GDPR, Privacy Policy 

Breathwork Policy

Animal Assisted Therapy T&C's

Safeguarding Policy

Complaints Procedure

Animal Welfare Policy Professional Boundaries & Code of Conduct Policy

 

Bybrook Therapies

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PRIVACY & GDPR POLICY

Bybrook Therapies

Last Updated: June 2026

Introduction

Bybrook Therapies is committed to protecting your privacy and handling your personal information responsibly and transparently.

This Privacy Policy explains how we collect, use, store, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, website, or contacting us, you acknowledge that you have read and understood this policy.

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Data Controller

The Data Controller responsible for your personal information is:

Bybrook Therapies

Email: info@bybrooktherapies.com

Telephone: 07818451177

Website: www.bybrooktherapies.com

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Who We Are

Bybrook Therapies provides therapeutic services including:

• Clinical Hypnotherapy

• 9D Breathwork

• Coaching and Wellbeing Support

• Animal-Assisted Therapy

• Group Workshops and Events

We are committed to protecting your privacy and handling your personal information responsibly in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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Information We Collect

Personal Information

We may collect:

• Name

• Address

• Telephone number

• Email address

• Date of birth

• Emergency contact information

Health Information

As part of providing therapeutic services, we may collect:

• Medical history

• Current medications

• Mental health information

• Relevant physical health conditions

• Information disclosed during sessions

• Breathwork screening information

• Animal-assisted therapy suitability information

This information is classified as Special Category Data under UK GDPR and receives enhanced protection.

How We Collect Information

Information may be collected through:

• Website contact forms

• Email correspondence

• Telephone conversations

• Client registration forms

• Health questionnaires

• Informed consent forms

• Session notes

• Verbal disclosures during sessions

Why We Process Your Information

We process your information to:

• Assess suitability for services.

• Provide safe and effective therapy.

• Maintain client records.

• Communicate regarding appointments.

• Manage payments and administration.

• Comply with legal obligations.

• Protect client welfare and safety.

Legal Basis for Processing

Under UK GDPR, our lawful bases for processing personal information include:

Contract

Processing necessary to provide the services you have requested.

Legitimate Interests

Operating and managing a professional therapy practice.

Legal Obligation

Compliance with legal and regulatory requirements.

Explicit Consent

For processing Special Category Health Data relevant to your care.

Confidentiality

Information shared during therapy sessions is treated as confidential.

However, confidentiality may be broken where:

• There is a serious risk of harm to yourself.

• There is a serious risk of harm to another person.

• Safeguarding concerns arise involving a child or vulnerable adult.

• Disclosure is required by law or court order.

Where possible, concerns will be discussed with you beforehand.

Storage of Information

Client records are stored securely using:

• Password-protected digital systems

• Secure devices

• Locked storage where paper records are maintained

Reasonable measures are taken to prevent unauthorised access, loss, misuse, or disclosure.

Retention of Records

Client records are normally retained for:

Adults

Seven years following the end of therapy.

Children and Young People

Until the client's 25th birthday, or longer where legally required.

Records are securely destroyed when no longer required.

Sharing Information

Your information will not be sold or shared with third parties for marketing purposes.

Information may be shared only where:

• You have provided consent.

• It is necessary for safeguarding purposes.

• Required by law.

• Required by a court order.

• Necessary to prevent serious harm.

Website Cookies

Our website may use cookies to:

• Improve website functionality.

• Monitor website performance.

• Enhance user experience.

You may control cookie settings through your browser preferences.

Your Rights

Under UK GDPR you have the right to:

Access

Request a copy of the personal information we hold about you.

Rectification

Request correction of inaccurate information.

Erasure

Request deletion of your data where legally applicable.

Restriction

Request limits on how your information is processed.

Objection

Object to certain types of processing.

Data Portability

Request transfer of your data where appropriate.

Withdraw Consent

Withdraw consent at any time where processing is based upon consent.

