Policies

Time Keeping Policy

This policy explains how session times are managed to ensure fairness, consistency, and a supportive therapeutic environment for everyone.

Session Length

• Counselling sessions last 50 minutes, unless otherwise agreed in advance.

Arriving on Time

• Please aim to arrive or log in a few minutes early so we can begin promptly.
• If you are attending online, ensure your device, internet connection, and audio/video are working before the session starts.

Late Arrivals

• If you arrive late, the session will still end at the scheduled time.
• This protects the time of other clients and maintains a consistent working rhythm.
• The full session fee applies even if the session is shortened due to late arrival.

If the Counsellor Is Delayed

• If I am running late, you will always receive your full session time or the option to reschedule at no cost.

Missed Sessions / Did Not Attend

• If you do not attend and have not cancelled within the agreed notice period (usually 24–48 hours), the full fee is charged.
• This is because the session time has been reserved exclusively for you.

Ending Sessions on Time

• Sessions finish on time to ensure emotional containment and to maintain a reliable structure.
• We will begin winding down in the final few minutes to support a safe and grounded ending.

Technical Difficulties (Online Sessions)

• If technical issues occur, we will attempt to reconnect.
• If the issue is on my side, we will extend the session or reschedule.
• If the issue is on your side and prevents the session from continuing, the session may still be chargeable.

Respecting Boundaries

• Time boundaries help create a safe, predictable therapeutic space.
• Keeping to agreed times supports the therapeutic process and models healthy boundaries.

Social Media Policy

This policy explains how social media is managed to protect your privacy, maintain professional boundaries, and uphold ethical counselling practice.

Purpose of This Policy

Social media can blur personal and professional boundaries. This policy ensures clarity, safety, and confidentiality for everyone who works with me.

Professional Boundaries

• I do not accept friend requests or follow clients on any personal social media accounts.
• This protects your confidentiality and maintains a clear therapeutic relationship.
• Please do not use social media to contact me about appointments, cancellations, or therapeutic issues.

Confidentiality

• I will never discuss client work, even anonymously, on social media.
• If you choose to comment on or engage with my professional pages, your identity may become visible to others. Please consider your privacy before doing so.

Client Interaction Online

• You are welcome to view my professional social media content.
• However, I will not engage in counselling conversations through comments, direct messages, or public posts.
• All therapeutic communication must take place through agreed channels (email, phone, or the therapy platform).

Tagging and Public Mentions

• Please avoid tagging me in posts or mentioning me publicly in ways that identify you as a client.
• This protects your privacy and ensures the therapeutic relationship remains confidential.

Reviews and Testimonials

• Ethical guidelines prevent me from requesting or responding to online reviews from current or former clients.
• You are free to leave a review if you wish, but I will not acknowledge it publicly.

Content I Share

• Any content I post is for general information only and is not a substitute for therapy.
• I do not provide personalised advice through social media.

If You See Me Online

• If you come across my personal or professional accounts, please feel free to ignore, scroll past, or simply observe.
• There is no expectation to interact.

Changes to This Policy

• This policy may be updated to reflect changes in technology or ethical guidance.
• The most current version will always be available on my website.

Fees, Payments & Gifts Policy

Fees, Payments & Gifts Policy

This policy explains how fees, payments, and gifts are managed to ensure transparency, fairness, and ethical practice.

Fees

• Session fees are stated clearly on my website and in your welcome information.
• Fees may vary depending on the type of service (counselling, supervision, group work).
• Any changes to fees will be communicated with at least 4–8 weeks’ notice.

Payment Methods

• Payment is due on the day of the session, unless otherwise agreed.
• Accepted payment methods include:
• Bank transfer
• Online payment link
• Other methods as agreed in advance
• Receipts can be provided on request.

Late or Missed Payments

• If payment is not received on time, future sessions may be paused until the balance is settled.
• Repeated late payments may result in a review of our work together.

Cancellations & Charges

• Sessions cancelled with less than 24–48 hours’ notice (depending on your agreement) are chargeable at the full fee.
• Missed sessions (“no‑shows”) are also charged in full.
• This is because the session time is reserved exclusively for you.

Fee Reviews

• Fees are reviewed annually to ensure they remain fair, ethical, and sustainable.
• Any adjustments will always be communicated in advance.

Gifts

• To maintain clear professional boundaries, I cannot accept gifts of significant monetary value.
• Small, symbolic, or handmade items may be accepted at my discretion, but only if they do not impact the therapeutic relationship.
• I will never offer gifts to clients.

Financial Hardship

• If your financial circumstances change, please let me know.
• We can explore options such as:
• Adjusting session frequency
• Discussing concessionary or reduced‑rate slots (if available)
• Signposting to low‑cost services
• These conversations are always handled sensitively.

