GDPR Notice

Jody Macmillan DSFH, HPD

How will my data be processed and stored?

In May 2018, the Data Protection Act was replaced by the General Data Protection Regulation

(GDPR). Jody Macmillan Mind and Wellbeing is GDPR registered. The changes to the Data

Protection Act are aimed at ensuring your personal, confidential and sometime sensitive data, is

held privately and securely. This means that any data you give to Jody Macmillan Mind and

Wellbeing must be processed in a way you agree with. GDPR exists to protect your rights as a

consumer. It applies to your identifiable data, e.g., your Name and address & any reason you

might have for visiting Jody Macmillan Hypnotherapy. It also covers any session records, text

messages or emails between Jody Macmillan Mind and Wellbeing & yourself.

How long will you hold my information for?

I am obligated to keep any written records securely for 8 years after the last interaction with an

adult client. For clients under 16 years old when last seen, I will keep records until they reach

the age of 25. For clients 17 or 18 years old when last seen, I will keep records until they reach

the age of 26.

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

Due to the sensitive nature of what Jody Macmillan Mind and Wellbeing offers, the insurance

company advises that deletion of any client’s data cannot occur before the minimum term as

above.

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

Yes, in line with GDPR you can obtain a copy of the information I hold within 30 days by

submitting a written request and by providing ID.

What are your reasons for collecting this information?

Jody Macmillan Mind and Wellbeing strives to offer the highest quality support to her clients and

to do so she will collect the following information:

An idea of what you would like to achieve by coming for Mind and Wellbeing sessions.

A small amount of medical information

Some brief session notes

Your contact details

GP contact details

Some basic information about your important others

This information allows Jody Macmillan Mind and Wellbeing to provide continuity within the

sessions, to help you towards your goal. This information will allow Jody Macmillan Mind and

Wellbeing to refer to the content of earlier sessions and previous discussions. Jody Macmillan

Mind and Wellbeing will only use your contact details/address and GP’s details with your explicit

consent. See client agreement and refer back to conversations in the initial consultation.

How do I know that you will store my information securely?

Any written records are kept in a secure and where applicable electronic records under

password protection. Both methods are accessible to only me and are in line with GDPR

regulations.

Are our discussions within the Mind and Wellbeing sessions confidential?

Yes, everything discussed in sessions is strictly confidential. The only time she would need to

speak to others about you personally is from a safeguarding point of view, in which case I may

be required to contact your GP or an emergency service.

Occasionally it may be necessary for Jody Macmillan Mind and Wellbeing to discuss elements

of your sessions with their supervisor to ensure that they are helping you in the most effective

way. However, no identifying features about you will be disclosed during these discussions. Jody

Macmillan Mind and Wellbeing’s supervisor is also registered with the ICO and abides by GDPR

requirements.

What if I see you outside of a Mind and Wellbeing session?

If Jody Macmillan Mind and Wellbeing was to see you in public outside of a session, she will not

acknowledge you, unless you acknowledge her first. Some people do not disclose to friends or

family they are receiving therapy and so she will not interact with you, unless you initiate it.

Jody Macmillan Mind and Wellbeing is obliged by GDPR to always protect your confidentiality.

So, for this reason, although she may acknowledge you, it would be ideal if any further

conversation could be avoided. However, if you wish to discuss your therapy with other people,

that is your choice and you are welcome to do so.

Will you discuss information about me with other health and social care professionals?

Only if its deemed medically necessary and only with your prior written consent.

Jody Macmillan Mind and Wellbeing does have a ‘duty of care’ towards her clients, so the only

exceptions to this would be if they believed that you were about to harm yourself or others.

Should this occur then Jody Macmillan Mind and Wellbeing would be required to inform the

relevant authorities. However, Jody Macmillan Mind and Wellbeing would always aim to discuss

this with you before taking any action.

Legally, Jody Macmillan Mind and Wellbeing would also have to provide the police with

information as set out in a warrant or court order, should the situation arise.

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

Data Controller is Jody Macmillan. This policy was last updated October 2025. It may be

updated at any time, so please check back regularly to ensure that you're aware of the latest

version. ICO Registration number: ZB926539.