fbpx

FAQs


Frequently Asked Questions

What are your boundaries around sharing and use of these documents and materials?

This is an abridged version of our full Terms of Use.

Each purchase is for one individual practitioner to use as many times as you like with your clients (unless otherwise specifically stated).

You are not permitted to allow any other person to use the registration details to your account with us for any purpose. You are not permitted to copy, reproduce, publish, sell, licence, sub-licence, distribute or commercially exploit the Services or materials (or any part thereof) to or for the benefit of any third party, whether for a commercial benefit or free of charge and whether separately or as part of a package. In addition, you are not permitted to make the materials available for download on your website either for your benefit or the benefit of a third party.

If you are part of a group practice and your colleagues would like to use our materials, please contact us for a group use quote. For the avoidance of doubt, you are not permitted to share, reproduce or distribute any of the materials with your colleagues (or other third party) where they do not have their own licence to the materials.

Due to the nature of the product, we cannot monitor what happens to the documents once they are downloaded so we provide them on the basis of trust that you will follow our Terms of Use, which stipulate that is not permitted to share, distribute or copy our templates.

If you have downloaded a free document and wish to share with colleagues, please direct them to our website. Our terms of use apply to free resources as well.          

How do I create my document?

Download your document and then complete, edit or delete from all highlighted spaces.

Once you have completed them, you may delete any instructions, descriptions or highlights or save supplementary guidance separately for future reference.

Can I change the language and content of the documents?

Yes, you can change anything you like. We aim for our writing style to be professional and warm, and you may like to make it more formal or colloquial in style.

We provide guidance notes to let you know which sections are important to include.

Our solicitors have reviewed the templates so if you require further clarification on legal aspects of your edits, we recommend you consult your own legal representative.

Should I use the word "client" or "patient"?

We have used the word “client”, however, you may search and replace relevant references in line with your usual practice.

Should I use first person or third person in my documents? ("I" or "we"?)

If you practice under a business name or registered company, the data controller would be the practice, not you individually, so it would be appropriate to use “we”. Similarly, if you employ assistants or other practitioners, you might prefer to use “we”.

If you are a sole practitioner and prefer for your paperwork to be presented in the first person, you may search “we”, “us” and “our/their”, replace with “I”, “me” and “my” and amend subsequent verbs accordingly.

Should I include my name or yours in a copyright footer?

We used to include our name in the footer but this caused some confusion, as once the document was amended by a therapist, it was no longer the same. We have saved everyone some time by taking it out.

Can I publish any of these documents on my website?

You are not permitted to make the materials available for download on your website either for your benefit or the benefit of a third party.

If I work in a group Practice, can I show my colleagues these materials?

Each purchase is for one individual therapist to use as many times as they like with clients. You are not permitted to allow any other person to use the registration details to your account with us for any purpose. You are not permitted to copy, reproduce, publish, sell, licence, sub-licence, distribute or commercially exploit the Services or Materials (or any part thereof) to or for the benefit of any third party, whether for a commercial benefit or free of charge and whether separately or as part of a package. In addition, you are not permitted to make the Materials available for download on your website either for your benefit or the benefit of a third party.

If you are part of a group practice and your colleagues would like to use our Materials, please contact us for a group use quote. For the avoidance of doubt, you are not permitted to share, reproduce or distribute any of the Materials with your colleagues (or other third party) where they do not have their own licence to the Materials.

Due to the nature of the product, we cannot monitor what happens to the documents once they are downloaded so we provide them on the basis of trust that you will follow our Terms of Use, which stipulate that is not permitted to share, distribute or copy our templates. 

Are the documents compliant with membership organisation guidelines?

We produced these documents following research of over 550 pages of guidelines and literature published by British Association for Counselling and Psychotherapy (BACP). We continue to read and research new literature and guidelines to ensure compliance.

However, each practice and practice area are different and you are responsible for ensuring that the way you work complies with the guidelines and recommendations of your membership organisation.

Which membership organisation documents were researched when producing these templates?

