GDPR Privacy Notice for Olive Hypnotherapy

Last Updated: April 2026

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1. Introduction

Olive Hypnotherapy (“the Company”, “we”, “us”, or “our”) is committed to protecting your personal data and maintaining your trust. This Privacy Policy explains how we collect, use, store and protect your information in accordance with:

• UK General Data Protection Regulation (UK GDPR)

• Data Protection Act 2018

• Data (Use and Access) Act 2025 (DUAA)

By using our website (olivehypnotherapy.com) or services, you agree to the terms of this policy.

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2. Information We Collect

We may collect and process the following types of personal data:

• Personal Data

• Name, address, email, and telephone number

• Date of birth and emergency contact details

• Appointment and booking information

• Payment and transaction details

• Special Category Data (Health Information)

As part of providing hypnotherapy services, we may collect:

• Medical and psychological information

• Lifestyle information relevant to your treatment

• Session notes and therapeutic records

This information is treated with strict confidentiality and a higher level of protection.

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3. How Your Data Is Collected

We collect data through:

• Website forms and booking systems (Wix)

• Email, phone, and direct communication

• Initial consultations and ongoing sessions

• Newsletter subscriptions

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4. How We Use Your Data

We use your data to:

• Provide safe and effective hypnotherapy services

• Maintain accurate client records

• Manage bookings and payments

• Communicate with you

• Meet legal, ethical, and insurance obligations

We do not sell or share your data for marketing purposes.

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5. Lawful Basis for Processing

We process your data under the following lawful bases:

• Explicit consent (for health-related data)

• Provision of healthcare services

• Legitimate interests (practice administration and communication)

• Legal obligations

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6. Website Usage Data

We collect usage data via Wix, which may include:

• IP address, browser type, and device information

• Pages visited and navigation paths

• Date, time, and frequency of visits

This data is used to:

• Improve website performance

• Maintain security

• Understand how visitors use the site

This processing is based on consent and legitimate interests.

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7. Marketing and Notifications

If you subscribe to our newsletter:

• You will receive emails only if you have opted in

• A double opt-in process is used

• You may unsubscribe at any time via a link in emails

We store:

• Email address

• IP address

• Date/time of subscription

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8. Enquiries and Communication

When you contact us, we may store:

• Your contact details

• The content of your message

• Communication history

This is used to:

• Respond to enquiries

• Maintain client relationships

• Keep accurate records

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9. Payments and Transactions

Payments are processed via Wix Payments.

We only share data necessary to:

• Process payments

• Issue refunds

• Handle payment queries

Wix processes your data according to their own privacy policies.

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10. Data Sharing

We may share your data only when necessary:

• With service providers (e.g. Wix)

• Where required by law

• In safeguarding situations

• For professional supervision (anonymised where possible)

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11. Data Retention

Your data is retained for 7 years after your last session (or longer if legally required). After this period, it is securely deleted or destroyed.

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12. Your Data Protection Rights

You have the right to:

• Access your personal data

• Correct inaccurate data

• Request deletion (where appropriate)

• Restrict or object to processing

• Data portability

• Withdraw consent at any time

To exercise your rights, contact: lee-anne@olivehypnotherapy.com

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13. Subject Access Requests (SARs)

If you request access to your data:

• We will respond within one month

• Searches will be reasonable and proportionate, in line with current legislation

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14. Complaints Procedure (DUAA Requirement)

If you are unhappy with how your data is handled, you can make a complaint by emailing lee-anne@olivehypnotherapy.com

Your complaint will be acknowledged within 30 days and we will respond without undue delay.

If you are not satisfied, you may contact the Information Commissioner’s Office (ICO):
https://www.ico.org.uk

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15. Cookies and Website Tracking

Our website may use cookies for:

• Functionality

• Basic analytics

Where used:

• You will be informed

• You can manage your preferences

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16. Automated Decision-Making

We do not use automated decision-making or profiling in relation to your care.

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17. Children’s Data

Where services are provided to individuals under 18:

• Additional care is taken to protect their data

• Appropriate parental or guardian consent is obtained

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18. Links to Other Websites

Our website may contain links to third-party sites.
We are not responsible for their privacy practices.

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19. Contact Details

Olive Hypnotherapy
Lee-Anne Mullan Pickering
Email: Lee-Anne@olivehypnotherapy.com

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20. Policy Updates

We may update this policy periodically.
The latest version will always be available on our website.

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FAQs about the Privacy Policy

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How long will you hold my information for? 

Information will be stored securely for 8 years after the last interaction with an adult client and up to the age of 25 for a child under 16 when last seen or until 26 years for a 17/18 year old.

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What if I would like my data to be destroyed before this date? 

Under GDPR rules, you are able to request the deletion of any of your records at any time.

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Am I able to see or get a copy of the information held by you? 

In line with GDPR, yes, within 30 days.

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What are your Reasons for collecting this information? 

I collect your information in brief note form to enable me to help create a picture of how we can work together to help you achieve your goals.

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How do I know that you will store my information securely? 

Information on paper will be securely stored in a locked filing cabinet or password protected file on my laptop.

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Are our discussions within the hypnotherapy sessions confidential? 

Yes, unless I need support from my supervisor or I believe that you are about to harm yourself or  another.

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What if I see you outside of a hypnotherapy session? 

I will not discuss our sessions due to confidentiality. I will acknowledge you but it would be appropriate to avoid conversation. However, you are more than welcome to discuss your therapy with other people.

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Will you discuss information about me with other health and social care professionals? 

Only with your written consent. 

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Who is the Data Controller and what is their ICO registration number? 

I, Lee-Anne Mullan Pickering, am the data controller and my ICO number is ZB557113