Laura Baines Therapy – Privacy Notice

Laura Baines Therapy is committed to protecting your privacy and handling your personal information in accordance with UK data protection law, including the UK GDPR, Data Protection Act 2018 and the Data (Use and Access) Act 2025.

Laura Baines Therapy adheres to the ethical standards of the National Hypnotherapy Society and the National Counselling & Psychotherapy Society (NCPS).

Contact Details

Laura Baines Therapy

Email: info@lbainestherapy.co.uk

Telephone: 07507 566283

What information I collect

I may collect and store the following personal information:

• Name
• Address
• Telephone number
• Email address
• Date of birth
• Emergency contact details
• GP details
• Occupation
• Payment information
• Health and wellbeing information relevant to therapy
• Information shared during sessions
• Session notes
• Correspondence via email, phone or text

Some of this information is classified as special category data (including health and mental health information) and is subject to additional protection.

How I collect your information

I collect information:

• Directly from you during enquiry and onboarding
• Via Microsoft Forms
• During therapy sessions
• Via email, phone or text communication
• Through my website (where applicable)

Why I collect your information

I use your personal information to:

• Respond to enquiries
• Assess suitability for therapy
• Provide counselling / hypnotherapy services
• Manage appointments
• Maintain clinical records
• Process payments
• Meet professional, legal and insurance obligations
• Safeguard clients where necessary

Lawful basis for processing

Under UK GDPR, the lawful bases I rely on are:

• Contract
• Legitimate interests
• Legal obligation
• Vital interests (where there is serious risk of harm)

For special category data (such as health information), processing is carried out for the provision of therapeutic services and safeguarding purposes.

Use of Artificial Intelligence (AI)

Laura Baines Therapy may occasionally use AI tools to support administrative and therapeutic planning tasks, such as drafting general hypnotherapy scripts, policies or business documentation.

Any use of AI in relation to client work is limited to anonymised and non-identifiable information only.

Identifiable personal information, confidential session notes and direct client identifiers are not entered into AI systems.

How your information is stored

Your information may be stored using:

• Microsoft Forms (client onboarding)
• Email systems (contracts and communication)
• Zoom (online sessions)
• Paper records (session notes stored securely)

Paper notes are stored in locked storage.

Digital systems are password protected and reasonable security measures are in place to protect your data.

Confidentiality and sharing information

Your information is kept confidential and will not normally be shared without your consent.

As part of safe and ethical practice, aspects of client work may be discussed in professional supervision. Wherever possible, identifying information is minimised or anonymised.

Confidentiality may be broken in situations involving:

• Serious risk of harm to yourself
• Serious risk of harm to others
• Safeguarding concerns
• Legal obligations or court orders
• Serious crime disclosures

Information may be shared with:

• Emergency services
• GP or other healthcare professionals
• Professional supervisors
• Legal authorities where required

How long I keep information

Client records are typically retained for 7 years after therapy ends, unless legal, insurance or safeguarding obligations require longer retention.

After this period, information is securely destroyed.

Your rights

You have the right to:

• Access your personal information
• Request correction of inaccurate information
• Request erasure in certain circumstances
• Restrict processing
• Object to processing
• Request transfer of your information where applicable
• Withdraw consent where consent applies

Requests should be made in writing using the contact details above.

Complaints

If you have concerns about how your personal information is handled, please contact me in writing at info@lbainestherapy.co.uk.

Complaints will be acknowledged within 5 working days and responded to within 30 days where possible.

If you remain dissatisfied, you may contact the Information Commissioner’s Office (ICO).

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Telephone: 0303 123 1113

Website: ico.org.uk