Privacy Notice

Helen McDonald Therapies is the trading name of Helen McDonald. This Privacy Notice applies to all services provided by Helen McDonald Therapies, including Solution Focused Hypnotherapy and Reflexology.

Terms

“Helen McDonald” and “Helen McDonald Therapies” are used interchangeably in this document.

General

This privacy notice explains how Helen McDonald Therapies collects, uses, stores and protects personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Data (Use and Access) Act 2025.

The purpose of this Privacy Notice is to explain clearly and transparently how personal information is collected and used within the business, and the steps taken to ensure that information is handled lawfully, fairly and securely.

How will my data be processed and stored?

UK data protection law exists to ensure that personal and sensitive information is used transparently, securely and only where there is lawful basis to do so.

As part of providing Solution Focused Hypnotherapy and Reflexology services, Helen McDonald Therapies may process personal data and special category health-related information. This information is only collected where necessary to provide safe, appropriate and effective therapeutic support.

Helen McDonald is registered with the Information Commissioner’s Office (ICO) and is committed to handling personal data lawfully, fairly and securely. This may include identifiable information such as your name, address, contact details, health and wellbeing information, session notes, emails, messages and appointment records.

How long will you hold my information for?

Helen McDonald retains client records in accordance with professional association guidance, legal obligations and professional insurance requirements.

Adult client records are retained for 8 years after the final session or treatment. Records relating to children are retained until their 25th birthday. If treatment ends when a young person is aged 17, records are retained until their 26th birthday.

Client records are securely destroyed or permanently deleted once the required retention period has expired.

What if I would like my data to be destroyed before this date?

Due to the sensitive nature of therapeutic records and professional insurance requirements, client records cannot normally be deleted before the minimum retention period has expired.

Am I able to see or get a copy of the information held by you?

In line with UK data protection law, you may request access to the personal information held about you.

Requests should be made in writing and identity verification may be required before information is released.

Requests will normally be processed free of charge unless they are excessive, repetitive or manifestly unfounded, in line with UK data protection law.

Helen McDonald Therapies will normally respond within one calendar month. NB Helen McDonald insurance company’s legal team may wish to verify any information Helen McDonald sends out.

What are your reasons for collecting this information?

Helen McDonald Therapies collects information in order to provide safe, effective and appropriate Solution Focused Hypnotherapy and Reflexology services.

This may include:

  • Your contact details
  • Emergency contact details
  • GP details
  • Relevant health and wellbeing information
  • Brief session notes
  • Lifestyle information relevant to therapy
  • Information about therapy goals, symptoms and progress

This information allows continuity between sessions and supports safe and professional therapeutic care.

What is the lawful basis for processing my information?

Helen McDonald Therapies processes personal information under the lawful bases of:

  • Contractual necessity – where information is needed to provide agreed services
  • Legitimate interests – to maintain appropriate clinical records and ensure continuity of care
  • Consent – where explicit permission is required, such as contacting a GP or another healthcare professional
  • Legal obligations – where records must be retained for professional, insurance or safeguarding purposes

Some information collected may be considered special category data relating to health and wellbeing. This information is processed only where necessary for the provision of therapeutic and wellbeing support and is handled with additional care and confidentiality.

As a professional therapist and reflexologist, Helen McDonald processes health-related information in accordance with professional standards, confidentiality obligations and applicable UK data protection law.

How do I know that Helen McDonald Therapies will store my information safely?

Reasonable measures are taken to ensure personal information is stored securely.

  • Paper records are stored in locked storage.
  • Digital records are stored on password-protected devices.
  • Mobile devices are protected by PIN, password and/or biometric security.
  • Email accounts are protected with strong passwords and security measures.
  • iCloud backup systems may be used for secure storage and recovery purposes.
  • Third-party systems including Calendly, Setmore, Mailchimp and WhatsApp may be used for appointment scheduling, communication and client administration.

Where third-party systems or digital service providers are used, reasonable steps are taken to ensure they comply with UK data protection requirements.

Clients may choose to communicate via WhatsApp, although no electronic communication method can ever be guaranteed completely secure.

Are our discussions within the hypnotherapy and Reflexology sessions confidential?

Everything discussed during therapy sessions remains confidential.

Occasionally it may be necessary to discuss elements of sessions with a professional supervisor to ensure the highest standard of care. Any discussions are anonymised wherever possible and limited only to information necessary for professional supervision purposes.

What if I see Helen McDonald outside of a therapy session?

Helen McDonald is committed to protecting client confidentiality at all times. For this reason, although a polite acknowledgement may occur, it is considered best practice to avoid discussing therapy in a public setting.

Will Helen McDonald Therapies discuss information about me with other health and social care professionals?

Helen McDonald will only contact healthcare or other professionals with your written consent.

Exceptions may apply where there is a legal obligation, safeguarding concern, or serious safety concern involving risk of harm to yourself or others. Where possible, this would normally be discussed with you before any action is taken.

Information may also need to be disclosed where legally required, such as in response to a court order or lawful request from authorities.

Your rights under data protection law

Under UK data protection law, you have rights relating to your personal information, including:

  • The right to access your information
  • The right to request correction of inaccurate information
  • The right to request erasure in limited circumstances
  • The right to restrict or object to certain processing
  • The right to data portability
  • The right to withdraw consent where consent is relied upon
  • The right to complain to the Information Commissioner’s Office (ICO)

You are not normally required to pay a fee when exercising your rights.

Further information about your rights can be found on the ICO website.

Therapists Rights

If a client does not agree to Helen McDonald Therapies holding information required for safe and appropriate treatment, it may not be possible to provide therapy services.

Professional, legal and insurance obligations may require certain records to be retained even where a client requests erasure of their information.

Secure transfer of records between protected devices and systems may occur where necessary for business continuity and secure record management.

How to complain

If you have any concerns regarding how your personal information is collected, stored or used, you may raise a complaint directly with Helen McDonald Therapies.

If you remain dissatisfied, you also have the right to complain to the Information Commissioner’s Office (ICO).

Further information can be found at https://ico.org.uk/.

Who is the Data Controller and what is their ICO registration number?

The Data Controller is Mrs Helen McDonald at Helen McDonald Therapies.

ICO Registration number: ZB043340

This policy was last updated May 2026. It may be updated at any time periodically to reflect legal, regulatory or operational changes.