Privacy Policy
Jody Macmillan Hypnotherapy
ICO Registration Number: ZB926539
1. Introduction
This Privacy Policy explains how Jody Macmillan Hypnotherapy collects, uses, stores,
and protects your personal information. It applies to clients, potential clients, and visitors
to her website or online platforms.
She is committed to maintaining your trust and ensuring your information is handled
respectfully, lawfully, and transparently in accordance with the UK General Data
Protection Regulation (UK GDPR) and the Data Protection Act 2018.
If you have any questions, please contact:
Email: jody@macmillanhypnotherapy.co.uk
Data Controller: Jody Macmillan
2. Information Collected
To provide you with professional hypnotherapy services, she may collect and store:
- Your name, address, phone number, and email address.
- Details shared during consultations or therapy sessions.
- Relevant medical or wellbeing information.
- GP contact details (with your consent).
- Brief session notes and treatment records.
- Information shared via emails, messages, or website contact forms.
- (If applicable) limited website analytics data such as IP address or cookie information.
3. How Information Is Collected
Information is collected when you:
- Contact Jody by phone, email, or through my website.
- Complete consultation or consent forms.
- Attend hypnotherapy sessions.
- Interact via social media or newsletters (if applicable).
4. Why the information is collected
Jody collects and processes your data to:
- Provide safe and effective hypnotherapy services.
- Maintain accurate and confidential records of sessions.
- Contact you about appointments and follow-up sessions.
- Ensure continuity of care and professional standards.
- Meet legal, ethical, and insurance requirements.
Jody does not use your information for marketing or share it with third parties for
commercial purposes.
5. Lawful Basis for Processing
Under UK GDPR, the lawful bases relied on are:
- Consent – you have given clear permission for me to process your information.
- Contract – processing is necessary to deliver hypnotherapy services.
- Legal obligation – to meet professional and insurance record-keeping requirements.
- Vital interests – if there is a serious risk of harm to you or others.
6. How Your Information Is Stored
- Written notes are stored securely in a locked cabinet.
- Digital records are password-protected and accessible only by Jody.
- Emails, messages, and contact forms are kept securely and deleted when no longer
required.
- All storage methods comply with current GDPR and professional guidelines.
7. How Long Information Is Retained
- Records for adults are kept for 8 years after the final session.
- Records for clients under 16 are kept until age 25.
- Records for clients aged 17–18 are kept until age 26.
After these periods, records will be securely destroyed.
8. When Information May Be Shared
Your information is kept strictly confidential. It will only be shared if:
- You give written consent (e.g. to inform your GP).
- There is a legal requirement (e.g. court order).
- There is a risk of serious harm to yourself or others.
- Information is discussed anonymously with my clinical supervisor to ensure quality of
care.
Your information will never be sold or shared for marketing purposes.
9. Your Data Protection Rights
Under UK GDPR, you have the right to:
- Request a copy of your personal information.
- Ask for corrections to inaccurate data.
- Request deletion of your data (where legally possible).
- Withdraw consent at any time.
- Lodge a complaint with the Information Commissioner’s Office (ICO) if you have
concerns about data handling: www.ico.org.uk.
All data requests will be handled within 30 days of written notice.
10. Website and Cookies (if applicable)
If Jody’s website uses cookies or analytics:
- Cookies help her understand website traffic and improve usability.
- You can adjust cookie preferences in your browser at any time.
- No personally identifiable information is collected for analytics purposes.
11. Confidentiality Outside Sessions
If we meet outside a therapy setting, I will not acknowledge you unless you initiate it, to
protect your privacy. You are, of course, free to discuss your therapy with others if you
wish.
12. Updates to This Policy
This Privacy Policy may be updated from time to time to ensure ongoing compliance and
transparency. The latest version will always be available on my website or by request.
Contact Details
Jody Macmillan Hypnotherapy
Email: Jody@macmillanhypnotherapy.co.uk
ICO Registration Number: ZB926539
October 2025