Legal & Policy Information

Professional Policy

At all times I endeavour to provide an ethical service to my clients that upholds my high professional standards.

Respecting my client's autonomy is essential to the therapy they receive from me. As such, I offer my services solely as a psychodynamic counsellor and do not provide clients with advice, guidance, instruction or coaching in any form.

I reserve the right to not offer or cease offering my services if I feel this would breach professional or legal guidelines, cause me to provide my service in a manner I deem would be unethical or at the detriment to a client's well-being, or otherwise compromise myself in any way. In situations where these values seem to the client to be at odds with one another, we will be able to discuss the matter with a view to resolving and reaching a common understanding.

I will always retain my own autonomy and not conduct my practise in a manner that places myself or my practise in jeopardy and I reserve my right to determine my own course of action in situations where ethical dilemmas arise. 

In order to maintain a secure boundary to each client's therapy, I will not offer my services to friends, relatives or known associates of clients whilst their therapy is ongoing or soon after it has ended.

Although matters relating to my services may be discussed further as a matter of course, It is assumed by myself that all information presented on this website is understood by those receiving my services.

Agreement

In addition to the points outlined on this page, all clients are required to sign a counselling agreement that they will be free to discuss during their initial session.

The purpose of the agreement is to establish an understanding of the counselling process, outline important aspects to matters such as session fees, as well as safeguard clients against unethical practice. The details of the agreement as written are detailed below.

Professional Standards

The counsellor will, as a member of the British Association for Counselling and Psychotherapy, practice in accordance with the BACP’s Ethical Framework for the Counselling Professions (2018) and abide by their membership requirements. The counsellor will abide by UK laws and regulations required of a counsellor offering an ethical and professional service.

Arranging Sessions

Sessions take place on a regular weekly basis at the same day and time each week. Sessions last for 50 minutes from the time the session is due to start and clients cannot attend their sessions beyond the arranged time. If a client is late to a session they can still attend until the session is due to end. Sessions are best kept routine, but can be rearranged to different days/times if needed, although this depends on the client's and counsellor's availability. Remote sessions may be arranged if a client can not attend sessions in exceptional circumstances, but clients must not be in public spaces and/or with other people present when attending their sessions remotely.

Fees

Fees are charged for all sessions offered to the client, including when the client fails to attend for any reason. Planned absences arranged prior to the initial session will not be charged for the first two months of the clients therapy. Fees are not charged for sessions that the counsellor cancels or does not attend. Fees must be paid after each session via cash or BACS transfer on a weekly basis or on a monthly basis as arranged.

Breaks and Endings

Except for emergencies, any breaks or absences in sessions should be mentioned to the counsellor. Sessions continue until the client decides to end their therapy or if there are exceptional changes in circumstances for either the client or counsellor. As an important part of the therapy, endings should be planned with the intention to bring sessions to a managed end over a period of time as decided by the client. Repeated failures to either attend or pay fees for sessions may result in the therapy being ended by the counsellor. All outstanding fees will still be charged with payment expected by the end of the following month.

Boundaries

Sessions are kept fully private and confidential in accordance with BACP regulations. The counsellor offers their services solely as a psychodynamic counsellor with the sincere aim of helping the client. What is discussed in sessions will not be shared with third parties, although very limited information about the service a client is receiving may be shared only if requested by the client and if the counsellor agrees to this. Personal interactions outside the sessions will be avoided to maintain the integrity of the therapy, although the counsellor and the client may at times contact one another, via email etc, as a way of informing one another of practical matters relating to sessions. Clients will not be permitted to attend their sessions if drunk or under the influence of narcotics of any kind.

Introduction

I, William Deacon MBACP, am committed to protecting your privacy and handling your personal information with care, in line with:

• The General Data Protection Regulation (GDPR)

• The Data Protection Act 2018

• The Privacy and Electronic Communications Regulations (PECR) 2003

• The BACP Ethical Framework for the Counselling Professions (2018)

This policy focuses on GDPR and the Data Protection Act 2018, which set out how personal information must be collected, stored, and used. The PECR applies mainly to electronic communications and website cookies, which are covered in a separate website policy. The BACP Ethical Framework is not law, but it guides the professional and ethical standards I work to as a counsellor.

This statement explains how I collect, use, store, and protect your personal information when you work with me. If you have any questions, you can contact me directly at wdeacon.counselling@gmail.com.

What information I collect

I may collect and store the following information:

• Contact details: your name, email address, and phone number(s).

• Practical information: availability, emergency contact details, GP details (where relevant).

• Therapeutic information (including session notes):

  • Details you share with me in sessions about your personal circumstances, history, and experiences

  • Brief notes and my professional reflections to support a therapeutic process.

Why I collect your information (lawful basis)

Under GDPR, I must explain the “lawful basis” for collecting and using your information. In practice, this means:

• To provide counselling (contract) – I need to collect and use certain personal details in order to arrange sessions and deliver counselling.

• To keep you safe (vital interests) – in rare cases, I may need to use or share information if I believe you or someone else is at risk of serious harm.

• To meet professional standards (legitimate interests) – I keep brief notes and discuss my work (without identifying details) in clinical supervision, as part of my ethical obligations and good practice.

• To follow the law (legal obligation) – if I am required to disclose information by a potential court order or for safeguarding purposes.

How your information is used

Your information is used only for the purposes of:

• Arranging and delivering counselling sessions.

• Communicating with you about appointments, fees, and related matters.

• Supporting my therapeutic work.

• Meeting my professional, ethical, and legal responsibilities.

Confidentiality and when information may be shared

What you share in counselling is treated as confidential. I will only share information in the following situations:

• With your consent – for example, if you ask me to liaise with your GP or another professional. I will only do this if I also agree it is appropriate; a client cannot require me to share information where there is no legal obligation.

• Supervision – as required by the BACP, I discuss my work in clinical supervision. Your identity is not disclosed, and details are shared in a way that protects your anonymity.

• Risk of serious harm – if I believe you or someone else is at risk of serious harm, I may need to share relevant information. I will inform you first where possible, but I do not need your consent to act in these situations. 

• Legal requirement – if required by a court order or relevant law, I must disclose information even without your consent. Where possible, I will let you know if this happens.

How your information is stored and kept secure

Paper records (if any) are kept securely in locked storage. Electronic records (emails, phone numbers, notes) are stored on password- and PIN-protected devices that I use solely for my professional work. I use a professional Gmail account accessed only on secure, private devices.

While I take care to protect information, please be aware that data transmitted online (e.g., via email) cannot be guaranteed as completely secure.

How long I keep your information

In line with professional guidelines and insurance requirements, I keep client records for up to seven years after our work ends. After this, they are securely deleted or shredded.

Your rights

You have the right to:

• Access a copy of the personal information I hold about you.

• Request corrections to inaccurate information.

• Request that I delete your information (though this may mean counselling cannot continue).

• Raise a concern or complaint about how I handle your data.

You also have the right to contact the Information Commissioner’s Office (ICO) at www.ico.org.uk if you are concerned about how your data is being handled.

Please note: my session notes are my own professional reflections and are not part of your formal record. These are not available for disclosure.

Data breaches

In the unlikely event of a data breach that affects your personal information, I will inform you promptly and notify the ICO where required.

Updates to this policy

This policy may be updated to reflect changes in law or professional practice. I will let you know if significant changes are made.

William Deacon MBACP

Version 7.2 – November 2025

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