Grounded Mind Counselling

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1. Payment Guide

• Single sessions: Pay at least 24 hours before the session.
  (For example: If your session is on Wednesday at 3:00 PM, payment must be received by Tuesday at 3:00 PM.)
• No  refunds except if the counsellor cancels and cannot offer another time.

2. Cancelling or Rescheduling

• You must give at least 24 hours’ notice if you want to cancel or move your session.
• If you cancel with less than 24 hours’ notice, the session is counted as used.
  (For example: Your session is at 10:00 AM Friday. You must cancel  before 10:00 AM Thursday to avoid losing it.)

3. Missed Sessions

• If you do not attend and do not tell me in advance, the session will be  counted as used.

4. Being Late

• Sessions are 50 minutes long and end at the original time, even if you arrive late.
  (For example: If your session starts at 2:00 PM and you arrive at 2:15  PM, it will still finish at 2:50 PM.) 

5. Confidentiality

• Everything you share is confidential and follows professional ethical rules and privacy laws.

What you tell me is confidential. I will only share it if:

• You say I can
• The law requires me to
• There is a serious risk of harm to you or someone else

6. Changes to Prices

• If prices change in the future, you will be given one months notice.

7. Counsellor’s Promise

• Sessions will start and finish on time.
• If I cancel the session, I will offer another time at no extra cost.

8. Your Responsibility

• Please be ready and on time for each session.
• Whilst waiting for the session to start, if possible, find a quiet space where you feel comfortable.

9. Phones and Food

• Please switch off or put your phone on silence during the session. This helps reduce distractions so we both have our full attention. If you need your phone on for any reason, just let the counsellor know.
• I ask that you don’t eat or drink (except water) during the session, so we can stay present and focused. If you have a medical or sensory need, feel free to talk to me about it. Water is always available.
• You are welcome to bring anything that helps you feel comfortable (like stim tools, cushions, or fidget items). This is your space — I am here to support you. I can also provide fidget items. 

Agreement

By booking a session, you confirm that you have read and agree to these terms. During the first session we can review these terms and you can ask any questions you my have.

I care about keeping your information safe. I follow the UK GDPR (data protection law) and the Data Protection Act 2018.

ICO Registration

• I am registered with the Information Commissioner’s Office (ICO) as a data controller.
• My ICO Registration Number: ZB956857
• You can check the ICO’s website: www.ico.org.uk

Information I Collect

I may need to keep:

• Your name, address, date of birth, and contact details
• Your GP or emergency contact details
• Information you share during counselling sessions (this can include sensitive health information)

Why I Collect It

I collect your information so that I can:

• Provide the counselling you’ve asked for
• Keep accurate and professional records
• Meet legal or safeguarding requirements

Legal Reasons for Using Your Data (Lawful Basis)

• Contract: To deliver the counselling service we have agreed on
• Legitimate interests: To keep correct records for my work
• Legal obligation: If the law says I must share information
• Vital interests: To protect life in an emergency

Confidentiality

What you tell me is confidential. I will only share it if:

• You say I can
• The law requires me to
• There is a serious risk of harm to you or someone else

How I Store Your Information

• Digital records are encrypted (locked with secure software)
• Paper notes will be scanned onto software and then the paper copy is destroyed

How Long I Keep It

• I keep your records for 5 years
• Then I securely delete or destroy them

Your Rights

You can ask me to:

• Show you the information I hold about you
• Fix any mistakes in your information

You can also contact the ICO if you have a concern