Your Data is Important to Us
This page explains how we protect the information you share with us.
Our practice is registered with the Information Commissioner's Office (ICO) which is the UK's independent authority set up to uphold information rights in the public interest, promote openness by public bodies and data privacy for individuals.
For our practice to provide you with the services you wish from us, we need to manage your data and information. We do this in line with the EU General Data Protection Regulation (“GDPR”) which came into effect on May 25, 2018.
We will only process and retain the data that is necessary for us to provide you with the services you request (enquiries, hypnotherapy and coaching services). Your data will not be used for any other purpose and we will only keep your data as long as is required.
What Data Do We Hold and How Do We Use it?
If you make an enquiry, the data we hold includes the information you have shared with us.
If you book a consultation or at least one session, in addition, the data we hold includes:
- Basic information such as name, email address, phone number
- Information that you share with me as part of the work we do together
- Records of treatment and progress
- Emails, texts and/or messages that are sent between us
- Information sent from any third party, e.g. GP, insurance company, solicitor
To be able to provide you with a smooth enquiry and consultation booking experience, we use password protected scheduling software systems ('Calendly' and 'Timely') and we use the document signing service 'SignRequest', all of which are GDPR-compliant software systems.
Data is not shared with anyone without your explicit consent unless we are required to do so by law.
You will receive email communication about appointments, invoices, and both email and text reminders.
You may also receive re-booking texts and emails as part of providing an ‘easy to access’ service to you.
You may receive a confidential client feedback request by email, the results of which allow us to improve services.
You will not be added to my practice email list by default. You will need to explicitly sign up to this. You will be able to unsubscribe at any time from my practice email list from the link in emails or contact the practice directly here to request if you wish to unsubscribe.
How is data stored?
All your data is held securely, and password protected, either on our computer’s hard drive or exchange server, or secure cloud-based storage which is itself GDPR compliant.
Any texts sent between us are held on our cloud-based practice management system (password protected) or smart phone which is code protected.
Your name, email address and telephone number, along with appointment times are held in my Practice Management System who as a data processor are fully GDPR compliant. My practice management system is securely password protected.
Any additional handwritten clinical notes are kept in a locked filing cabinet within locked premises. Clinical notes are coded for additional security.
If you use email invoicing or online banking then clearly these systems will hold your data. I will download from these systems for accounting purposes and the resulting spreadsheets are held in Dropbox Cloud storage and Accounting Software systems both of which are password protected. When sent to my accountants, they will be password protected.
If you receive hypnotherapy or coaching from Dr Emma Rae Rhead, your data is kept for a minimum of 8 years. This is the length of time stipulated by our insurer and professional bodies. After this time any paper records are shredded and all computer records permanently deleted.
Dr Emma Rae Rhead Hypnotherapy takes the security of data very seriously and endeavours to protect your data securely as far as is possible.
However, please be aware that we can not always be in control of data (including emails and texts) which you send us and Apps such as Facebook routinely access any information held and this is beyond our control. No data system can be considered 100% secure and you must not consider text or email communication to be 100% secure.
If there is any breach of data security, Dr Emma Rae Rhead Hypnotherapy will give full details to the Information Commissioners Office and any person affected within 72 hours of the breach and do all possible to minimise any potential impact.
You have rights with regards to the data held including:
- The Right of Access. I will provide you with all data I hold on you as soon as possible following a request for data within 30 working days (unless this is impossible due to holidays or illness). There is a small administrative fee for this service.
- The Right to Rectification. If any data I hold is incorrect, let me know and I will correct it as soon as I can following a request within 30 working days (unless this is impossible due to holidays or illness).
-The Right to Erasure Right to be Forgotten. If you wish me to erase your data just let me know and I will delete any computer records and shred any paper records that I legally can as soon as I can following a request (and definitely within 30 working days, unless this is impossible due to holidays or illness).
- The Right to Data Portability. This might apply if you want your notes sent to another therapist for example, but it is likely that the easiest solution would come under the right to access, i.e. I would send the data to you.
The named Data Controller and Processor of ‘Dr Emma Rae Rhead Hypnotherapy is Dr Emma Rae Rhead.
Dr Emma Rae Rhead can be contacted on email@example.com or by writing to
c/o Dr Emma Rae Rhead Hypnotherapy
Cherry Tree House, 86 Pine Grove,
Chester, Cheshire CH2 3LE
Dr Emma Rae Rhead Hypnotherapy
(Last updated on 5th January 2020)
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