Privacy Policy

Last updated: 21 August 2026

HIP Psychology Ltd respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit hippsychology.com, contact us, make an enquiry, book a workshop or otherwise interact with HIP Psychology.

1. Who We Are

HIP Psychology Ltd is a company registered in Northern Ireland.

Company name: HIP Psychology Ltd
Company number: NI698700
Registered office: Ulster Bank Ltd, 11–16 Donegall Square East, Belfast, Northern Ireland, BT1 5UB
Email: info@hippsychology.com
Telephone: 07801 537015

For data protection purposes, HIP Psychology Ltd will normally be the data controller for personal information collected directly through this website.

In some circumstances, particularly when we work with schools or other organisations, we may process information on their behalf. In those circumstances, the school or organisation may be the data controller and HIP Psychology may act as a data processor.

2. The Information We Collect

Depending on how you interact with us, we may collect:

Contact and enquiry information

This may include:

  • your name;
  • email address;
  • telephone number;
  • school or organisation name;
  • town or location;
  • the workshop or programme you are interested in;
  • number of pupils or participants;
  • information contained within your message or enquiry; and
  • any other information you choose to provide to us.

Booking and client information

Where a school, organisation or individual books our services, we may also collect:

  • contact details for relevant members of staff;
  • booking information;
  • workshop dates and requirements;
  • correspondence;
  • invoicing and payment information; and
  • records relating to the services we provide.

Website and technical information

When you use our website, certain technical information may be collected automatically, such as:

  • IP address;
  • browser and device type;
  • pages visited;
  • approximate location;
  • referring website;
  • date and time of visits; and
  • cookie or analytics information, where applicable.

The use of non-essential cookies or similar technologies will be subject to consent where required by law.

3. Information About Pupils and Children

HIP Psychology works extensively with schools and young people. However, our website is primarily designed for school staff, parents, professionals and other adults wishing to learn about or book our services.

We do not ask schools to provide unnecessary personally identifiable information about individual pupils through our general website enquiry forms.

Please do not include confidential information about a child, medical information, diagnoses, safeguarding information or other sensitive personal information in a general website enquiry unless it is necessary and you have an appropriate basis for sharing it.

Where information about a pupil is required in connection with work commissioned by a school, we will seek to collect only the information genuinely required for that purpose.

Depending on the circumstances, the school may remain the data controller for this information and HIP Psychology may process it in accordance with the school’s instructions and any applicable data processing agreement.

4. Sensitive or Special Category Information

Some information relating to health, mental health, disability, wellbeing, ethnicity, religious beliefs or other protected matters is classed as special category personal data under data protection law.

We do not routinely request this information through our general website contact forms.

Where it is necessary for us to process special category information, we will only do so where we have both:

  • an appropriate lawful basis for processing personal information; and
  • an additional legal condition allowing us to process special category information.

This may include explicit consent or another condition permitted by applicable data protection law.

We will collect no more sensitive information than is reasonably necessary for the relevant purpose.

5. How We Use Your Information

We may use personal information to:

  • respond to enquiries;
  • discuss workshops, training or other services;
  • arrange and manage bookings;
  • communicate with schools, parents and other organisations;
  • provide services that have been requested;
  • manage our relationship with clients;
  • issue invoices and maintain financial records;
  • deal with queries, complaints or requests;
  • administer and maintain our website;
  • understand how our website is being used;
  • prevent misuse, fraud or security incidents;
  • meet legal and regulatory requirements; and
  • send relevant marketing communications where we are permitted to do so.

We will not use personal information for purposes that are incompatible with the reason it was originally collected unless we have a lawful reason to do so.

6. Our Lawful Bases for Processing

Under applicable data protection law, we must have a lawful basis for processing personal information.

Depending on the circumstances, we may rely on:

Contract

Where processing is necessary to take steps at your request before entering into a contract or to provide services under an existing contract.

For example, arranging a workshop requested by a school.

Legitimate interests

Where processing is necessary for the legitimate interests of HIP Psychology or another organisation and those interests are not overridden by your rights.

This may include:

  • responding to enquiries;
  • managing client relationships;
  • maintaining records;
  • improving our website and services;
  • protecting our organisation from fraud or misuse; and
  • certain business-to-business communications where permitted by law.

Consent

Where you have clearly agreed to a particular use of your information.

This may include certain marketing communications, non-essential cookies or the processing of sensitive information where explicit consent is the appropriate legal condition.

You can withdraw consent at any time.

Legal obligation

Where we need to process information to comply with a legal, accounting, tax, regulatory or other legal requirement.

Vital interests or other legal bases

In unusual circumstances, we may process information where necessary to protect someone’s vital interests or where another lawful basis applies.

7. Marketing Communications

We may occasionally contact existing or prospective school and business contacts about workshops, programmes, events or services that we believe may be relevant to them, where permitted by law.

Where consent is required, we will ask for it before sending marketing communications.

You can ask us to stop sending marketing communications at any time by contacting us at info@hippsychology.com or by using any unsubscribe option provided.

We may retain a limited record of an opt-out request so that we can make sure you are not contacted again for marketing purposes.

