Privacy and Data Protection Statement

Karen Shaw Hypnotherapy is committed to protecting and respecting your privacy. This policy sets out the basis on which any personal information we collect from you, or that you provide to us, will be used.

What Data and Information we collect and hold

We may collect and hold data such as:

  • name
  • date of birth
  • contact information such as telephone numbers, email and postal addresses

How we will use your data

  • For contact purposes relating to your appointments and your treatment.
  • We also gather information about your mental and physical health, your personal and professional life, and any other information you may disclose as part of your therapy sessions. This is to help us understand your situation and to assist in creating a treatment plan.

Where we will store your data

Paper records will be kept in a lockable desk or filing cabinet.
Digital records (email address and any emails) will be kept on a password protected computer, and your phone number may be stored on my mobile phone.

Access to your information

Under the Data Protection Act you can ask to see the personal information we hold on you.


By submitting your information and by accepting the data protection terms, you consent to the use of your personal information as set out in this privacy policy.

How long do we keep your records?

Emails will be deleted when they are no longer needed, usually after a few weeks, and sensitive emails within days. I don’t “reply” to these but send a new one so the sensitive information is not in a thread. Please, however, be aware that although every effort is made to keep email correspondence confidential, the internet is not secure.

I have a separate business mobile phone and delete numbers 6 months after the last session.

Your session notes and personal information will be kept for 8 years which is an insurance requirement, after which they will be securely destroyed by shredding or burning.

In the event of a breach of security, for example if my premises are subject to a break-in or my computer is hacked, you will be informed as soon as possible after I become aware of it.

If I become unable to work, you will be informed by an appointed person and will have the right to request any paper records be handed over to you, or to have them securely destroyed. All digital records will be erased.