Privacy Policy and Privacy Notice

Trance for a Change Hypnotherapy
Data Controller: Vicky Tunaley
ICO Registration Number: ZA381997
Last updated: August 2026

Your privacy is important to me. This Privacy Policy explains how I collect, use, store and protect your personal information when you contact Trance for a Change, visit this website or receive hypnotherapy or BWRT services.

I only collect information that is reasonably necessary to provide a safe and professional service, manage appointments, communicate with you and meet my legal and professional responsibilities.

I do not sell or rent your personal information to anyone.

This Privacy Policy may be updated occasionally to reflect changes in the law, technology or the way my practice operates. The latest version will always be available on this website.

Who I Am and How to Contact Me

Trance for a Change is the trading name of Vicky Tunaley, an independent hypnotherapist and BWRT® practitioner based in Hinckley, Leicestershire.

For the purposes of UK data protection legislation, I am the Data Controller. This means I am responsible for deciding how your personal information is collected, used, stored and protected.

If you have any questions about this Privacy Policy, how your personal information is handled, or if you wish to exercise any of your data protection rights, please contact me using the details below:

Vicky Tunaley
Trance for a Change Hypnotherapy
Email: tranceforachange@gmail.com
Telephone: 0797 054 0389
Website: www.tranceforachange.com

If you remain unhappy after contacting me, you have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK’s independent authority for data protection. Further information is available at www.ico.org.uk.

What Information I Collect

The information I collect depends on how you contact me and the services you receive.  I only collect information that is reasonably necessary to provide a safe and effective hypnotherapy service.

This may include:

  • Your name, address, telephone number and email address.
  • Your date of birth and emergency contact details, where appropriate.
  • Information about the reason you are seeking therapy and any relevant medical or wellbeing information you choose to share.
  • Brief clinical notes relating to your appointments and progress.
  • Appointment dates, attendance records and payment information.
  • Copies of emails, text messages or other correspondence relating to your appointments.
  • Information you provide through my website contact form or online booking system.

With your separate consent, I may also collect:

  • Testimonials or reviews that you choose to provide.

How I Use Your Information

I use your personal information only where it is necessary to provide a safe, professional and effective hypnotherapy service. This includes:

  • Responding to your enquiries and arranging appointments.
  • Providing hypnotherapy and BWRT® sessions.
  • Maintaining appropriate clinical records.
  • Communicating with you about your appointments or therapy.
  • Processing payments and maintaining financial records.
  • Meeting my legal, professional and insurance obligations.
  • Improving the services I provide where appropriate.

I will only use your personal information for the purposes for which it was collected, unless I am legally required or permitted to do otherwise.

My Lawful Basis for Processing Your Information

UK data protection law requires me to have a lawful reason for collecting and using your personal information.

When you contact me to enquire about my services or book an appointment, I use your information to take steps at your request before entering into a contract for therapy.

Once you become a client, I process your personal information because it is necessary to provide the hypnotherapy services you have requested and to meet my legal and professional obligations.

Some of the information you choose to share with me, such as details about your physical or mental health, is classed as special category data under UK data protection law. This information is given additional legal protection. I only collect and use this information where it is necessary to provide a safe and appropriate therapeutic service and to fulfil my professional responsibilities.

Where I ask for your consent, such as if you choose to provide a testimonial or agree to receive marketing communications, you are free to withdraw your consent at any time.

Who I Share Your Information With

I treat your personal information as confidential and will only share it where it is necessary to provide my services, meet my legal or professional obligations, or where you have given your consent.

To help me provide my services, I use a small number of trusted third-party providers. These organisations process information on my behalf or provide services that support my business. They each have their own privacy policies and security measures.

These providers may include:

  • D9 Hosting – website hosting.
  • Google Analytics – anonymous website usage statistics.
  • PayPal and SumUp – payment processing.
  • Microsoft Teams, Zoom and WhatsApp – online appointments and client communication where appropriate.

I will only share your personal information where it is necessary to provide the service you have requested, where required by law, or where there is a safeguarding concern or serious risk of harm.

I do not sell, rent or share your personal information with third parties for marketing purposes.

How I Store and Protect Your Information

I take appropriate steps to protect your personal information from unauthorised access, loss, misuse or disclosure.

Your information may be stored securely in both paper and electronic formats. For example:

  • Paper records, including client notes, are kept securely in a locked filing cabinet.
  • Electronic records are stored on password-protected devices.
  • Appointment details may be recorded in a paper diary and, where appropriate, in Microsoft Outlook or Google Calendar to help manage appointments.
  • Emails and electronic communications are protected by the security measures provided by the relevant service providers.

I regularly review the information I hold to ensure it remains accurate, relevant and no longer than is necessary for the purposes for which it was collected.

While every reasonable effort is made to protect your information, no method of electronic storage or internet transmission can be guaranteed to be completely secure.

How Long I Keep Your Information

I only keep your personal information for as long as it is necessary to fulfil the purposes for which it was collected and to meet my legal, professional and insurance obligations.

My retention periods include:

  • Client records and session notes: 8 years after your final appointment, in accordance with professional guidance.
  • Records relating to clients under 18 years of age: until the client’s 25th birthday (or 26th birthday if they were 17 when therapy ended).
  • Financial records: retained for the period required by UK tax legislation.

When information is no longer required, it is securely destroyed or permanently deleted, as appropriate.

Your Rights

Under UK data protection law, you have a number of rights in relation to your personal information. These include the right to:

  • Be informed about how your personal information is collected and used.
  • Request access to the personal information I hold about you.
  • Request that inaccurate or incomplete information is corrected.
  • Request that your personal information is erased in certain circumstances.
  • Request that the processing of your information is restricted in certain circumstances.
  • Object to the processing of your personal information where applicable.
  • Request a copy of your personal information in a portable format where this right applies.

If you would like to exercise any of these rights, please contact me using the details provided in this Privacy Policy. I will respond to your request in accordance with UK data protection legislation.

Please note that there may be occasions where I am legally or professionally required to retain certain information, even if you ask for it to be deleted. If this applies, I will explain the reasons to you.

Cookies and Website Analytics

Like most websites, Trance for a Change uses cookies to help the website function correctly and to improve your browsing experience.

I use Google Analytics to collect anonymous information about how visitors use my website, such as which pages are visited most often and how long visitors spend on the site. This information does not identify you personally and helps me understand how I can improve my website.

Most web browsers automatically accept cookies, but you can choose to disable or manage cookies through your browser settings if you prefer. Please note that disabling cookies may affect the way some parts of the website function.

Questions, Concerns and Complaints

If you have any questions about this Privacy Policy or how your personal information is handled, please don’t hesitate to contact me. I will always do my best to answer your questions and resolve any concerns promptly and fairly.

If you wish to exercise any of your data protection rights, please contact me using the details provided in this Privacy Policy.

If you remain dissatisfied with the way your personal information has been handled, you have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK’s independent authority for data protection.

Information Commissioner’s Office (ICO)
Website: www.ico.org.uk
Telephone: 0303 123 1113

Thank you for taking the time to read this Privacy Policy.