Insurance & Third‑Party Payments

• If a third party (e.g., employer, organisation) is funding your sessions, this must be agreed in writing.
• You remain responsible for any unpaid fees if the third party does not pay.

Transparency & Ethical Practice

• I follow professional ethical guidelines regarding fees, fairness, and boundaries.
• My aim is to ensure clarity, respect, and accessibility for all clients.

Digital Communication Policy

This policy explains how digital communication is managed to protect your privacy, maintain clear boundaries, and ensure safe, reliable contact between us.

Purpose of Digital Communication

Digital communication is used only for practical, administrative purposes, such as:

• Booking or rescheduling sessions
• Confirming appointments
• Sharing agreed resources or documents
• Clarifying practical arrangements
• It is not used for therapeutic conversations.

Email

• Email is suitable for practical communication only.
• I do not offer therapeutic support by email.
• Emails may not be read immediately; please allow reasonable time for a response.
• Sensitive information should be kept to a minimum, as email cannot be guaranteed fully secure.

Phone & Text Messages

• Texts or calls may be used for brief, practical updates (e.g., running late, access issues).
• I do not provide therapy by text or phone outside of scheduled sessions.
• Voicemails will be returned as soon as reasonably possible.

Online Platforms

• For online sessions, I use secure, encrypted platforms.
• Please ensure you have a private, quiet space and a stable internet connection.
• If technical issues occur, we will attempt to reconnect or reschedule if needed.

Social Media

• I do not communicate with clients via social media.
• Please do not use social media messaging for appointments or therapeutic contact.
• For your privacy, I do not accept friend requests or follow clients.

Response Times

• I aim to respond to messages within 1–2 working days.
• I am not available outside working hours, during weekends, or on holidays.
• Digital communication is not suitable for emergencies.

Confidentiality & Data Protection

• All digital communication is handled in line with UK GDPR and professional ethical standards.
• Please be aware that no digital system is 100% secure, so keep personal details to a minimum.

Crisis or Emergency Situations

I cannot offer crisis support by email, text, or social media.If you are in immediate danger or need urgent help, please contact emergency services or a crisis helpline.

Feedback & Complaints Policy

This policy explains how you can share feedback or raise a concern about your experience. Because counselling is not regulated in India, this process is handled directly and transparently within the service.

Giving Feedback

I welcome feedback at any time. You can share:

• What is working well
• What you would like more or less of
• Any concerns about the process
• Suggestions for improving the service

Feedback can be shared during sessions or by email.

Raising a Concern

If something feels uncomfortable or unclear, please let me know as soon as possible.Most concerns can be resolved through open conversation within the therapeutic relationship.

You can raise concerns about:

• Boundaries
• Communication
• Session experience
• Fees or administrative issues
• Any aspect of the service that feels unsatisfactory

Making a Complaint

If you wish to make a formal complaint, you can do so in writing by email.Your complaint will be:

• Taken seriously
• Handled respectfully
• Responded to within 10 working days
• Treated confidentially

I will work with you to understand what happened and explore a fair resolution.

If We Cannot Resolve the Issue Together

As counselling is not regulated in India, there is no national body to escalate complaints to.However, you may choose to:

• Seek support from another mental health professional
• Request a referral to a different counsellor
• End therapy if you feel the relationship is no longer helpful

You will never be penalised for raising a concern or choosing to end therapy.

My Commitment

I am committed to:

• Practising ethically and transparently
• Listening without defensiveness
• Reflecting on feedback to improve my work
• Seeking supervision when concerns arise
• Maintaining a safe, respectful therapeutic environment

Confidentiality

All feedback and complaints are kept confidential, except where there is a risk of harm or a legal requirement to share information.

Accessability Policy

I am committed to making counselling and supervision as accessible, inclusive, and welcoming as possible. This policy explains the steps I take to support access needs and what you can expect from the service.

My Commitment to Accessibility

I aim to provide a service that is:

• Inclusive of different abilities, backgrounds, languages, and identities
• Adaptable to individual needs
• Respectful of cultural and personal differences
• Clear, understandable, and free from unnecessary jargon

Accessibility is an ongoing process, and I welcome feedback on how to improve.