British Association for Counselling & Psychotherapy Ethical Framework for the Counselling Professions (2015)
Good Practice in Action 038 Commonly Asked Questions Resource: The Ethical Framework for the Counselling Professions (2015)
Good Practice in Action 065 Clinical Reflections for Practice: Confidentiality and Record Keeping within the Counselling Professions (Updated July 2018)
Good Practice in Action 060 Legal Resource Coroner’s Court, inquests and confidentiality beyond death: Issues for the counselling professions in England and Wales (Updated July 2018)
Good Practice in Action 077 Fact Sheet Resource: Dual roles within the counselling professions (2016)
Good Practice in Action 062 Commonly Asked Questions Equality, diversity and inclusion within the counselling professions (Updated January 2018)
Good Practice in Action 033 Research Overview: Ethical Decision Making in the Counselling Professions (2015)
Good Practice in Action 105 Legal Resource: The General Data Protection Regulation (GDPR) legal principles and guidance for the counselling professions (2018)
Good Practice in Action 064 Commonly Asked Questions Resources: Introduction to supervision (2016)
Good Practice in Action 039 Commonly Asked Questions: Making the contract within the counselling professions (October 2017)
Good Practice in Action 055 Fact Sheet Resource: Making the therapeutic agreement in the counselling professions (2016)
Good Practice in Action 014 Managing confidentiality within the counselling professions (Updated July 2018)
Good Practice in Action 071 Legal Resource: Ownership and storage of records in the context of the counselling professions in England, Wales and Northern Ireland (2018)
Good Practice in Action 067 Commonly Asked Questions: Practical aspects of record keeping within the counselling professions (Updated August 2018)
Good Practice in Action 080 Fact Sheet: Reasonable adjustment in the counselling professions (Updated August 2018)
Good Practice in Action 069 Sharing records with clients, legal professionals and the courts in the context of the counselling professions (Updated August 2018)
Good Practice in Action 040 Commonly Asked Questions: Social media (audio and video) and the counselling professions (2015)
Good Practice in Action 072 Commonly Asked Questions: Unplanned endings within the counselling professions (2016)
Good Practice in Action 066 Commonly Asked Questions Resource: What do we mean by records and record keeping within the counselling professions?
Good Practice in Action Commonly Asked Questions Resource 004 Working in private practice within the counselling professions (2017)
Good Practice in Action 047 EFfCP Supplementary Guidance: Working Online (2015)
Good Practice in Action 083 Legal Resource: Writing reports for the courts and giving evidence in court in the context of the counselling professions in England, Wales and Northern Ireland (2018)
Good Practice in Action 042 Fact Sheet: Working with suicidal clients in the counselling profession (Updated January 2018)
An upgrade for data privacy? Counselling at Work, January 2018: Issue 9
GDPR and private practice: Private Practice, June 2018

What is meant by the description “ethical and professional”?

We read and researched over 550 pages of guidelines published by the British Association for Counselling and Psychotherapy and continue to research updated guidelines. We believe we have addressed all requirements and recommendations.

However, each practice is different, so we are providing the opportunity to use compliant paperwork, but you are responsible for ensuring that the way you work complies with the ethical guidelines of your training courses and membership organisations. 

Can I use these templates if I am not based in the United Kingdom?

You are welcome to purchase our documents wherever you are working, however, you do so at your own risk and you must always check to ensure you comply with foreign and local laws and regulations which may apply to the services.

We cannot speak to the ethical and legal compliance of other countries, however, you are able to edit the documents with any necessary information. All of our documents have been reviewed and updated in accordance with the GDPR so if you work in the European Union, the Privacy Notice and Internal Privacy Policies are appropriate to use. If you are based in the United States, we recommend that you purchase HIPAA compliant documents. Our paperwork covers the same topics, however, our solicitors have advised us according to the law of England & Wales.

We recommend that you consult with your own insurance and legal representatives for further advice.

Can I use this paperwork with clients outside of the United Kingdom?

Yes, you may use them with clients based outside of the UK. You must always check to ensure you comply with foreign and local laws and regulations which may apply to the services. For instance, some countries require that you obtain licensing or permission to treat a client located there, so you should research and fulfil those requirements prior to beginning treatment. This applies to clients who are located abroad temporarily as well. We recommend that you contact your insurance or legal representative for further advice.

