1. Who we are
Freedom Formula Wellbeing Ltd, trading as Freedom Formula Hypnotherapy Academy, is the controller responsible for your personal information.
Registered office and postal address: 48 St. Margarets Avenue, Wolston, Coventry, England, CV8 3LJ
Email: glen.mitchell@gmtherapy.co.uk
Company number: 14671734 (registered in England and Wales)
2. Information we collect
Depending on how you interact with us, we may collect:
- identity and contact details, such as your name, email address, telephone number and communication preferences;
- enquiry information, including the course, event or payment option you are interested in and anything you choose to tell us;
- enrolment, payment and contract records, including the programme purchased, payment status and invoices (card details are normally handled by the payment provider rather than stored by us);
- learning records, such as course progress, assessment work, attendance, feedback, support requests and qualification status;
- communications with us through email, platform chat, Calendly, WhatsApp, live lessons, practice sessions or supervision;
- marketing preferences and records of when and how you consented or unsubscribed; and
- technical information such as IP address, device/browser information, security logs and website request data collected by our hosting and service providers.
Sensitive information
Please do not put client-identifiable information, medical details or other sensitive personal information into our public web forms. If sensitive information is genuinely needed for student support, accessibility, safeguarding or supervision, we will limit its use and identify an appropriate legal condition. Students must anonymise client material shared in training or supervision.
3. How and why we use information
| Purpose | Typical information | Lawful basis |
|---|---|---|
| Responding to enquiries and arranging calls | Contact details, preferences and enquiry | Steps at your request before a contract, and our legitimate interest in responding to genuine enquiries |
| Enrolling you and delivering training, support, supervision and qualifications | Identity, contact, contract, payment, learning and communication records | Performance of our contract with you |
| Administering payments, accounts, complaints and records | Contract, invoice, payment and communication records | Contract, legal obligations and legitimate interests in running and protecting the Academy |
| Keeping the website, learning environment and community safe | Technical, account and conduct information | Legitimate interests in security, preventing misuse and maintaining professional standards |
| Sending Academy news, training updates, events and resources | Name, email and marketing preferences | Your consent, unless another lawful marketing route is clearly available under applicable law |
| Establishing, exercising or defending legal claims and meeting regulatory duties | Relevant contract, payment and communication records | Legal obligation and legitimate interests |
Where we rely on legitimate interests, we consider whether our use is necessary, proportionate and within your reasonable expectations. You can object to this use in certain circumstances.
5. International transfers
Some service providers may process information outside the United Kingdom. Where UK data-protection law requires it, we use an approved transfer mechanism or rely on another lawful safeguard, such as UK adequacy regulations or the UK International Data Transfer Agreement/addendum, together with appropriate security measures.
6. How long we keep information
We keep information only for as long as reasonably needed for the purpose collected, including legal, accounting, safeguarding, accreditation and dispute-resolution requirements. Our usual guide is:
- enquiries that do not lead to enrolment: up to 24 months after the last meaningful contact;
- student, contract, payment and qualification records: generally up to six years after the relationship ends, with core qualification records retained longer where reasonably needed to verify an award;
- marketing records: until you unsubscribe or consent is otherwise no longer valid; minimal suppression information may be retained so we respect your opt-out; and
- technical and security records: for the period reasonably necessary to secure and operate the relevant service.
We may keep information longer where a legal claim, safeguarding matter or regulatory requirement makes that necessary, and we may delete or anonymise it sooner where it is no longer required.
7. Marketing choices
Academy marketing emails are optional. We use a separate, unticked choice where consent is requested. You can withdraw consent at any time by using the unsubscribe link in an email or contacting us. Withdrawing consent does not affect service messages needed for an enquiry, booking, course or existing contract.
9. Security
We use reasonable organisational and technical safeguards appropriate to the information and risk. No internet transmission or storage system is completely secure, so please avoid sending sensitive or confidential information through general web forms or ordinary email unless necessary.
10. Your data-protection rights
Depending on the circumstances, you may have the right to:
- be informed about how your information is used;
- request access to the information we hold about you;
- ask us to correct inaccurate or incomplete information;
- ask for deletion or restriction in certain circumstances;
- object to processing based on legitimate interests and object at any time to direct marketing;
- receive certain information in a portable format; and
- withdraw consent at any time where consent is the lawful basis.
These rights are not absolute and legal exemptions may apply. We may need to verify your identity. We normally respond within one month.
11. Questions, requests and complaints
Please contact glen.mitchell@gmtherapy.co.uk first so we can try to resolve your concern.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data-protection regulator. Visit ico.org.uk/make-a-complaint or call 0303 123 1113.
12. Changes to this notice
We may update this notice when our services, providers or legal duties change. The latest version will appear here with its review date. If a change materially affects how we use existing information, we will take reasonable steps to bring it to your attention.