Privacy Policy | Hope in Mind

Everything shared within the therapeutic relationship is held in strict confidence. This policy explains how Hope in Mind collects, uses, stores and protects your personal data — with the care and discretion that is fundamental to this work.

Who We Are

Data Controller: Ramon Juan-Phillips

Practice: Hope in Mind

Website: hopeinmind.co.uk

Email: ramon@hopeinmind.co.uk

Location: Harrogate, North Yorkshire

As a sole practitioner, I am the data controller for all personal information collected through this website and through the therapeutic relationship.

What Data We Collect

Information you provide directly:

Name, email address, and phone number (via the contact form or direct email)
Information shared in your Client Intake and Assessment Form
Health and wellbeing information shared during sessions or in writing
Emergency contact details
GP and medical information (where provided)
Session notes and clinical records

Information collected automatically via the website:

Basic analytics data (pages visited, time on site) — no personally identifiable information is collected
Essential cookies only — see Section 9 for full details

Why We Collect Your Data

Under UK GDPR, we process your data under the following lawful bases:

Basis	Purpose
Legitimate interest	To respond to your enquiry and assess whether we can work together.
Contract	To provide the therapy or coaching services you have engaged us for.
Consent	Where you have explicitly agreed to specific uses (e.g. GP liaison).
Legal obligation	Where required by law or a professional regulatory body.
Vital interests	In rare circumstances where there is a serious and immediate risk to life.

How We Use Your Data

To respond to initial enquiries and arrange consultations
To assess suitability and prepare for working together
To provide psychotherapy, coaching and related services
To maintain clinical records as required by professional standards
To contact you regarding appointments, cancellations or follow-up
To refer you to other services where appropriate (always with your consent)
To comply with legal and professional obligations

Your data will never be sold, rented or shared with third parties for marketing purposes.

Confidentiality and Its Limits

Everything shared within the therapeutic relationship is held in strict confidence. There are a small number of circumstances where confidentiality may need to be broken without your prior consent:

Where there is a serious and immediate risk of harm to you or another person
Where there is a disclosure of abuse involving a child or vulnerable adult
Where required by a court of law
Where required by a professional regulatory body investigation

Where possible, any such disclosure will be discussed with you first. In all other circumstances, your written consent will be obtained before any information is shared.

How We Store Your Data

Client records are held in password-protected, encrypted digital storage
Paper records (where used) are kept in a locked, secure location
Emails are held on a secure, password-protected account
Video sessions are conducted via encrypted platforms
This website is hosted via IONOS with SSL encryption active

Retention period: Clinical records are retained for a minimum of 7 years after the end of therapy, or until a minor client reaches the age of 25, in line with professional guidance. Enquiry data from people who do not become clients is deleted within 6 months.

Your Rights Under UK GDPR

You have the right to:

Right	What it means
Access	Request a copy of the personal data we hold about you.
Rectification	Ask us to correct inaccurate or incomplete data.
Erasure	Ask us to delete your data, subject to legal and professional obligations.
Restriction	Ask us to limit how we process your data in certain circumstances.
Portability	Receive your data in a structured, machine-readable format.
Object	Object to processing based on legitimate interest.
Withdraw consent	Where processing is based on consent, withdraw it at any time.

To exercise any right, contact ramon@hopeinmind.co.uk. We will respond within 30 days. If dissatisfied, you may complain to the Information Commissioner's Office (ICO).

Third Party Services

Where third-party services are used (e.g. video conferencing, secure email), these are selected for their data security standards. Where any third party processes data on our behalf, appropriate data processing agreements are in place. We do not use third-party advertising tools or cross-site tracking.

Cookies

The hopeinmind.co.uk website currently uses only essential cookies necessary for the site to function correctly. No third-party tracking, advertising or analytics cookies are set. If analytics are introduced in future, this policy will be updated and appropriate consent mechanisms added before any such cookies are placed.

Changes to This Policy

This policy may be updated from time to time to reflect changes in practice, law or professional requirements. The current version will always be available at hopeinmind.co.uk/privacy.html. Significant changes will be communicated to active clients directly.

Contact

For any questions about this policy, to exercise your rights, or to raise a concern:

Ramon Juan-Phillips

Hope in Mind

Email: ramon@hopeinmind.co.uk

Website: hopeinmind.co.uk

Harrogate, North Yorkshire