Hello, 

Please take a moment to read through the following agreement and complete the required sections.

This agreement outlines the structure of the sessions and helps ensure that I can support both you and your child in a way that is ethical, effective, and tailored to your needs.  

Throughout, the term ‘parents/guardians’ is used inclusively to refer to any adult with parental or caregiving responsibilities for the child. 

I am a registered member of the following professional bodies: 

• The British Association for Counselling and Psychotherapy (BACP) 

• The UK Council for Psychotherapy (UKCP) 

• The Association of Dance and Movement Psychotherapy (ADMP) 

I hold specialist training, including an MA in Child and Adolescent Psychotherapy, and I have an Enhanced DBS (Disclosure and Barring Service) certificate for working with both adults and children. While I am not qualified to diagnose mental health or neurological conditions, I may offer holistic guidance and signposting to appropriate services where relevant, to support the therapeutic process. 

Therapy provides a confidential, non-judgemental space where personal issues can be explored safely and with trust. If you ever have any questions or concerns, ethical or otherwise, please don’t hesitate to raise them with me. 

If anything is unclear or you’d like to discuss further, feel free to get in touch. 

Best wishes, 

Heidi McCallion 

The Attuned Room, Integrative Psychotherapy

Safeguarding

I work within the safeguarding guidance outlined in Working Together to Safeguard Children and the ethical frameworks of my professional bodies. 

If I believe a child or young person is at serious risk of harm to themselves, from others, or to others, I may need to break confidentiality to keep them safe. This may include contacting emergency services or seeking advice from safeguarding professionals. Wherever possible, I will discuss this with the parent/guardian and young person first. 

Consent, Gillick Competence and Parental Responsibility

I recognise that young people under 16 may be able to consent independently to psychological therapy where they demonstrate sufficient maturity and understanding, in accordance with the principle of Gillick competence. Young people aged 16 and 17 are generally presumed to have the capacity to consent to their own therapy without requiring parental consent or involvement.

As a sole practitioner, my professional practice policy requires a named responsible adult to be identified for all clients under 18 as part of my safeguarding arrangements. This will ordinarily be someone who holds parental responsibility, such as a parent, legal guardian or Special Guardian.

As part of this policy, I ordinarily require the named responsible adult(s) to be aware that the young person is accessing therapy before therapeutic work begins. However, this does not mean that parental consent is automatically required or that the named adult(s) will have access to confidential information shared by the young person.

Exceptions for Young People Aged 17

Where a young person aged 17 wishes to access therapy without parental knowledge or involvement, I will carefully consider their individual circumstances, capacity to consent, wishes, confidentiality and safeguarding needs.

In some circumstances, I may be able to offer therapeutic support without the knowledge or involvement of a parent or guardian before the young person turns 18. This is an exception to my usual private practice policy and will be considered on an individual basis, supported by a documented risk assessment, appropriate clinical supervision and confirmation that the arrangement is covered by my professional indemnity insurance.

I will clearly explain and agree the boundaries of the therapeutic support I can safely provide, including the limits of confidentiality and any safeguarding responsibilities.

If I assess that continuing therapy within my private practice would not be appropriate or in the young person's best interests, I will support them to access a suitable alternative service, such as an NHS or charitable organisation.

Where informing a parent or guardian could place a young person at risk, I will consider their safety and confidentiality before making any decision about sharing information, seeking appropriate safeguarding advice where necessary.

Parental Responsibility and Safeguarding

Although a young person may be legally able to consent to therapy independently, it is my professional practice policy that I will only accept referrals for clients under 18 where a named responsible adult has been identified. This will ordinarily be someone who holds parental responsibility, such as a parent, legal guardian or Special Guardian.

This is a safeguarding requirement of my private practice and does not automatically mean that the named adult must be involved in therapy sessions or have access to confidential information shared by the young person. Their involvement will be considered in line with the young person's capacity, wishes, confidentiality rights and any safeguarding needs.

Where there are significant safeguarding concerns, disputes regarding parental responsibility or ongoing court proceedings, I may seek appropriate professional advice before commencing any therapeutic work.

Session feedback to parents/guardians

Therapy offers children and young people a confidential space to explore their thoughts and feelings. Parents/guardians are not automatically entitled to know what is discussed in sessions unless there is a safeguarding concern. 

At the start of therapy, we will agree together how communication and feedback will be managed. Parent check-ins or review meetings can also be arranged where appropriate. If significant safety concerns arise, I will speak with the parent/guardian privately or contact them as soon as possible. 

At the end of each session, I will accompany your child back to the waiting area. To respect their right to privacy and confidentiality, I will not discuss the content of the session at that time. However, if significant or concerning information arises that may impact your child’s safety, I will speak with you immediately in a private space. If that’s not possible, I will contact you later the same day to ensure appropriate follow-up. 

Session duration & payment 

Each session lasts 50 minutes, and if you’re more than 10 minutes late, we’ll still finish at the scheduled time. 

