Terms of use and privacy policy

Statement of Intent

This policy sets out how Anna Pittard Hypnotherapy uses and protects the information you provide when using my services and accessing the website.

I intend to ensure any data you provide is kept secure, managed respectfully and only used for the purposes for which it has been provided. This policy will be updated periodically in line with current legislation. When you contact me via my website, phone or email I will collect your:

Name

Email Address

Telephone Number

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

How is this information used?

I use this information to be able to make contact with you to discuss your requirements.

I may also use this information so that I may improve my services.

If you choose to proceed with making an appointment to see me, I will send you a copy of this Privacy Policy so that you are aware in advance how I will use information provided during our sessions together.

I use Setmore to manage appointments and send appointment confirmations and reminders. Setmore processes personal information on my behalf in accordance with its privacy policy. 

The consent form asks if you would like to receive further communication after therapy has ended you can choose 'yes' or 'no'. If you choose 'no' I will not contact you for these purposes.

I will ask you for your GP contact details and some basic health information: there are some conditions that are contra indicated for hypnotherapy and sometimes there are circumstances where it may be necessary to contact your GP before commencing therapy. I will inform you of this at our appointment should this appear appropriate.

You do not have to consent to the collection of information, however, if you choose not to provide it, I may not be able to work with you.

During therapy I will ask for your telephone number and email address for the purposes of sending you a recording to listen to as part of the therapy. It may also be necessary to call or send texts or emails to confirm or rearrange appointments. I will make a note of information you provide me in order that we can plan bespoke therapy sessions and identify/produce scripts which will be used in session and/or which can be sent to you to listen to between sessions.

For the purposes of clarity, I do not receive or retain your bank details or full payment card details. Payments are processed via third-party payment providers.

Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, you have the following rights:

The right to be informed: (which is why I have produced this policy)

The right of access: You have the right to request a copy of the personal information I hold about you. To make a request, please email Anna Pittard at info@annapittardhypnotherapy.co.uk. I will respond within one month of receiving your request, unless I am legally entitled to extend this period. I will carry out reasonable and proportionate searches to locate the personal information requested, in accordance with UK data protection law.

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 that I hold on you is incorrect then please let me know as soon as possible and I will make the relevant changes.

The right to erasure: You have the right to request that your personal information is deleted. However, this right is not absolute. Due to the nature of my work, I retain client records for seven years following the end of therapy in accordance with the requirements of my professional indemnity insurance. Where the client is under 18, the retention period begins when the client reaches the age of 18. After this period, your records will be securely destroyed. Financial records are retained for the period required by HMRC.

The right to restrict processing: You have the right to request that I restrict the processing of your personal information in certain circumstances. I will only use your information for the purposes outlined in this policy and in accordance with UK data protection law.

I treat all information you share as confidential. However, confidentiality may be broken if there is a serious risk of harm to you or others, or where I am legally required to disclose information, for example in relation to the prevention, detection, or prosecution of a crime. Where possible, I will discuss any such disclosure with you in advance.

In order to provide safe and effective therapy, I may discuss anonymised information in professional supervision and peer support. This is a standard requirement of professional practice and does not compromise your confidentiality.

The right to data portability: this right is more relevant to IT companies e.g. the sharing of information when moving from one utility provider to another. I will not share your information without your specific consent, other than in the situations described above.

The right to object: I will not contact you for marketing purposes unless you have given me specific consent 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

Cookies are small text files placed on your device to help websites function and to understand how they are used.

When you visit my website or complete forms (including those hosted on third-party platforms such as Google Forms), cookies may be used to ensure functionality and improve user experience.

Third-party services used in connection with my website and services may also place cookies. These may include website analytics providers, appointment booking systems, payment providers, and embedded content such as videos or maps. These third parties are responsible for the cookies they set and operate in accordance with their own privacy policies.

You can control or disable cookies through your browser settings. However, some parts of the website or third-party services may not function correctly if cookies are disabled.

Links to other websites

My website may contain links to other websites of interest. However, once you use these links please be aware that you have left my website and I do not have any control over other websites. I cannot 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 my privacy policy. Please exercise caution and look at the privacy statement applicable to the website you are visiting.

International Transfers

Some of the third-party service providers I use (for example, email, appointment booking systems and payment processors) may store or process personal information outside the UK. Where this occurs, the data is handled in accordance with the safeguards and legal mechanisms put in place by those providers to protect personal data in line with UK data protection law.

ICO Registration No: ZA461845

Complaints Policy

(Personal data)

Anna Pittard Hypnotherapy

Effective Date: 15 June 2026

Contact Email: info@annapittardhypnotherapy.co.uk

Purpose

This policy explains how clients can raise concerns about how their personal data is handled and how complaints will be managed fairly, promptly, and transparently.

How to Make a Complaint

If you have a concern about how your personal data has been collected, stored, used, or shared, please contact:

Email: info@annapittardhypnotherapy.co.uk

Phone: 07955 317655

Please include:

Your name and contact details A description of your concern Any relevant dates or supporting information

You do not need to use a specific form to make a complaint.

What Happens Next

I will acknowledge your complaint within 10 working days. I will investigate your concern fairly, confidentially, and without undue delay. I aim to provide a full response within one month of receiving your complaint.

If your complaint is complex and requires additional time, I will keep you informed of the reasons for the delay and provide an updated timescale.

Outcomes

After reviewing your complaint, I will:

Explain what happened Address any issues identified Take appropriate steps to resolve the matter Inform you of any actions taken If You Are Not Satisfied

If you are not satisfied with my response, you have the right to contact the Information Commissioner’s Office (ICO):

Website: www.ico.org.uk

Helpline: 0303 123 1113

I encourage you to contact me first so that I have the opportunity to resolve your concern. Making a complaint will not affect the services you receive from Anna Pittard Hypnotherapy.

Confidentiality

All complaints will be handled sensitively and confidentially. Information relating to your complaint will only be shared where necessary to investigate and resolve the matter.

Record Keeping

A record of any complaints will be maintained to:

Monitor the effectiveness of this process Improve services Meet legal and regulatory requirements

Records will be stored securely and retained only for as long as necessary.

Related Rights

This policy forms part of your wider data protection rights, including:

The right to access your personal data The right to request correction of inaccurate data The right to request deletion of your personal data where applicable The right to restrict or object to certain processing activities Policy Review

This policy will be reviewed regularly and updated as required.

Last Reviewed: 15 June 2026

Anna Pittard

Anna Pittard Hypnotherapy