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​​Frequency

Ongoing sessions are typically scheduled weekly, however on occasion we might agree to meet  fortnightly or monthly for example when offering top up sessions after a period of regular therapy.​​

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Cancellation policy

I use a 48-hour cancellation policy. If you cancel after this time or miss a session, payment in full is expected to allow me to cover essential costs. 

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Location

I offer sessions online via Zoom.

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Confidentiality and privacy

Confidentiality is a key part of our work together. What this means is that my contact with you (even your name, what we’ve discussed, that you’ve attended, etc)  remains between you and me. 

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There are however a few exceptions which are made for ethical and/or legal reasons when I am required to share your identifiable information and breach confidentiality, sometimes without prior notice. I do not take these matters lightly and will always consider how to share the least amount of information possible to protect your confidentiality and will always try and discuss these matters with you first: 

  • If you disclose that you or someone else, especially a child or vulnerable individual, are at serious risk of harm from yourself or others

  • To prevent a miscarriage of justice 

  • If I am legally required to

  • If I were to become seriously ill or die, your contact details will be shared with a named colleague to facilitate continuity of care.

  • If you have given me written permission to share specific information with another party. In this event I may share specific and relevant information with individuals who require this information and who have requested this in writing.

 

I take your privacy as well as my privacy seriously. As a result I do not communicate with clients using social media. Although unlikely, if we were to meet outside of the counselling setting, I would not acknowledge you in order to protect your privacy and  to maintain confidentiality. 

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Recordings of the sessions (voice or video) are not allowed without mutual consent and are only permitted if beneficial to our work together.

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To ensure I am practicing to the best of my abilities I engage in regular supervision or consultations with other professionals where I discuss my work with clients using pseudonyms / non-identifiable names. Confidentiality is not breached as no identifiable information is exchanged.

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I adhere to the guidance and ethical frameworks of HCPC, BPS and BACP.

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Data protection

Since 2018 the EU has introduced measures to ensure that personal information is kept private and secure, which is referred to as GDPR (General Data Protection Regulation). In line with GDPR, digital material will be password protected and/or encrypted, and physical material will be kept in a locked cabinet. Any notes that are made will be anonymous and any information that contains your personal details (name, phone number, email, GP and emergency contact) will be kept separately. Information will be kept only as long as is necessary which may be a maximum of 6 years after our final session. Personal information is collected to make sure I have a way of managing my practice, sending invoices, communicating with you and for navigating emergencies.

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My website receives, collects and stores any information you enter and it collects your Internet protocol (IP) address, e-mail address, and computer and connection information. It may use software tools to measure and collect session information, including page response times, length of visits to certain pages, page interaction information, and methods used to browse away from the page. It does this to operate the website, offer technical support and service related messages, promote the service, gather statistical data and non-personal information to improve the service, and to comply with regulations. You have the option to choose which cookies you consent to.​ Any links to third parties (like the BACP, MIND or google services) may result in those parties collecting or using your data separately from the information my website may collect. 

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Despite all the efforts that I take to ensure your information remains confidential there might be breaches due to unforeseen circumstances. I will make every effort to mitigate this and review my data security policies regularly. If you have concerns about how your information is being processed please do let me know. You can also contact the Information Commissioner’s Office with whom I am registered.

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©2025 by Helena de Klerk

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