Privacy Policy
Privacy Policy
Introduction
Mindful Moments Therapies is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and applicable guidance issued by the Information Commissioner's Office (ICO).
This policy applies where we act as a Data Controller in relation to the personal data of website visitors, clients, prospective clients, and service users. We determine the purposes and means of processing your personal data.
In this policy, "we", "us", and "our" refer to Mindful Moments Therapies.
Our Details
Mindful Moments Therapies is owned and operated by Phiona Hutton.
Business Address:
Purbrook Way
Havant
Hampshire
PO9 3SG
United Kingdom
Email:
enquiries@mindfulmomentstherapies.co.uk
Website:
www.mindfulmomentstherapies.co.uk
Data Protection Responsibility
Mindful Moments Therapies is responsible for ensuring that personal data is processed in accordance with UK data protection legislation.
For all data protection enquiries, requests, or complaints, please contact:
Phiona Hutton
Email: enquiries@mindfulmomentstherapies.co.uk
How We Use Your Personal Data
Website Usage Data
We may process information about your use of our website ("usage data"), including:
IP address
Geographical location
Browser type and version
Operating system
Referral source
Length of visit
Page views
Website navigation paths
Date and time of visits
This information may be collected through analytics tools and cookies.
Purpose:
To analyse website performance, improve user experience, maintain website security, and understand visitor behaviour.
Lawful Basis:
Legitimate Interests and, where required, your Consent through our cookie banner.
Client and Enquiry Data
We may process personal information that you provide when contacting us or using our services, including:
Name
Address
Telephone number
Email address
Date of birth
Occupation
Emergency contact details
Appointment information
Therapy requirements
Purpose:
To assess enquiries, arrange appointments, provide therapeutic services, maintain records, and communicate with you.
Lawful Basis:
Performance of a Contract and Legitimate Interests.
Special Category Data
As part of providing therapy services, we may process special category personal data concerning your health, wellbeing, medical history, and therapeutic needs.
Purpose:
To provide safe, effective, and appropriate therapeutic support.
Lawful Basis:
Article 6(1)(b) UK GDPR (Contract) and Article 9(2)(h) UK GDPR (Provision of Health or Social Care).
We process this information subject to strict confidentiality and appropriate safeguards.
Publication Data
Where you submit testimonials, reviews, or other content for publication, we may process and publish that information.
Lawful Basis:
Consent.
You may withdraw your consent at any time.
Marketing Communications
We may process your contact details to send newsletters, updates, or promotional communications.
Lawful Basis:
Consent.
You may unsubscribe at any time by using the unsubscribe link provided in communications or by contacting us directly.
Transaction Data
We may process information relating to payments and transactions.
This may include:
Contact details
Transaction details
Payment records
Please note that payment card information is processed by secure third-party payment providers and is not stored by us.
Purpose:
To provide services, maintain financial records, and comply with legal obligations.
Lawful Basis:
Contract and Legal Obligation.
Correspondence Data
We may process information contained within communications you send to us.
Purpose:
To communicate with you, respond to enquiries, and maintain records.
Lawful Basis:
Legitimate Interests.
Legal and Regulatory Requirements
We may process personal data where necessary:
To comply with legal obligations;
To establish, exercise, or defend legal claims;
To protect your vital interests or those of another person;
To obtain professional advice or insurance coverage.
Lawful Basis:
Legal Obligation, Legitimate Interests, or Vital Interests as applicable.
Data Retention
We retain personal information only for as long as necessary to fulfil the purposes for which it was collected.
In particular:
Enquiry records are normally retained for up to 12 months.
Client records, including Initial Assessments, may be retained for up to 7 years after the end of therapy services.
Financial and accounting records are retained for at least 6 years to comply with UK tax legislation.
Where legal, regulatory, safeguarding, or insurance requirements apply, records may be retained for longer periods where necessary.
Sharing Your Information
We do not sell your personal data.
We may share personal information where necessary with:
Professional advisers;
Insurers;
Regulatory bodies;
Payment processors;
IT and website service providers;
Legal authorities where required by law.
All third parties are required to respect the security of your personal data and process it in accordance with applicable data protection laws.
International Transfers
We do not routinely transfer personal data outside the United Kingdom.
Where any service provider processes personal data outside the UK, we will ensure that appropriate safeguards are in place, including the use of approved International Data Transfer Agreements or other lawful transfer mechanisms.
Cookies
Our website uses cookies and similar technologies.
Where required by law, we will request your consent before placing non-essential cookies on your device.
You may manage your cookie preferences through our cookie banner or browser settings.
Further information is available in our Cookie Policy.