Making a Complaint

If you have concerns regarding how your information has been handled, please contact Bybrook Therapies first.

You also have the right to complain to:

Information Commissioner's Office (ICO)

Website: https://ico.org.uk

Telephone: 0303 123 1113

Changes to This Policy

This policy may be updated periodically to reflect legal, regulatory, or operational changes.

The most current version will always be available on our website.

Contact

For questions regarding privacy, GDPR, or data protection matters, please contact:

Bybrook Therapies

Email: info@bybrooktherapies.com

Telephone: 07818451177

Website: www.bybrooktherapies.com

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​TERMS AND CONDITIONS

Booking Appointments

Appointments may be booked online, by telephone, email, or direct agreement.

Booking an appointment constitutes acceptance of these Terms and Conditions.

Fees and Payment

Payment is due before your appointment unless otherwise agreed.

Prices may be updated periodically.

Outstanding fees may result in suspension of future appointments.

Cancellation Policy

A minimum of 48 hours' notice is required for cancellations or rescheduling.

Appointments cancelled with less than 48 hours' notice will be charged in full.

Failure to attend without notice will incur the full session fee.

Client Responsibility

Clients are responsible for:

• Providing accurate health information

• Informing the therapist of any changes to health conditions

• Following any safety guidance provided

• Participating voluntarily in all sessions

Clients may stop any exercise or intervention at any time.

Results Disclaimer

Therapy outcomes vary between individuals.

No guarantees are made regarding specific results, improvements, or outcomes from any service offered.

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BREATHWORK TERMS AND CONDITIONS

Important Notice

Breathwork can involve physical, emotional, psychological, and energetic experiences.

Participation is entirely voluntary.

Medical Screening

Clients must disclose any relevant medical conditions before participating.

Breathwork may not be suitable for individuals with certain conditions including but not limited to:

• Severe cardiovascular disease

• Recent surgery

• Uncontrolled high blood pressure

• Serious respiratory disorders

• Epilepsy or seizure disorders

• Severe psychiatric conditions

• Pregnancy (without prior discussion)

• Recent stroke

• Any condition where intensive breathing practices may pose a risk

Additional medical clearance may be requested where appropriate.

Physical and Emotional Responses

Participants acknowledge that breathwork may produce:

• Tingling sensations

• Dizziness

• Emotional release

• Changes in body temperature

• Muscle contractions

• Altered states of awareness

These experiences are generally temporary but can occasionally be intense.

Participants accept responsibility for informing the facilitator if they feel uncomfortable at any stage.

Breathwork Disclaimer

9D Breathwork and other breathwork practices offered by Bybrook Therapies are wellbeing interventions and are not a substitute for:

• Medical treatment

• Psychiatric treatment

• Psychological diagnosis

• Emergency healthcare

Clients should continue following advice from their medical professionals.

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ANIMAL-ASSISTED THERAPY TERMS

Participation

Animal-assisted therapy may involve direct or indirect interaction with therapy animals.

Participation is voluntary.

Allergies and Health Conditions

Clients must inform Bybrook Therapies of:

• Animal allergies

• Phobias

• Immune system conditions

• Relevant medical concerns

Reasonable adjustments will be made where possible.

Animal Welfare

The welfare of therapy animals is paramount.

Any behaviour that places an animal at risk may result in immediate termination of the session.

Risk Acknowledgement

Although every reasonable precaution is taken:

• Animals may behave unpredictably.

• Minor scratches or accidental contact may occur.

• Outdoor activities may involve normal environmental risks.

Clients participate at their own risk.

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SAFEGUARDING

Bybrook Therapies is committed to safeguarding children and vulnerable adults.

Any safeguarding concerns may require disclosure to appropriate agencies in accordance with legal and professional responsibilities.

