Data protection and privacy policy
I am committed to protecting your privacy and handling your personal data with the utmost care. Your information will not be disclosed to third parties unless legally required to do so—for example, in cases where there is an identified risk to you or others.
Your personal data will be processed solely for the purposes of:
- Responding to your enquiries.
- Administering and improving my website and services.
- Maintaining my client list and contacting you in the future.
- Allowing you to ‘opt in’ to my newsletter.
In accordance with CNHC guidelines, all personal data will be securely stored for a period of eight years.
Data Sharing and Security
I do not transfer your data to any third-party organizations. My private mailing list is managed through Mailchimp, which is protected by a password and two-factor authentication for my sole use only. Each newsletter includes an unsubscribe option, allowing you to stop receiving further emails at any time.
I also hold a professional will with my Clinical Supervisor. In the event of unforeseen circumstances, your personal data will be managed appropriately and securely disposed of when necessary.
To maintain best practice, I receive regular clinical supervision of my work with clients. During these sessions, case discussions may take place, but any identifying details are fully anonymized to protect your privacy.
Your Rights
You have the right to request access to any personal data I hold about you. Requests must be made in writing, and I will respond within 20 working days.
If you wish to stop receiving communications from Sharon Dyke Hypnotherapy, please send an email to info@sharondykehypnotherapy.co.uk or write to:
Sharon Dyke Hypnotherapy
59 Priorswood Road
Taunton Somerset TA2 7PS
Online therapy sessions policy
If you are having online therapy sessions with me, please download, read, sign and return the following document, thank you:
Online therapy sessions policy (Word)
Online therapy sessions policy (PDF)
Cancellation policy
Due to high demand for my services and a current waiting list for appointments, the following cancellation policy applies:
Notice Period – A minimum of 48 hours’ notice is required for rescheduling or cancelling an appointment. This allows me to offer the session to another client in need.
Cancellation Method – All cancellations must be made verbally via telephone. Unfortunately, cancellations via email or text message will not be accepted.
Late Cancellations & Missed Appointments – Any cancellation made on the same day as the appointment, as well as forgotten or missed sessions, will be charged in full.
Failure to Adhere to This Policy – If you do not provide the required notice or fail to attend a scheduled session, you will be liable for the full cost of the appointment.
By booking an appointment, you acknowledge and agree to this cancellation policy.
Electronic Communications Policy
If you choose to correspond with me via email or text message, I may retain the content of your communication, along with your email address, phone number, and my responses. These electronic communications are handled with the same level of security and confidentiality as all other forms of communication, including those received online, by mail, or via telephone.
All personal data is processed in accordance with applicable data protection laws, and appropriate measures are in place to safeguard your information against unauthorised access, disclosure, or misuse.
Use of Personal Information
I collect and process personal information for the purposes of administering my business activities, providing customer service, and offering relevant services to clients and prospective clients.
I will not obtain personally identifiable information about you when you visit my website unless you voluntarily provide such information. Any personal data you share will not be sold or transferred to unaffiliated third parties without your explicit consent at the time of collection, except as required by law.
For analytical and service improvement purposes, I may use software programs to generate summary statistics, which help assess website traffic, determine which content is most relevant, optimize technical design specifications, and identify system performance issues.
For security purposes and to ensure continuous availability of this service, I use software programs to monitor network traffic. These programs help detect unauthorized attempts to upload, modify, or otherwise compromise information, as well as monitor client progress within the scope of my professional services.
I may disclose personal information when legally required, meaning when I, in good faith, believe that such disclosure is necessary to comply with legal obligations, protect my legal rights, or safeguard the well-being of clients or others.
Safeguarding children and vulnerable adults policy
I am committed to ensuring the safety and well-being of children and vulnerable adults in my practice. The following conditions apply when working with minors and vulnerable individuals:
- I provide services to children aged 8 years and older; however, protective measures are in place to safeguard their welfare.
- Children under the age of 16 are not permitted to use my website, and I request that minors do not submit any personal information through this platform.
- If you are a minor (under 16 years old), you may only use my services with the explicit permission and supervision of a parent or legal guardian.
- Initial consultations must be attended by a parent or guardian. Any subsequent sessions will only be conducted if the parent or guardian remains on the premises for the duration of the appointment.
- I hold an up-to-date enhanced DBS (Disclosure and Barring Service) certificate, ensuring that I meet the necessary legal and ethical standards for working with children and vulnerable adults.
This policy is in place to ensure the safety, confidentiality, and appropriate care of all clients, in line with professional safeguarding regulations.
Complaints policy
I am committed to providing a professional and ethical service. If you have a complaint, I encourage you to discuss it with me directly in the first instance, as most concerns can be resolved through open communication. However, I understand that in some cases, you may prefer to escalate your complaint to the relevant professional body.
