Client Confidentiality and Privacy Policy

Last updated: October 2025

At Bespoke Mind Solutions your privacy and wellbeing are our top priorities. We know that sharing personal thoughts, feelings, and experiences takes courage, and we take your trust very seriously.

Everything you share with your hypnotherapist—whether in writing, conversation, or online—is kept completely confidential. Your details and session notes are stored securely and are only accessible to your therapist. Information will only be shared if:

  • You give written consent for us to share it (for example, with your GP or another healthcare professional).
  • We are legally required to share information (for example, by a court order).
  • There is a serious risk of harm to yourself or others and disclosure is necessary to protect life or safety.

We follow strict professional standards and UK data protection laws (UK GDPR and the Data Protection Act 2018) to keep your personal and sensitive information safe, private, and respected at all times.
If you ever have questions about confidentiality, please don’t hesitate to ask your hypnotherapist.

  1. Who We Are

Business Name: Respoke Mind Solutions
Registered Address: 10 Kestrel Close, Burnham Market, King’s Lynn, Norfolk PE31 8EF
Email: michael@bespokemindsolutions.co.uk
Telephone: +44 7776 118242

We provide professional hypnotherapy services in the UK. For data protection purposes, we are the Data Controller, responsible for how your information is used and stored.

  1. What Information We Collect

We collect information so we can offer you the best care and support. This includes:

  • Contact details: Name, email, phone number, and address.
  • Appointment details: Bookings, communication, and session notes.
  • Health information: Any relevant medical or emotional details you choose to share so sessions can be tailored safely.
  • Technical information: IP address and basic website usage data (via cookies).

We only ask for information that is genuinely needed to provide your care.

  1. How We Use Your Information

Your information helps us to:

  • Arrange and manage your appointments.
  • Provide therapy sessions that are right for you.
  • Keep accurate and confidential client notes.
  • Communicate with you about bookings or resources.
  • Manage payments and meet professional or legal obligations.
  • Maintain and improve our website and services.

We will never use your health information for marketing or share it without your consent.

  1. Our Legal Reasons for Using Your Information

We use your data based on:

  • Contract: To deliver the hypnotherapy service you’ve requested.
  • Consent: When you agree for us to process certain personal or health information.
  • Legal Obligation: To meet professional or insurance requirements.
  • Legitimate Interest: To run our business responsibly and securely.

You can withdraw your consent for non-essential data at any time by contacting us.

  1. Sensitive (Special Category) Data

Because hypnotherapy may involve health or emotional topics, we sometimes collect special category data. This information is treated with the highest level of confidentiality and kept securely. It will never be shared without your explicit consent unless required by law or to prevent serious harm.

  1. Cookies

Our website uses cookies to make browsing smoother and to understand how visitors use the site. You can turn off cookies in your browser settings if you prefer. Please see our Cookie Policy for more details.

  1. When We Share Your Information

Your information is only shared when necessary, such as:

  • Professional supervision: Any material used is anonymised (your name and details are never shared).
  • Service providers: Website hosting, email services, or secure payment systems.
  • Legal authorities: Only when required by law.

We never sell or trade your information.

  1. How Long We Keep Your Information

Client records are stored securely for at least 7 years after your final session, in line with professional and insurance guidelines. After that time, they are permanently deleted or securely destroyed.

  1. Your Rights

You have the right to:

  • Ask for a copy of your data.
  • Correct or delete your information.
  • Restrict or object to how your data is used.
  • Withdraw consent where applicable.
  • Make a complaint to the Information Commissioner’s Office (ICO) at www.ico.org.uk.

To exercise any of these rights, please email us in the first instance.

  1. Keeping Your Data Secure

We use strong security measures to protect your data from unauthorised access, loss, or misuse. All digital notes are encrypted, and any paper records are stored in locked, secure locations.

  1. Links to Other Websites

Our website may include links to other sites. Please note that we cannot be responsible for the privacy practices or content of external websites.

  1. Updates to This Policy

This policy may be updated from time to time to reflect changes in the law or our services. The most recent version will always be available on our website.

Contact Us
If you have any questions about how your information is handled or would like to know more about our privacy practices, please contact:
Email: michael@bespokemindsolutions.co.uk
Address: 10 Kestrel Close, Burnham Market, King’s Lynn, Norfolk PE31 8EF

© 2025 Bespoke Mind Solutions. All rights reserved.