Purpose
Henzy Tanrien-Sawyer Counselling Service is committed to providing a safe, respectful and confidential environment in which clients can explore personal concerns. Confidentiality is fundamental to the counselling relationship and helps establish trust between counsellor and client. This policy explains how confidential information is managed, stored, used and, where necessary, disclosed.
Commitment to Confidentiality
Information shared during counselling sessions will be treated as confidential and will not normally be disclosed to any third party without the client’s knowledge and consent.
Confidentiality applies to:
- Information shared during counselling sessions • Assessment information • Session notes • Correspondence • Telephone conversations • Emails and electronic communications • Client records and documents
Limits of Confidentiality
While confidentiality is respected wherever possible, there are circumstances where information may need to be shared without consent. These circumstances include:
- Risk of Serious Harm
Where there is reasonable belief that a client may pose a serious risk of harm to themselves.
- Risk to Others
Where there is reasonable belief that a client may pose a serious risk of harm to another person.
- Safeguarding Concerns
Where there are concerns regarding the safety or welfare of a child, young person, or vulnerable adult.
Legal Requirements
- Where disclosure is required by law, court order, statutory obligation, or legal proceedings.
Prevention or Detection of Serious Crime
- Where disclosure may be necessary to prevent or investigate serious criminal activity.
Professional or Regulatory Requirements
- Where disclosure is required by professional, ethical, insurance, or regulatory obligations.
- Whenever possible and safe to do so, the client will be informed before information is disclosed.
Clinical Supervision
As part of ethical practice, the counsellor regularly attends professional supervision. Client work may be discussed within supervision for the purposes of:
- Professional support • Clinical accountability • Risk management • Service quality
Supervisors are bound by strict confidentiality requirements.
- Where possible, identifying information is minimised.
Record Keeping
The practice maintains records necessary for the provision of counselling services.
Records may include:
- Contact details • Assessment information • Session notes • Risk assessments • Correspondence • Administrative records
- Records are maintained securely in accordance with the practice’s Data Protection Policy.
Electronic Communications
While reasonable steps are taken to protect confidentiality, electronic communication cannot be guaranteed to be completely secure.
Clients choosing to communicate via:
- Email • Text message • Online forms • Video platforms
acknowledge the inherent risks associated with electronic communication.
Sensitive information should be shared cautiously through electronic methods.
Storage and Security
Confidential information is protected through:
- Password-protected devices • Secure cloud storage where applicable • Encrypted systems where available • Restricted access • Locked storage for paper records • Secure disposal procedures
- Only authorised persons may access client information.
Access to Records
Clients may request access to personal information held about them in accordance with applicable data protection legislation. Requests should be made in writing. Certain information may be withheld where lawful exemptions apply.
Confidentiality After Counselling Ends
Confidentiality continues after the counselling relationship has ended.
Records remain protected and are retained only for the period specified within the practice’s Data Retention Schedule.
Complaints
Concerns regarding confidentiality should be raised directly with Henzy Tanrien-Sawyer Counselling Service in the first instance.
Complaints will be managed in accordance with the practice’s Complaints Procedure.
Professional Membership
Henzy Tanrien-Sawyer Counselling Service operates in accordance with the ethical standards and professional requirements of the National Counselling and Psychotherapy Society (NCPS).
Policy Review
This policy will be reviewed annually or sooner if legislation, professional requirements, or practice procedures change.