If you wish to make a formal complaint, you must submit it in writing using the complaint form available on the CNHC website: www.cnhc.org.uk. If you require assistance in completing the form, you may ask someone to do so on your behalf. Alternatively, you can contact the CNHC by phone at 020 3668 0406, and they will make reasonable efforts to arrange support for you.
Please note that any legal disputes arising from my services will be governed and resolved exclusively under English Law.
Protection and Security of Your Information
I take the security of your personal information seriously and implement appropriate measures to protect it from unauthorized access, loss, or misuse. However, please be aware that email is not a fully secure method of communication, and I advise against sending private or sensitive information via email. If you choose to do so, you accept any associated risks.
Some information entered on my website may be transmitted securely using Secure Sockets Layer (SSL) encryption to enhance protection. By submitting your details through my contact page, you acknowledge and consent to my use of the provided information for the purpose of responding to your enquiry.
Policy changes
I reserve the right to modify or update this Privacy Policy at any time, with or without prior notice. However, please be assured that any changes made will not result in the use of your personal information in a manner that is materially inconsistent with this Privacy Policy without obtaining your prior consent.
I am committed to operating in accordance with data protection principles to ensure the confidentiality, integrity, and security of all personal information collected and processed.
Use of cookies
When you access my website, certain information about your visit may be collected automatically through the use of cookies and web server logs.
Cookies are small files stored on your device that help improve your browsing experience. My website uses cookies to collect information such as the date and time of your visit, the pages viewed, the time spent on the site, your IP address, and the websites visited before and after accessing my site.
I also use analytical cookies to track website traffic and visitor behavior patterns. These cookies allow me to monitor the number of visitors and how they navigate the site, helping me improve its functionality and user experience. These cookies do not collect personally identifiable information.
You have the option to disable cookies through your browser settings. However, doing so may affect the functionality and performance of the website. By continuing to use my website without adjusting your settings, you consent to the use of cookies as outlined in this policy.
Links to Other Websites and Social Media Usage
My website may contain links to other websites that are of interest to you. However, once you use these links to leave my website, please be aware that I have no control over the other websites you visit. As such, I cannot be held responsible for the protection and privacy of any information you provide while visiting these sites. These external websites are not governed by my privacy policy. I strongly advise that you exercise caution and review the privacy statements of any third-party websites you visit.
Regarding social media platforms, such as Facebook, please note that these platforms may collect analytical data about you in accordance with their own data protection laws. I use social media primarily to post articles and information that I believe will be of interest to my audience and to respond to any queries sent via Messenger. Any messages sent via Messenger will be stored on Facebook until the query or question has been resolved and will then be deleted from the platform.
BUSINESS CONTINUITY PLAN
In the event that I, Sharon Dyke (Therapist), become incapacitated or unable to provide services due to illness or any other unforeseen circumstance, I will inform a trusted third party to notify you about any changes to your scheduled sessions or the services you receive. I will make every effort to ensure that your well-being and continuity of care are considered and managed appropriately during this time.
If I am required to share any information regarding the inability to continue therapy, I will do so in a manner that respects your privacy and complies with data protection regulations. However, please note that by signing this agreement, you are providing consent for relevant information to be shared with a trusted third party should the need arise for the continued provision of your care..
Infection control policy
It is the aim of Sharon Dyke Hypnotherapy to maintain the highest standards of infection control at all times, with particular attention to ensuring the safety and protection of clients during any public health event. The objective is to protect clients from the spread of infection, including the COVID-19, as far as reasonably practicable while continuing to provide services.
In the event of an outbreak or increased risk of infection, the following infection control measures will be employed:
Antiseptic Hand Wash: A widespread use of antiseptic hand wash will be implemented for both myself and clients.
Personal Protective Equipment (PPE): Clients will be required to wear face coverings and protective gloves during their appointments. If clients arrive without these, they will be provided with the necessary PPE, including disposable gloves and face coverings.
Hand Hygiene: Clients will be asked to wash their hands before attending an appointment.
Collaboration with Health Authorities: Where necessary, I may work in collaboration with local infection control agencies, such as General Practitioners (GPs) or local infection control teams, in compliance with government guidelines including track and trace protocols.
Premises Hygiene: Sharon Dyke Hypnotherapy has a responsibility to maintain clean and hygienic premises where client appointments are held. The environment will be regularly cleaned and disinfected in accordance with infection control best practices.
Infection Control Training: Infection control training and ongoing supervision are an integral part of the policies and procedures of Sharon Dyke Hypnotherapy. I am trained in line with guidance from the National Institute for Health and Care Excellence (NICE) on the prevention and control of healthcare-associated infections.
By attending appointments, clients acknowledge and agree to comply with these infection control measures. Should you have any concerns or need further clarification, please feel free to raise them prior to or during your appointment.
Contact
If you have any questions regarding these policies, or your dealings with my website, please contact me via:
E: info@sharondykehypnotherapy.co.uk
M:07766250113
LL: 01823 332470
ICO registration number: 00045751882