Policy

Privacy Policy

The types of personal information that I collect from you and why?

Name and age – This is basic information, that helps us to get to know you.

Postal address, email address and phone number – I use this information to contact you regarding sessions. I will mainly use the method that you’ve chosen or the one that you first contacted me on, but if I can’t reach you, I will try a different method.

GP details – If I become worried that you’re at risk, I may need to contact your GP or the emergency services. I would inform you before doing so, to explain what the safeguarding risk is.

Next of Kin – This is only used in case of an emergency.

Session notes – I keep very brief anonymous notes of our sessions, in accordance with my indemnity insurance and my professional governing body, The National Counselling & Psychotherapy Society (NCPS)

Will I share your information?

It’s very unlikely that I will need to share your data and as a part of my duty of care, it’s my responsibly to make sure that your information isn’t passed on to anyone else.

The only time that I may have to share this, is if you or someone that you told me about, is at risk of harm or the courts have subpoenaed your records. I will make sure that you are informed before I pass on any information and I will explain the reason why it was needed.

I have regular supervision where I talk about my work, but I always keep your identity anonymous.

How I will store your personal information?

Most of your information is securely stored on my personal laptop, which is password protected and I am the only one who has access to it.

Your phone number, with your first name, will be stored on my work phone and I am the only one who has access to it. I will delete your details from my phone, 6 months after our work together is concluded.

If you contact me by email, your emails and your email address will be stored on my email account, which are both securely accessible from my laptop and my work phone.

How I will dispose of your data?

I will keep the information that you’ve provided me with and your notes, for 7 years after your therapy has ended, as recommended by my insurance company and my professional governing body, NCPS. After that time, I will delete all of your information that I have on my laptop, on my work phone and on my email account.

What are your rights?

You have every right to see your information at any time and you also have the right to request for your information to be deleted before the 7 years have concluded, once your therapy has come to an end. For client’s under 18 years old, their notes will be deleted 7 years after they have turned 18.

To request either, please email free.to.be.you.counselling@gmail.com

How to complain?

If you have any concerns about the use of your personal information, you can make a complaint to me at free.to.be.you.counselling@gmail.com

You can also complain to the ICO, if you’re unhappy with how your data has been used.

ICO Helpline Number: 0303 123 1113 & website: https://www.ico.org.uk

Safeguarding Policy

1. Purpose: This policy aims to ensure the safety and protection of children, young people and vulnerable adults who receive counselling and to provide clear guidelines for the practitioner to recognise and respond to safeguarding concerns.

2. Scope: This policy applies to all counselling activities conducted by the counsellor, whether in-person, online or over the phone.

3. Key Principles:

The welfare of the client is paramount.
All clients, regardless of age, disability, gender, racial heritage, religious belief, sexual orientation or identity have the right to equal protection from all types of harm or abuse.
Safeguarding is everyone’s responsibility and all concerns should be acted upon promptly and appropriately.

4. Recognising Signs of Abuse:

Physical Abuse: Unexplained injuries, frequent hospital visits, fear of medical treatment.
Emotional Abuse: Severe anxiety, depression, withdrawal, fearfulness.
Sexual Abuse: Inappropriate sexual behaviour or knowledge, STIs, pregnancy.
Neglect: Poor hygiene, malnutrition, unattended medical needs, lack of supervision.

5. Reporting Concerns:

Any safeguarding concerns should be reported immediately to the appropriate authorities, such as local safeguarding boards or the police.
For children and young people, concerns should also be reported to their parents or guardians unless it puts them at greater risk.
Keep clear and detailed records of all concerns, actions taken and any outcomes.

6. Confidentiality:

Information about safeguarding concerns should be shared only with those who need to know and in line with data protection principles.
Ensure that clients are aware of the counsellor’s responsibility to report safeguarding concerns and explain the limits of confidentiality at the start of the counselling relationship.

7. Training and Development:

Counsellors should receive regular training on safeguarding issues, recognise the signs of abuse and understand the procedures for reporting concerns.
Keep up to date with changes in legislation and best practices in safeguarding.

8. Working with Vulnerable People:

Ensure that the counselling sessions are conducted in a safe place and appropriate environment.
Assess the capacity of clients to make informed decisions and understand the counselling process.
Be aware of additional vulnerabilities that some clients may face, such as mental health issues or domestic violence.

9. Safe Practice:

Maintain professional boundaries and take steps to minimise any potential risks during one-to-one sessions
Use supervision to reflect on practice and ensure that the counselling approach is safe and effective.

10. Review and Monitoring:

Regularly review and update this policy to ensure it remains effective and compliant with current legislation.
Monitor the implementation of the policy and address any issues or gaps promptly.

11. Conclusion: This safeguarding policy aims to provide a framework for protecting clients and ensuring the safety and well-being of all who receive counselling. By adhering to these guidelines, a safe, supportive and professional environment is maintained.

Touch Policy

1. Purpose: This policy outlines the guidelines for appropriate physical contact between counsellor and client, ensuring the safety, comfort and well-being of both parties during counselling sessions.

2. Scope: This policy applies to children, young people and adult clients.

3. General Guidelines:

Touch should always be client-centred, consensual and used to support the therapeutic process.
The counsellor should be aware of and respect the cultural boundaries of each client.
The counsellor should also be aware of the client’s past experiences and potential triggers related to touch.
The use of touch should be discussed with the client and their consent obtained before any physical contact.

