Our Policies & Statements
Privacy Policy and Terms & Conditions
In order to provide you with the best service possible I need to hold your personal contact details and records of your therapy sessions. This privacy notice tells you what I will do with your personal information from initial point of contact through to after therapy has ended. Your privacy is very important to me and you can be confident that your personal information will be kept safe and secure and will only be used for the purpose it was given to me. I adhere to current data protection legislation, including the General Data Protection Regulation (EU/2016/679) (the GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications (EC Directive) Regulations 2003. I also adhere to the ethical guidelines regarding protecting client privacy and confidentiality set by the British Association for Counselling and Psychotherapy (BACP).
My lawful basis for holding and using your personal information
The GDPR states that I must have a lawful basis for processing your personal data. There are different lawful bases depending on the stage at which I am processing your data. If you have had therapy with me and it has now ended, I will use legitimate interest as my lawful basis for holding and using your personal information. If you are currently having therapy or if you are in contact with me to consider therapy, I will process your personal data where it is necessary for the performance of our contract. The GDPR also makes sure that I look after any sensitive personal information that you may disclose to me appropriately. This type of information is called ‘special category personal information’. The lawful basis for me processing any special categories of personal information is that it is for provision of health treatment (in this case therapy sessions) and necessary for a contract with a health professional (in this case, a contract between me and you).
How I use your information
I will never use your personal data for any purposes other than the administration of the therapy service that I am providing to you i.e. to arrange, cancel and rearrange appointments. I will only retain your personal information for as long as is necessary. This is in line with guidance from the Information Commissioner’s Office.
Initial contact: When you contact me to book your first appointment I will collect some brief information to help me to process your enquiry. This will include your name so that I can book the appointment into my diary and also a contact method, for example an email address or phone number. This information is requested so that you could be informed if I was unable to attend an appointment due to unforeseen circumstances. If you do not want to be contacted under any circumstances you do not need to provide a contact method. Alternatively, an organisation such as your employer may send me your details when making a referral or a relative may give me your details when making an enquiry on your behalf. If an enquiry is made and you decide not to proceed I will ensure that all of your personal data is deleted within one month. If you would like me to delete this information sooner please let me know.
While you are accessing therapy: Your email address or phone number will be used to provide you with written confirmation of your appointment times if you have given consent for this. Your email address and telephone number will only be used to contact you regarding appointment times unless we have agreed that I will also use your email address to email you information that is relevant to your therapy sessions.
At the beginning of your first appointment I will ask you to complete a personal details form containing your name, address, date of birth, contact information and also contact information for your GP. The form is stored in a locked filing cabinet that can only be accessed by me or reception staff. Please be aware that I will not routinely contact your GP to inform your GP of your attendance as your attendance is confidential. To fulfil my duty of care towards you while also maintaining your confidentiality I will only contact your GP if it is necessary and should these circumstances arise I would discuss this with you wherever possible before contacting your GP.
Rest assured that what is said in our sessions will be kept confidential. I am an Accredited Member of the British Association of Counselling & Psychotherapy (BACP) and I abide by their professional code of ethics. Confidentiality will only be broken if there are legal or ethical obligations to disclose, for example, if you disclose abuse/neglect of a child or vulnerable adult, or say something else that implies serious harm to yourself or others, or if a court of law requires me to disclose information.
In the event that confidentiality must be broken I will always try to speak to you about this first, unless there are safeguarding issues that prevent this.
Counsellors are required to have regular supervision support so I may discuss our work with my supervisor. This would be done without identifying you and my supervisor is a counsellor who also abides by the BACP’s code of ethics regarding confidentiality.
I keep brief notes of our therapy sessions for the purpose of assisting our work together. The notes help me to keep track of the issues that we are working on and they are for my use only. The notes do not include any personal details that could be used to identify you and they are stored securely in a locked filing cabinet that only I have access to. Your therapy notes are stored separately to your personal details form.
