When you agree to attend counselling sessions, we enter into a mutual agreement. It's important that you read and understand this agreement before starting our counselling sessions together.If you have any questions, please contact me; I will be happy to help.

Cancellation Policy

Clients are required to provide a minimum of 24 hours’ notice to cancel or reschedule an appointment. Cancellations made with less than 24 hours’ notice may incur a cancellation fee equivalent to the full session cost. This policy helps ensure fair access for all clients and allows time to offer the appointment slot to others in need. Exceptions may be made in cases of genuine emergency or unforeseen circumstances.If I need to cancel our appointment, I will let you know as soon as I can.

Counselling Confidentiality Policy

All information shared during counselling sessions is strictly confidential and will not be disclosed to any third party without the explicit consent of the client, except where there is a legal obligation to do so. This includes situations involving risk of harm to the client or others, or where required by law. Records are securely maintained and accessed only by authorised personnel. Confidentiality is respected at all times to create a safe and trusting environment for clients.

Counselling Supervision

I receive supervision; I may discuss our counselling sessions, but I will not disclose any personal information that would disclose your identity. Supervision is a requirement of my Austrian Counselling Association membership. Supervision is to support and improve my counseling practice.

Working within my scope of practice;

It’s important that you get the counselling service that best meets your needs. If during our initial assessment or throughout our sessions, I think that I cannot meet your therapeutic needs, I will inform you, and when possible, I will refer you to another service. You can stop your counselling sessions at any time. If you feel that the sessions are not meeting your requirements, please discuss with me what’s not working for you; I can change how I am working with you, or you may choose to look for another therapist.

Telephone and Online Counselling

It’s important that you have a private, quiet space where you won’t be interrupted.

Preparation for Counselling

It’s important that when you attend a counselling session, you have not consumed alcohol or drugs or that you are well enough to communicate throughout the session.

Counselling Data Protection Policy

1. Purpose
This policy sets out the requirements and procedures for the collection, storage, use, and protection of personal information obtained through counselling services. It ensures compliance with relevant data protection legislation and maintains the confidentiality and privacy of clients.

2. Scope
This policy applies to all staff, contractors, volunteers, and third parties involved in counselling services provided by the organisation.

3. Data Collection

• Personal information will be collected only for legitimate counselling purposes and with the client’s informed consent.

• Only information relevant to the provision of counselling services will be collected.

• Clients will be informed about the types of data collected, its use, and their rights regarding the data.

4. Data Storage and Security

• All client information will be stored securely in locked physical filing systems or encrypted digital databases.

• Access to client data is restricted to authorized personnel only.

• Regular backups of digital data will be performed and stored separately to prevent loss.

• Confidential information shall not be stored on mobile devices or personal computers unless appropriately encrypted and authorised.

5. Data Use

• Client information will be used solely for the purpose of providing counselling support.

• Information will not be disclosed to third parties without the client’s explicit consent, except where required by law (e.g. imminent risk to life or where mandated by a court order).

• Anonymised data may be used for internal reporting and auditing purposes where consent has been obtained.

6. Retention and Disposal

• Client records will be retained for a minimum period as required by professional standards and legislation ( at least 7 years).

• After the retention period, records will be securely destroyed by shredding physical files and permanently deleting electronic records.

7. Client Rights

• Clients have the right to access their personal information and request correction of any inaccuracies.

• Requests for access or correction must be made in writing and will be responded to within a reasonable timeframe.

• Clients may withdraw consent for the use of their data at any time, noting this may affect the provision of counselling services.

8. Data Breach Management

• Any suspected data breach must be reported immediately to the designated Data Protection Officer.

• The organization will investigate and respond promptly to breaches, including notifying affected clients and relevant authorities if required.

9. Training and Responsibilities

• All personnel involved in counselling services will receive regular training on data protection and confidentiality obligations.

• Responsibility for ensuring compliance with this policy lies with the management team and all staff members.

10. Policy Review
This policy will be reviewed annually or as required to reflect changes in legislation or organizational procedures.

Approved by: Madaline Alexander
Date: 08/09/2025
Next Review Date: 08/09/2025