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PRIVACY POLICY

Last updated: 20th June 2025

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At The Calm Mind Studio, your privacy and trust are extremely important to us. This policy explains what personal data we collect from you, why we collect it, how it is used, stored, and your rights in relation to it.

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Who We Are

The Calm Mind Studio provides solution focused hypnotherapy to support clients in achieving positive change. For the purposes of data protection, we are the ‘Data Controller’ of any personal information you share with us.

If you have any questions, please contact:


stephanie@thecalmmindstudio.co.uk
www.thecalmmindstudio.co.uk

 

What Information We Collect

We collect only the information necessary to support your therapy. This may include:

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  • Your name, address, email, and phone number

  • Relevant personal history and health information you choose to share

  • Emergency contact details

  • Notes from sessions or assessments

This data is stored securely either on an encrypted drive or a GDPR-compliant cloud-based system. Any paper records are scanned, then safely shredded.

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Why We Need Your Data

We use this information to:

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  • Provide personalised, effective therapy sessions tailored to your needs

  • Contact you to confirm or reschedule appointments

  • Fulfil our duty of care, including contacting emergency services if we believe you or someone else may be at risk

  • Meet legal, ethical, and professional requirements

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We do not collect more information than is needed to provide and oversee your therapy.

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Sharing Your Information

Your data is treated with the utmost confidentiality. The only time your information may be shared is:

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  • With your therapist’s supervisor or supervision team — in a professional context and fully anonymised

  • If required by law, or where there is a safeguarding concern (e.g., risk of serious harm to yourself or others)

  • If you give us explicit, written consent to share your information with a third party (e.g., GP or school)

We will never sell or pass your details to marketing companies.

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How Long We Keep Your Data

We follow industry standards and legal requirements:

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  • Adults: Records are kept for 8 years after the end of therapy

  • Clients under 18: Records are kept until your 21st birthday, or 8 years from the end of therapy — whichever is longer

After this, your data will be securely deleted or destroyed.

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Your Rights

Under UK data protection law, you have the right to:

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  • Access the information we hold about you

  • Request corrections to any inaccurate data

  • Ask for your data to be erased (where appropriate)

  • Withdraw your consent (if data processing is based on consent)

  • Lodge a complaint with the Information Commissioner’s Office (ICO) if you’re concerned about how your data has been handled

To make a request or raise a concern, please email us at: stephanie@thecalmmindstudio.co.uk

You can also contact the ICO directly at: www.ico.org.uk 
 

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Cookies and Website Use

Our website may use cookies or similar technologies to improve your browsing experience. These collect basic, anonymous data (like which pages are visited), and you can disable cookies in your browser settings at any time.

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Changes to This Policy

This privacy policy may be updated from time to time, so please check back for any changes. The most recent update date will always be shown at the top.

Thank you for trusting The Calm Mind Studio. We’re committed to supporting your wellbeing — and that includes protecting your personal data with care and respect.

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