After therapy has ended: There are reasons why counsellors are required to keep records after therapy has ended. For example, in the case of financial transactions personal information must be retained for as long as legally required in respect of tax or accounting purposes. Retaining your therapy notes ensures that I can continue to offer you an efficient service if you make contact after therapy has ended. Your therapy notes do not include any personal details that could be used to identify you and continue to be stored securely in a locked filing cabinet that only I have access to for seven years after therapy has ended. This time frame adheres with current industry guidelines. Seven years after therapy has ended your therapy notes will be confidentially destroyed.
Your personal details form is confidentially destroyed on ending your therapy sessions. Please note that I need to keep a record of your name, date of birth and your client reference number for seven years after therapy ends. Your client reference number corresponds with a client reference number on your therapy notes and therefore enables me to identify your therapy notes if necessary.
Third party recipients of personal data
I share a limited amount of personal data with third parties in order to provide therapy services to you and to fulfil legal obligations in respect of tax and accounting purposes. For example, my accountant is permitted access to my invoices and if you contact me to book an appointment I will give your name to reception at the location where your appointment is due to take place in order to book your appointment at that location. Where I have contracted with a supplier to carry out tasks I have carefully selected which organisations I work with. I state that they do not use your information in any way other than the task for which they have been contracted. I will never pass on your contact details to any third party organisations for the purposes of sales, marketing or research.
If your appointments are paid for or arranged via a third party, for example, your employer the only information shared with the third party is your dates of attendance and non-attendance for invoicing and payment purposes. Details about what is discussed in your appointments will remain confidential and can only be shared if you give me your written consent to do so.
Data security
I take the security of the data that I hold about you very seriously. My email account is password protected and mobile phones and laptops used to respond to your emails are password protected and have anti-virus software. Any email correspondence will be deleted within one month if it is not necessary to keep it. If it is necessary to retain the information I will print the email and store it securely in a locked filing cabinet that only I have access to.
Website visitors
By accessing the website, you are consenting to the information collection and use practices described in this privacy notice. Should you choose to contact me using the contact form on the website none of the data that you supply will be stored by the website or passed to any third party data processors. Instead the data will be collated into an email and sent to me over the Simple Mail Transfer Protocol (SMTP). SMTP servers are protected by TLS (sometimes known as SSL) meaning that the email content is encrypted before being sent across the internet. The email content is then decrypted by local computers and devices.
The website uses cookies and Google Analytics. Almost all websites use cookies which are small files that get put on your computer by websites as you surf them. These cookies can store lots of information which can have privacy implications. Google Analytics is a service provided by Google that gathers anonymous data on how people are using websites and then provides visitor statistics, details of page views etc. This service is used by many website owners as the data helps website owners to improve their websites.
Some page elements are embedded from trusted third parties in order to provide you with Interactive Maps. This makes the website more helpful to you as a site visitor however most of these come with their own cookies. This applies to Google Maps. I do not control these cookies so I cannot guarantee what they do. In many cases the cookies are used to generate identical information to Google Analytics and indeed use Google Analytics, so opting-out of Google Analytics will also opt you out of these cookies too. You can opt out of Google analytics and other Google services here – http://tools.google.com/dlpage/gaoptout and https://www.google.com/dashboard/.
Your rights
Under GDPR, 2018 guidelines you have the following rights: The right to request access to the personal information that I store and process about you. You can ask for corrections to be made to the information held or for your personal information to be deleted. You can also ask me to restrict the processing of your personal information or to object to the processing of it altogether in some circumstances. You can read more about your rights at ico.org.uk/your-data-matters. If you would like to make a request relating to any of the rights above, please send a request in writing by emailing talk@yrcs.co.uk
Please be aware that in certain situations counsellors may be unable to comply with the above requests. For example, if compelled to retain the records by a court of law. Please also be aware that there may be a charge for complying with a request if it is deemed to be excessive in nature.