Physical Accessibility (Where Applicable)

For in‑person work:

• I will provide clear information about the venue, including stairs, lifts, parking, and toilet access
• If the space is not suitable for your needs, we can explore alternative arrangements such as online sessions or a different venue

Online Accessibility

For online sessions, I aim to make the experience as smooth and accessible as possible:

• Sessions are held on secure, user‑friendly platforms
• You are welcome to keep your camera on or off depending on comfort
• Breaks can be taken if needed
• I can provide written summaries or resources after sessions if helpful

Communication Accessibility

I strive to communicate in ways that support clarity and inclusion:

• Using plain, accessible language
• Offering dyslexia‑friendly documents (clear fonts, spacing, and layout)
• Providing information in alternative formats on request
• Allowing extra processing time during sessions if needed

If English is not your first language, we can discuss ways to support understanding, including slower pacing or written follow‑ups.

Financial Accessibility

I recognise that counselling can be a financial commitment.Where possible, I offer:

• Reduced‑rate or concessionary slots (subject to availability)
• Adjusted session frequency
• Signposting to low‑cost or community services

Neurodiversity & Mental Health Accessibility

I welcome neurodivergent clients and aim to adapt the work to your needs. This may include:

• Predictable structure
• Clear session outlines
• Sensory considerations
• Flexible communication styles
• Allowing movement, stimming, or note‑taking during sessions

Cultural & Social Accessibility

I respect cultural, religious, and social differences.You are welcome to:

• Share what is important to you
• Request adaptations to support cultural or spiritual needs
• Discuss any barriers you experience in accessing therapy

Feedback & Improvements

Accessibility is a shared process.If something isn’t working for you, please tell me — I will always listen and explore adjustments where possible.

If I Cannot Meet Your Needs

If I am unable to provide the level of accessibility you require, I will:

• Be honest and transparent
• Offer alternative options where possible
• Support you in finding a service that better meets your needs

You will never be judged or penalised for requesting adjustments

Environmental & Social Responsibility

Environmental Responsibility

I am committed to practising counselling and supervision in a way that is environmentally responsible, socially conscious, and aligned with values of fairness, inclusion, and community wellbeing. This policy outlines the steps I take to reduce environmental impact and contribute positively to the communities I serve.

Reducing Environmental Impact

I aim to minimise the environmental footprint of my work by:

• Prioritising online sessions where appropriate to reduce travel emissions
• Using digital documents instead of printed materials wherever possible
• Choosing energy‑efficient devices and reducing unnecessary energy use
• Avoiding single‑use plastics and unnecessary waste in any physical workspace

Sustainable Choices

Where physical resources are needed, I aim to:

• Use recycled or responsibly sourced materials
• Choose suppliers who demonstrate ethical and sustainable practices
• Reuse and repurpose materials where appropriate

Social Responsibility

Equity, Inclusion & Accessibility

I am committed to:

• Providing services that are inclusive of different cultures, identities, abilities, and backgrounds
• Offering accessible formats, dyslexia‑friendly documents, and flexible communication styles
• Adapting practice to meet individual needs wherever possible
• Ensuring fair, transparent pricing and exploring reduced‑rate options when available

Community Contribution

I aim to contribute positively to the communities I work with by:

• Sharing knowledge, resources, and psychoeducation where appropriate
• Supporting ethical practice within counselling and supervision communities
• Offering reflective practice and supervision spaces that promote growth, safety, and inclusion
• Engaging respectfully with cross‑cultural contexts, including work with counsellors in India

Ethical Practice

I follow clear ethical principles in all areas of my work, including:

• Respect for client autonomy and dignity
• Transparent communication
• Responsible handling of data and digital communication
• Commitment to ongoing learning, reflection, and supervision

Working With Partners & Organisations

When collaborating with individuals, groups, or organisations, I aim to work with those who:

• Demonstrate ethical, inclusive, and socially responsible values
• Treat clients, staff, and communities with respect
• Show awareness of environmental and social impact

Continuous Improvement

Environmental and social responsibility is an ongoing process.I welcome feedback and regularly review my practices to ensure they remain:

• Ethical
• Sustainable
• Inclusive
• Culturally sensitive

Service Eligibility Policy

This policy explains who the service is suitable for, how eligibility is assessed, and what happens if the service is not the right fit. The aim is to ensure safety, clarity, and appropriate support for everyone seeking counselling or supervision.

Who the Service Is For

This service is suitable for adults who:

• Are seeking counselling, supervision, or reflective practice
• Can engage safely in talking therapy or online sessions
• Are able to participate in regular sessions
• Are not in immediate crisis or at risk of harm
• Understand that this service is not a medical or emergency service

For supervision and group work, participants should also:

• Be practising or training in counselling, psychotherapy, or a related field
• Be able to work respectfully within group agreements
• Be open to reflective practice and collaborative learning

Initial Assessment

Before beginning therapy or supervision, we will explore:

• Your reasons for seeking support
• Any risks, safety concerns, or additional needs
• Whether this service is the right fit for you
• Whether online or in‑person work is most appropriate
• Any accessibility requirements

This is a collaborative process, not a test.

