Privacy Notice

Hypnotherapy Lounge Leeds (“we”, “our”, “us”) is committed to protecting your privacy and handling your personal information responsibly, securely and in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 (as amended), and the Data (Use and Access) Act 2025.

This Privacy Policy explains how we collect, use, store and protect your personal information when you:

• visit our website https://hypnotherapyloungeleeds.com;
• contact us through our website or by email;
• book appointments online;
• purchase services;
• attend hypnotherapy sessions;
• subscribe to marketing communications; or
• otherwise interact with our business.

Please read this Privacy Policy carefully.

Who We Are

Data Controller

Hypnotherapy Lounge Leeds

The Rookery
Woodland Lane
Chapel Allerton
Leeds
LS7 4PD

Email for all privacy enquiries:

adele@hypnotherapyloungeleeds.com

Hypnotherapy Lounge Leeds is the Data Controller responsible for your personal information.

We have not appointed a Data Protection Officer because we are not legally required to do so. If you have any questions about how your information is handled, please contact us using the email address above.

The Information We Collect

Depending on how you use our website and services, we may collect:

Identity Information

• Name
• Date of birth (where relevant)
• Parent or guardian details for child clients

Contact Information

• Email address
• Telephone number
• Postal address (where required)

Health Information

As a hypnotherapy practice, we collect information relating to your physical and mental wellbeing where necessary to provide safe and appropriate treatment.

This may include:

• medical history
• medications
• presenting issues
• lifestyle information
• treatment notes
• progress notes
• consent forms
• emergency contact details where appropriate.

Health information is classified as Special Category Personal Data under UK GDPR and receives additional legal protection.

Payment Information

Payments are processed securely through our payment provider.

We do not store full debit or credit card details.

Website Information

When you visit our website we may automatically collect:

• IP address
• browser type
• operating system
• pages viewed
• referring website
• time spent on pages
• device information
• cookie identifiers.

Marketing Information

Where you choose to receive marketing communications we may collect:

• your name
• email address
• marketing preferences
• records of consent.

How We Collect Your Information

We collect information when you:

• submit a contact form
• book appointments online
• purchase services
• attend consultations
• complete questionnaires
• communicate by email
• communicate by telephone
• complete consent forms
• subscribe to newsletters
• browse our website
• accept cookies.

Why We Use Your Information

We process your information for the following purposes:

• responding to enquiries
• arranging appointments
• providing hypnotherapy services
• maintaining treatment records
• communicating regarding appointments
• processing payments
• complying with legal obligations
• maintaining website security
• improving our website through analytics
• sending marketing communications where permitted
• defending or establishing legal claims where necessary.

Lawful Bases for Processing

We rely on one or more of the following lawful bases under UK GDPR.

Contract

To provide the services you request.

Legitimate Interests

Including:

• responding to enquiries
• maintaining business records
• preventing fraud
• securing our website
• improving our services.

Legal Obligation

Where we are required to comply with applicable law.

Consent

For:

• marketing emails
• certain cookies
• processing health information where consent is the appropriate lawful basis.

Where consent is relied upon, you may withdraw it at any time.

Processing Special Category Data

As a hypnotherapy practice we process health information in order to provide treatment safely.

Where required by law, we process Special Category Data under the relevant conditions permitted by UK data protection legislation, including where processing is necessary for the provision of health-related services or where you have provided explicit consent.

We collect only the information necessary to provide professional services.

Children

We provide services for children where appropriate.

Where treatment is provided to a child, personal information may also be collected from or shared with a parent or person holding parental responsibility where required by law or where appropriate for safeguarding and treatment.

We do not knowingly collect information directly from children through our website without appropriate parental involvement.

Data Protection Complaints

If you have any concerns about how we use your personal information, we encourage you to contact us first.

You can make a data protection complaint by emailing:

adele@hypnotherapyloungeleeds.com

We will:

• acknowledge receipt of your complaint within 30 days;
• investigate your concerns without undue delay;
• keep you informed of progress where appropriate; and
• provide you with the outcome of our investigation as soon as reasonably practicable.

If you remain dissatisfied after we have responded, you have the right to complain to the Information Commissioner’s Office (ICO).

Cookies and Website Analytics

Our website uses cookies and similar technologies to improve your browsing experience, analyse website traffic and help us understand how visitors use our website.

Cookies are small text files stored on your device when you visit a website. Some cookies are essential for the operation of the website, while others help us improve its performance and your experience.

We use the following types of cookies:

Essential Cookies

These cookies are necessary for the website to function correctly. They enable features such as page navigation, security and online booking.

Analytics Cookies

We use Google Analytics to help us understand how visitors interact with our website. Google Analytics collects information such as:

• pages visited
• time spent on the website
• browser type
• device type
• approximate geographical location
• referring websites.

This information is aggregated and does not directly identify individual visitors.

Where required by law, analytics cookies are only placed after you have given your consent.