Queries
‘Data controller’ is the term used to describe the person or organisation that collects and stores and has responsibility for people’s personal data. In this instance, the data controller is Colette Safhill and I am registered with the Information Commissioner’s Office: the registration number for York Road Counselling Services is ZB295437. If you have any questions about this privacy policy or the way in which I handle your personal information you can contact me via phone on 07967 158116 or email at talk@yrcs.co.uk
Complaints
If you have a complaint about how I handle your personal data please do not hesitate to get in touch by email at talk@yrcs.co.uk
If you want to make a formal complaint about the way I have processed your personal information you can contact the ICO which is the statutory body that oversees data protection law in the UK. For more information go to ico.org.uk/make-a-complaint.
Changes to privacy notice
This privacy notice may be updated from time to time, so please check occasionally for any updates.
Code of Conduct
Accreditation and Professional Status
All our therapists are qualified and accredited with either British Association for Counselling and Psychotherapy (BACP), United Kingdom Council for Psychotherapy (UKCP), or Health & Care Professions Council (HCPC).
All have a proven pathway of experience in working with different age groups, backgrounds, ethnicities, and professions.
Eligibility and Accessibility of the Service
Our services are aimed at being preventative and pro-active. An opportunity to chat through the pressures of life and work and, with assistance, to resolve issues that may become more profound and have greater impact further down the line.
We are unable to help with acute or suicidal crises; if a client is suicidal they should be encouraged to contact the emergency services. They may also contact www.samaritans.org or telephone them on 116 123 (UK) .
If we have to decline use of our service, we will try and suggest alternative support. We will be conscious of everybody’s wellbeing and its importance and that everyone should have the opportunity to seek the best support for their specific needs.
This particular service is aimed at adults over the age of 18 years. Young people looking for support should be supported to call Childline on 0800 1111 or website: www.childline.org.uk.
Safeguarding Policy
This policy is designed for a BACP-registered private practice and covers core safeguarding principles, legal duties under the UK's Care Act 2014 and Mental Capacity Act 2005, and best practice guidelines. It is a template that should be adapted to your specific practice, and it is recommended to consult your local authority's safeguarding team for specific reporting procedures.
Safeguarding policy for vulnerable adults in therapy practice
1. Policy statement and legal framework
Purpose: The primary purpose of this policy is to protect the right of vulnerable adults to live free from abuse and neglect. It outlines the responsibilities of the practitioner in recognising, responding to, and reporting safeguarding concerns while promoting the adult's well-being, choice, and control.
Legal basis: This policy is based on key UK legislation and guidance for England, including:
The Care Act 2014
The Mental Capacity Act 2005
The Human Rights Act 1998
The Data Protection Act 2018 (UK GDPR)
Definitions:
Adult at risk: An adult (age 18+) who has needs for care and support, is experiencing or is at risk of abuse or neglect, and as a result of their care needs is unable to protect themselves from the abuse or neglect.
Abuse and neglect: This includes a wide range of harms such as physical, psychological, sexual, financial, and domestic abuse; modern slavery; discriminatory abuse; and self-neglect.
2. Six core principles of adult safeguarding
This practice is committed to the principles recommended by the Department of Health and Social Care:
Empowerment: Clients are supported and encouraged to participate in decision-making and have control over their lives.
Protection: Support and advocacy are available for those in greatest need. Action will be taken to protect clients who are at risk of harm or abuse.
Prevention: It is better to take proactive action to prevent harm or abuse from occurring in the first place.
Proportionality: Any intervention will be the least intrusive and restrictive response appropriate to the level of risk.
Partnership: The practitioner will work collaboratively with clients, their families, and other agencies (like the local authority) to ensure the client's welfare.
Accountability: All actions and decisions related to safeguarding will be transparent, justifiable, and recorded accurately.
3. Practice responsibilities
Competence and training: The practitioner is appropriately trained, skilled, and maintains ongoing continuing professional development (CPD) in safeguarding, including understanding the signs of abuse and the relevant legal framework.
