The Therapeutic Connection

TERMS AND CONDITIONS

1. Parties

This agreement is between you (the “Client”) and Dr.Sherylin Thompson, a Counselling Psychologist practicing at Unit 68 Cannon Workshops, 3 Cannon Drive, Canary Wharf, London, E14 4AS (the “Therapist”).

2. Purpose and Scope
   • These terms and conditions govern the provision of counselling psychology services by the Therapist to the Client.
   • This agreement sets out the framework for the professional relationship between the Therapist and the Client. Open communication is encouraged, and any concerns or complaints should be raised promptly with the Therapist to facilitate a resolution.

3. Commencement and Termination
   • This agreement commences as soon as the first session has been booked.
   • This agreement may be terminated by either party with at least one week’s written notice to the other party.

4. Services
   • The services provided under this agreement include individual therapy and relationship counselling, delivered in person, via video call (e.g., Zoom, Doxy.me, Bilateral Base), telephone, or online platforms (the “Services”). The specific format of therapy will be agreed upon between the Therapist and the Client.

5. Ethical Standards and Professional Conduct
   • The Therapist will conduct all services in accordance with the ethical principles and codes of conduct of the following professional bodies. These codes and guidelines are available on the respective organisations’ websites:
     • British Association for Counselling and Psychotherapy (BACP)
     • United Kingdom Council for Psychotherapists (UKCP)
     • British Psychological Society (BPS)
     • Health and Care Professions Council (HCPC)

6. Confidentiality
   • Maintaining Client confidentiality is of paramount importance. The Therapist adheres to all relevant data protection legislation and professional guidelines on confidentiality. Information will be shared only on a need-to-know basis and within secure systems and processes.
   • Confidentiality may be breached in the following exceptional circumstances:
     • Legal Obligation: Where disclosure is required by law, such as under the Children Act 1989, the Terrorism Act 2000, or the Proceeds of Crime Act 2002.
     • Risk of Harm: Where there is a serious and imminent risk of harm to the Client or others, the Therapist may disclose information to appropriate authorities or individuals to prevent harm.
     • Supervision and Consultation: Client information may be discussed anonymously with the Therapist’s clinical supervisor or consultant to ensure best practice and ethical conduct.

In any situation where confidentiality may need to be breached, the Therapist will carefully consider all relevant legal and ethical factors and, wherever possible, involve the Client in the decision-making process.

7. Data Protection
   • The Therapist is committed to complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. The Therapist collects and processes personal data for the purpose of providing therapeutic services, including:
     • Contact information (name, address, telephone number, email address)
     • Session notes
     • Assessment records
     • Emergency contact details
   • The Therapist will process personal data in accordance with the following principles:
     • Lawfulness, fairness, and transparency: Data will be processed lawfully, fairly, and in a transparent manner.
     • Purpose limitation: Data will be collected for specified, explicit, and legitimate purposes and not further processed in a manner that is incompatible with those purposes.
     • Data minimization: Data will be adequate, relevant, and limited to what is necessary in relation to the purposes for which they are processed.
     • Accuracy: Data will be accurate and, where necessary, kept up to date.
     • Storage limitation: Data will be kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed.
     • Integrity and confidentiality: Data will be processed in a manner that ensures appropriate security of the personal data, including protection against unauthorized or unlawful processing and against accidental loss, destruction, or damage, using appropriate technical or organizational measures.
   • The Therapist will obtain explicit consent from the Client before sharing any information with third parties, except where required by law or to protect the Client or others from harm.
     • The Client has the following rights under data protection legislation:
       • Right of access: To request access to their personal data.
       • Right to rectification: To request correction of inaccurate or incomplete data.
       • Right to erasure: To request deletion or removal of personal data where there is no compelling reason for its continued processing.
       • Right to restriction of processing: To request limitations on how personal data is processed.
       • Right to data portability: To request the transfer of personal data to another controller in a structured, commonly used, and machine-readable format.
       • Right to object: To object to processing of personal data in certain circumstances.

Further information about these rights can be found on the Information Commissioner’s Office website: www.ico.org.uk. 

8. Access to Non-Therapeutic Information
   • Access to non-therapeutic information may be granted to third parties involved in the following processes, but only where necessary and on a strictly confidential basis:
     • Administration and management of the Therapist’s practice
     • Financial processing and billing
     • Legal and regulatory compliance

9. CCTV, Recordings, and Supervision
   • CCTV may be in operation in some areas of the building for security purposes.
   • The Therapist participates in regular clinical supervision in accordance with BACP, UKCP, and BPS guidelines. Client information may be discussed in supervision, but client anonymity will be maintained.
   • The Client may be asked to consent to the audio or video recording of sessions for the following purposes:
     • Supervision
     • Training
     • Research
     • Service evaluation

The Client has the right to decline this request. Any recordings will be securely stored and erased as soon as practicable after their purpose has been fulfilled.