LIMITATION OF LIABILITY

To the fullest extent permitted by law, Bybrook Therapies shall not be liable for:

• Indirect losses

• Consequential losses

• Loss of earnings

• Emotional distress arising from failure to achieve desired outcomes

Nothing within these terms excludes liability for death or personal injury caused by negligence where such exclusion is prohibited by law.

CONTACT DETAILS

Bybrook Therapies

Email: info@bybrooktherapies.com

Telephone: 07818451177

Website: www.bybrooktherapies.com

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SAFEGUARDING POLICY

Bybrook Therapies

Policy Statement

Bybrook Therapies is committed to promoting the welfare, wellbeing, and safety of all clients. We recognise our responsibility to safeguard children, young people, and vulnerable adults and to respond appropriately where concerns arise.

The safety and welfare of clients will always take priority over confidentiality.

Purpose

This policy aims to:

• Protect children, young people, and vulnerable adults who engage with Bybrook Therapies.

• Provide clear guidance on responding to safeguarding concerns.

• Ensure all concerns are taken seriously and acted upon appropriately.

• Support a safe therapeutic environment.

Definition of Safeguarding

Safeguarding refers to protecting individuals from:

• Physical abuse

• Emotional abuse

• Sexual abuse

• Neglect

• Financial abuse

• Domestic abuse

• Coercive control

• Exploitation

• Self-neglect

• Radicalisation and extremism

Confidentiality and Disclosure

Information shared during therapy is treated as confidential.

However, confidentiality may be broken where:

• There is concern that a child is at risk of harm.

• There is concern that a vulnerable adult is at risk of harm.

• A client presents a serious risk to themselves.

• A client presents a serious risk to others.

• Disclosure is required by law or court order.

Where possible, concerns will be discussed with the client before information is shared.

Responding to Safeguarding Concerns

If a safeguarding concern arises:

1. The concern will be listened to respectfully.

2. Appropriate notes will be made as soon as possible.

3. No promises of absolute confidentiality will be made.

4. Risk will be assessed.

5. Advice may be sought from safeguarding professionals where appropriate.

6. Relevant agencies may be contacted if required.

These agencies may include:

• Children's Services

• Adult Social Care

• Police

• NHS Services

• Emergency Services

Emergency Situations

If there is an immediate risk of serious harm, emergency services may be contacted without prior consent.

Record Keeping

Safeguarding concerns and actions taken will be documented accurately and stored securely in accordance with UK GDPR requirements.

Review

This policy will be reviewed annually or sooner if legal or professional requirements change.

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COMPLAINTS PROCEDURE

Bybrook Therapies

Our Commitment

Bybrook Therapies aims to provide a safe, professional, compassionate, and high-quality service.

If you are dissatisfied with any aspect of our service, we encourage you to raise your concerns so that they can be addressed fairly and promptly.

Informal Resolution

Most concerns can be resolved quickly through discussion.

Clients are encouraged to contact Bybrook Therapies directly to discuss any concerns at the earliest opportunity.

We will endeavour to resolve concerns informally wherever possible.

Formal Complaints

If an informal resolution is not satisfactory, a formal complaint may be submitted.

Complaints should include:

• Your name and contact details

• Description of the complaint

• Relevant dates

• Any supporting information

Complaints can be submitted by email or in writing.

Complaint Investigation

Upon receiving a formal complaint:

• Acknowledgement will be provided within 7 working days.

• The complaint will be reviewed objectively.

• Relevant records may be examined.

• Additional information may be requested if required.

A written response will normally be provided within 28 days.

Where more time is required, an update will be provided.

Professional Conduct Concerns

Where a complaint relates to professional conduct, clients may also contact any relevant professional body with which the practitioner is registered.

Details of professional memberships will be provided upon request.

Continuous Improvement

Complaints are viewed as opportunities to improve services and client experience.

All complaints are handled respectfully, fairly, and confidentially.

