Privacy Policy

Your privacy is important to me. This Privacy Policy explains how I collect, use, store and protect your personal information when you visit my website, book a call or work with me.

Who I am

I am Sandrine Fuentes, a Hypnotherapy & Neuro-Linguistic Programming (NLP) Practitioner providing online sessions.

For the purposes of UK data protection law, I am the data controller for the personal information I collect and use in connection with my practice.

Contact:
contact@sandrinefuentesconsulting.com

Information I may collect

The information I collect depends on how you interact with me and may include:

• your name and contact details;
• information you provide when booking an exploratory call or session;
• correspondence between us;
• information provided through an intake or consent form;
• information relevant to the work we undertake together, which may include information about your health, medication, wellbeing, current therapeutic or medical support, and the reason you are seeking support;
• session notes and records relating to our work together;
• payment and transaction information; and
• limited technical information generated when you use my website or third-party services used to provide my services.

I aim to collect only information that is relevant and reasonably necessary.

Please avoid including detailed or highly sensitive personal information in general email, WhatsApp, SMS or booking messages unless it is necessary.

How I use your information

I may use your personal information to:

• respond to enquiries;
• arrange and manage exploratory calls and sessions;
• assess whether my services are appropriate for you;
• prepare for and provide hypnotherapy and NLP sessions;
• maintain appropriate client and session records;
• communicate with you about our work together, including brief follow-ups or check-ins;
• process payments;
• manage my professional, legal, insurance and administrative responsibilities; and
• protect the safety, security and integrity of my practice and services.

I do not sell your personal information.

I do not use client information for unrelated marketing without an appropriate basis for doing so.

My lawful basis for using your information

Depending on the purpose, I may process personal information because it is necessary:

• to take steps at your request before entering into an agreement with you or to provide services we have agreed;
• to comply with a legal obligation; or
• for legitimate interests connected with running and protecting my professional practice, where those interests do not override your rights and interests.

Some information you choose to provide may relate to your physical or mental health. Health information is treated as special-category personal data under UK data protection law and receives additional protection.

Where I need to process health or other special-category information in connection with my work with you, I will identify and document the appropriate legal condition for doing so and will only collect information that is reasonably necessary for the purpose.

Where explicit consent is the appropriate condition, I will ask for it separately and clearly.

How your information is stored and protected

Client records are kept in secure, access-controlled electronic storage.

I take reasonable technical and organisational measures to protect personal information from unauthorised access, accidental loss, misuse or disclosure. These measures include appropriate device and account security, access controls and encryption where appropriate.

Where temporary handwritten session notes are used, relevant information may be transferred to the client’s secure digital record and the temporary paper notes securely destroyed when they are no longer required.

I aim to maintain one organised master client record rather than unnecessary duplicate copies.

Sessions are not routinely audio or video recorded.

Services and third parties

I use trusted third-party services where necessary to operate my practice. These may include:

• Calendly for appointment scheduling;
• Zoom for online calls and sessions;
• Stripe for payment processing;
• email and electronic communication providers;
• website hosting and domain service providers; and
• secure digital storage or technology providers used to maintain business and client records.

These providers may process limited personal information on my behalf or as independent controllers, depending on the service they provide.

Each provider operates under its own privacy and security arrangements.

Some providers may process information outside the United Kingdom. Where this occurs, I take reasonable steps to use providers that have appropriate safeguards for international transfers as required by applicable data protection law.

Payments

Payments are processed through Stripe.

I do not receive or store your full payment card details. Payment information is processed by Stripe in accordance with its own privacy and security practices.

Calendly and Zoom

If you book through Calendly, the information you enter during the booking process is processed through Calendly and may also be included in calendar or appointment information.

Online exploratory calls and sessions may take place using Zoom.

Please be mindful of the amount of sensitive information you include in booking fields, calendar entries or ordinary electronic communications.

Email, WhatsApp and SMS

Email, WhatsApp or SMS may be used for practical communication, appointment-related matters and brief check-ins where appropriate.

These channels are not intended as a substitute for a session or as the primary place for detailed therapeutic or highly sensitive disclosures.

Electronic communications carry inherent privacy and security risks, so I encourage clients to share sensitive information through the appropriate agreed channels wherever possible.

How long I keep information

I keep personal information only for as long as it is reasonably necessary for the purpose for which it was collected, including professional, legal, insurance, safeguarding and record-keeping requirements.

Retention periods may vary according to the type of information and the circumstances of the work.

I periodically review the information I hold and securely delete or destroy information when there is no longer a reasonable need to retain it.

Confidentiality and disclosure

Information shared during our work is treated confidentially.

There may, however, be circumstances in which information needs to be disclosed, including where:

• you have given permission;
• disclosure is required by law;
• there is a serious concern about immediate risk of harm to you or another person;
• there is a safeguarding concern; or
• disclosure is reasonably necessary in connection with legal or professional obligations.

Where appropriate and lawful, I will aim to discuss such disclosure with you.

Your data protection rights

Depending on the circumstances, you may have rights under UK data protection law, including the right to:

• request access to personal information I hold about you;
• ask for inaccurate information to be corrected;
• request deletion of your information in certain circumstances;
• request restriction of processing in certain circumstances;
• object to certain uses of your information;
• request transfer of certain information; and
• withdraw consent where processing is based on consent.

These rights are not absolute and may depend on the circumstances and the legal basis on which information is held.

To make a request or ask a question about your personal information, please contact:
contact@sandrinefuentesconsulting.com

You also have the right to raise a concern with the UK Information Commissioner’s Office (ICO) if you are unhappy with how your personal information has been handled.

Website cookies and analytics

The website is intended to use only cookies or similar technologies that are necessary for its basic operation unless additional analytics or other optional technologies are introduced.

Third-party websites or services that you choose to visit, such as Calendly, may use their own cookies and similar technologies under their own privacy policies.

If the technologies used on this website change, this Privacy Policy and any necessary cookie information will be updated accordingly.

Changes to this policy

I may update this Privacy Policy from time to time to reflect changes in my services, technology, professional requirements or applicable law.

The current version will be available on this website.