10. Retention, Storage, and Destruction of Information
    Client information is stored securely, both in manual and electronic formats, in accordance with data protection legislation and professional guidelines. Data will be retained for the periods specified by relevant professional bodies and insurers. After this period, data will be securely deleted or destroyed using appropriate methods to ensure confidentiality.

11. Influence of Alcohol or Substances
    Clients under the influence of alcohol or illegal substances may be asked to leave and forfeit their session fee. Continued substance use may result in termination of therapy. 

12. Contact Between Sessions
    Clients can contact the Therapist between sessions via telephone or email. Messages will be responded to as soon as practicable within normal working hours. The Therapist does not provide a crisis or emergency service. Clients in crisis should contact their GP, the NHS Non-Emergency Number (111), or emergency services (999).

13. Use of Online Content
    Online content provided by the Therapist, such as blogs or social media posts, is for general information purposes only and should not be considered a substitute for professional advice.

14. Access to Online Services
    The Therapist aims to provide accessible online services but cannot guarantee their continuous operation or compatibility with all devices. The Therapist is not responsible for data loss, security breaches, or technical issues arising from the use of online services. Clients are responsible for ensuring they have adequate internet connectivity and security measures in place for online sessions. 

15. Dual Relationships
    The therapeutic relationship is strictly professional. To maintain professional boundaries, avoid conflicts of interest, and ensure the efficacy of therapy, the Therapist will not engage with clients in any other capacity, such as social, business, or personal relationships. This includes:

     

    • Avoiding social media connections
    • Refraining from business transactions
    • Declining invitations to client events
    • Not accepting clients as participants in training programs provided by the Therapist
    • Not knowingly accepting new clients who are close friends or family members of existing or previous clients.

16. Litigation, Legal, Conduct and RegulatoryProceedings
    • Due to the nature of the therapeutic relationship and the importance of confidentiality, the Therapist will not provide reports, letters, or testimony in formal regulatory, conduct or legal proceedings relating to the Client. The primary purpose of therapy is to support personal development and well-being. Engaging in therapy with the sole intention of obtaining a ‘mitigating circumstances’ letter for university or HR procedures is not appropriate. Clients are advised to address such requests directly with the relevant institution or department. Any requests for letters will be evaluated individually and must be consistent with the therapeutic objectives established during our sessions.
    • The Client must inform the Therapist immediately if they become aware of any potential legal proceedings that may involve the Therapist or the therapeutic relationship.

17. Fees and Payment
    • Fees for self-funded therapy are clearly displayed on the Therapist’s website. Payment is due before the start of each session unless alternative arrangements have been agreed in advance. Online payments can be made via bank transfer or secure online payment platforms.
    • Fees for clients funded by insurance companies or Employee Assistance Programmes (EAPs) will be agreed on a case-by-case basis, subject to the terms and conditions of the relevant insurance policy or EAP agreement.
    • In the event that a third-party payer, such as an insurance company, fails to cover the cost of therapy, the Client will be responsible for the immediate payment of all outstanding fees. The Client is also responsible for managing their insurance claims, which includes ensuring that each session is covered under their policy, adhering to insurance processes when the authorised number of sessions has expired, and being aware of and paying any excess fees due. The therapist will not contact the insurance company to pursue payment of invoices. Clients must immediately pay any outstanding fees due to the Therapist and liaise directly with their insurance provider to address any payment issues.
    • The Therapist may be required to disclose client information to third-party payers (including health insurance providers) for claim or payment processing purposes. The Client consents to such disclosure as necessary for the processing of their claims. This information could include sensitive information such as diagnosis, symptoms, Client history and current circumstances.
    • Fees for self-funding clients are reviewed annually. Clients will be notified of any fee changes.

18. Initial Sessions and Ongoing Treatment
    • The initial booked session may not be available as a regular slot on a weekly basis. Updated Therapist availability is on psychologist.city/book and the Client can view ongoing availability by scrolling forward on this online calendar. The Client my email the Therapist to request a block booking of a slot if a specific day and time is required for the duration of the course of therapy.
    • The initial three sessions are considered an assessment period. During this time, the Therapist and Client will collaboratively assess the Client’s needs and determine whether therapy with the Therapist is appropriate and likely to be beneficial. After this period, either party may decide not to continue therapy.
    • Regular weekly sessions are encouraged for ongoing therapy. The frequency and duration of sessions may be reviewed and adjusted by mutual agreement between the Therapist and the Client.