Contact

Complaints should be directed to:

Bybrook Therapies

Email: info@bybrooktherapies.com

Telephone: 07818451177

Website: www.bybrooktherapies.com

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ANIMAL WELFARE POLICY

Bybrook Therapies

Policy Statement

Bybrook Therapies is committed to ensuring the highest standards of welfare for any animal involved in therapeutic activities.

The wellbeing of the animal is considered equally important to the wellbeing of the client.

No therapy activity will be undertaken if it compromises the physical or emotional welfare of the animal.

Purpose

This policy aims to:

• Protect the welfare of therapy animals.

• Promote safe and positive interactions.

• Ensure ethical practice.

• Provide guidance for clients and participants.

Welfare Principles

Animals involved in therapy work will:

• Receive appropriate veterinary care.

• Have access to fresh water.

• Have suitable nutrition.

• Have appropriate exercise and enrichment.

• Have adequate rest periods.

• Be free from unnecessary stress, fear, pain, or discomfort.

Monitoring Wellbeing

Animals will be monitored continuously for signs of:

• Stress

• Fatigue

• Anxiety

• Illness

• Discomfort

Sessions may be paused or terminated immediately if an animal's welfare could be compromised.

Client Responsibilities

Clients are expected to:

• Treat animals with kindness and respect.

• Follow all instructions provided by the therapist.

• Avoid rough handling or inappropriate interaction.

• Inform the therapist of any allergies, fears, or concerns.

Voluntary Participation

Animals will never be forced to participate in therapeutic interactions.

Animals will be free to withdraw from interactions if they choose.

The animal's behaviour and comfort will always guide the session.

Health and Safety

Reasonable precautions are taken to ensure safety for both clients and animals.

However, participants acknowledge that:

• Animals can behave unpredictably.

• Minor scratches, knocks, or accidental contact may occur.

• Outdoor activities may involve environmental risks.

Hygiene

Appropriate hygiene measures are maintained including:

• Clean bedding and equipment.

• Regular grooming.

• Waste management.

• Hand hygiene guidance where appropriate.

Ethical Practice

Animal-assisted activities are designed to benefit both the client and the animal.

The welfare needs of the animal will always take precedence over therapeutic objectives.

No animal will be used beyond its physical or emotional capacity.

Review

This policy will be reviewed annually and updated where necessary to reflect best practice and animal welfare standards.

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PROFESSIONAL BOUNDARIES & CODE OF PRACTICE POLICY

Bybrook Therapies

Purpose

This policy outlines the professional standards, ethical principles, and boundaries that guide all services provided by Bybrook Therapies, including:

• Clinical Hypnotherapy

• 9D Breathwork

• Coaching and Wellbeing Support

• Animal-Assisted Therapy

• Group Workshops and Events

The purpose of these boundaries is to create a safe, respectful, ethical, and professional therapeutic environment for all clients.

CORE VALUES

Bybrook Therapies is committed to:

• Respect

• Compassion

• Integrity

• Professionalism

• Client autonomy

• Confidentiality

• Safety

• Non-judgemental practice

Clients will be treated with dignity regardless of age, race, ethnicity, disability, gender, sexual orientation, religion, beliefs, or background.

PROFESSIONAL RELATIONSHIP

The therapeutic relationship is a professional relationship designed to support the wellbeing and personal development of the client.

The relationship differs from friendships, family relationships, or social relationships.

Clear professional boundaries help maintain safety, trust, and effective therapeutic outcomes.

CLIENT CHOICE AND AUTONOMY

Clients remain responsible for their own decisions and actions.

Clients have the right to:

• Ask questions.

• Decline any exercise or intervention.

• Pause or stop a session.

• Withdraw consent at any time.

• Request clarification regarding any aspect of therapy.

Participation in all services is voluntary.

TOUCH POLICY

Some services may occasionally involve appropriate therapeutic touch, such as:

• Grounding support during breathwork.

• Guidance regarding breathing mechanics.

• Animal-assisted interactions.

Physical contact will only occur:

• With the client's consent.

• Where appropriate to the therapeutic process.