Supervision: The practitioner will engage in regular clinical supervision with a suitably qualified supervisor. Safeguarding concerns and ethical dilemmas will be discussed in supervision as a priority.
Duty of care: The practitioner has a duty to act if they believe a client or another person is at risk of serious harm, even if this requires breaking confidentiality.
4. Confidentiality and information sharing
Therapeutic contract: Clients will be informed in the initial contract that while confidentiality is paramount, it may be broken if there is a serious concern for their safety or the safety of others.
Consent: Wherever possible, the client's consent will be sought before sharing information. However, if sharing information is necessary to prevent serious harm and it is not safe or practical to seek consent (or if the client lacks capacity), the practitioner may proceed without it.
Mental Capacity Act (MCA) 2005:
The practitioner will always assume a client has the capacity to make their own decisions unless proven otherwise.
If a client is assessed to lack capacity, any action taken must be in their 'best interests' and be the least restrictive option available.
5. Responding to a safeguarding concern
If a safeguarding concern is identified, the practitioner will take the following steps in a proportionate and client-centred way:
Recognise: Be aware of the potential signs of abuse or neglect.
Respond:
Listen calmly and empathically without asking leading questions.
Do not promise absolute confidentiality; gently remind the client of the agreed-upon limits.
Reassure the client that any disclosure is taken seriously and is not their fault.
If the client is in immediate danger, contact the police or emergency services immediately (e.g., dial 999).
Record:
Make a precise, factual, and dated note of the concern as soon as possible, using the client's own words where appropriate.
Record any actions taken, reasons for decisions, and the outcome.
Report and refer:
Consult supervision: Discuss the case with your clinical supervisor for advice and to plan a course of action.
Contact the local authority: Unless you are certain no action is needed, contact your Local Authority's designated Safeguarding Lead or Adult Social Care team for advice. You can make an anonymous initial enquiry if necessary.
Make a formal referral: If required, complete the Local Authority's formal safeguarding incident report form and submit it promptly.
Cooperate with enquiries: The practitioner will cooperate fully with any safeguarding enquiry or investigation.
6. Safe practice and record-keeping
Data protection: Client data and safeguarding records will be stored securely and handled in accordance with the Data Protection Act 2018 (UK GDPR).
Record review: Safeguarding records will be reviewed regularly to ensure they are accurate and up to date.
Policy review: This policy and its procedures will be reviewed regularly to ensure they remain in line with best practices and legal requirements.
7. Whistleblowing
The Public Interest Disclosure Act 1998 protects workers who disclose confidential information in the public interest to protect someone from harm, ensuring they are not penalised in the workplace for doing so.
Confidentiality Policy
1. Policy statement and legal framework
• Purpose: The foundation of a successful therapeutic relationship is trust, which is built on the assurance of confidentiality and privacy. The purpose of this policy is to outline the practitioner's commitment to protecting client information and to clearly state the ethical and legal limits of that confidentiality.
• Ethical basis: This policy is guided by the BACP Ethical Framework for the Counselling Professions, particularly the principles of being trustworthy, respecting client autonomy, and avoiding harm (non-maleficence).
• Legal basis: The practice complies with UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA 2018). The Human Rights Act 1998 also grants clients the right to a private life, which includes their confidential information.
2. Confidentiality agreement with clients
• Informed consent: Before therapy begins, the client will be provided with this policy and its terms will be discussed to ensure they understand the nature and limits of the confidentiality offered. This is a fundamental part of the therapeutic contract.
• Core principle: All information disclosed within therapy sessions is treated as private and confidential. This includes both the content of sessions and the client's personal details.
• Privacy when seen in public: To protect a client's privacy, the therapist will not acknowledge them in public unless the client initiates contact first.
