Privacy Notice/ Data Protection Policy 2022
For children under the age of 18, parents and carers will be asked for consent to provide any information required, and for the gathering of information from or sharing information with other professionals. For children aged 16-18 their consent will also be obtained and for children under 16, they will be informed and asked for their opinion.
Client records will be kept safely and in good condition for eight years from the date of the client’s last session, until his or her 25th birthday, or 26th birthday if the client was 17 when the treatment ended.
The categories of children’s information that Dianne Jackson Hypnotherapy might process includes (where appropriate and necessary for assessing and providing treatment):
· personal identifiers and contacts (such as name, unique reference number, date of birth, contact details and addresses, next of kin, parental responsibility)
· Special characteristics (such as ethnicity, language, religion and sexual group, gender identity or sexual orientation) where relevant and appropriate
· safeguarding information (such as court orders and professional involvement, safeguarding concerns and actions, interventions and outcomes)
· medical and administration (such as GP details, physical & mental health information, dental health, incidents of significant allergies, phobias, and self-harm, suicide ideation and risk, medication and dietary requirements, Individual Health Care Plans and Health Risk Assessments from other professionals as appropriate)
· school attendance (such as sessions attended, number of absences, absence reasons and any previous schools attended, correspondence relating to absence, interventions, referrals to other agencies)
· behavioural information (such as school exclusions and any relevant alternative provision put in place, police intervention, and needs-related behaviours such as triggers and responses, behaviour disorders)
· catering and dietary needs; information pertaining to Eating Disorders
· Other related risk assessments and risk reduction plans
Parents and Carers : What information might Dianne Jackson Hypnotherapy process in relation to you?
I may collect, hold, share and otherwise use (as above) the following information about you:
I will not require special categories of data for parents and carers such as gender, age, ethnic group, sex or sexual orientation, religious or similar beliefs, information about health, genetic information and biometric data. These types of personal data are subject to additional requirements.
Why Dianne Jackson Hypnotherapy collects and uses personal data and related information
a) to support assessments and treatment planning, and reviews
b) to monitor and report on progress
c) to provide appropriate duty of care
d) to keep children safe (food allergies, or emergency contact details)
e) to meet the CNHC Code of Conduct, Ethics and Performance
Also where Dianne Jackson Hypnotherapy are required by law, including:
f) To provide reports and other information required by law in relation to the safeguarding of your child
g) To raise or address any concerns about safeguarding
h) To Government agencies including the police if requested
i) To provide or obtain additional services including advice and/or support for your family
j) Where the law otherwise allows us to process the personal data as part of our functions or we are carrying out a task in the public interest, including:
k) To communicate matters relating to your child
l) To safeguard you, our clients and other individuals
m) To enable payments to be made by you to Dianne Jackson Hypnotherapy.
n) To ensure the safety of individuals during treatment
o) To aid in the prevention and detection of crime during treatment
Why does Dianne Jackson Hypnotherapy. use special category personal data?
I may process special category personal data in relation to you for the following reasons:
Where the processing is necessary for reasons of substantial public interest, including for purposes of equality of opportunity and treatment, where this is in accordance with the CNHC Code of Conduct, Ethics and Performance.
Where the processing is necessary in order to ensure your health and safety, including making reasonable adjustments for any disabilities you may have.
Where we otherwise have your explicit written consent.
There may also be circumstances where Dianne Jackson Hypnotherapy needs to use your information in relation to legal claims, or to protect your vital interests of those of your child, and where it is not possible to seek your consent.
Failure to provide this information
If you fail to provide information to Dianne Jackson Hypnotherapy, I may be prevented from complying with our legal obligations.
How Dianne Jackson Hypnotherapy collects information
Prior to treatment there is a process of information gathering and assessment:
1) Initial enquiry via the website, social media, or by direct contact and initial note taking
2) Initial formal Consultation and Medical Form
3) Consent to Treatment and Confidentiality form
How Dianne Jackson Hypnotherapy stores information
Storage of client records – while Dianne Jackson Hypnotherapy is practicing
The ‘eight years’ requirement is for adults and in line with those that cover general NHS hospital records and other forms of health records. The reason for this is to make sure that the client can have access to their recent health records and to protect Dianne Jackson Hypnotherapy if any complaints are made.
For children, the law states that records must be kept until their 25thbirthday.
Records are stored using encrypted storage device which is GDPR compliant and in line with data protection law.
No paper files are kept at the business premises.
Storage of client records – when Dianne Jackson Hypnotherapy have finished practising:
Dianne Jackson Hypnotherapy are responsible for making sure that client records are kept safe when we finish practising or in the case of death, by making provision in a will for the safe storage of clients’ records. These can then be released to a client or their legal representative on production of the written authority of the client
When Dianne Jackson Hypnotherapy closes the practice, I will publicise the arrangements made to keep the records safe so that clients know how to obtain their records if they want to.
1. The General Data Protection Regulation 2016 (Article 15)
https://eur-lex.europa.eu/legal-content/EN/TXT/PDF/?uri=CELEX:32016R0679&from=EN
Under data protection legislation, parents and carers and children have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child’s educational record, contact Dianne Jackson by email at diannejacksonhypnotherapy@outlook.com
You also have the right to:
· object to processing of personal data that is likely to cause, or is causing, damage or distress
· prevent processing for the purpose of direct marketing
· object to decisions being taken by automated means
· in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
· a right to seek redress, either through the ICO, or through the courts
If you have a concern or complaint about the way Dianne Jackson Hypnotherapy is collecting or using your personal data, you should raise your concern with me in the first instance or directly to the Information Commissioner’s Office at https://ico.org.uk/concerns/