Hear & Now Therapy – Client Contract and GDPR

This agreement outlines the terms and conditions governing our therapeutic work together. Please read carefully before signing.

Confidentiality

1.1 All information shared in counselling sessions will be treated as strictly confidential.

1.2 In accordance with professional practice, I may discuss aspects of our sessions with my clinical supervisor. My supervisor is also bound by confidentiality.

1.3 Legal Exceptions to Confidentiality:

  • Risk of Serious Harm: If I believe you are at imminent risk of harming yourself or others, I may contact the police, your GP, and/or your nominated emergency contact.
  • Safeguarding Concerns: If I have reason to believe that a child or vulnerable adult is being abused or neglected, I am legally required to inform the relevant authorities.
  • Under the Drug Trafficking Act 1994 or Proceeds of Crime Act 2002, therapists must report knowledge of money laundering.
  • Under the Terrorism Act 2000, it is a criminal offence not to disclose information that could prevent terrorism.

1.4 I am based in the United Kingdom and governed by UK law and professional ethical frameworks.

Client Responsibilities

2.1 Punctuality: Sessions last 50 minutes. Please arrive promptly. If you arrive late, the session will still end at the scheduled time.

2.2 Remote Sessions: If attending via Zoom or telephone, please ensure you are in a private, uninterrupted space appropriate for therapy. Sessions from cars, beds, or public spaces are not suitable.

Fees and Cancellation Policy

3.1 Once booked, sessions are chargeable whether attended or not.

3.2 Planned absences (e.g., holidays) will not be charged if at least 7 days’ notice is provided.

3.3 Fees must be settled either:

  • At the start of each session (via BACS or cash), or
  • Within 7 days of receiving an invoice

Ending Therapy

4.1 You may end therapy at any time, provided all outstanding fees are settled.

4.2 I reserve the right to end therapy in the following circumstances:

  • a. Persistent cancellations or missed sessions.
  • b. If, in my professional judgment, I am not the most appropriate therapist for your needs. Where possible, I will recommend an alternative practitioner.
  • c. If abusive or threatening behaviour towards me occurs. In such cases, therapy may be terminated immediately.

Data Protection (GDPR Compliance)

5.1 Data Collected

  • Personal contact details (provided at the start of therapy).
  • Minimal anonymised session notes.
  • Signed consent form for data processing.

5.2 Data Storage

  • All records are stored securely in password-protected digital files.
  • Appointments are recorded in a password-protected electronic diary.
  • My professional executor holds only your first name and phone number for emergency purposes and is bound by GDPR.

5.3 Data Retention

  • On ending therapy (or after one month of no contact), your contact details and consent form will be deleted.
  • In most cases, all records are deleted after three years.
  • In exceptional cases, some records may be retained for up to seven years under secure storage.

5.4 Your Rights

You have the right to:

  • Access and review the data I hold about you.
  • Request corrections to inaccurate information.
  • Withdraw consent for data processing (subject to legal/professional obligations).

5.5 Sharing of Data

Your data will only be disclosed to third parties with your explicit written consent, except where:

  • A court order requires disclosure, or
  • Safeguarding or risk-of-harm obligations apply.

5.6 Complaints

If you believe your data has been mishandled, you may:

  • Raise the issue directly with me.
  • Contact the Information Commissioner’s Office (ICO) at ico.org.uk.
  • Contact my professional body, the UKCP, regarding professional or ethical concerns.

Agreement

By signing below, you confirm that you have read, understood, and agreed to the terms outlined in this Client Contract and GDPR document.

Client Name: ……………

Client Signature: ……………

Date: ……………