Policies & Procedures

Privacy & Data Protection
Safeguarding & Child Protection
Business Terms & Conditions

Business Terms & Conditions

Logo for Amberli Therapies with tagline 'Grounded Connection, Creative Expression, Empowered Confidence' in orange and black text.

1. Statement of Intent

The intent of Amberli Therapies is to provide a safe, consistent, and creatively nourishing space for your therapeutic journey. To maintain this environment, our work together is built on a foundation of mutual respect, clear boundaries, and professional transparency. The following terms ensure that we can focus fully on your wellbeing and creative process.

2. Crisis & Emergency Support

Amberli Therapies is an appointment-based service and does not provide 24-hour crisis support. If you or someone you are with is in immediate danger or requires urgent mental health support, please contact:

  • Emergency Services: Call 999 or visit your local Accident & Emergency (A&E) department.

  • NHS 111: Call 111 for non-emergency medical or mental health advice (available 24/7).

  • The Samaritans: Call 116 123 for a free, confidential listening service (any time, day or night).

  • Shout: Text 85258 for 24/7 crisis support via text message.

  • Childline: (For CYP) Call 0800 1111 or visit www.childline.org.uk.

3. Therapy sessions

Therapy is a collaborative process. Standard counselling sessions are 50 minutes, usually held weekly or fortnightly. We will agree on a regular day and time together, though we can always discuss adapting this as your needs evolve.

4. Attendance & Cancellations

To ensure I can provide a consistent and dedicated space for all my clients, I operate a 48-hour cancellation policy. I understand that life can be unpredictable; however, if you need to cancel or reschedule, please provide at least 48 hours' notice. Sessions cancelled within this window are payable in full, as that time has been specifically reserved for you and cannot be offered to others.

5. Ending Our Work

Counselling is entirely voluntary. While you are free to end sessions at any time, I warmly recommend a final "closing session." This allows us to reflect on your creative journey and ensure our therapeutic relationship ends in a positive, meaningful way.

6. Accessibility & Online Options

My physical consulting room is on the second floor (accessible via stairs only). If you find you are unable to access the stairs, we will seamlessly transition to online sessions via Microsoft Teams to ensure your support continues without interruption.

7. Corporate & Organisational Services

Please note that the terms above apply to individual private therapy. For services commissioned by a third party (such as employee wellbeing packages, creative workshops, or group facilitation), a separate Organisational Agreement applies.

This bespoke contract covers:

  • Pre-paid session blocks (8, 10, or 12 sessions).

  • All-inclusive workshop day rates (including materials and travel).

  • Specific corporate cancellation and deposit structures.

If you are looking to commission work on behalf of an organisation, please contact me directly for a copy of the Corporate Services Terms & Conditions.

8. Terms & Conditions Alterations & Contact

  • I reserve the right to modify these business terms & conditions at any time, and I encourage you to review it frequently. Changes will take effect immediately upon posting. If significant changes are made, I will notify you on this page.

  • If you have any queries, please contact me at connect@amberli.uk

Privacy & Data Protection POlicy

Logo for Amberli Therapies with tagline 'Grounded Connection, Creative Expression, Empowered Confidence' on a black background.

1. Introduction & Your Rights

As the Data Controller for Amberli Therapies, I am required by law (UK GDPR) to inform you how I collect, process, and store your data. I am registered with the Information Commissioner’s Office (ICO) under registration number: ZC016761.

You have the right to know what, why, and for how long I collect your data. Explicit consent for this is given via our signed contract: Client Agreement & Therapeutic Agreement or Organisation Contract. Please read this policy before signing; your signature constitutes consent to all points raised here.

You have the following rights regarding your data:

  • Access & Rectification: The right to see the data I hold and correct any inaccuracies.

  • Erasure: The right to request data deletion (subject to legal/insurance retention periods).

  • Withdrawal of Consent: You may withdraw consent for future processing, though data already collected may be retained to comply with professional guidelines.