8. Who We Share Information With

We do not sell personal information.

We may share information where reasonably necessary with organisations that help us operate, such as:

  • website hosting providers;
  • website and IT support providers;
  • email providers;
  • cloud storage providers;
  • booking or administration systems;
  • payment and accounting providers;
  • accountants, insurers and professional advisers;
  • schools or organisations involved in arranging our services;
  • contractors working with HIP Psychology where appropriate; and
  • public authorities, regulators, law enforcement bodies or courts where required by law.

Where another organisation processes personal information on our behalf, we take appropriate steps to require that information to be handled securely and only for agreed purposes.

9. International Transfers

Some of the organisations or online services we use may process or store information outside the United Kingdom.

Where personal information is transferred internationally, we take reasonable steps to ensure that an appropriate legal mechanism is in place.

Depending on the destination and circumstances, this may include:

  • UK adequacy regulations;
  • recognised contractual safeguards;
  • the UK International Data Transfer Agreement;
  • an approved UK Addendum to standard contractual clauses; or
  • another transfer mechanism permitted by data protection law.

Where EU data protection law applies, we will also take account of the requirements governing transfers of personal data outside the European Economic Area.

10. How Long We Keep Information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet any legal, accounting or regulatory requirements.

As a general guide:

  • General enquiries: normally retained for up to 24 months after our last meaningful contact.
  • Client and booking records: normally retained for the duration of the relationship and for an appropriate period afterwards.
  • Invoices, accounts and financial records: normally retained for up to seven years, where required for tax, accounting or legal purposes.
  • Marketing information: retained until you unsubscribe, object or we determine that the information is no longer appropriate to retain.
  • Complaint or dispute records: may be retained for the period necessary to deal with the matter and any related legal claims.
  • Information processed on behalf of a school: retained in accordance with the relevant agreement, instructions from the school and applicable legal requirements.

We may delete or anonymise information sooner where it is no longer required.

11. Cookies

Our website may use cookies and similar technologies.

Cookies can be used to:

  • make the website function correctly;
  • remember settings;
  • understand how people use the website;
  • measure website performance; and
  • support embedded or third-party content.

Cookies that are strictly necessary for the operation of the website may be used without consent.

Where cookies are not strictly necessary, we will seek consent before placing them on your device where required by law.

You can also control cookies through your browser settings.

Further information about specific cookies used on this website should be provided through our cookie notice or cookie settings.

12. Third-Party Websites and Embedded Content

Our website may contain links to third-party websites or content provided by other services, such as video platforms or social media sites.

Those organisations may collect information about you when you interact with their content.

HIP Psychology is not responsible for the privacy practices of third-party websites. We recommend reviewing their privacy information before providing personal information to them.

13. How We Protect Personal Information

We take reasonable technical and organisational measures to protect personal information against:

  • unauthorised access;
  • accidental loss;
  • misuse;
  • disclosure;
  • alteration; and
  • destruction.

Access to personal information is restricted to people who reasonably require it for their work.

However, no website, email system or internet transmission can be guaranteed to be completely secure.

14. Your Data Protection Rights

Depending on the circumstances and the lawful basis being relied upon, you may have the right to:

  • request a copy of the personal information we hold about you;
  • ask us to correct inaccurate or incomplete information;
  • ask us to delete personal information;
  • ask us to restrict how information is used;
  • object to certain processing;
  • object to direct marketing;
  • receive certain information in a portable format;
  • withdraw consent where processing is based on consent; and
  • raise concerns about how your information is being handled.

Some rights are subject to legal restrictions and may not apply in every circumstance.

To exercise any of these rights, contact:

info@hippsychology.com

We may need to verify your identity before responding to a request.

You will not normally be charged for exercising your data protection rights.

15. Your Right to Object

You have the right to object to the processing of your personal information where we rely on legitimate interests.

You also have an absolute right to object to your personal information being used for direct marketing.

To object, contact info@hippsychology.com.

16. Complaints

If you are unhappy with how we have handled your personal information, please contact us first so that we can investigate the issue.

You also have the right to make a complaint to the relevant data protection regulator.

For matters relating to processing in the United Kingdom, this is the:

Information Commissioner’s Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113

Where EU data protection law applies, including in relation to certain processing involving individuals in the Republic of Ireland, you may also have the right to contact the relevant EU supervisory authority, including:

Data Protection Commission, Ireland
21 Fitzwilliam Square South
Dublin 2
D02 RD28
Ireland

17. Automated Decision-Making

We do not currently use personal information collected through this website to make decisions about individuals solely by automated means where those decisions would have legal or similarly significant effects.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to:

  • our services;
  • the information we collect;
  • how our website operates; or
  • applicable data protection requirements.

The latest version will be published on this website and the date at the top of the policy will be updated.

19. Contact Us

If you have questions about this Privacy Policy, the information we hold about you or your data protection rights, please contact:

HIP Psychology Ltd
Ulster Bank Ltd
11–16 Donegall Square East
Belfast
Northern Ireland
BT1 5UB

Email: info@hippsychology.com
Telephone: 07801 537015

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