Privacy Notice

Privacy Notice

Last updated: August 2026

Who I am

I am Niki Cassar, a hypnotherapist, Past Life Regression therapist and QHHT practitioner. I am responsible for deciding how the personal information I collect from my clients is used and protected. This means that I am the “data controller”.

If you have any questions about this Privacy Notice or the information I hold about you, please contact me:

Email: mail@nikicassar.com

Website: www.nikicassar.com

Information I collect

To provide my services safely and effectively, I may collect:

Your name, age and contact details.

Information supplied on your Intake Form.

Relevant information about your physical and emotional health, personal circumstances and medical history.

Details of the matters for which you are seeking help.

Session notes and relevant correspondence.

Appointment and payment information.

QHHT session recordings.

Information about your physical or mental health is classed as special category personal data and receives additional protection under data-protection law.

I only collect information that is relevant to providing my services and maintaining appropriate professional records.

Why I use your information

I use your personal information to:

Respond to your enquiry.

Assess whether my services are suitable for you.

Arrange and administer appointments.

Provide the hypnotherapy, Past Life Regression or QHHT service you have requested.

Communicate with you in connection with your sessions.

Maintain appropriate client, business and financial records.

Respond to questions, concerns, complaints or possible legal claims.

Meet my professional, insurance and legal obligations.

I will only contact you after therapy has ended to ask about your progress if you have given me permission to do so.

Permission for follow-up contact does not constitute permission to send newsletters or promotional emails. Marketing communications are dealt with separately, and you may unsubscribe from them at any time.

My lawful basis for using your information

I use ordinary personal information where it is necessary:

To take steps at your request before providing a service and to fulfil my agreement with you.

For my legitimate interests in providing and administering my professional services, maintaining appropriate records and responding to complaints or legal claims.

To comply with a legal obligation where applicable.

Because an Intake Form may contain sensitive information about your physical or mental health, I also require a separate lawful condition for using this special category information. I normally rely upon your explicit consent to use this information for the purpose of providing the service you have requested. Information may also be retained or used where necessary to establish, exercise or defend a legal claim.

You may withdraw your consent at any time by contacting me. This will not affect information already processed lawfully. However, if I cannot use information that is necessary to provide the requested service safely and appropriately, I may be unable to continue working with you.

Confidentiality and sharing information

Your information is treated as confidential. I do not sell your personal information or share it with other organisations for marketing purposes.

I will not disclose identifiable client information to another person without your permission unless:

I am required to do so by law or a court order.

Disclosure is necessary in connection with a serious safeguarding concern or an immediate risk of serious harm.

It is necessary to protect my legal rights or respond to a complaint or insurance claim.

A professional adviser or service provider needs limited access for a legitimate business purpose and is required to handle the information appropriately.

Where client material is used for professional supervision, research, teaching or training, it will be sufficiently anonymised so that the client cannot reasonably be identified. If you ask me not to use anonymised material for these purposes, I will respect your wishes.

Services used to process information

I use reputable service providers to help me communicate with clients, store information and deliver my services. These include:

Microsoft OneDrive for Business for secure electronic storage and backup.

My email provider.

Zoom for online appointments.

WeTransfer for transferring QHHT recordings.

Accountancy, insurance, legal or professional services where required.Some service providers may process information outside the United Kingdom. Where this happens, the information will be handled using the safeguards required by UK data-protection law.

QHHT session recordings

QHHT sessions are recorded so that the client can receive a copy and listen to the session afterwards. Other hypnotherapy sessions are not normally recorded.

QHHT recordings are transferred to the client using WeTransfer. I may retain my copy for up to 90 days after the session in case the client returns for a follow-up session or experiences difficulty accessing the recording. My copy is then securely deleted.

Clients are responsible for downloading and securely storing their own copy before the WeTransfer link expires.

How I store and protect information

Electronic Intake Forms, correspondence, client notes and QHHT recordings may be stored on my computer, within my email account and on a Synology backup drive. Paper records are stored securely.

I take reasonable precautions to protect personal information from accidental loss, misuse, unauthorised access, alteration or disclosure. These include appropriate physical security and password protection for electronic devices and accounts.

No method of electronic storage or communication can be guaranteed to be completely secure. If a personal-data breach occurs that is likely to create a risk to your rights and freedoms, I will take appropriate action and make any notifications required by law.

How long I retain information

Adult client Intake Forms, session notes and relevant correspondence are normally retained for seven years following the final session and are then securely deleted or destroyed.

For clients who were under 18 at the time of treatment, records are normally retained until their 25th birthday.

My copy of a QHHT recording is retained for no longer than 90 days after the session.

Financial and transaction records may be retained for the period required by HMRC or other legal obligations.

Information may occasionally need to be retained for longer where there is an ongoing complaint, safeguarding matter, insurance issue or legal claim.

 

Your data-protection rights

Depending upon the circumstances, you may have the right to:

Ask for a copy of the personal information I hold about you.

Ask for inaccurate or incomplete information to be corrected.

Ask for your information to be deleted when there is no continuing reason to retain it.

Ask me to restrict how your information is used.

Object to particular uses of your information.

Receive certain information in a portable format.

Withdraw consent where processing is based upon consent.

 

These rights are not absolute and some may not apply where I have a legal, professional or insurance-related reason to retain information.

To exercise any of these rights, please contact me at the email address shown at the beginning of this Notice.

Questions and complaints

If you have a concern or complaint about how I have collected, used, stored or protected your personal information, please contact me at:

Email: mail@nikicassar.com

I will acknowledge a data-protection complaint within 30 days, investigate it appropriately and communicate the outcome without undue delay.

If you remain dissatisfied, you have the right to complain to the Information Commissioner’s Office:

Make a data-protection complaint to the ICO

Changes to this Privacy Notice

I may update this Privacy Notice occasionally to reflect changes in my services, working practices or legal obligations. The latest version will always be available on my website, with the date of the most recent update shown at the top.