When the Service May Not Be Suitable

This service may not be appropriate if you:

• Are in immediate crisis or require emergency intervention
• Need medical, psychiatric, or crisis‑response support
• Require specialist services outside my scope of practice
• Are unable to engage safely in therapy at this time
• Are seeking support for issues that require a regulated or statutory service

If this happens, I will discuss it openly and support you in finding a more suitable service.

Risk & Safety Considerations

I may not be able to offer therapy if:

• There is a high or unmanaged risk of harm to self or others
• There are safeguarding concerns that require statutory involvement
• Your needs exceed what can be safely held in private practice
• You require multi‑disciplinary or crisis‑team support

Your safety is always the priority.

Eligibility for Online Sessions

Online work requires:

• A private, safe space
• A stable internet connection
• Ability to use basic digital tools
• Agreement to the Digital Communication Policy

If online work becomes unsafe or unsuitable, we will review options together.

If You Become Ineligible During Therapy

If your needs change and the service is no longer suitable, we will:

• Discuss this sensitively
• Explore alternative support
• Plan an appropriate ending or transition
• Ensure you are not left without options

You will never be judged for needing a different type of support.

Supervision & Group Eligibility

For supervision or group work, participants must:

• Be willing to work within ethical boundaries
• Respect confidentiality and group agreements
• Engage in reflective practice
• Communicate respectfully across cultures, identities, and differences

If a participant’s behaviour impacts group safety, I may pause or end their involvement.

My Commitment

I am committed to:

• Providing a safe, inclusive, and ethical service
• Being transparent about what I can and cannot offer
• Supporting you to access the right level of care
• Reviewing eligibility fairly and without discrimination

Safeguarding Policy

This policy explains how safety, risk, and safeguarding concerns are managed within this counselling and supervision service. Because counselling is not regulated in India, safeguarding relies on clear communication, ethical practice, and appropriate referral to local services when needed.

My priority is always your safety and the safety of others.

My Commitment to Safety

I am committed to:

• Creating a safe, respectful therapeutic environment
• Responding appropriately to concerns about harm or risk
• Acting ethically and transparently
• Seeking supervision when safeguarding issues arise
• Supporting you to access the right level of care

Safeguarding is a shared responsibility, and concerns are always taken seriously.

What Safeguarding Means in This Service

Safeguarding includes:

• Protecting you from harm
• Responding to concerns about risk to yourself or others
• Supporting vulnerable adults
• Acting when there is a risk of abuse, exploitation, or serious harm

This applies whether sessions are online or in person.

Limits of Confidentiality

Everything you share is confidential except in situations where:

• You are at serious or immediate risk of harm
• Someone else is at serious or immediate risk of harm
• There is a risk involving a child or vulnerable adult
• There is a legal requirement to share information under Indian law

If possible, I will always discuss concerns with you before taking any action.

Responding to Risk

If I become concerned about your safety or the safety of someone else, I may need to:

• Explore the situation with you
• Create a safety plan
• Encourage you to contact a trusted person or local support
• Refer you to appropriate services (e.g., medical, crisis, or community support)
• Contact emergency services if there is immediate danger

I will only share the minimum information necessary to keep people safe.

Safeguarding in the Indian Context

Because India does not have a regulated counselling profession or a single safeguarding authority, responses may include:

• Contacting local emergency services
• Encouraging involvement of trusted family or community members (with your consent where possible)
• Signposting to local mental health professionals, NGOs, or crisis support
• Seeking guidance through professional supervision

I do not work with police or government agencies unless required by law or necessary to prevent serious harm.

Children & Vulnerable Adults

If information suggests a child or vulnerable adult is at risk, I may need to:

• Explore the concern sensitively
• Encourage you to seek appropriate support
• Take steps to ensure safety, which may include contacting relevant services

This will always be handled with care and cultural sensitivity.

Online Safeguarding

For online sessions:

• You must be in a private, safe space
• I may pause or end a session if safety cannot be maintained
• If a risk emerges, I may ask for your location so emergency help can be contacted if needed

When This Service May Not Be Suitable

I may not be able to offer therapy if:

• There is high or unmanaged risk of harm
• You require crisis intervention or psychiatric care
• Your needs exceed what can be safely held in private practice

If this happens, I will support you in finding more appropriate help.

