How long do you keep therapy 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. After this period, data is securely deleted.

Can I request a copy of my therapy records?

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

Is my therapy information shared with anyone else?

Never without your explicit written 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 ask for my data to be deleted?

Email Gary@bestmindtherapy.co.uk or call 07359 071210 to exercise your right to erasure. I will securely delete your data unless legal or professional retention requirements apply. You will receive written confirmation within one month.

Are you registered with the ICO?

Yes — Best Mind Therapy is registered with the Information Commissioner's Office, ensuring full compliance with UK data protection law.

Swindon SN25 Cirencester Wiltshire UK GDPR Compliant

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 — fully compliant with the UK GDPR, Data Protection Act 2018, and National Council for Hypnotherapy professional standards.

Last Updated: 6 October 2026
Effective From: 18 September 2026

1. Who I Am & Who Is Responsible

Best Mind Therapy
Data Controller: Gary Smith
📧 Email: Gary@bestmindtherapy.co.uk
📞 Phone: 07359 071210
📬 Address: 36 Northbourne Road, Swindon, SN25 4YE, United Kingdom

Professional Registration: MNCH (Reg.), AfSFH, DSFH, HPD — fully accredited and bound by strict ethical codes.

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. I am registered with the Information Commissioner's Office (ICO).

2. What Information I Collect

I collect and process only the information necessary to provide you with safe, effective therapy services. I do not collect more than I need.

Information You Provide Directly

Your name, contact details — email, phone number, address
Relevant personal and health information you share during consultations
Confidential clinical notes created during our sessions
Payment details — processed securely; I do not store full card details
Messages, emails, and form submissions between us

Information Collected Automatically

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

3. How & Why I Use Your Information

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

Purposes of Processing

✅ To arrange, manage, and remind you of appointments
✅ To provide effective, tailored therapeutic care and support
✅ To maintain accurate, confidential clinical records for your continuity of care
✅ To process payments and maintain legally required financial records
✅ To communicate with you clearly and promptly about your sessions
✅ To comply with legal, professional, and ethical obligations
✅ To improve the website and services — using anonymised data only

Clinical notes are kept separate from marketing and general business data and treated with the highest level of confidentiality.

4. Confidentiality & Sharing Your Information

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

When Information May Be Shared — Only With Your Consent or Legal Requirement

You have given explicit consent — e.g., sharing a summary with your GP or another therapist
There is a legal obligation — such as a court order or statutory requirement
There is a vital interest — to protect you or someone else from serious harm
With trusted service providers acting as Data Processors — bound by strict data protection agreements

Trusted Third-Party Providers

Services used include secure appointment booking (Calendly), email communication, and payment processing. All are UK/EU-based or certified under appropriate data transfer frameworks. Only the minimum necessary data is shared.

5. How Your Information Is Stored & Protected

🔒 All personal and clinical data is stored securely, encrypted where appropriate
🔒 Digital records are password-protected on regularly updated, secure systems
🔒 Physical records are kept in locked, secure storage — accessible only to me
🔒 Any 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 — aligned with 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 processing before withdrawal
Lodge a Complaint — with the Information Commissioner's Office 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 advertising or tracking cookies. Only essential cookies required for site functionality may be in use. I use fully anonymised analytics to understand general site performance — your identity remains completely 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, 36 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 About Your Data?

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