Privacy Policy & Ethics Statement

Confidentiality Policy

Your counselling sessions are confidential within the service and this confidentiality will apply to any records in accordance with the Data Protection Act 2018 and the General Data Protection Regulation (EU/2016/679) and the Privacy and Electronic Communications (EC Directive) Regulations 2003.

Any records taken of your counselling session with be retained for a period of no more than 7 years (before being confidentially shredded and or deleted) The records during that time of storage will be kept in a secure locked filing cabinet if paper based. Computer records will be in an encrypted and password stored folder. 

All counsellors are required to be in supervision, and I will take relevant issues from the counselling relationship into supervision. In supervision, I will take care to preserve clients’ anonymity. 

In exceptional circumstances confidentiality may be broken. The circumstances could include: 

1. Where you as a client give consent for the confidence to be broken. 
2. Where I feel it is appropriate to consult with or involve other professionals such as   your GP in circumstances where there is a risk of harm to you or to a third party. In such cases I will aim to discuss any action with you first  and seek to gain your co-operation. 
3. Where in extreme cases I am legally compelled by a court of law. 
4. Where statutory law requires me to inform the relevant authorities (such as      terrorist activities, drug trafficking or abuse of a child or vulnerable adult). 

This confidentiality policy is here to explain to you what I will do with your personal information that I gather from when your therapy starts to when it has ended.

How I use your information

When you contact me, I will use an initial contact form to gather information about yourself and essential medical information that will help me ascertain the sort of help that you need and whether there is a medical reason why I should not work with you.

The initial contact form will form the basis for the future of your sessions and as the session continue, I may add to them to ensure that your counselling progresses smoothly and details are not missed. As stated above all notes will be stored securely. 

Text messages and emails are not stored unless they have information pertaining to your therapy. If this is the case it is transferred into a secure folder.

After the counselling has ended I will keep all records for a period of no more than 7 years then destroyed.

Third Parties

I do not as a rule associate with third parties. If it is clear during the therapeutic relationship that I will need to engage with the services of additional organisations I will approach this with you and gain your agreement.

Systems and mean of Therapy

I use Zoom or WhatsApp video, phone calls as a platform for therapy. I also do Walk & Talk therapy so have 7 risk assessed routes for safety and privacy. I do not use AI or any recording devices or transcription unless asked and both parties agree on the need and use of it. 

Clinical Will

I have a clinical will in place with my supervisor Mrs K Hayes. In the event of myself becoming incapacitated or deceased Mrs K Hayes will be able to contact you as my current active client and advise you accordingly.  

Your Rights

• You have the right to ask me to delete your personal information, to limit how I use it      and to stop me processing it. 
• You have the right to ask for a copy of any information that I hold about you and to      object to the use of your personal data in some circumstances. Please note that in doing so it may hinder the progress of the therapeutic journey.
• You have the right to ask me to correct any mistakes that there may be in the personal      information I hold about you.

To request for any personal information I hold about you please email sianhines@hypnotherapy-on-sea.co.uk

I am legally obliged to acknowledge and respond to your request within 30 days. 

If you have any questions about how I am handling your personal data please contact me on the above email address and I will endeavour to reassure you. 

If you have a complaint about the way I have handled your personal information you can contact the IOC which is the statutory body that oversees data protection law in the UK. For more information please go to ico.org.uk/make-a-complaint 

My Ethics Statement

My first duty is to protect the health, well-being and privacy of all those who use my services and as such I promise that:

• Your care  and well being is my first concern
• I will not judge you and remain impartial to the best of my abilities
• I will provide a high standard of care at all times
• I will treat you with respect and as an individual
• My professional knowledge is constantly being updated evaluated and worked on
• I will always act lawfully in my professional and personal practice
• I am personally accountable for my professional activity
• I will carry out my duties in a professional and ethical way
• I will behave with integrity and honesty
• I will respect your confidentiality at all times
• I will be up front about the course of action that will take place and ensure that you are in a safe and secure environment
• I will act in accordance to General Data Protection Regulations (GDPR)

Last Updated 17th June 2026