1. Introduction
Welcome to Mind Calm Therapies.
Your privacy is very important to us. This policy explains how we collect, use, store and protect your personal information when you visit our website, make an enquiry, subscribe to updates, or become a client.
We comply fully with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Who We Are
Mind Calm Therapies is a UK-based counselling, hypnotherapy and wellbeing practice operated by Katharine James.
We offer therapy, wellbeing resources, online content, and links to trusted affiliate partners.
Mind Calm Therapies is the data controller for the personal data collected through this website.
3. What Information We Collect
We may collect and process the following types of information:
a. Personal information you provide directly
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Name, email address and phone number when you contact us or book an appointment
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Information shared in therapy sessions or wellbeing consultations (kept confidential under professional ethics)
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Details provided when subscribing to our mailing list or completing online forms
b. Automatically collected data
When you visit our site, standard analytics tools (such as Google Analytics or WordPress plugins) may automatically collect:
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IP address
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Browser type and device information
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Pages visited and time spent on the site
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Referral source (e.g. social media or search engine)
c. Affiliate and partner links
Some pages include affiliate links to recommended products or services. When you click these links, a small tracking cookie may be used by the affiliate partner to register a potential commission.
We do not receive or store your payment details.
4. How We Use Your Information
We use your information to:
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Respond to enquiries and provide therapy or coaching services
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Schedule and manage appointments
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Send updates, wellbeing resources or newsletters (only if you opt in)
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Improve website performance and user experience
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Maintain client records securely in line with professional and legal obligations
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Comply with insurance, tax, or ethical record-keeping requirements
We will never sell or rent your personal data.
5. Legal Basis for Processing
Under UK GDPR, we rely on the following lawful bases:
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Contractual necessity – to provide services or respond to your request
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Consent – when you sign up for newsletters or agree to affiliate tracking
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Legal obligation – to retain certain records for professional or tax purposes
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Legitimate interest – for website analytics and business administration
6. How We Store and Protect Your Data
Your data is stored securely using password-protected systems, encrypted email (where possible), and GDPR-compliant cloud storage providers.
Therapy notes are kept separately from identifiable personal details.
We retain:
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Enquiry emails for up to 12 months
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Therapy notes for up to 7 years after the end of therapy (as required by professional standards)
All records are then securely deleted or shredded.
7. Sharing of Data
We will only share your data when:
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You give written consent (e.g. for referral to another professional)
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Required by law (e.g. safeguarding, court order, or serious risk disclosure)
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Processed through third-party service providers who assist us in running the website or scheduling appointments (e.g. email host, website host, booking platform) — all of whom comply with GDPR.
8. Cookies
This website may use cookies for functionality and analytics.
You can disable cookies in your browser settings if you prefer not to accept them, but some website features may not function correctly.
For more details, see our Cookie Policy
9. Your Rights
Under the UK GDPR you have the right to:
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Access a copy of the data we hold about you
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Request correction or deletion of inaccurate information
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Withdraw consent to marketing emails
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Request that we restrict or stop processing your data
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Lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data has been mishandled: www.ico.org.uk
To exercise any of these rights, contact: kate@mindcalmtherapies.co.uk (or use the contact page)
10. External Links
Our website may contain links to other websites, including affiliate partners.
We are not responsible for the privacy practices or content of these sites.
Please read their individual privacy policies before sharing any personal information.
11. Updates to This Policy
This Privacy Policy may be updated periodically to reflect legal or operational changes.
The latest version will always be available on this page.
12. Contact
If you have any questions or concerns about this Privacy Policy or how we handle your data, please contact:
Mind Calm Therapies
Email: kate@mindcalmtherapies.co.uk
Website: www.mindcalmtherapies.co.uk
(or use the contact page)
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