Supervision & Group Safeguarding

For supervision and group work:

• Participants must respect confidentiality and group agreements
• Harmful or unsafe behaviour may lead to removal from the group
• Concerns raised in supervision will be handled ethically and sensitively

If You Have a Safeguarding Concern

You can raise concerns about:

• Your own safety
• The safety of someone else
• Something that happens within the therapeutic relationship
• Something that occurs in a group or supervision setting

Concerns can be shared in session or by email.

Equality, Diversity & Inclusion Policy

I am committed to providing counselling and supervision that respect and celebrate difference. This policy outlines how equality, diversity, and inclusion are upheld within my practice.

My Commitment

I believe everyone deserves access to counselling and supervision that are:

• Respectful
• Inclusive
• Free from discrimination
• Sensitive to cultural, social, and personal differences

I welcome clients and supervisees of all backgrounds, identities, and experiences.

Equality

I treat all individuals fairly and without prejudice.No one will be treated less favourably because of:

• Age
• Disability
• Gender or gender identity
• Race, ethnicity, or cultural background
• Religion or belief
• Sexual orientation
• Marital or family status
• Socio‑economic background

Equality means ensuring everyone has fair access to support and opportunity.

Diversity

I value the richness that diversity brings to counselling and supervision.Differences in culture, language, identity, and experience are seen as strengths that deepen understanding and connection.

I aim to:

• Work with cultural humility and curiosity
• Adapt practice to meet diverse needs
• Continue learning about inclusion and intersectionality
• Challenge bias and discrimination when encountered

Inclusion

Inclusion means creating a space where everyone feels safe, respected, and heard.I strive to:

• Use accessible, inclusive language
• Offer dyslexia‑friendly and culturally sensitive materials
• Adjust communication and session formats where needed
• Encourage open discussion about identity and difference

Cross‑Cultural Practice

In international and cross‑cultural contexts, I recognise:

• The importance of local customs, languages, and values
• The need for ethical sensitivity in unregulated settings
• The value of collaboration and mutual respect across cultures

I aim to make supervision and reflective practice accessible and culturally attuned for counsellors in India and beyond.

Responsibility & Reflection

I take responsibility for maintaining inclusive practice through:

• Ongoing professional development
• Regular supervision and reflection
• Listening to feedback from clients and colleagues
• Reviewing policies and materials for accessibility and fairness

If You Experience Discrimination or Exclusion

If you ever feel treated unfairly or excluded, please raise it directly with me.Concerns will be handled respectfully and confidentially, and I will work with you to find a fair resolution.

Continuous Commitment

Equality, diversity, and inclusion are ongoing commitments — not fixed goals.I will continue learning, reflecting, and adapting to ensure my practice remains fair, inclusive, and welcoming to all.

Note-Taking & Record Keeping Policy

This policy explains how client notes and records are created, stored, and used within this counselling and supervision service. It ensures transparency, confidentiality, and ethical practice in line with professional standards.

Purpose of Record‑Keeping

Notes and records are kept to:

• Support continuity and quality of care
• Provide a clear record of sessions and progress
• Maintain accountability and ethical standards
• Protect both client and practitioner in case of review or complaint

Records are not used for analysis or research without explicit consent.

Style of Note‑Taking

Notes are kept in a concise, factual, and reflective style. They may include:

• Session date and time
• Key themes or focus areas
• Professional reflections relevant to ongoing work
• Agreed actions or follow‑ups

Notes do not include detailed transcripts or personal opinions.

Each practitioner develops their own authentic style within a clear ethical framework.

Confidentiality

All notes are confidential and stored securely.Information is only shared:

• With your consent
• When required by law
• When there is serious risk of harm to yourself or others

Whenever possible, you will be informed before any disclosure.

Storage & Security

Records are stored digitally in password‑protected, encrypted systems.Paper notes (if used) are kept in locked storage.
Access is restricted to the practitioner responsible for your care.
Records are retained for the legally required period (usually 7 years) and then securely deleted or destroyed.

Access to Your Records

You have the right to:

• Request to see your notes
• Ask for corrections if information is inaccurate
• Receive a summary of your records if preferred

Requests will be handled respectfully and within data‑protection guidelines.

Supervision & Reflective Practice

Notes may be discussed in supervision to ensure safe and effective practice.All identifying details are removed or anonymised.
Supervision is a confidential professional process.

Online & Cross‑Cultural Practice

For online or international work (including India):

• Notes are stored securely using encrypted systems
• Cultural and contextual sensitivity is maintained
• Data is handled in accordance with UK GDPR principles, even where local regulation is limited

Retention & Disposal

Records are reviewed periodically and deleted securely after the retention period.Digital deletion and paper shredding are used to ensure confidentiality.

If You Have Questions

You are welcome to ask how your information is recorded or stored at any time.Transparency and trust are central to this process.