Payment is requested via Monzo payment link, sent as a text message. Payment must be received before the session can take place. 

Your session fee is outlined in this contract and is subject to a yearly increase (usually in January of each year) in line with rising costs such as membership fees, insurance, and room hire. If you're ever in need of a formal letter or report, there may be an additional charge, this will always be discussed with you in advance. 

If you're experiencing financial difficulty, I strongly encourage you to talk to me. We can explore a sliding payment scale to support you and help avoid sudden endings to your therapy. We’ll regularly review our work together to ensure it continues to meet your needs. 

Cancellation Policy & Communication

Cancellations made: 

• Less than 48 hours' notice: 50% of the session fee will be charged.

• Less than 24 hours' notice: The full session fee will be charged.

• Outstanding payments: Any outstanding cancellation fees must be settled before further sessions can take place.

If I need to cancel

As I have a young family, there may occasionally be times when I need to cancel a session unexpectedly, for example, if my child is unwell. If this happens, I will always give you as much notice as possible and do my best to rearrange our session promptly. You will never be charged for a session that I cancel.

With this in mind, I feel it is only fair to offer my clients the same understanding and flexibility when life gets in the way.

For this reason, every client is entitled to one cancellation without charge every 12 months, even if it falls within the usual 24 or 48 hour cancellation period.

Your 12 month period begins on the date you sign this agreement and your cancellation allowance will automatically renew every 12 months.

For existing clients, signing this updated agreement will reset your cancellation allowance, meaning you will receive a new cancellation pass from the date of signing, regardless of any previous cancellations.

Once your cancellation allowance has been used, the usual cancellation policy will apply until your next 12 month period begins.

Holidays & Therapy Breaks

I understand that clients and families may need to take breaks from therapy due to holidays, family commitments or other life events.

I am happy to hold your regular therapy slot for up to three consecutive weeks without charge, provided that any planned absences are communicated in advance and in accordance with my usual cancellation policy.

If you wish to take a longer break, I may need to offer your appointment to another client. I will always do my best to find a mutually convenient time for you to return, although your original slot cannot be guaranteed.

Extended Breaks and School Holidays

If you would like to pause therapy for more than three consecutive weeks while keeping your regular appointment, a one off retainer fee of £100 will apply after the initial three week period. This arrangement is available throughout the year but is most commonly used during the six week summer holidays, when families and young people may wish to pause therapy for a longer period of time and return to their usual routine in September.

If you wish to take some time off during the school Easter or Christmas breaks which is longer than three weeks, please discuss this with me to find a solution that suits everyone.

The retainer secures your regular appointment for the agreed period of absence, provided that therapy resumes within six weeks of the original pause date.

If you choose not to pay the retainer, you are still welcome to return to therapy following your break and I will try to find a slot closest to your original schedule as best as I can, but please note this cannot be guaranteed.

Contact between sessions

Please note that I do not provide a crisis or emergency service, and messages or emails sent outside working hours may not be seen until the next working day. To maintain professional boundaries and confidentiality, I kindly ask that clients do not contact me via social media.  

To maintain professional boundaries and confidentiality, I kindly ask that clients and families do not contact me via social media. 

Providing emotional support for your child/adolescent 

It can sometimes feel difficult to know how best to support your child while they are attending therapy. Therapy works best when children and young people feel emotionally safe, supported, and free to explore their thoughts and feelings without pressure. 

After sessions, it can sometimes be helpful to avoid asking lots of questions, or making comments such as “did you have fun?” as this can be confusing for a young person. Many children and young people benefit from their parent/guardian carrying on with their usual routine after a session, often with some quiet, supported time to process their experience. If you are ever unsure how best to support your child between sessions, please feel free to contact me for guidance. 

Equity, diversity & inclusion

I am committed to promoting equity, diversity, and inclusion in all aspects of my therapeutic work. This includes being responsive to neurodiversity, disabilities, mental health, SEND, race, ethnicity, culture, religion, gender identity, sexual orientation, socioeconomic background, and language needs. I strive to create a respectful, accessible, and affirming space for every child, young person, and family.  

If at any point you feel these values are not being upheld, I welcome your feedback and suggestions. 

Chance meetings

Maintaining boundaries outside the therapy room is important. If we meet by chance in public, I’ll be guided by you, how (or if) we interact is entirely your choice, and I’ll always prioritise your confidentiality. For child or adolescent clients, a brief and friendly interaction may feel more natural and therapeutic. In these cases, I’ll be led by the young person while maintaining confidentiality. I won’t disclose the nature of our relationship or identify them as a client. 

Supervision

As a registered member of BACP, UKCP, and ADMP, I am required to have regular supervision. This helps ensure that my work remains safe, ethical, and effective. Aspects of our sessions may be discussed in supervision, but your full name and any identifying details are removed. My supervisor is a qualified and accredited psychotherapist, bound by the same confidentiality standards as I am. 