3. Limits and exceptions to confidentiality
Clients will be made aware that absolute confidentiality cannot be guaranteed due to ethical and legal obligations. Confidentiality may be breached in the following "foreseeable limitations," usually only after discussing the matter with the client unless it increases the risk of harm:
• Risk of serious harm: The primary exception is if the therapist believes there is a risk of serious harm to the client or to others. This includes safeguarding concerns regarding children or vulnerable adults, or a client expressing a clear and definite intent to end their own life.
• Clinical supervision: As a professional and ethical requirement, the therapist engages in regular clinical supervision to ensure the quality of their work. Case material is discussed, but client identities are protected and remain anonymous, usually by using only a first initial or client code. The supervisor is also bound by strict confidentiality.
• Legal requirements:
o Court orders: A court of law can compel the therapist to disclose notes or attend as a witness. In such cases, the therapist is legally required to comply. The client will be notified of this if legally and ethically possible.
o Prevention of crime: The law permits—and in some cases, requires—a breach of confidentiality if it would assist in preventing or detecting a serious crime, such as acts of terrorism, drug trafficking, or money laundering.
• Professional executor: In the unlikely event of the practitioner's serious illness or death, a trusted professional colleague (a "professional executor") would be granted access to client contact details solely for the purpose of informing clients and arranging alternative support if desired. This person is also bound by confidentiality.
4. Secure record-keeping and data handling
• Data Controller status: The practitioner acts as the Data Controller for all client information and is responsible for ensuring its protection in line with UK GDPR and the DPA 2018.
• Data collected: Personal contact details and sensitive clinical notes are collected, but only the information that is necessary to provide a safe and effective service is retained.
• Security measures:
o Paper records are stored in a locked, non-portable cabinet.
o Electronic records are stored on password-protected devices or secure cloud servers. All digital notes are password-protected at the document level.
o Personally identifiable information (like names and contact details) is stored separately from anonymised session notes wherever possible.
o Any messages (e.g., emails, texts, voicemails) are deleted once their content has been recorded in the client's notes.
• Retention and destruction: Records are securely stored for a period of [Insert timeframe, e.g., 7 years] following the end of therapy, as is standard for many independent practitioners. After this period, they are securely destroyed.
• Client rights under GDPR: Clients have the right to request access to the information held about them, request corrections to factual errors, and request the deletion of their information (subject to certain legal and professional limitations).
5. External requests and information sharing
• Client's request for disclosure: If a client asks for their information to be shared (e.g., with a solicitor or for an insurance claim), written consent will be obtained. The therapist will discuss the potential implications of this with the client, as they may lose control over who sees the information once it is released.
• Consultation with supervisor and legal advice: Before any discretionary disclosure is made, the therapist will consult with their clinical supervisor and, if necessary, seek legal advice (for example, through their professional indemnity insurer).
• Working with third parties: Where therapy is funded or arranged by a third party (e.g., an employer or insurance company), the extent of any information sharing will be clearly discussed and agreed upon with the client before the work begins.
Equality, Diversity & Inclusion (EDI)
Our commitment to Equality, Diversity, and Inclusion (EDI)
1. Our policy statement
As a BACP-registered therapist, I am committed to providing an ethical, anti-discriminatory, and inclusive service to all clients. This practice is founded on the principles of fairness, respect, and valuing the unique experiences of every individual.
• Valuing every person: I aim to create a therapeutic space where everyone feels seen, heard, and respected, regardless of their background or identity.
• Preventing discrimination: I have a zero-tolerance policy for discrimination and prejudice. This includes discrimination based on the protected characteristics outlined in the UK's Equality Act 2010:
o Age
o Disability
o Gender reassignment
o Marriage and civil partnership
o Pregnancy and maternity
o Race (including ethnic or national origin, nationality, or colour)
o Religion or belief
o Sex
o Sexual orientation
• Promoting positive action: I am dedicated to actively working against systemic barriers that prevent people from accessing therapy and to promoting social justice within my professional role.