2. Why I Collect Data

I collect and process data to provide safe, ethical, and professional psychotherapeutic services. This is required by:

  • Professional Standards: To meet the ethical framework of the NCPS and the requirements of my professional indemnity insurance (Howden Group).

  • Clinical Excellence: To plan and evaluate therapy or workshops, maintaining a record of the therapeutic process and progress.

  • Legal Compliance: To adhere to the Statutes of Limitation under Civil Law (7-year record keeping) and HMRC requirements for financial records.

3. Data Amberli Therapies Collects

I collect the following information:

  • Personal Details: Name, address, contact details (phone/email), and GP information.

  • Support Network: An Emergency Contact (name, number, and relationship).

  • Health Information: Relevant medical history, allergies, treatments, and medication.

  • Clinical Records: Pseudonymised session notes, interventions, and record of creative processes.

  • Creative Media: Artwork created during our work together.

  • Financials: Payment information and invoices.

  • Communications: Records of administrative contact (dates/times of emails, calls, or texts).

4. Engaging with the Website & Communications

  • Website (Squarespace): When you visit my website, I collect personal data voluntarily entered via contact forms. Squarespace also collects non-personal data (IP address, browser type, and session lengths) via cookies to ensure a smooth user experience.

  • Contact: I may contact you for work-related issues via email, text (SMS/WhatsApp Business), phone, or postal mail.

  • Security Note: I use email and WhatsApp for administrative purposes only (scheduling and invoicing). As these channels are not end-to-end encrypted for clinical depth, please do not share sensitive therapeutic content via these platforms.

5. Technical Security & "Paperless" Workflow

I operate a paperless office. No physical client notes are stored at my 2nd-floor consulting room.

  • Digital Storage: Records are stored on Microsoft 365 Business using secure UK/EU-based cloud servers (OneDrive).

  • Device Security: Access is protected by hardware passwords and Two-Factor Authentication (2FA). Systems are encrypted and protected by up-to-date antivirus software. I am the sole person with access to these systems.

  • Microsoft Forms: I use Microsoft Forms for intake and contracts; once processed, data is moved to my secure drive and deleted from the form platform.

6. Organisational & Corporate Clients

For work commissioned by a third party (Employers/Organisations):

  • Confidentiality: Clinical content of 1-1 employee sessions remains strictly confidential between the therapist and employee.

  • Reporting: Organisations receive only "Attendance Logs" and "Invoicing Data." No clinical themes are shared unless there is an immediate safeguarding risk or explicit client consent.

  • Workshops: Attendees provide first names only. General "Theme Reports" shared with employers will identify collective trends only and will never identify individuals.

7. Payment Records & Financial Data

  • Standard Fees: The fee for each 50-minute session is £60. The fee for consultations is £100. Payments are due 48 hours prior to the session via bank transfer.

  • Financial Privacy: Bank payments appear on my statements accessible by my bank (Monzo), HMRC, and my accountant. To minimise personal data, you may use your initials as a payment reference.

  • Retention: Invoices and payment records are kept for 7 years.

8. Data Retention & Destruction

  • Adults: Records are kept for 7 years following the end of therapy.

  • Children & Young People: Records are kept until the client's 25th birthday (or 26th if they were 17 at the conclusion of therapy).

  • Destruction: Digital files are permanently deleted from cloud history and devices. Physical artwork is returned to the client at the end of therapy or securely destroyed.

8. Policy Alterations & Contact

  • I reserve the right to modify this privacy policy at any time, and I encourage you to review it frequently. Changes will take effect immediately upon posting. If significant changes are made, I will notify you on this page.

  • If you wish to access, amend, or delete any personal information I hold about you, or if you have any queries, please contact me at connect@amberli.uk

Safeguarding & Child Protection POlicy

Logo for Amberli Therapies with tagline, Grounded Connection, Creative Expression, Empowered Confidence.