Your Rights
Under UK GDPR, you have the right to:
Access your personal data;
Request correction of inaccurate data;
Request erasure of your personal data;
Restrict processing;
Object to processing;
Data portability;
Withdraw consent at any time where consent is the lawful basis for processing;
Lodge a complaint with the Information Commissioner’s Office (ICO).
Requests may be submitted by email to:
enquiries@mindfulmomentstherapies.co.uk
We will respond in accordance with applicable data protection legislation.
Security of Personal Data
We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure.
However, no method of transmission over the internet can be guaranteed to be completely secure.
How to Make a Complaint
If you have concerns about how we collect, use, or protect your personal data, please contact us first so that we can investigate and attempt to resolve the issue.
Email:
enquiries@mindfulmomentstherapies.co.uk
We aim to acknowledge complaints promptly and respond without undue delay.
If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).
The ICO can be contacted via:
or by telephone on 0303 123 1113.
Changes to this Policy
We may update this Privacy Policy from time to time to reflect changes in legal, regulatory, or operational requirements.
The latest version will always be available on our website.
Confidentiality and Safeguarding
Mindful Moments Therapies treats all client information as confidential and will not disclose information shared during therapy sessions to third parties without your consent, except where disclosure is required or permitted by law.
Confidential information may be disclosed where:
There is a serious risk of harm to you or another person;
There are safeguarding concerns involving a child or vulnerable adult;
Disclosure is required by a court order or other legal obligation;
Disclosure is necessary for the prevention or detection of serious crime;
Disclosure is required by a professional regulator, insurer, or legal adviser where appropriate and lawful.
Where possible and appropriate, we will seek to discuss any necessary disclosure with you before information is shared.
Clinical Records and Session Notes
As part of providing therapeutic services, we may create and maintain clinical records, including session notes.
These records may include:
Assessment information;
Health and wellbeing information;
Therapy goals and treatment plans;
Session summaries;
Progress notes;
Relevant correspondence.
Clinical records are maintained to support continuity of care, ensure safe and effective therapy, comply with professional obligations, and protect the interests of both clients and practitioners.
Access to clinical records is restricted to authorised personnel only and appropriate security measures are in place to protect their confidentiality.
Unless a longer retention period is required by law, insurance requirements, safeguarding considerations, or professional obligations, clinical records will normally be retained for up to seven years following the end of therapy services.
For clients under the age of 18, records may be retained until the client reaches the age of 25, or longer where required by applicable legislation or professional guidance.
Website Analytics and Cookies
Our website uses cookies and similar technologies to improve functionality, enhance user experience, and understand how visitors use our website.
Cookies may be categorised as:
Strictly Necessary Cookies
These cookies are essential for the operation and security of the website and cannot be disabled through our cookie preference tools.
Analytics Cookies
We use analytics services, including Google Analytics, to collect information about website usage, such as:
Pages visited;
Time spent on pages;
Navigation paths;
Device information;
General geographic location.
Analytics cookies are only placed on your device where you have provided your consent through our cookie consent mechanism.
Google may process certain analytics information on servers located outside the United Kingdom. Where this occurs, appropriate safeguards are applied in accordance with UK data protection legislation.
Managing Cookies
You may:
Accept or reject non-essential cookies through our cookie banner;
Change your cookie preferences at any time;
Configure your browser settings to block or delete cookies.
Please note that disabling certain cookies may affect website functionality.
Further information can be found in our Cookie Policy.
Automated Decision-Making
Mindful Moments Therapies does not use personal data for automated decision-making or profiling that produces legal effects or similarly significant effects on individuals.
Data Security
We take the security of personal information seriously and implement appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, disclosure, alteration, or destruction.
Such measures may include:
Password-protected systems and devices;
Secure email and communication systems;
Restricted access to records;
Secure storage of paper records;
Regular review of security procedures.
While we take reasonable precautions, no electronic transmission or storage system can be guaranteed to be completely secure.
Lawful Bases for Processing
Depending on the circumstances, we process personal data under one or more of the following lawful bases under UK GDPR:
Consent;
Performance of a Contract;
Compliance with a Legal Obligation;
Protection of Vital Interests;
Legitimate Interests.
Where we process Special Category Data, such as health information, we rely on additional conditions under Article 9 UK GDPR, including the provision of health or social care and the management of health-related services.
Children's Data
Our services are generally intended for adults.
Where services are provided to children or young people, personal data will be processed in accordance with applicable laws, professional guidance, and safeguarding requirements.
Where consent is required, we will seek consent from a parent, guardian, or individual with parental responsibility where appropriate.
Information Commissioner's Office (ICO)
If you are dissatisfied with how we have handled your personal information, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent authority responsible for upholding information rights.
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: https://www.ico.org.uk
We would appreciate the opportunity to address your concerns before you contact the ICO.