Confidentiality Policy

Helen Ward Therapy
Trading name of ResolvedRM Ltd

Version: 1.0
Effective Date: 30/05/26
Review Date: 30/05/27

1. Purpose

Helen Ward Therapy is committed to maintaining the confidentiality and privacy of all clients. Confidentiality is fundamental to building trust within the therapeutic relationship and is an essential requirement of ethical and professional practice.

This policy explains how confidential information is managed, protected and, where necessary, lawfully disclosed.

This policy has been developed in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the BACP Ethical Framework for the Counselling Professions.

2. Scope

This policy applies to all confidential information obtained by Helen Ward Therapy in the course of providing counselling and psychotherapy services, including:

Initial enquiries
Assessment information
Therapy session content
Clinical notes
Correspondence
Emails and text messages
Telephone conversations
Online therapy communications
Risk assessments
Personal information held in client records

3. Commitment to Confidentiality

All information shared during counselling and psychotherapy will be treated as confidential and handled with respect, sensitivity and professionalism.

Confidential information will only be accessed where necessary for the provision of therapy, the safe management of the practice, or where disclosure is required by law or professional obligations.

Only the minimum necessary information will be shared where disclosure is justified.

4. What Confidentiality Means

Confidentiality means that information shared by a client will not normally be disclosed to anyone outside the therapeutic relationship without the client's knowledge or appropriate lawful basis.

This includes:

Personal information
Session content
Clinical records
Assessment information
Contact details
Appointment information

5. Limits to Confidentiality

Whilst confidentiality is central to therapy, there are circumstances where disclosure may be necessary or required.

These include, but are not limited to:

Serious Risk of Harm

Where there is reason to believe that a client presents a serious and imminent risk of significant harm to themselves or another person.

Safeguarding

Where there are concerns regarding the abuse, neglect or exploitation of:

a child or young person;
a vulnerable adult; or
another person at risk.

Legal Requirements

Where disclosure is required by law, including but not limited to:

a Court Order;
statutory obligations;
prevention or detection of serious crime;
terrorism legislation; or
other legal requirements.

Professional Requirements

Information may be discussed within professional clinical supervision to support safe, ethical and effective practice.

Reasonable steps will be taken to minimise identifying information wherever possible.

Professional supervisors are themselves bound by professional and ethical duties of confidentiality.

Professional Insurance

Information may be disclosed to the practice's professional indemnity insurer where reasonably necessary to obtain advice, defend a legal claim or comply with insurance requirements.

Only information that is relevant and necessary will be shared.

6. Disclosure of Information and Client Consent

Helen Ward Therapy will not disclose confidential client information to any third party unless there is a lawful basis to do so, such as where disclosure is required by law, is necessary to safeguard a client or another person from serious harm, or where another legal or professional obligation applies.

Helen Ward Therapy does not prepare or provide reports, letters, statements, opinions, assessments, references, or other written documentation for third parties or for use by clients for any purpose, except where required to do so by law.

Any assessments, questionnaires, screening tools or outcome measures completed during therapy are undertaken solely to inform the therapeutic process, monitor progress, support clinical decision-making, and assist in planning or reviewing treatment. They are completed exclusively for therapeutic purposes and are not intended for use as reports, opinions, evidence, or assessments for third parties, legal proceedings, employment, education, benefits, insurance, or any other external purpose.

Where Helen Ward Therapy is required or authorised by law to disclose confidential information without the client's consent, including but not limited to safeguarding concerns, court orders, or other statutory obligations, only the minimum necessary information will be disclosed in accordance with legal and professional obligations.

7. Record Keeping

Clinical records are maintained to support safe and effective therapy.

Records may include:

Assessment information
Session summaries
Risk assessments
Treatment plans
Administrative records

Records are stored securely in accordance with the practice Data Protection Policy and Data Retention and Secure Disposal Policy.

8. Electronic Communications

Helen Ward Therapy recognises that electronic communication can support a responsive, accessible and supportive therapeutic relationship. The use of email, text messaging and online platforms can assist with practical communication, appointment arrangements, continuity of contact and maintaining an effective therapeutic connection.

Whilst every effort is made to maintain confidentiality, electronic communication cannot be guaranteed to be completely secure.

Where clients choose to communicate by:

email;
text message;
WhatsApp;
video conferencing platforms; or
other electronic methods,

they acknowledge that there are inherent security risks associated with electronic communication.

Helen Ward Therapy takes reasonable steps to minimise these risks through appropriate technical and organisational security measures. However, confidentiality and security of electronic communication is a shared responsibility. Clients are responsible for taking reasonable steps to protect their own information and maintain the confidentiality of communications between themselves and Helen Ward Therapy.

This includes, but is not limited to:

using secure devices;
maintaining appropriate password protection;
keeping access to email accounts, messaging applications and devices private;
ensuring that messages or notifications cannot be accessed by unauthorised persons;
using secure internet connections where possible; and
considering their environment when participating in online or telephone therapy to reduce the risk of being overheard.

By choosing to communicate electronically or participate in online therapy, clients acknowledge the potential risks associated with these methods and accept responsibility for taking reasonable precautions to protect their own privacy and confidentiality.

9. Online Therapy

Clients participating in online or telephone therapy are encouraged to:

use secure internet connections;
use password-protected devices;
participate from a private environment;
wear headphones where appropriate;
minimise interruptions during sessions.

Whilst Helen Ward Therapy will take reasonable steps to maintain confidentiality, clients also share responsibility for protecting the privacy and confidentiality of their own environment and devices.

10. Client Responsibilities

Clients are responsible for taking reasonable steps to protect their own privacy, confidentiality and the integrity of the therapeutic relationship.