1. Statement of Intent

The welfare of the client is the paramount consideration. Amberli Therapies is committed to providing a safe environment for all clients, whether working individually, within families, or in organisational settings. This policy adheres to the NCPS Code of Ethics and "Working Together to Safeguard Children" (2018/2023).

2. Limits of Confidentiality

Confidentiality is a clinical and ethical requirement but is not absolute. I reserve the right to break confidentiality and contact relevant third parties (GP, Social Services, Police) if:

    • Significant Harm: I believe you, or another person, are at risk of serious, life-threatening harm.

    • Legal Obligation: I am made aware of information regarding terrorism, money laundering, or by a court order.

    • Capacity: I believe a client lacks the mental capacity to keep themselves safe at that moment.

Note on Self-Harm (Adults & under 16 years with PR consent): I distinguish between "coping-mechanism" self-harm and "life-threatening" intent. I will not routinely break confidentiality for non-life-threatening self-injury unless I believe the risk has escalated beyond the client's ability to manage safely.

3. Safeguarding Children, Young People (CYP) & Families

    • Parental Responsibility (PR): I require the written consent of at least one person with legal PR for any client under the age of 16.

    • The Consultation Process: Initial work begins with a consultation with the Parent/Primary Caregiver (PCG), followed by a session involving both PCG and child. The transition to 1-1 work is a clinical decision made by the therapist in collaboration with the child and PR.

    • Physical Responsibility: Parents/PCGs must accompany the child to the door of the 2nd-floor consulting room. Amberli Therapies is not responsible for the child’s safety in the communal areas or on the stairs. The Parent/PCG must remain in the building (Ground Floor waiting area) and be immediately reachable by phone for the duration of the session.

    • Gillick Competency & Privacy: Young people have a right to a private therapeutic space. I will not disclose the "content" of sessions to parents unless there is a significant risk of harm, illegal activity or unless this is agreed upon by the PR/PCG during the consultation along with the young person’s consent. This boundary is established in the initial three-way contracting session.

4. Organisational & Corporate Safeguarding

    • The "Wall of Silence": If an employee discloses a safeguarding risk (e.g., domestic abuse or suicidal ideation), my duty of care is to the individual, not the employer. I will follow standard clinical escalation (GP/Social Services). I will only encourage an employee to share with HR/Management if it is essential for their immediate physical safety at the workplace.

    • Workshop Protocol: If a participant becomes distressed or discloses trauma during a group session, I will "pause" the group activity to check in with the individual. If necessary, I will assist them in leaving the group space and provide resources for follow-up 1-1 support.

5. Emergency & Physical Safety Protocol (2nd Floor)

In the event of a medical or safety emergency during a session:

  1. Immediate Action: I will use my dedicated work phone to call Emergency Services (999).

  2. Building Support: If physical assistance is required before emergency services arrive, I will alert a nearby professional in the ground or 1st-floor offices.

  3. Exit Strategy: All furniture and objects within the therapy room are clear of the exit door to ensure an unobstructed exit path.

6. Escalation & Supervision

I do not hold safeguarding risks alone.

    • Clinical Consultation: My first point of contact for safeguarding concerns is my supervisor, Marta Perestrello, Becomings Therapy Services.

    • Secondary Contact: If my supervisor is unavailable and the risk is urgent, I will contact the Local Authority Designated Officer (LADO) or the Multi-Agency Safeguarding Hub (MASH) for the relevant area.

    • Reporting: All safeguarding concerns and "near-misses" are logged in a secure, pseudonymised incident file within Microsoft 365, separate from clinical notes via Two-Factor Authentication (2FA).

8. Policy Alterations & Contact

  • I reserve the right to modify this safeguarding & child protection policy at any time, and I encourage you to review it frequently. Changes will take effect immediately upon posting. If significant changes are made, I will notify you on this page.

  • If you have any queries, please contact me at connect@amberli.uk