2. How this works in practice
• Accessibility: I will make reasonable adjustments to ensure my services are as accessible as possible. If you have any specific needs—whether related to physical access, communication, or otherwise—please let me know, and I will work with you to accommodate them.
• Cultural competence: I am committed to continuous professional development and self-reflection. I seek out training and supervision that deepens my understanding of diverse cultural backgrounds, social issues, and the impact of systemic inequality on mental health.
• Respect for identity: I respect your right to self-identify and will use your preferred name and pronouns. I understand that identity is complex and can be a significant part of the therapeutic journey.
• Language and communication: I aim to use clear, accessible language, free from professional jargon, to make my services as approachable and understandable as possible for all.
3. Feedback and accountability
Your feedback is crucial for ensuring this policy is effective and my practice remains inclusive. If you have any concerns or feedback regarding EDI in my service, I encourage you to discuss it with me. All concerns will be taken seriously, handled confidentially, and used to inform my professional growth.
Professional Standards
Our professional standards and ethical commitments
1. Policy statement and legal framework
As a BACP-registered therapist, I am committed to upholding the highest standards of professional and ethical practice, as outlined in the BACP Ethical Framework for the Counselling Professions. This policy serves to inform clients about my professional commitments and to build a foundation of trust and transparency.
2. Our core ethical principles
My practice is founded on the BACP's core ethical principles, ensuring that you receive a high-quality and responsible service:
· Being trustworthy: I am committed to honouring the trust you place in me and will protect your confidentiality and privacy.
· Autonomy: I respect your right to be self-governing and to make your own informed decisions about your therapy journey.
· Beneficence: My work is committed to promoting your well-being and working constructively towards your desired outcomes.
· Non-maleficence: I am committed to avoiding harm and providing a safe therapeutic space for you to explore your concerns.
· Justice: You will receive fair and impartial treatment at all times, free from discrimination. I am committed to making my service as accessible as reasonably possible.
· Self-respect: I maintain my own personal and professional well-being and integrity to ensure that I am able to work effectively with my clients.
3. Professional practice commitments
In addition to the core ethical principles, this practice commits to the following professional standards:
· Competence and development: I will work within my areas of competence and keep my professional skills and knowledge up to date
through regular Continuing Professional Development (CPD) and by staying informed of current research and legal requirements.
· Supervision: I engage in regular, formal clinical supervision to review my work, ensure ethical practice, and maintain the quality and safety of the service I provide to clients.
· Accountability and candour: I take full responsibility for the quality and safety of my service. Should anything go wrong, I will be open and honest about it, take action to repair any harm caused, and use it as a learning opportunity.
· Contracting and boundaries: Before therapy begins, we will agree on a clear contract that covers confidentiality, fees, cancellations, and the professional boundaries of our relationship. This ensures you know what to expect and that our work remains professional and respectful.
· Data protection and privacy: All client records and personal information are handled in accordance with the UK GDPR and the Data Protection Act 2018. Confidential information is stored securely, and your privacy is protected at all times.
4. Feedback and complaints
· I welcome your feedback as it helps me to continuously improve my practice.
· If you have a concern or complaint, I encourage you to discuss it with me first so that we can attempt to resolve it directly and informally.
· If you are not satisfied with the outcome, you have the right to take your complaint directly to the BACP's Professional Conduct team. As a member, I am professionally obligated to cooperate fully with any such investigation.
5. Advertising and communication
· All information provided on this website regarding my qualifications, experience, and working methods is accurate and honest.
· I take reasonable care to maintain a clear separation between my professional practice and my personal social media presence to avoid harmful dual relationships with clients.
Purchases, Cancellations & Refunds
Purchases
By placing an order you confirm you have read and accepted our terms and conditions.
Cancellations & Refunds
If you cancel or miss a session with less than 24 hours notice, your session fee will be deducted from your account (i.e. you will be charged the full amount). For cancellations made with more than 24 hours notice, the fee paid will remain on your account and can be used for a future appointment.