Client Terms & Conditions

Terms

"I/Me", "Tom"; "Tom Cairns" and "Be Happier Hypnotherapy" are used interchangeably in this document.
"You" and "Clients" are used interchangeably in this document.

Data handling

This document must be read in conjunction with the Client Data & Privacy Policy (below), which contains important details about confidentiality and how your data/information will be handled.

About Tom Cairns

I aim to provide the very highest levels of service. I aim to treat clients with respect and care at all times and to always work in a collaborative and professional manner.

I am a member of the Association for Solution Focused Hypnotherapy (AfSFH) and the National Council for Hypnotherapy (NCH) and adhere to their codes of conduct which are publicly available on their websites:

Disclaimers

It is important for clients to understand that, while hypnosis is undoubtedly powerful, client commitment to the process is required. In particular, clients must:

Listen to the audio provided
Reflect on the content of each session
Be willing to make changes

I am not medically trained and am unable to diagnose medical conditions. Neither should hypnotherapy replace mainstream treatment for any medical conditions.

If at any time a client is concerned about specific symptoms, their health in general, or whether they should undertake hypnotherapy sessions, they should consult with their GP or another appropriately qualified medical professional.

Hypnotherapy sessions

Duration: The aim is to complete most sessions in 50 to 55 minutes but clients are advised to allow one hour. Unless otherwise agreed, sessions will not last longer than 60 minutes, as it is likely another client will be waiting to start their session.

Late arrival: If you arrive late to your appointment, your session time will have to be reduced. The full fee will still become due.

Cancellation: A notice period of two full working days is required to cancel or rearrange a hypnotherapy appointment without incurring a late cancellation fee. Notice greater than one working day but less than two working days will incur a 50% cancellation fee. Notice of less than one full working day will incur a 75% cancellation fee.

Non-attendance: If you fail to attend without any notice then the missed session will have to be paid for in full before any further sessions can be booked.

Payment: Payments are generally taken at the end of each session. Clients can pay by card (strongly preferred) or cash. In some circumstances, particularly when sessions are online, bank transfers or payment links can be used as a method of payment. In this case payment must be made within 24 hours of completion of the hypnotherapy appointment.

Pricing

Session pricing will be agreed at/before your Initial Consultation and will usually be in line with the current pricing as shown on the Be Happier website at https://behappier.me/pricing/.

Initial Consultations are free if clients decide not to proceed with hypnotherapy sessions. Any client who subsequently decides to proceed with hypnotherapy will be required to pay for the Initial Consultation before further sessions can be arranged.

Clients attending more than 12 sessions may find that the price for sessions is changed once or more during treatment, in which case at least one week notice will be given before any price rise is implemented.

Contact between sessions

Contact between hypnotherapy appointments is not normally needed, except if it becomes necessary to change the time or date of an appointment. If that does become necessary clients should contact me by text or telephone.

Jurisdiction

Be Happier Hypnotherapy is based in the UK and these Terms & Conditions are governed by the law of the UK (England & Wales).

Terms & Conditions last updated: May 2025.

Client Data & Privacy Policy

General

This Policy has been produced in order to explain what data I may collect from my clients and how it is used or stored. It serves to help Be Happier Hypnotherapy comply with the General Data Protection Regulations (GDPR).

How long will I hold your information?

I am a member of the following professional associations: AfSFH; NCH. As such I am bound by their regulations regarding the length of time I should hold onto client information. These organisations insist that Be Happier Hypnotherapy hold onto your data for eight (8) years after your final session. However, the rule for children is different and these organisations stipulate that their data must be held until their 25th birthday. The exception to this rule applies to young adults whose treatment ends when they are 17 years old, when Be Happier Hypnotherapy must keep their records until they reach their 26th birthday. Client records will be destroyed in the January after the dates given above. This is in line with NHS regulations for holding data.

What if you would like your data to be destroyed before this date?

I am professionally obligated to keep certain data. In particular I need to keep session notes and any communication pertaining to how I work with you. You can request that these be anonymized, and you can request that all identifying information be removed from my systems, in which case the identifying items will be removed and the documents stored with the use of coded filenames. The request for account deletion and anonymization can be sent to Be Happier Hypnotherapy by email. There is no charge for this service.

Are you able to see or get a copy of the information held by Be Happier Hypnotherapy?

In line with GDPR, if you send me a request in writing, specifying the data you wish to see, I will supply you with a copy of your data within 30 days. I will need to confirm your identity before sending you the information. There will be no charge for this service. (NB Be Happier Hypnotherapy's insurance company's legal team may wish to verify any information I send out.)

What data is collected and why?

I am keen to offer the highest quality support to my clients and in order to do so I will collect the following information:

An idea of what you would like to achieve by coming for hypnotherapy
A small amount of medical information
Some brief session notes
Your contact details
GP contact details
Some basic information about your important others

This information allows me to provide continuity within sessions, by referring to the content of earlier sessions and previous discussions, in order to help you towards your goal. I will only use your contact details/address and GP's details with your explicit consent (with one exception &endash; please see below).

How do you know that Be Happier Hypnotherapy will store your information safely?

Paper Notes: Any paper notes will either be:

Digitized and stored electronically as a PDF in a secure electronic folder which is protected by PIN and/or facial or fingerprint recognition technology, with the original paper copy securely destroyed; or
Locked in a filing cabinet stored behind a locked door.

Electronic Notes: Any electronic notes will either be:

Taken on a note taking app and securely stored in the cloud via an account with multi-factor authentication; or
Recorded in document form in a secure electronic folder which is protected by PIN and/or facial or fingerprint recognition technology

Text Messages: My mobile phone is fingerprint and/or PIN protected.

Emails: Be Happier Hypnotherapy's email accounts are protected by 'strong' passwords in line with best practice as defined by the National Cyber Security Centre.

Are our discussions within the hypnotherapy sessions confidential?

Everything you discuss with me during your sessions remains strictly confidential. Occasionally it may be necessary for me to discuss elements of your sessions with my supervisor to ensure that I am helping you in the most effective way. However, no identifying features about you will be disclosed during these discussions. My supervisor is also registered with the ICO and abides by GDPR requirements.

What if you see me outside of a hypnotherapy session?

Be Happier Hypnotherapy is obliged to protect your confidentiality at all times. So for this reason, although I may acknowledge you, I will try to keep conversation general and will avoid discussion of our therapy or your personal issues. However, if you wish to discuss your therapy with other people, that is your choice and you are very welcome to do so.

Will I discuss information about you with other health and social care professionals?

I am only able to contact other health and social care professionals with your written consent. Should I write to your GP, to notify them that you have entered into a therapeutic relationship with him, or to notify them that your therapy has been successfully concluded, I would require your consent, in line with GDPR requirements. (NB Exceptions apply please see below).

When might confidentiality have to be broken?

I do have a 'duty of care' towards my clients. If I have reason to believe that you are about to harm yourself, or others, I may be professionally obliged to break this confidentiality by informing the relevant authorities. However, I would always aim to discuss this with you before taking any action. Legally, I would also have to provide the police with information as required by a warrant or court order.

Who is the Data Controller and what is their ICO registration number?

Be Happier Hypnotherapy is a trading name of Tom Cairns, who is registered as a Data Controller with the ICO with the following details:

Name: Thomas Rowan Stanway Cairns

Registration number: ZB906218

Policy last updated: May 2025.