• In a manner that respects dignity and personal boundaries.

Clients may decline physical contact at any time without explanation.

Where touch may be used during a session, consent will be discussed beforehand.

BREATHWORK SPECIFIC BOUNDARIES

During breathwork sessions:

• Clients remain in control of their participation.

• Clients may stop or modify their breathing at any time.

• Emotional expression is welcomed and respected.

• The facilitator does not diagnose or treat medical conditions.

• Breathwork is not a substitute for medical or psychiatric care.

Any physical adjustments or grounding interventions will only be offered with prior consent.

ANIMAL-ASSISTED THERAPY BOUNDARIES

Where therapy animals are involved:

• Interactions must remain respectful and safe.

• Clients are expected to follow guidance provided during sessions.

• The welfare of the animal takes priority.

• Animals will never be forced to engage.

Sessions may be paused if either the client or animal requires additional support.

COMMUNICATION BETWEEN SESSIONS

Communication between sessions should remain professional and appropriate.

Clients may contact Bybrook Therapies regarding:

• Appointment scheduling

• Administrative matters

• Brief updates relevant to ongoing work

Therapeutic support outside scheduled sessions may not always be available.

Emails, text messages, and social media messages are not monitored continuously and should not be used for emergencies.

CRISIS SUPPORT

Bybrook Therapies does not provide emergency or crisis intervention services.

Clients experiencing:

• Suicidal thoughts

• Risk of self-harm

• Mental health crisis

• Medical emergency

Should contact:

• NHS 111

• Their GP

• Local Crisis Team

• Emergency Services (999)

or attend their nearest Accident & Emergency department.

SOCIAL MEDIA POLICY

Professional boundaries are maintained online.

As a general rule:

• Friend requests from current clients may not be accepted on personal social media accounts.

• Client confidentiality will be protected at all times.

• Client information will never be discussed publicly.

Following business pages or professional content is welcomed.

GIFTS AND EXCHANGES

Small tokens of appreciation may occasionally be accepted where appropriate.

However:

• Gifts must not influence professional judgement.

• Significant gifts may be declined.

• Bartering or exchanges of services will be considered on a case-by-case basis and only where appropriate and ethical.

DUAL RELATIONSHIPS

Where possible, Bybrook Therapies seeks to avoid relationships that may impair professional objectivity.

Examples may include:

• Close personal friendships

• Family relationships

• Business partnerships

If a potential conflict arises, it will be discussed openly and appropriate action taken.

This may include referral to another practitioner.

PROFESSIONAL COMPETENCE

Services are only provided within the practitioner's areas of training, competence, and experience.

Where a client's needs fall outside these areas, referral to another professional may be recommended.

Continuing professional development is undertaken regularly to maintain professional standards.

CONFIDENTIALITY

Client information is treated as confidential except where:

• Consent is provided.

• Safeguarding concerns arise.

• Serious risk of harm exists.

• Disclosure is required by law.

Further details are outlined within the Privacy Policy and Safeguarding Policy.

RESPECTFUL BEHAVIOUR

Bybrook Therapies is committed to providing a safe environment for everyone.

Aggressive, abusive, threatening, discriminatory, or inappropriate behaviour towards the practitioner, other clients, or therapy animals will not be tolerated.

Services may be terminated where such behaviour occurs.

TERMINATION OF SERVICES

Either the client or practitioner may end the therapeutic relationship at any time.

Where appropriate, referrals or alternative sources of support may be suggested.

Termination may occur where:

• Therapy is no longer beneficial.

• Attendance becomes inconsistent.

• Professional boundaries are repeatedly breached.

• Safety concerns arise.

• Fees remain unpaid.

REVIEW

This policy will be reviewed annually and updated where necessary to reflect legal, ethical, and professional best practice.

Contact

Bybrook Therapies

Email: info@bybrooktherapies.com

Telephone: 07818451177

Website: www.bybrooktherapies.com

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