This privacy notice tells you what to expect us to do with your personal information.

• Contact details
• What information we collect, use, and why
• Lawful bases and data protection rights
• Where we get personal information from
• How long we keep information
• How to complain

Privacy Notice Summary

At Sai 9 Healing Ltd, your privacy and confidentiality are important to us. We are committed to handling your personal information responsibly, securely and with respect.

• We only collect information that is necessary to provide safe and effective therapeutic services.
• This may include your contact details, health information, assessment forms, session notes and other information relevant to your wellbeing and treatment.
• Your information is stored securely and treated as confidential.
• We will not share your information without your consent unless we have a legal, safeguarding or professional obligation to do so.
• We use your information to provide therapy, manage appointments, maintain records and meet our professional and legal responsibilities.
• We only keep your information for as long as necessary and in accordance with legal, professional and insurance requirements.
• You have rights regarding your personal information, including the right to access, correct or request deletion of your information, where applicable.
• If you have any questions about how your information is used or protected, please contact us and we will be happy to help.

For full details about how we collect, use, store and protect your personal information, please read the full Privacy Notice below.

Last Updated: June 2026

At Sai 9 Healing Ltd, we are committed to protecting your privacy and handling your personal information responsibly. This notice explains how we collect, use, store and protect your personal data when you engage with our therapeutic services, including Clinical Hypnotherapy, Counselling, Past Life Regression, Drug and Alcohol Counselling and other wellbeing services.

Who We Are

Sai 9 Healing Ltd provides therapeutic and wellbeing services and was founded by Ravinder Bhamber. Ravinder is currently the sole director, practitioner, Data Controller and person responsible for the processing and protection of personal data within the business.

Sai 9 Healing Ltd is registered with the Information Commissioner’s Office (ICO), registration number A1127170.

If you have any questions about this Privacy Notice or how your personal information is handled, please contact:

Ravinder Bhamber 
Sai 9 Healing Ltd

Email: booking.coordinator@sai9healing.com
Telephone: 07929 037171
Website: www.sai9healing.com

Sai 9 Healing Ltd is responsible for the collection, use and protection of your personal information.

What Information We Collect

To provide safe and effective therapeutic services, we may collect:

Personal Information

• Your name, address, telephone number and email address
• Date of birth and age
• Emergency contact details where appropriate
• Medical and health information relevant to your therapy
• Information relating to your wellbeing, personal circumstances and therapeutic goals
• Assessment forms, session notes and treatment records
• Appointment and booking information
• Payment and transaction information
• Correspondence by email, telephone, text message, website forms or social media

Some of this information is classified as special category data under the UK GDPR because it relates to your health and wellbeing.

Special Category (Sensitive) Information

This may include information about physical and mental health, medical history, medication, alcohol or substance use history, emotional wellbeing, personal circumstances relevant to therapy, assessment forms, treatment plans, session notes and other therapy records.

This information is classified as special category data under the UK GDPR and receives additional legal protection.

How We Collect Your Information

Most of the information we hold is provided directly by you through enquiries, assessment forms, consultations, therapy sessions, email, telephone, social media, or website contact forms.

This data collection may include hard copy forms, electronic forms, email correspondence, iCloud storage or communication, website enquiries, telephone or text messages, online booking systems, video consultation platforms and other secure administrative or therapeutic records used to provide and manage services.

In some circumstances, and with your knowledge where appropriate, information may also be received from a parent, guardian, healthcare professional, employer, referral source or other referring party.

Why We Use Your Information

We collect and use your information to:

• Assess whether therapy is appropriate and safe for you
• Deliver therapeutic services and personalised support
• Develop appropriate treatment plans
• Maintain accurate clinical and business records
• Manage appointments and communications with you
• Process payments
• Meet legal, safeguarding and insurance requirements
• Respond to enquiries and requests
• Protect the health, safety and wellbeing of clients and others

You are not legally required to provide personal information. However, if sufficient information is not provided, we may be unable to offer therapeutic services safely or appropriately.

Lawful Basis for Processing

We process personal information under one or more of the following lawful bases:

• Your consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. You do have the right to withdraw your consent at any time.
• Performance of a contract for therapeutic services – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legitimate interests in operating a safe and professional practice – we are collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability.

We process personal information where it is necessary for the legitimate interests of Sai 9 Healing in operating a safe, effective and professional therapy practice. These legitimate interests include:

• Assessing whether our services are suitable and safe for prospective clients;
• Maintaining accurate client records and treatment notes;
• Managing appointments, enquiries and communications;
• Ensuring continuity and quality of care;
• Protecting the health, safety and wellbeing of clients and others;
• Managing complaints, legal claims and professional obligations;
• Obtaining professional supervision, advice or insurance support where appropriate;
• Maintaining business records, accounting and administration;
• Preventing fraud, misuse of services or unlawful activity.
• Compliance with legal obligations – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Vital interests – in rare circumstances, we may use your information where this is necessary to protect someone’s life, for example where there is an immediate and serious risk to your safety or the safety of another person. All of your data protection rights may apply, except the right to object and the right to portability.

Processing Health and Other Special Category Information

Health, wellbeing, therapy notes, alcohol or substance-use history and related information are special category data under the UK GDPR. We only process this information where it is necessary to provide safe and appropriate therapeutic services, assess suitability for treatment, protect your health and wellbeing, meet safeguarding responsibilities, manage legal or insurance obligations, or where you have given explicit consent for a specific purpose.