19. Sessions and Cancellations
    • Sessions are 50 minutes in duration unless otherwise agreed in writing.
    • The Client must provide at least 48 hours’ notice to cancel or reschedule a session. Failure to provide sufficient notice will result in the Client being charged the full session fee.
    • Sessions will start and end at the agreed time. Late arrival by the Client will not extend the session. In couples’ therapy, both clients need to be present before the session can start unless there is prior arrangement.
    • Insurance clients must ensure that the registration form is completed in full and that the Therapist updated immediately of any changes to the information on the registration form. This information is essential for insurance claims and incomplete / outdated information may result in the therapist having to cancel sessions at short notice, charging the Client for insurance shortfalls and possibly terminating therapy. 
    • If the Therapist needs to cancel a session, they will provide at least 48 hours’ notice where possible. The Client will not be charged for any sessions cancelled by the Therapist.
    • The Therapist will give at least 4 weeks’ notice of any planned absences. The Client is requested to provide at least 2 weeks’ notice for any planned absences.

20. Client Therapeutic Responsibilities
    • The Client acknowledges that therapy is a collaborative process and that their active participation and commitment are essential for its success.
    • The Client agrees to attend sessions regularly and punctually and to engage honestly and openly in the therapeutic process.
    • The Client understands that therapy may involve exploring difficult emotions and experiences and that this may be challenging at times. The Therapist will provide a safe and supportive environment for this exploration.

21. Regular Reviews
    • The Therapist and Client will regularly review the therapeutic process, including goals, progress, and any concerns.

22. Ending Therapy
    • The duration of therapy will be determined through regular reviews and mutual agreement between the Therapist and the Client.
    • Therapy may be terminated in the following circumstances:
      • By mutual agreement between the Therapist and the Client.
      • By the Therapist, if they believe that the Client is not benefiting from the Services or if the Client’s needs fall outside the Therapist’s area of expertise. In such cases, the Therapist will provide reasonable notice and, where appropriate, assist the Client in finding alternative support.
      • By the Client, at any time, with at least one week’s notice.
      • If the Client attends less than half of the scheduled sessions within a two-month period, the Therapist may review the impact of infrequency on progress, the Client’s commitment to therapy and may, at their discretion, terminate the Services.

23. Video Call and Telephone Therapy
    • In the event of technical difficulties during video call or telephone sessions, both parties will make reasonable efforts to re-establish connection or use alternative means of communication. Missed sessions due to technical issues on the Client’s side will not be refunded.
    • The Client is responsible for ensuring a safe, private, and secure environment for remote therapy sessions. 
24. Limitations of Liability
    • The Therapist does not guarantee any specific outcome or result from the Services.
    • The Therapist shall not be liable for any indirect, incidental, consequential, special, or exemplary damages arising out of or in connection with the Services, even if the Therapist has been advised of the possibility of such damages.
    • Nothing in this agreement shall limit or exclude the Therapist’s liability for death or personal injury caused by their negligence, or for fraud or fraudulent misrepresentation.

25. Notices
    • All notices and communications must be in writing and delivered to the addresses specified in this agreement, or to such other address as a party may notify in writing to the other party.

26. Severance
    • If any provision of this agreement is deemed invalid or unenforceable, it will be modified or removed to the extent necessary, without affecting the remaining provisions.

27. Waiver
    • Any waiver of rights under this agreement must be in writing and signed by the party waiving the right.

28. Third Parties
    • This agreement does not confer any rights on third parties.

29. Variation
    • Any variation to this agreement must be in writing and signed by both parties.

30. Dispute Resolution
    • In the event of any dispute arising out of or in connection with this agreement, the parties shall attempt to resolve the dispute amicably through negotiation.
    • If the parties are unable to resolve the dispute through negotiation, they may agree to refer the dispute to mediation in accordance with the Centre for Effective Dispute Resolution (CEDR) Model Mediation Procedure.
    • Nothing in this clause shall prevent either party from seeking urgent injunctive relief from a court of competent jurisdiction.

31. Governing Law and Jurisdiction
    • This agreement, and any dispute or claim arising out of or in connection with it or its subject matter or formation (including non-contractual disputes or claims), shall be governed by and construed in accordance with the law of England and Wales.
    • Each party irrevocably agrees that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with this agreement or its subject matter or formation (including non-contractual disputes or claims).

32. Entire Agreement
    • This agreement constitutes the entire agreement and understanding between the parties in relation to its subject matter and supersedes all prior discussions, representations, and agreements, whether oral or written.

33. Acceptance
    • The Client acknowledges that they have read and understood these terms and conditions and agree to be bound by them.

34. Contact Information
    • If you have any questions about these terms and conditions, please contact the Therapist at: sherylin@psychologist.city; 07940 516 806.