FIELDFARE THERAPY - PRIVACY NOTICE
Fieldfare Therapy is committed to protecting your privacy and handling your personal data in a safe, lawful, and transparent way. This Privacy Notice explains how your personal information is collected, used, stored, and shared in accordance with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
Specific Information:
Data Controller: Sophie Smith, trading as Fieldfare Therapy.
Information Commissioner’s Office (ICO) Registration Number: ZC082272.
Legal Basis for Processing: Personal data is processed in accordance with the following lawful bases:-
If you are currently having therapy or if you are in contact to consider therapy – your personal data will be processed where it is necessary for the performance of our contract (i.e the provision of therapy services). This includes ‘special category personal information’ (i.e health / medical information, information relating to your private life etc). The lawful basis for processing any special categories of personal information is for provision of health / social care (in this case counselling, hypnotherapy or guided relaxation).
If you have had therapy and it has now ended – Legitimate interests shall be used as the lawful basis for holding your personal information.
In some circumstances, processing may also be necessary to comply with legal obligations (e.g. safeguarding obligations or legal requirements).
Visitors to the website www.fieldfaretherapy.co.uk – The website is hosted by the Wix.com platform. Basic website usage data may be collected to help understand how the website is used and to improve services. The website uses cookies for functionality and analytics.
If you decide to complete and submit a form on the website, that data will be stored on the web host and sent to Fieldfare Therapy.
How Your Information is Used:
Initial enquiries and consultations – If you make contact to enquire about the services at Fieldfare Therapy or request a free initial consultation, information is collected to help process your enquiry. This will include contact details, personal information, and relevant health information. If you decide not to proceed your personal data is deleted within one month.
Whilst you are a client – The following information shall be held: your name, address, date of birth, email address, phone number, emergency contact details, relevant health information, GP details, preferred pronouns, information you provide in consultation / intake forms or during therapy sessions, brief session notes, hypnotherapy and / or guided relaxation scripts (if applicable), payment and appointment information.
Confidentiality and Supervision: Your information is treated as confidential. Confidentiality may be broken where required by law, safeguarding obligations, or where there is a risk of serious harm to the Client or others. I will seek to discuss this with the Client first, wherever legally possible.
It is an ethical requirement of hypnotherapy and counselling that I undertake regular supervision to discuss and explore my work. This is done anonymously and confidentially with a professional supervisor.
Data Storage and Security: Records such as hypnotherapy and guided relaxation scripts are anonymised. Brief session notes are kept in a pseudonymised form (e.g. using initials), with identifying information stored separately and securely. Records are stored securely (electronically password protected/encrypted and/or in locked storage) and reasonable steps are taken to protect data from unauthorised access, loss, or misuse.
In the event of a personal data breach, the risk shall be assessed and, where required, the Information Commissioner’s Office (ICO) shall be informed within 72 hours and affected individuals shall be notified without undue delay.
How Long Client Data Is Kept: If you have entered into a contract with Fieldfare Therapy, records are typically retained for 5 years after the end of therapy. This is in line with professional, ethical and current insurance requirements. This may vary depending on legal or safeguarding obligations. After this period, data is securely deleted or destroyed.
Data Sharing: Your personal data will not be shared or sold for marketing or sales purposes.
In the event of my death or incapacity, a nominated Therapeutic Executor may access limited contact details solely to inform clients.
Zoom is used to provide online consultations and therapy sessions. If you request a free online consultation or have online therapy sessions, your email address will be shared with Zoom to facilitate this.
Third-Party Data Processors: Trusted third-party services are used to support Fieldfare Therapy, including Wix (website hosting), Zoom (for online consultations or therapy sessions), and Google (email and business profile). These providers may process personal data in connection with the delivery of services.
Meta is also used for Facebook and Instagram profiles and advertising of Fieldfare Therapy. Meta may process limited personal data where you interact with Fieldfare Therapy’s social media profiles or advertisements.
Some providers may transfer data outside the UK. Where this occurs, appropriate safeguards are in place. These organisations have their own privacy policies, which can be accessed via their websites.
Your Rights: Under data protection law, you have the right to access, correct, erase, restrict or object to processing of your data, and to request data portability. Requests will be responded to within one month. Please note that some data may need to be retained for legal, insurance or safeguarding obligations.
Further Information and Complaints: To discuss this further, to exercise any of your rights, or make a complaint please email fieldfaretherapy@gmail.com
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).
This Privacy Notice may be updated from time to time, so please check for updates.
A paper copy of the Privacy Notice is available on request.
April 2026