Privacy Policy

Effective Date: 29/02/2025

At Circle of you, we are committed to protecting your privacy and handling your personal data responsibly and respectfully. This policy explains how your data is collected, stored, used, and protected — in line with the UK GDPR, Data Protection Act 2018, and the ethical guidelines of the National Counselling Society (NCS) and National Hypnotherapy Society (HS).

1. What Information We Collect

We may collect:

Personal Identification Information: Full name, address, date of birth, contact information, GP details (if required).

Sensitive Data: Mental and physical health information, therapy notes, history relevant to treatment.

Payment Information: Invoices and payment history (we do not store card details).

Website Data: Via cookies and analytics, if you use our website (see Cookie Policy if applicable).

2. How and Why We Use Your Data

We collect and use your information to:

Provide counselling or hypnotherapy services appropriately and safely.

Maintain clinical records as required by our professional and ethical obligations.

Communicate with you about appointments and service updates.

Meet our legal, professional, and insurance responsibilities.

Ensure safety and continuity of care.

3. Data Storage & Security

Your data is stored:

In encrypted digital formats and/or locked physical files.

Access is restricted to the practitioner(s) involved in your care.

Regular security audits and data protection reviews are conducted.

4. Data Retention

We retain client records for 7 years after your final session (or longer in special circumstances), in line with guidance from the NCS, HS, and insurers. After this, data is securely deleted or destroyed.

5. Sharing of Data

Your personal data is confidential and not shared without your consent, except:

When required by law (e.g., court orders).

Where there is a serious risk of harm to you or others.

When necessary to comply with ethical or safeguarding obligations.

6. Your Data Rights

Under the UK GDPR, you have the right to:

Access your personal data.

Correct or update inaccurate data.

Request deletion of your data (where legally possible).

Object to or restrict certain uses of your data.

Receive your data in a portable format.

To exercise these rights, contact us using the details below.

7. Booking & Cancellation Policy

To secure your appointment, a £20 non-refundable booking fee is required at the time of booking. This amount will be deducted from the full session fee.

If you need to cancel or reschedule your session, please provide at least 24 hours’ notice.
Cancellations made with less than 24 hours’ notice or failure to attend will be charged the full session fee, as it is unlikely the slot can be reallocated at short notice.

This policy is in place to protect the time and resources reserved for you. Thank you for your understanding and cooperation.

8. Complaints Procedure

If you have a concern about how your information has been handled, please contact us directly first. We will aim to resolve your issue quickly and fairly.

If you are not satisfied, you may escalate your complaint to our professional bodies:

National Counselling Society (NCS)

Website: https://www.nationalcounsellingsociety.org
Complaints: https://www.nationalcounsellingsociety.org/members/complaints/

National Hypnotherapy Society (HS)

Website: https://www.nationalhypnotherapysociety.org
Complaints: https://www.nationalhypnotherapysociety.org/members/complaints/

You may also contact the Information Commissioner’s Office (ICO) for data protection concerns:
https://ico.org.uk | Phone: 0303 123 1113

9. Code of Ethical Conduct

We adhere to the codes of ethics and conduct outlined by both the NCS and HS. These include:

Respect for client autonomy and dignity.

Confidentiality and secure data handling.

Commitment to competence, ongoing professional development, and reflective practice.

Clear boundaries in therapeutic relationships.

Safeguarding responsibilities for children, vulnerable adults, and at-risk individuals.

You can read the full codes at:

NCS Code of Ethical Practice: https://www.nationalcounsellingsociety.org/about-us/code-of-ethics/

HS Code of Ethical Practice: https://www.nationalhypnotherapysociety.org/about-us/code-of-ethics/

10. Cookies and Website Use (If Applicable)

If you access our website, we may use cookies to improve your browsing experience. You can control cookies via your browser settings. See our [Cookie Policy] for more information.

11. Contact Us

If you have any questions or concerns about this policy, please contact:

Circle of you
Monika Bukowska-Brown
Email: mbukowskabrown@gmail.com
Phone: 07542688132
Address: 35 Lobelia Ln NR4 7JU Norwich