Cancellation Policy
We value your time and our commitment to providing personalised care. When appointments are cancelled at short notice, it not only impacts our ability to offer the slot to another client in need but also affects the clinic’s operational flow and preparation time for treatments.
To account for the associated costs and ensure fairness to all clients:
- Cancellations within 48 hours of the scheduled appointment will result in the forfeiture of the 20% deposit.
- If no deposit was paid, an invoice for 20% of the treatment cost will be issued and must be paid within 3 days.
This policy exists for several reasons:
- Time Management: Appointments are reserved specifically for you, and late cancellations leave gaps that can’t always be refilled on short notice.
- Resource Allocation: Preparing for your session involves time and resources dedicated to your unique needs.
- Fairness to Others: A cancelled slot means someone else may miss the opportunity for care.
We appreciate your understanding and cooperation in helping us maintain the quality and accessibility of care for everyone.
Privacy Policy
Last Updated: 3/2/2025
Mindful Hypnotherapy and Wellness (“we,” “us,” or “our”) is committed to protecting your privacy and ensuring that your personal information is handled securely and responsibly. This Privacy Policy outlines how we collect, use, disclose, and protect your information when you use our services, including clinical hypnotherapy, counselling, massage, and acupuncture, and when you book appointments through Halaxy.
1. Information We Collect
We collect personal information necessary to provide you with our services, including but not limited to:
- Personal details: Name, date of birth, gender, contact details (phone, email, address).
- Health information: Medical history, treatment notes, and any information relevant to your therapy sessions.
- Payment information: Billing details and payment transaction records.
- Booking details: Appointment history and preferences.
- Communication preferences: Preferences for receiving appointment reminders, follow-up information, and newsletters.
2. How We Collect Information
We collect information in the following ways:
- When you provide it directly to us via forms, emails, phone calls, or in-person consultations.
- When you book appointments through Halaxy, our online booking system.
- When you subscribe to our newsletter via Mailchimp.
- When you visit our website or interact with our online platforms.
- When we transcribe session notes using Heidi, an AI-assisted transcription platform.
3. How We Use Your Information
Your information is used for the following purposes:
- To schedule and manage appointments.
- To provide appropriate treatment and therapy services.
- To communicate with you regarding bookings, appointments, and service updates.
- To send appointment reminders and follow-up information via text or email.
- To send newsletters and updates via Mailchimp.
- To process payments and invoices.
- To comply with legal and regulatory obligations.
- To participate in clinical hypnotherapy supervision sessions required by professional hypnotherapy associations. These sessions ensure that clients receive the best and most thorough treatment possible. All client discussions in supervision are strictly confidential, and identifying details such as names or any other information that could reveal a client’s identity are strictly prohibited.
- To transcribe session notes using Heidi. We use this platform to assist in maintaining accurate client records efficiently, reducing the additional time required for comprehensive note-taking and to keep costs as low as possible for our clients. Once notes are transcribed, they are securely transferred to Halaxy, and all information, including the transcription, is permanently deleted from Heidi to protect your privacy. If you do not wish for Heidi to be used during your session, please inform us in advance.
4. How We Store and Protect Your Information
- We store your data securely using industry-standard security measures.
- Halaxy is a secure, encrypted system that complies with Australian privacy laws.
- Mailchimp is used for managing newsletters, and we ensure compliance with their privacy policies.
- Heidi is used strictly for transcription purposes for taking required notes, and all data is deleted from the platform once notes are saved securely in Halaxy.
- We restrict access to your information to authorized personnel only.
- We retain client records for the period required by law and dispose of them securely when no longer needed.
5. Sharing Your Information
We do not sell, rent, or trade your personal information. However, we may share your information with:
- Halaxy, for booking and appointment management.
- Mailchimp, for sending newsletters and marketing emails.
- Heidi, for temporary transcription services, although identifying details such as full names or any other information that could reveal a client’s identity are strictly prohibited with all data deleted upon transfer to Halaxy.
- Third-party service providers who assist in our operations (e.g., accounting, IT support), under strict confidentiality agreements.
- Regulatory bodies or legal authorities if required by law.
6. Your Rights and Choices
You have the right to:
- Access, update, or correct your personal information.
- Request a copy of the information we hold about you.
- Withdraw consent for certain uses of your data (where applicable).
- Unsubscribe from newsletters and marketing communications at any time.
- Request the deletion of your data, subject to legal and professional obligations.
7. Cookies and Online Data Collection
Our website may use cookies and similar tracking technologies to enhance your browsing experience. You can adjust your browser settings to refuse cookies if preferred.
8. Third-Party Links
Our website may contain links to external sites. We are not responsible for the privacy practices of third-party websites.
9. Updates to This Privacy Policy
We may update this policy from time to time. Any changes will be posted on our website with the updated date.
10. Contact Us
If you have any questions about this Privacy Policy or how your information is handled, please contact us at:
Mindful Hypnotherapy and Wellness
mindfulhypnotherapyandwellness@gmail.com
3/19 Short St Southport, QLD 4215
0430416444
By using our services, you consent to the collection and use of your personal information as outlined in this Privacy Policy.