Our Therapy Agreement stipulates that when a client has a session with you, whether in person, via telephone or online, they agree that the law of England & Wales applies.

Our documents have been reviewed and updated in accordance with the General Data Protection Regulation (GDPR) and relevant privacy laws therefore you may use them with clients based in the United Kingdom and European Economic Area.

Can I use these documents if I am not a practitioner or psychotherapist?

Yes, you are welcome to purchase any documents that are useful to you, however, they have not specifically been tailored to your needs or circumstances and accordingly, may not be suitable or appropriate in all circumstances. You must always exercise your own independent judgement when using the documents and/or taking any action in connection with it.

The templates were written by counsellors and psychotherapists and have been reviewed and updated in accordance with the British Association for Counselling & Psychotherapy guidelines. They have been assessed, reviewed and edited by solicitors on the basis of use by counsellors and psychotherapists, however, they could be used by any type of practitioner in private practice. A hypnotherapist may need to edit the descriptions of services and an acupuncturist may need to add further information, but the framework and categories will still be useful.

Is it necessary to use paperwork reviewed by solicitors?

It is not a requirement to use paperwork reviewed by solicitors. We sought assessment and review by solicitors to give us guidance in relation to data privacy legislation and give therapists peace of mind and confidence in our private practice policies.

In the United States, for example, therapists are strictly regulated by licensing boards and are accountable to those boards. They must comply with strict privacy regulations (HIPAA), fulfil regular training and renew annual licences. Therapists in the US often purchase attorney-approved paperwork or instruct their own lawyers when producing their private practice policies.

In the United Kingdom, therapists are not yet regulated by a licensing authority so technically, it is not essential. There are some discussions within membership organisations in conjunction with the government about possible regulation in the future. 

Do I need to have my completed documents checked by a lawyer too?

We have had all documents reviewed by solicitors. However, the documents are not specific to you and your practice, so if you require legal advice, we encourage you to approach your own solicitor for further approval. Please see our Terms of Use for further clarification.

What is meant by the description “assessed, reviewed and edited by solicitors”?

After extensively researching solicitor firms for the most appropriate team, we instructed a London based firm of solicitors who reviewed, edited and updated our paperwork in accordance with the laws of England and Wales (including GDPR and other applicable data privacy legislation).

Our solicitors have reviewed the templates, so if you make edits to the content or meaning, we recommend that you consult your own legal representatives for clarification where necessary.

How was the cost of each document calculated?

We calculate our costs including business set up, website maintenance, training and legal fees. We researched other services providing similar products – we could only find private practice documents with legal approval in United States based companies and practices. We took into account that legal approval is not a requirement in the UK, however, we still wanted to go above and beyond basic guidelines thereby saving the costs of legal enquiries for fellow therapists.

We want to provide a solution to therapists setting up private practice whilst also taking into account that this is a unique product produced by therapists for therapists and reviewed by lawyers, so we have made all our documents available for purchase at full price individually or collectively for a discount.

Can I share my documents with colleagues?

If you are part of a group practice and your colleagues would like to use our materials, please contact us for a group use quote. For the avoidance of doubt, you are not permitted to share, reproduce or distribute any of the materials with your colleagues (or other third party) where they do not have their own licence to the materials.

Due to the nature of the product, we cannot monitor what happens to the documents once they are downloaded so we provide them on the basis of trust that you will follow our Terms of Use, which stipulate that is not permitted to share, distribute or copy our templates.

Do you offer returns or refunds?

Due to the nature of the product, we are unable to issue returns or refunds unless they are defective i.e. where you are unable to download the materials or there are other related technical issues preventing you from having access to the materials. If you are unhappy with your purchase, please contact us and we will endeavour to resolve your complaint.

How can I give feedback?

We would love to hear any suggestions or requests via email!

How can I make suggestions and requests for new documents?

We would love to hear any suggestions or requests. Drop us a message through our contact page.