Privacy Policy- Sandbox Hypnotherapy

Privacy Notice

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1. Data Controller
Sandbox Hypnotherapy is the Data Controller responsible for your personal information.
Contact Details

• Email: alexandra@sandboxhypnotherapy.co.uk

• Telephone: 07548799367

• Website: www.sandboxhypnotherapy.co.uk

2. Information I Collect
a.     There is a genuine purpose for obtaining personal information from clients and
b.     I only collect personal information that is necessary to the work that I am doing with the client.
c.      I only collect necessary personal information with minimal impact on privacy.
I may collect and process the following information:
Personal Information

• Name

• Address

• Telephone number

• Email address

• Date of birth

Health and Wellbeing Information
To provide hypnotherapy services safely and effectively, I may collect:

• Any relevant Medical history

• Mental and emotional wellbeing information

• Relevant health conditions

• Medication details

• Information discussed during sessions:

This information is classified as Special Category Data under UK GDPR.
3. How Your Information Is Collected
Information may be collected through:

• Initial enquiries by email, phone or website contact forms

• Consultation forms

• Appointment bookings through Setmore

• Hypnotherapy sessions

• Zoom sessions

• Payments processed through Square

4. Why I Use Your Information
I use your information to:

• Respond to enquiries

• Schedule appointments

• Deliver hypnotherapy services

• Maintain client records

• Process payments

• Meet professional and legal obligations

• Protect the safety and wellbeing of clients

5. Legal Basis for Processing
My lawful bases for processing your information are:

• Performance of a contract (providing the service you request)

• Legitimate interests (running my practice effectively)

• Legal obligations

• Provision of health and wellbeing services

6. Confidentiality
Everything discussed during sessions is treated as confidential.
Information may only be disclosed if:

• You provide consent

• There is a serious risk of harm to yourself or others

• Disclosure is required by law or court order

• A safeguarding concern arises

7. Online Appointments and Third-Party Providers
Sandbox Hypnotherapy uses trusted third-party providers to support services.
Setmore
Appointment bookings are managed through:
Setmore
Zoom
Online hypnotherapy sessions may be conducted through:
Zoom
Square
Payments are processed securely through:
Square UK
These providers act as separate data controllers or processors and have their own privacy policies.
8. Data Security
I take reasonable measures to protect your information, including:

• Password-protected devices

• Secure storage systems

• Restricted access to records

• Secure communication methods where appropriate

9. Record Retention
Client records are retained in accordance with professional practice requirements.
Typically:

• Adult records: retained for 8 years after the end of therapy

• Child records: retained until age 25, or longer where legally required

Records are securely deleted or destroyed when no longer required.

10. Marketing, Newsletters and Promotional Communications

When you provide your name and contact details through a sign-up form on, I may use this information to send you communications about my services, newsletters, wellbeing information, helpful resources, events, special offers and promotional updates.

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This may include information about clinical hypnotherapy, sleep coaching, anxiety management, gut-directed hypnotherapy for IBS and other wellbeing services offered by Sandbox Hypnotherapy.

Your consent

​I will only send you marketing emails where you have actively opted in to receive them, or where another lawful basis and applicable marketing rules permit this.

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Where you sign up to receive a free recording, resource, newsletter or other offer, your details will be used to provide the item you have requested. You will only receive additional marketing communications if you have separately agreed to receive them.

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You are not required to agree to receive marketing emails in order to access information about my services or make an appointment.

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How your information is used

The personal information collected through sign-up forms may include your name and email address. I use this information to:

• Send newsletters and updates about Sandbox Hypnotherapy.

• Share relevant wellbeing information, articles, tips and resources.

• Notify you about new services, programmes, workshops and events.

• Inform you about special offers and promotions.

• Send occasional information that may be relevant to your interests in sleep, anxiety, stress management and gut health.

Your information will only be used for the purposes explained to you when you sign up.

Third-party service providers

I may use trusted third-party providers to manage sign-up forms, store contact information and distribute newsletters and marketing emails. These providers process your information on my behalf and are required to handle it securely and in accordance with applicable data protection requirements.

I do not sell your personal information or share your contact details with other businesses for their own marketing purposes.

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Your right to unsubscribe

You can withdraw your consent and unsubscribe from marketing communications at any time by clicking the unsubscribe link included in my emails or by contacting me directly.

Once you unsubscribe, I will stop sending you marketing communications. I may retain a minimal record of your request to ensure that you are not contacted again for marketing purposes.

Unsubscribing from marketing communications will not affect any service-related or administrative emails necessary for appointments or services you have requested.

How long I keep your information

I will retain your marketing contact details only for as long as necessary for the purposes for which they were collected, or until you withdraw your consent. I will periodically review my mailing list and remove contacts who no longer wish to receive communications or whose details are no longer required.

For further information about your data protection rights, including your right to access, correct or request deletion of your personal information, please refer to the relevant sections of this Privacy Policy.

11. Your Rights
You have the right to:

• Access your personal information

• Request correction of inaccurate information

• Request erasure where appropriate

• Restrict processing

• Object to processing

• Request transfer of your data where applicable

Requests should be submitted in writing using the contact details above.

12. Complaints About Data Protection
If you have concerns about how your information is handled, please contact Sandbox Hypnotherapy first.
Stage 1 – Informal Resolution
Please contact Sandbox Hypnotherapy directly:

• Email: alexandra@sandboxhypnotherapy.co.uk

Your complaint will be acknowledged within 5 working days and every effort will be made to resolve the matter within 14 working days.
Stage 2 – Formal Complaint
If the matter is not resolved, please submit a written complaint including:

• Your name and contact details

• Details of the complaint

• Relevant dates

• Any supporting information

• The outcome you are seeking

If the data protection complaint is not resolved, you also have the right to complain to the :
Information Commissioner's Office
Website: ICO Website
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