1. Introduction

HypnoRooms respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how HypnoRooms collects, uses, stores and protects personal information when you visit the website, contact us, arrange an introductory consultation or receive hypnotherapy services.

HypnoRooms provides online hypnotherapy and related services to adults, children and teenagers. This policy applies to all clients and prospective clients, including parents or guardians who make enquiries or arrange appointments on behalf of a child.

We only collect and retain information that is relevant to providing our services, managing the practice and meeting our professional and legal responsibilities.

2. Who is responsible for your information?

The data controller responsible for your personal information is:

Business name: HypnoRooms
Legal business name: HypnoRooms
Email: info@hypnorooms.com
Website: https://www.hypnorooms.com

The data controller is responsible for deciding how and why your personal information is used and for ensuring that it is handled in accordance with applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

3. What information do we collect?

We collect only the information necessary to respond to enquiries, assess suitability for our services, provide sessions and manage the practice.

This may include:

Personal and contact information

• Name and surname.
• Email address.
• Telephone number.
• Age or date of birth, where relevant.
• Address, where required for client administration or online session safety.

Information provided during consultations and sessions

During the free introductory call or subsequent sessions, you may voluntarily share information about your personal circumstances, experiences, emotional wellbeing, health, medical history or other matters relevant to the service you are seeking.

This information may include sensitive personal information, such as details relating to mental health, trauma, anxiety or other health-related matters.

Session records

HypnoRooms keeps:

• Written notes from the initial free consultation and relevant subsequent discussions during each session
• A Word document recording the hypnotherapy protocols and approaches used during each session.

These records are used to understand your requirements, prepare and tailor sessions, and maintain an appropriate record of the work undertaken.

We do not routinely create detailed transcripts of sessions.

Booking and payment information

We may also receive information relating to appointments, payments, refunds and correspondence. Payments are processed through the relevant payment provider. HypnoRooms does not intentionally collect or store full payment card details.

Children and teenagers

Where services are arranged for someone under 18, we may collect relevant information from the parent or legal guardian, as well as information provided by the young person during consultations or sessions.

4. How do we use your information?

We use personal information for the following purposes:

• To respond to enquiries and arrange free introductory calls.
• To assess whether our services are appropriate for your needs.
• To prepare and tailor hypnotherapy sessions.
• To maintain records of consultations and the protocols used during sessions.
• To communicate about appointments, changes and payments.
• To manage refunds, cancellations and administrative matters.
• To meet relevant professional, legal, insurance and accounting obligations.
• To protect the safety and wellbeing of clients where a serious concern arises.

We do not sell personal information or use private consultation or session information for advertising or marketing purposes.

5. Our legal basis for processing your information

Under UK GDPR, we must have a lawful basis for collecting and using personal information.

Depending on the purpose, we rely on the following legal bases:

Contract

We use personal information where it is necessary to respond to your request, arrange appointments and provide the services you have requested.

Legitimate interests

We may use relevant information where it is necessary for the legitimate interests of running and administering HypnoRooms, maintaining appropriate business records, protecting our services and managing professional responsibilities. We consider your rights and interests when relying on this basis.

Legal obligation

We may retain and use certain information where necessary to comply with legal requirements, including financial and accounting obligations.

Sensitive personal information

Information relating to health, mental health and personal experiences may constitute special category personal data under UK GDPR.

Where we process this information, we will identify and rely on an appropriate Article 9 condition in addition to an Article 6 lawful basis. Where we rely on explicit consent, this will be obtained separately and clearly before the relevant information is processed.

You may withdraw consent where consent is the basis relied upon. However, this may mean that we are unable to continue providing a service that requires the information.

6. Confidentiality

Information shared during consultations and sessions is treated as confidential.

We do not disclose personal information to other people or organisations unless:

• You have given permission for us to do so.
• Disclosure is necessary to protect you or another person from a serious risk of harm.
• There is a safeguarding concern, particularly involving a child or vulnerable person.
• We are legally required to disclose information.
• Disclosure is otherwise permitted under applicable law.

Where possible and appropriate, we will discuss any intended disclosure with you before sharing information.

7. Online sessions and Zoom

All hypnotherapy sessions are conducted online using Zoom.

Personal information may therefore be processed by Zoom when you join a session. Zoom operates as a separate service provider and handles information in accordance with its own privacy and security arrangements.

HypnoRooms does not routinely record sessions or make audio or video recordings of appointments.

You are responsible for choosing a private location where you can participate in sessions without being overheard or disturbed.

8. Emergency and safeguarding information

Where collected, emergency contact details and the client's current physical location may be used to support safety arrangements for online sessions.

Emergency contact information will only be used where there is a genuine concern about a client's immediate safety or wellbeing, or where disclosure is otherwise necessary and lawful.