Termination of therapy

You are free to end therapy at any time. However, if possible, giving notice can be helpful, it allows us to work towards a meaningful ending and reflect on what you’ve gained from the process. 

Therapy can sometimes feel emotionally challenging, and you may feel reluctant to continue or consider ending. I encourage you to talk to me about these feelings rather than ending suddenly, as this gives us the opportunity to explore and work through any unresolved issues together. I will never end our work without warning, except in exceptional circumstances. If such a situation arises, it will be discussed with you fully and sensitively. 

Therapeutic executor

In line with professional ethical requirements, I have appointed a trusted colleague to manage the administration of my practice in the event of my death or incapacity. This may include contacting clients, signposting to appropriate support, and securely managing or destroying records confidentially. My appointed therapeutic executor is Emma Craddock, a fellow ADMP member bound by the same professional confidentiality standards. 

Complaint 

If there is anything within this agreement that you do not understand, or if you would prefer it in a different format, please let me know. If you are unhappy with any aspect of our work together, I hope you would feel able to discuss this with me directly. 

If you feel unable to do this, or wish to make a formal complaint, you can contact the BACP Get Help with Counselling Concerns service for confidential guidance: 

Phone: 01455 883300 Email: gethelp@bacp.co.uk Address: BACP, 15 St John’s Business Park, Lutterworth, LE17 4HB 

GDPR, Data Protection & Clinical Record Keeping

How I collect and store your information

I am registered with the Information Commissioner’s Office (ICO) and manage personal information in accordance with UK GDPR and the Data Protection Act 2018.

I use a secure online practice management system to store information necessary for our therapeutic work. This includes your contact details, address, GP information, emergency contact, intake and assessment forms, client agreement and other relevant information you choose to share.

Your information is stored securely and is only accessed or used where necessary for the management of your therapy, professional responsibilities and safeguarding.

Clinical notes and record keeping

I keep brief clinical notes following our sessions. These usually include:

• The date and type of session, whether in person or online.

• Key themes relevant to our therapeutic work.

• Significant clinical decisions, actions or recommendations.

• Any relevant risk assessments, disclosures or safeguarding concerns.

These notes are intentionally brief and are not a transcript or detailed account of everything you share with me. Where other people are discussed, I avoid recording unnecessary identifying information about them.

Keeping appropriate clinical records is part of safe and ethical psychotherapy practice and supports clinical decision making, continuity of care and professional accountability, in line with the standards of UKCP, BACP and ADMP.

Use of AI in Therapy

I do not use AI recording or transcription software during our sessions. I also ask that clients do not use AI tools to record or transcribe our therapeutic work without discussing this with me first.

This is to protect confidentiality, maintain a safe and private therapeutic space, and ensure we both understand how any technology might be used within our work together.

Confidentiality and information sharing

Your personal information and clinical records are treated as confidential.

I will not ordinarily share information with third parties without your knowledge or agreement. However, there may be circumstances where disclosure is necessary, such as significant safeguarding concerns, serious risk of harm, legal obligations or other circumstances where sharing information is legally and professionally justified.

Wherever possible and appropriate, I will discuss this with you beforehand and only share the information necessary.

How long I keep your records

Client agreements, assessments, clinical notes and safeguarding records relating to children and young people will normally be retained until the client reaches the age of 25, or until age 26 where therapy commenced when the young person was aged 17. Records may be retained for longer where there is a legal, safeguarding, professional or insurance requirement to do so. Once the applicable retention period has ended, records will be securely destroyed.

Your rights and access to information

Under UK data protection legislation, you have rights relating to your personal information, including the right to:

• Request access to the personal information and clinical records I hold about you.

• Ask for inaccurate information to be corrected.

• Request the deletion of certain information where legally applicable.

• Raise concerns about how your personal information is handled.

These rights may be subject to certain legal exceptions, including circumstances where clinical or safeguarding records must be retained.

You can also raise concerns with the Information Commissioner’s Office (ICO).

If you have any questions about the information I keep, how it is stored or why it is necessary, please feel free to ask.

If you need urgent support outside of these hours, or are unable to wait for a response, please contact: 

• If your child is in immediate danger or at risk of serious harm: • Call 999 or attend your nearest A&E department (24/7) 

• If your child is experiencing urgent mental health distress and needs support quickly: • NHS 111 – select Option 2 for mental health (24/7) • Forward Thinking Birmingham Crisis Line – 0300 300 0099 (24/7) 

• If your child needs someone to talk to: • Childline – 0800 1111 or online chat (24/7) • Shout Crisis Text Line – text SHOUT to 85258 (24/7) • KOOTH – free online mental health support and counselling for young people 

• Support for parents/carers: • Young Minds Parent Helpline – 0808 802 5544 (Mon–Fri, 9:30am–4pm) • NSPCC – 0808 800 5000 (24/7) • Samaritans – 116 123 (24/7) 

I look forward to supporting you and your child :)