Clients must:

keep appointment details private;
protect their own devices, passwords and access to communication platforms;
not record therapy sessions (audio, video or otherwise) without prior explicit agreement from Helen Ward Therapy;
inform the therapist if another person is present during online sessions or may have access to the session content;
notify the therapist if they believe confidentiality has been compromised.

Clients may make brief personal written notes during or after sessions where this supports their therapeutic work. However, any note-taking should not interfere with the therapeutic process or compromise the integrity, safety or relational nature of the therapeutic relationship.

Any request to record, reproduce, share or distribute any part of a therapy session must be discussed and agreed in advance.

11. Requests for Information

Helen Ward Therapy does not provide reports, letters, statements, opinions, assessments, references, or other written documentation for third parties or for external purposes, except where required to do so by law.

Requests from third parties for information relating to a client will not be accepted without a clear lawful basis for disclosure. Confidential client information will only be disclosed where there is a legal or professional obligation to do so, such as in response to a valid court order, safeguarding requirement, or other statutory obligation.

Where disclosure is required or permitted by law, Helen Ward Therapy will take reasonable steps to verify the identity and authority of the requesting party and will only disclose the minimum information necessary to fulfil the legal or professional obligation.

Client confidentiality remains the priority and will be maintained wherever legally and ethically possible.

12. Children and Young People

Helen Ward Therapy recognises that working therapeutically with children and young people involves additional considerations regarding confidentiality, consent, parental responsibility and the development of an appropriate therapeutic contract.

Whether therapy is offered to a child or young person will be considered on a case-by-case basis, taking into account the individual circumstances, age, maturity, capacity, presenting needs, therapeutic suitability and the ability to establish a safe and effective therapeutic framework.

Confidentiality is a fundamental part of the therapeutic relationship. Without an appropriate level of privacy, trust and psychological safety, a child or young person may not feel able to explore their thoughts, feelings and experiences openly, which may significantly limit the effectiveness of the therapeutic process. Establishing clear and appropriate confidentiality boundaries is therefore essential in supporting meaningful therapeutic work.

Where therapy is provided to a child or young person, confidentiality will be explained in an age-appropriate and developmentally appropriate manner. The boundaries of confidentiality, including circumstances where information may need to be shared, will be clearly discussed and agreed as part of the therapeutic contracting process.

Helen Ward Therapy recognises the complexity of balancing a young person's right to privacy and confidentiality with the rights, responsibilities and legitimate involvement of those with parental responsibility.

Appropriate agreements will be established with both the young person (where appropriate) and those with parental responsibility to clarify:

the nature and purpose of therapy;
the boundaries of confidentiality;
the type of information that may be shared;
the circumstances where information may need to be disclosed; and
how the therapeutic relationship will be supported and protected.

Parents or carers will be encouraged to support the therapeutic process by respecting the young person's confidentiality and by not placing the child or young person in a position where they feel pressured to disclose the content of therapy sessions. This does not prevent appropriate parental involvement, communication about wellbeing, or any necessary action where safeguarding concerns arise.

Information will only be shared where appropriate, lawful and in the best interests of the child or young person. Confidentiality may be limited where there are safeguarding concerns, serious risks of harm, legal requirements, or other circumstances where disclosure is necessary to protect the child, young person or another person.

Therapeutic Fit and Suitability for Therapy

As with all therapeutic work, establishing a good therapeutic fit between therapist and client is an important part of supporting a safe and effective therapeutic process. Helen Ward Therapy recognises how painful and distressing it can be for parents or carers to see a child or young person experiencing difficulties and understands the understandable wish to seek support as quickly as possible.

However, accepting a client where there is a reasonable belief that the therapeutic relationship may not be an appropriate fit would not be in the best interests of the client, their family or the therapeutic process. This applies equally to adult and younger clients.

Decisions regarding suitability are never taken lightly. Any decision not to proceed with therapeutic work is made carefully, with consideration of all relevant factors, professional responsibilities, clinical judgement and ethical obligations. Such decisions are considered conscientiously and are made solely with the intention of supporting the wellbeing of the individual and achieving the best possible outcome for the therapeutic work.

A decision regarding therapeutic fit is never personal and should not be understood as a judgement of the individual, their circumstances or their willingness to engage in therapy. Rather, it reflects the importance of ensuring that the therapeutic relationship has the best possible foundation for meaningful and effective work.

Helen Ward Therapy currently provides therapy to adults aged 18 years and over only. Any future work with children or young people will be considered on an individual basis and supported by appropriate policies, procedures and contracting arrangements

13. Deceased Clients

Confidentiality continues after a client's death.

Information relating to deceased clients will only be disclosed where there is a lawful basis or legal requirement to do so.

14. Use of Artificial Intelligence (AI)

Helen Ward Therapy does not upload identifiable client information to publicly available artificial intelligence platforms. Where AI-assisted administrative tools are used, all information is anonymised or pseudonymised wherever possible, and appropriate data protection safeguards are maintained.

15. Breaches of Confidentiality

Any actual or suspected breach of confidentiality will be investigated promptly.

Appropriate action may include:

containing the breach;
assessing potential harm;
notifying affected individuals where appropriate;
reporting the breach to the Information Commissioner's Office where legally required;
reviewing procedures to prevent recurrence.

16. Complaints

If a client has concerns regarding confidentiality, they are encouraged to raise these with Helen Ward Therapy in the first instance.

Complaints will be managed in accordance with the Practice Complaints Policy.

Clients also have the right to raise concerns with the Information Commissioner's Office (ICO) where appropriate using ICO reference: ZB176319

17. Policy Review

This policy will be reviewed annually or sooner where required due to changes in legislation, professional guidance or working practices.