Managing Cookies

You can manage or withdraw your cookie preferences at any time through our website’s cookie banner or by changing your browser settings.

Please note that disabling certain cookies may affect how parts of the website function.

Online Bookings

We use Calendly to manage and schedule appointments.

When you book an appointment through Calendly, we collect the information necessary to:

• arrange your appointment;
• communicate with you about your booking;
• send booking confirmations and reminders;
• manage cancellations or rescheduling; and
• maintain accurate client records.

The information you provide when making a booking may include your name, email address, telephone number and any information you choose to provide relating to your appointment.

Calendly processes this information on our behalf as a data processor and is contractually required to protect your personal information and process it only in accordance with applicable data protection laws.

Calendly may process personal information outside the United Kingdom. Where this occurs, appropriate safeguards are in place to protect your personal information in accordance with UK data protection legislation.

For more information about how Calendly processes personal information, please refer to Calendly’s Privacy Notice.

Payments

Payments made through our website are processed securely by trusted third-party payment providers.

We do not store your full debit or credit card details.

Payment providers process your payment information in accordance with their own privacy policies and applicable data protection laws.

Who We Share Your Information With

We will never sell or rent your personal information.

Where necessary, we may share your information with trusted third-party service providers who help us operate our business and deliver our services. These may include:

• Calendly – to manage appointment bookings and appointment reminders;
• website hosting providers;
• payment processors;
• email service providers;
• IT support providers;
• professional advisers such as accountants, insurers and legal advisers; and
• regulatory authorities where required by law.

We only share the minimum amount of personal information necessary for these organisations to perform their services. All organisations processing personal information on our behalf are required to implement appropriate technical and organisational security measures and comply with applicable UK data protection legislation.

International Transfers

Some of the organisations we use to provide our services may process personal information outside the United Kingdom.

Where this occurs, we ensure that appropriate safeguards are in place to protect your information, including the use of adequacy regulations or approved contractual safeguards where required.

How Long We Keep Your Information

We only retain personal information for as long as necessary for the purposes for which it was collected and to comply with legal, professional and regulatory obligations.

As a guide:

• Enquiries that do not result in treatment are normally retained for up to 12 months.
• Marketing records are retained until you unsubscribe or withdraw your consent.
• Financial records are retained for the period required by UK tax and accounting legislation.
• Therapy records are generally retained for a minimum of seven years after treatment ends.
• Records relating to children are normally retained until the child reaches the age of 25, or longer where required by law or professional guidance.

When information is no longer required, it is securely deleted or permanently anonymised.

Keeping Your Information Secure

We take the security of your personal information seriously.

We use appropriate technical and organisational measures to protect personal information from:

• unauthorised access;
• accidental loss;
• misuse;
• disclosure;
• alteration; and
• destruction.

These measures include secure passwords, encrypted systems where appropriate, secure storage and restricted access to information.

Although we work hard to protect your information, no internet transmission can ever be guaranteed to be completely secure.

Your Rights

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

• request access to your personal information;
• request correction of inaccurate information;
• request deletion of your information in certain circumstances;
• request restriction of processing;
• object to certain types of processing;
• request transfer of your information where applicable;
• withdraw consent where processing is based on consent; and
• request a review of certain automated decisions where applicable.

To exercise any of these rights, please email:

adele@hypnotherapyloungeleeds.com

We will respond within the timescales required by law.

Automated Decision-Making

Hypnotherapy Lounge Leeds does not make decisions about individuals solely by automated means that produce legal or similarly significant effects.

If we introduce automated decision-making processes in the future, we will update this Privacy Policy and provide any additional information required by applicable data protection legislation.

Marketing Communications

If you choose to receive marketing communications from us, we may send you updates about:

• new services;
• workshops;
• events;
• wellbeing resources;
• special offers; and
• newsletters.

You may unsubscribe at any time by:

• clicking the unsubscribe link in our emails; or
• contacting us directly.

Withdrawing your marketing consent will not affect service-related communications such as appointment confirmations.

Third-Party Websites

Our website may contain links to other websites.

We are not responsible for the privacy practices or content of third-party websites and encourage you to read their privacy policies before providing personal information.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legislation, guidance, technology or our business practices.

The latest version will always be published on our website with the revised effective date.

Contact Us

If you have any questions about this Privacy Policy or how your personal information is handled, please contact:

Hypnotherapy Lounge Leeds

The Rookery
Woodland Lane
Chapel Allerton
Leeds
LS7 4PD

Email: adele@hypnotherapyloungeleeds.com

Complaints

If you are unhappy with how we have handled your personal information, please contact us first by emailing:

adele@hypnotherapyloungeleeds.com

We will investigate your complaint fairly and respond as quickly as possible.

If you remain dissatisfied, you have the right to complain to the Information Commissioner’s Office (ICO).

The ICO can be contacted via https://ico.org.uk or by telephone on 0303 123 1113.