For children and teenagers, information may also be shared with a parent, legal guardian or appropriate safeguarding service where necessary to protect their welfare.

9. Who do we share your information with?

We do not sell, rent or trade personal information.

We may share limited information with service providers where necessary to operate HypnoRooms, including:

• Zoom, for online appointments.
• Website hosting and website administration providers.
• Email and communication providers.
• Payment processing providers.
• Relevant professional, insurance or legal advisers where necessary.
• Public authorities or emergency services where disclosure is required or justified.

These organisations may process personal information on our behalf or independently in accordance with their own legal responsibilities.

We only share information that is necessary for the relevant purpose.

10. International transfers of information

Some service providers used by HypnoRooms may process or store information outside the United Kingdom.

Where personal information is transferred internationally, we will ensure that an appropriate legal safeguard is in place where required under data protection legislation. This may include an adequacy decision or an approved contractual safeguard.

Further information about relevant safeguards can be requested using the contact details in this policy.

11. How do we store and protect your information?

Consultation notes and session records are maintained electronically and in handwritten formats.

We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, alteration, disclosure or destruction.

These measures include restricting access to records, using appropriate account and device security, and limiting the information retained to what is necessary for the operation of the practice.

No method of electronic storage or transmission can be guaranteed to be completely secure. However, we take reasonable steps to protect the information entrusted to us.

12. How long do we keep your information?

We retain personal information only for as long as it is necessary for the purposes for which it was collected, taking account of our professional, legal, insurance and accounting responsibilities.

Our records include:

• Initial consultation notes.
• Session records documenting the protocols and approaches used.
• Booking, payment and business administration records.

Client consultation and session records are retained for 5 years after the last session or contact, unless there is a legitimate reason or legal obligation to retain them for longer.

Financial and accounting records are retained for the periods required by applicable tax and accounting legislation.

When information is no longer required, it will be securely deleted or destroyed.

13. Your data protection rights

Under UK data protection legislation, you have rights in relation to your personal information. These include:

Right of access: You can request a copy of the personal information we hold about you.

Right to rectification: You can ask us to correct information that is inaccurate or incomplete.

Right to erasure: In certain circumstances, you can ask us to delete your personal information.

Right to restrict processing: You can ask us to limit how we use your information in certain circumstances.

Right to data portability: Where applicable, you can request that certain information is provided to you or transferred to another organisation.

Right to object: You can object to certain types of processing, including processing based on legitimate interests.

Right to withdraw consent: Where we rely on consent, you can withdraw it at any time. This does not affect the lawfulness of processing carried out before consent was withdrawn.

These rights are subject to certain legal conditions and exceptions. For example, we may need to retain some information to meet legal or professional obligations.

To exercise any of these rights, please contact us using the details in Section 2.

We may need to verify your identity before responding to a request.

14. Information relating to children and teenagers

HypnoRooms provides services to children and teenagers with appropriate parental or guardian involvement.

We collect and use a child's personal information only where necessary to arrange and provide the service, maintain appropriate records and meet safeguarding responsibilities.

Parents or legal guardians may provide information and arrange appointments on behalf of a child. We also recognise that children have their own data protection rights. How these rights are exercised will depend on the child's age, understanding, circumstances and applicable law.

Information shared by a child during a session is treated sensitively and confidentially, subject to safeguarding responsibilities and circumstances where disclosure is necessary to protect their welfare or the welfare of another person.

15. Cookies and website use

Our website may use cookies and similar technologies to ensure that it functions correctly and to understand how visitors use the website.

Some cookies are necessary for the website to operate. Other cookies, such as analytics or marketing cookies, may require your consent before they are used.

You can manage your cookie preferences through the website's cookie settings, where available. You can also manage cookies through your browser settings.

For further information about cookies used on the website, please refer to our Cookie Policy, if provided separately.

16. Marketing communications

HypnoRooms will not use confidential consultation or session information for marketing purposes.

If you choose to subscribe to marketing communications or receive updates, you can unsubscribe at any time using the instructions provided or by contacting us directly.

17. Automated decision-making

HypnoRooms does not use automated decision-making or profiling to make decisions about clients that have legal or similarly significant effects on them.

18. Making a complaint

If you have a concern about how your personal information has been collected, stored or used, please contact HypnoRooms in the first instance so that we can try to resolve the matter.

You also have the right to raise a concern with the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

Website: https://ico.org.uk
Telephone: 0303 123 1113

19. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, business practices or legal obligations.

The latest version will always be available on the HypnoRooms website, with the date of the most recent update shown at the beginning of the policy.

20. Contact

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

HypnoRooms
Email: info@hypnorooms.com
Website: https://www.hypnorooms.com

Policy last updated 3rd November 2026