For special category data, we rely on an Article 9 UK GDPR condition where applicable, such as explicit consent, health or social care purposes, vital interests, legal claims, or substantial public interest where safeguarding is involved. Where required, we will also meet the relevant conditions under the Data Protection Act 2018 and keep appropriate records of our decision-making.

Additional Drug & Alcohol Therapy Transparency Statement

Where relevant to your treatment, we may collect information about current or past alcohol use, substance use, dependency history, recovery programmes, medication and associated health conditions.

Confidentiality and Information Sharing

All information shared during therapy is treated as confidential.

As Ravinder is currently the only person working within Sai 9 Healing Ltd, client information is accessible only to Ravinder unless disclosure is required by law, safeguarding obligations, insurance requirements, or with your explicit consent.

Your information will not be disclosed to third parties without your consent unless:

• We are legally required to do so;
• There is a serious safeguarding concern involving risk of harm to yourself or others;
• Disclosure is required in connection with legal proceedings;
• Disclosure is necessary to meet insurance requirements or obtain professional advice;
• Disclosure is necessary as part of an agreed referral or care arrangement.

Where there is a serious risk of harm to you or another person, Sai 9 Healing Ltd may have a duty of care to share relevant information with appropriate authorities or professionals.

Professional Consultation and Training

To maintain high standards of professional practice, anonymised information may occasionally be discussed for professional consultation, supervision, training, educational or service improvement purposes.

Where this occurs, identifying details will be removed wherever possible so that you cannot be identified. If you do not wish for anonymised information to be used in this way, please discuss this with us.

How We Store and Protect Your Information

We use secure electronic storage, password-protected systems, restricted access, secure disposal procedures and confidentiality obligations to protect personal information.

We may share limited personal information with trusted third-party service providers who help us deliver and administer our services. These may include Calendly for booking consultations, Stripe and HSBC bank transfer for payment processing, Microsoft 365, Microsoft Teams and Google Meet for email, communication and remote sessions, and Microsoft SharePoint and OneDrive for secure cloud storage of client records. Where these providers process personal data on our behalf, we take reasonable steps to ensure appropriate contractual, confidentiality and security protections are in place, and that they only process information for authorised purposes.

How Long We Keep Information

Client records, including assessments, consent forms, session notes, treatment records and relevant correspondence, are kept for seven years after the end of therapy services, in line with the requirements of our professional insurance provider. This retention period allows us to respond to any complaints, safeguarding concerns, insurance queries, professional obligations or legal claims that may arise after therapy has ended.

We may keep records for longer where required by law, safeguarding duties, insurance requirements, complaints, legal proceedings or other professional obligations. We may keep business, payment or accounting records for a different period where required for tax, accounting or regulatory purposes.

We review the information we hold and do not keep personal information for longer than necessary. When information is no longer required, it will be securely deleted, destroyed or anonymised.

Retention review: The seven-year retention period is kept under review and checked against current professional indemnity insurance requirements, relevant professional body guidance, safeguarding obligations, and legal or tax record-keeping requirements. If a different retention period is required for particular records, Sai 9 Healing Ltd will update this Privacy Notice and its internal retention schedule accordingly.

Data deletion methods: When personal information is no longer required, Sai 9 Healing Ltd will delete, destroy or anonymise it securely. Electronic records will be permanently deleted from active systems where reasonably possible, including relevant email folders, cloud storage and local devices. Paper records, if any, will be shredded or disposed of using a secure confidential waste process. Where information is held in backups, archives or by third-party service providers, deletion may take place in line with their normal backup, retention and deletion cycles, provided the information is no longer used for active business purposes.

Client Data Access Rights

Under UK data protection law, you have rights in relation to the personal information Sai 9 Healing Ltd holds about you. These rights are not always absolute and may depend on the lawful basis for processing, the type of information involved, safeguarding duties, legal obligations, professional responsibilities or other relevant circumstances. Depending on the circumstances, you may:

• Request access to your personal information
• Request correction of inaccurate or incomplete information
• Request deletion of information where applicable
• Restrict or object to processing in certain circumstances
• Withdraw consent where processing is based on consent
• Request a copy of your personal data and, where appropriate, transfer it to another provider
• Lodge a complaint with the Information Commissioner’s Office (ICO)

Sai 9 Healing Ltd does not use automated decision making or profiling in relation to client care.

Requests relating to your personal data will normally be responded to without undue delay and within one month of receipt. In some cases, where a request is complex or multiple requests are made, we may extend this period in accordance with data protection law and will let you know if this applies.

Sai 9 Healing Ltd does not provide therapeutic services to clients under the age of 18.

Complaints

If you have any concerns about how Sai 9 Healing Ltd handles your personal information, please contact us in the first instance so that we can try to resolve the matter.

Ravinder Bhamber

Email: booking.coordinator@sai9healing.com

Telephone: 07929 037171

If you are not satisfied with our response, or if you prefer, you have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection matters.

Information Commissioner’s Office

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

Website: https://ico.org.uk

Client Declaration and Understanding

I confirm that I have been given the opportunity to read this Privacy Notice and Confidentiality Notice in full. I understand the information provided, including how Sai 9 Healing Ltd collects, uses, stores and protects my personal information, the limits of confidentiality, my data protection rights, and how I may raise any questions or concerns.

If I am not fluent in English, or if I do not fully understand any part of this notice, I understand that I should ask Sai 9 Healing Ltd for help, clarification or a translation before signing or agreeing to the services. I confirm that I will only sign or agree once I understand the contents of this notice.