At Sorava Minds, we are committed to protecting your personal data and ensuring your privacy is respected. This Privacy Notice explains how we collect, use, store, and protect your personal information when you use our website, book an appointment, or receive Solution Focused Hypnotherapy services with us. 

1. Who We Are

Sorava Minds is a Solution Focused Hypnotherapy practice operated by Karen Jones and Gina Jones. For the purposes of UK GDPR and data protection laws, Sorava Minds acts as the Data Controller for your personal information.

2. Information We Collect

We may collect and process the following information:

• Contact Details: Name, email address, telephone number, and postal address.

• Intake & Therapy Information: Information submitted via client intake forms, including emergency contacts, relevant medical or health history, and session notes necessary to provide safe and effective hypnotherapy.

• Technical & Booking Data: Appointment history, automated booking records, and communication records.

3. How We Use Your Information

We use your personal data to:

• Provide tailored Solution Focused Hypnotherapy sessions online via secure Google Meet video links.

• Manage client bookings, onboarding, and administrative records securely through Hypno Admin Pro (HAP).

• Process payments and manage appointment reminders.

• Fulfill legal, professional, and safeguarding requirements.

4. Legal Basis for Processing

We process your data under the following legal bases:

• Consent: When you voluntarily submit intake forms and agree to receive therapy.

• Contract: To deliver the therapeutic services you have requested and booked.

• Explicit Consent (Special Category Data): Health information is processed strictly with your explicit consent to ensure safe therapeutic delivery.

• Legal Obligation & Legitimate Interests: To comply with professional standards, insurance requirements, and safeguarding duties.

5. Confidentiality & Data Sharing

Your information is kept strictly confidential and is never sold or shared for marketing purposes. Information will only be disclosed outside the practice where required by law, such as:

• Legal obligations or court orders.

• Safeguarding concerns involving a child or vulnerable adult.

• Serious risk of harm to yourself or others.

6. Data Storage & Security

We use industry-standard security measures and encrypted, GDPR-compliant software (including Hypno Admin Pro and Google Meet) to store and transmit your information safely. 

7. Data Retention

• Adult Records: Client records (intake forms, session notes, and correspondence) are retained securely in Hypno Admin Pro for 8 years following your final therapy session, in line with CNHC guidelines and NHS adult health record standards. 

• Children/Young People (where applicable): Records are retained until the client’s 25th birthday (or 26th birthday if therapy ended when the client was 17). 

• After the applicable retention period, all records are securely deleted. 

8. Your Legal Rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you.

• Request correction of inaccurate or incomplete information.

• Request erasure of your data (subject to legal and regulatory record-keeping duties).

• Withdraw consent for data processing at any time.

9. Contact Us

If you have any questions about this Privacy Notice or how your data is handled, please contact us at:

• Email: hello@soravaminds.co.uk

• Practitioners: Karen Jones & Gina Jones