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Birch Wellness Privacy Policy

This policy sets out how Birch Wellness use and protect the information that you provide when you use the services and website.

It is my intention to ensure that any data you provide is managed respectfully, kept secure and only used for the purposes for which it has been provided.

This policy will be updated from time to time in line with prevailing legislation.

When you contact me via our website, phone or email I will collect your:


Email Address

Telephone Number

And any information you choose to supply regarding the purpose of your enquiry.

The information is used in order to make contact with you to discuss your requirements.

Prior to your Initial Consultation I will use a Consultation Form asking you for further information. Data collected at this point are: Name, address, age, mobile No., Occupation, GP address, details of any medical conditions and prescribed medication. At this point you can also give me more information about the reason for your visit. You will receive a copy of my Code of Care, Terms and Conditions of Service and copy of our Privacy Policy including information on how your data is managed and stored. You will be asked to sign the Consultation Form that you have received this information. 

GP contact details and health information are collected as there are some conditions which are contraindicated for hypnotherapy. Sometimes I need to make contact with your GP if this is relevant to your treatment, this will not be done without your permission.

The Initial Consultation Form is used during your first appointment to collect data about your general emotional well-being, about any physical symptoms of anxiety, the reasons for your visit and any other information that you may want to share with me. All information is confidential and I do not share it unless I'm required to do so by law or in circumstances arising potentially affecting your personal health and safety or safety of other persons. Please see ‘Your Rights’ for further details.


If a client is a minor (under 16 years of age), Parental Consent form and Privacy Policy Form is signed by a parent/carer prior to Initial Consultation.

In the course of our sessions as the therapist I might make a note of information you provide to order that I can plan future sessions and produce language patterns which will be used in session.

After your therapy finishes I will send you a Feedback Form to learn from you about your experience. You can opt out of this. I use this feedback to review the standard of our service.


Personal data mapping is received into Birch Wellness by these means:

• text message

• voicemail message

• email

• via an internet website

• via a referral

• in person

• social media

Birch Wellness secure by these means of protecting your personal data:

• mobile phones, physically and also ensuring they are password-protected, ensuring there is security on the content itself 

• computers and laptops are safeguarded and password protected, private information cannot be accessed by other users

• phone messages, everyone who takes messages has been trained in GDPR

• hard copy files are stored in a locked cabinet behind a locked door. 

• internet sites are protected by security


• I process personal information to enable us to provide health services to our clients, to maintain our accounts and records and to promote our services. I have a legal obligation to keep our records for 8 years, after this your information will be securely destroyed. Children’s data is stored until they reach 25. If a client is 17 years old at the start of the therapy, their data is kept until the age of 26.

Under the General Data Protection Regulations which are effective from 25th May 2018 you have the following rights:


The GDPR includes the following rights for individuals:

• the right to be informed (via this policy).

• the right of access (if you wish to see your file then please make a request in writing to Carly Harding-Jones. I will provide you with the information within 30 days of your request with admin fee of £20).

• the right to rectification (this is your right to request changes to any information I hold that is factually inaccurate. If you believe any of the information I hold about you is incorrect then please let me me know).

• the right to erasure (given the nature of our work I'm required to hold details for a period of 8 years, after this your information will be securely destroyed.) Children’s data is stored until they reach the age between 21 and 25. If a client is 17 years old at the start of the therapy, their data is kept until the age of 26.

• the right to restrict processing (I will only use the information for the purposes that we have stated: most standards of confidentiality applied in professional contexts are based upon the Common Law concept of confidentiality where the duty to keep confidence is measured against the concept of “greater good”. If in the therapist's opinion there is good cause to believe that not to disclose would cause danger or serious harm to self, the therapist or others, your GP or other appropriate agencies may be contacted. Only information required to ensure safety of relevant parties would be disclosed.   Information may have to be disclosed without consent for the prevention, detection or prosecution of a crime. The sharing of anonymous case histories with supervisors and peer support groups is not a breach of professional confidentiality

• the right to data portability: I will not share your information, other than in the situations described above, without your specific consent

• the right to object (I will not contact you for marketing purposes unless you have given us specific agreement to do so)

• the right not to be subject to automated decision-making including profiling (I will not use your information for profiling purposes).


Cookies are small files which ask permission to be placed on your computer's hard drive so that I can analyse web traffic to our site. Through this I can see which of my website's pages are being viewed and are of interest. Most web browsers automatically accept cookies but you can modify your setting to decline them if you prefer.  If you choose to do this you may find you cannot make full use of our website.

The website may contain links to other websites of interest. However, once you use these links please be aware that you have left our website and we do not have any control over other websites. Birch Wellness cannot therefore be held responsible for the protection and privacy of any information which you provide when visiting such sites and these sites are not governed by our privacy policy. Therefore advice that you exercise caution and look at the privacy statement applicable to the website in question.