4. Working with Children and Young People:

Touch should be used with great caution and sensitivity.
Obtain written consent from parents or guardians for the use of touch in therapy sessions.
Ensure that any touch is appropriate to the child’s age, developmental stage and personal boundaries.

5. Situations Where Touch May Be Appropriate:

Providing comfort and reassurance, such as a gentle pat on the back or hand.
Demonstrating or guiding with therapeutic techniques that require touch.

6. Situations Where Touch Should Be Avoided:

When the client has a history of trauma related to physical contact.
If the client has declined consent for touch or expresses discomfort.
When touch could be misinterpreted or deemed inappropriate.

7. Record Keeping:

Document any use of touch in the client’s case notes, including the reason for its use and the client’s response.
Record any discussions and consent obtained regarding the use of touch.

8. Training and Supervision:

Appropriate training should be received on the use of touch in therapy.
When the use of touch or any concerns arise, this should be discussed in supervision.

9. Review and Monitoring:

Regularly review and update this policy to ensure it remains effective and aligned with best practices.
Monitor adherence to the policy and address any issues promptly.

10. Conclusion: This touch policy aims to provide clear guidelines to ensure the safe and appropriate use of physical contact in counselling. By adhering to those guidelines, a professional and supportive therapeutic environment can be maintained.

Online & Telephone Counselling Policy

1. Purpose: This policy outlines the procedures and guidelines for providing counselling sessions online or over the phone, ensuring the safety, confidentiality effectiveness of those sessions.

2. Confidentiality and Data Protection:

Use secure and encrypted communication platforms for online counselling (e.g. Microsoft Teams, Zoom etc.)
Ensure all conversations over the phone or online are conducted in a private space to maintain confidentiality.
Adhere to GDPR or other relevant regulations (please see Privacy Policy)

3. Informed Consent:

Discuss the nature and limits of confidentiality in online and phone counselling.
Provide information about the potential risks and benefits of these formats.

4. Risk Assessment:

Conduct a risk assessment to identify any potential issues that may arise from online and phone counselling
Implement measures to address identified risks, such as having emergency contact information for clients, such as where they are and their next of kin.

5. Working with Children and Young People:

Ensure that parents or guardians are responsible for a private and secure environment for the child or young person, during the sessions
Parents or guardians are responsible for making sure that the child or young person is ready to start the session, at the appointed time.
Discuss confidentiality and safeguarding

6. Session Management:

Schedule sessions that allow for sufficient breaks and avoid back-to-back sessions.
Ensure a stable internet connection and functional technology for online sessions.
Have a backup plan in place in case of technological failures (e.g. switch to phone calls).

7. Communication Protocols:

Maintain clear and professional communication with clients.
Set boundaries regarding contact and the times during which clients can contact you outside of scheduled sessions.

8. Emergency Procedures:

Develop clear emergency procedures for handling a crisis during an online and phone session.
Ensure that there is access to emergency contact information for each client.
Provide clients with information on how they can access emergency support if needed.

9. Professional Development:

Discuss challenges and receive guidance from supervision or peers on online and phone counselling
Seek professional development opportunities to enhance skills in these formats.

10. Evaluation:

Use client feedback to improve the delivery of sessions and to address any issues.
Conduct a periodic review of online and phone counselling practices to ensure that they remain effective and compliant with regulations.

11. Conclusions: This policy aims to provide a safe, confidential and effective environment for online and telephone counselling. Adhering to these guidelines will help maintain the quality and integrity of your counselling sessions.

Lone Working Policy

The definition of Lone Working is when a person carries out work, without access to another person for assistance.

1. Purpose: This policy aim is to ensure safety while working alone as a counsellor with children, young people and adults.

2. Scope: This policy applies to all counselling activities conducted while working in the counselling room, during home visits or while travelling.

3. Risk Assessment:

Conduct a thorough risk assessment for all lone working activities.
Identify potential hazards and assess the level of risk associated with each session.
Implement control measures to minimize identified risks.

4. Communication:

Keep a mobile at hand, at all times for emergencies.
Inform a trusted contact of the daily schedule and expected check-in times.
Establish an emergency contact protocol for when communications are unavailable.

5. Safety Measures:

Ensure the counselling environment is safe and secure. This includes adequate lighting, secure entry points and functional safety equipment.
If possible, have a panic button or alarm system in place.
Schedule sessions during daylight hours or in well-lit locations whenever possible.
For sessions with new clients, consider having an initial meeting in a public place or through video conferencing to assess the client.

6. Training and Awareness:

Stay informed about safe lone working practices and keep up-to-date with relevant safety training.
Learn the location and operational method of safety equipment.

7. Emergency Procedures:

Develop clear emergency procedures for various scenarios (e.g. aggressive client, injury, fire, security threat).
Ensure you know how to contact emergency services and provide clear instructions on your location.

8. Health and Well-being

Take regular breaks to avoid fatigue and maintain a healthy work-life balance.
Seek support and supervision regularly to discuss challenging cases and decrease the chance of burnout.
Be mindful of the potential emotional impact of working with vulnerable individuals and have strategies in place for self-care

9. Reporting and Revive

Keep a log of any incidents, near misses or safety concerns.
Regularly review and update the lone working procedures and risk assessments to ensure they remain effective.

10. Conclusion: Safety and well-being are paramount. By adhering to this policy, the aim is to provide a safe working environment while delivering a high-quality counselling service for children, young people and adults.

For further reading on lone working in counselling, please refer to the BACP Lone Working Guild.

https://www.bacp.co.uk/media/7016/bacp-lone-working-guide-part1.pdf

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