refusal, cancellation, or withdrawal of this offer. If you have any questions or queries regarding this, please do not hesitate to contact Hypnotherapy with Emma Jane.
Hypnotherapy with Emma Jane cannot diagnose, prevent or cure any physical or mental illness and it would be unethical to make this claim. However it can help to assist individuals that are struggling with such issues and help them to cope with these better. Results will vary depending on the individual. Individuals that are committed and engage in the process are more likely to be the most successful. We will make a plan in the initial consulation to help you to achieve your goals and work together towards getting you back!
Emma White DSFH, HPD, AFSFH (reg)
Registered clinical hypnotherapist
📞 07557 351 376
✉️ hypnotherapywithemmajane@gmail.com
🏠 Hugglescote, Leicestershire
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