Subject to annual review; last updated: 15/05/2025
Terms & Conditions of Service
Nicholas Langley, Trading as Long Valley Therapy
V.2
1.1 Complaints and Feedback
If you have a complaint about any aspect of the service, please speak to me directly. Alternatively, you can contact the National Counselling and Psychotherapy Society (NCPS) professional complaints department via their website: NCPS Complaints.
1.2 Fees and Payment
Payment is due during each session, with cash, card, and BACS accepted. If a third party (e.g., an employer) is covering the cost, or if invoicing is arranged for other reasons, payment will be due within 30 days of the invoice date. In cases where a third party defaults on the payment, it is agreed that the debt will be transferred to the client, who will assume responsibility for settling the outstanding balance.
Note: I reserve the right to suspend services if payment is overdue.
1.3 Terminating the Service
Sessions are open-ended, with no fixed minimum or maximum number. Clients may end at any time, though prior notice is encouraged. I reserve the right to end or suspend services if:
- Session fees are unpaid.
- There are two consecutive no-shows without prior arrangement.
- Continuing would be unsafe, unethical, or otherwise unproductive.
1.4 Cancellations and No-Shows
Missed sessions are charged as follows:
- More than 48 hours’ notice: No charge
- Less than 48 hours’ notice: 50% of the usual fee
- No notice: Full fee
If I need to cancel, there is no charge, and I will offer to reschedule.
1.5 Online Work
If sessions are conducted online, the following terms apply to ensure a safe, confidential, and effective therapeutic environment:
1.5.1 Platform and Access
Sessions will be conducted via Cliniko, a secure video platform that runs in your browser. It is the client’s responsibility to ensure access to the chosen platform and have a stable internet connection. If technical issues disrupt a session, an attempt will be made to reschedule at no extra cost.
Clients should provide a backup contact number in case of sudden disconnection or technical failure. This information will be used solely to re-establish contact if necessary and will not be used for any other purpose.
1.5.2 Confidentiality and Data Security
Online sessions follow the same confidentiality agreements as in-person sessions. Both parties agree to use private, secure locations for sessions to protect privacy and reduce interruptions. Clients are encouraged to use headphones for additional privacy and ensure their digital devices have adequate antivirus and security protections. Sessions will not be recorded by either party unless explicitly agreed upon in advance.
1.5.3 Limitations of Online Therapy
While online therapy provides greater accessibility and flexibility, clients should be aware that certain issues, particularly those involving intense crises or risk, may be better suited to in-person work or require additional support. The therapist will discuss any such limitations with the client as needed.
1.5.4 Consent and Agreement
By proceeding with online sessions, clients and supervisees confirm their understanding and agreement with these terms. Both parties are encouraged to review the suitability of online work regularly and address any concerns with the therapist or supervisor promptly.
1.5.5 Global Service Provision
My global Services, including but not limited to online therapy, are UK-based and subject to UK laws, professional standards, and jurisdiction.
These Terms and any disputes arising from or related to my Services shall be governed by and construed in accordance with the laws of England and Wales. Any legal proceedings shall be subject to the exclusive jurisdiction of the courts of England and Wales.
I provide my Services in accordance with the professional standards and ethical guidelines set forth by relevant UK professional bodies. By using my Services, you accept that this is the framework within which I work.
You are responsible for ensuring that your use of my Services complies with all applicable laws and regulations in your jurisdiction.
In the event of an emergency, you should immediately contact your local emergency services. My Services are not a substitute for emergency medical care, and I do not provide a crisis support service.
4.1 Probationary Period
A probationary period of six sessions allows us to assess our working fit. After this period, we’ll decide whether to continue with an open-ended contract or work towards closure.
4.2 General Expectations
4.2.1 Supervisees are expected to:
- Maintain membership in a PSA register or participate in a training programme leading to registration.
- Carry suitable insurance throughout supervision.
- Attend sessions prepared, especially for clients with significant concerns.
- Discuss all elements of their work, including areas of uncertainty.
- Relate case presentations to theoretical frameworks and ethical considerations.
4.2.2 Competence and ethical guidelines.
Unacceptable practices include:
- Advice giving, coaching, or other non-therapeutic activities.
- Maintaining an impractical caseload or schedule.
- Knowingly working in specialised areas without relevant training. Examples include but are not limited to: Eating Disorder Therapy; Working with Children; Working with Couples or Families.
4.3 Additional Expectations for Trainee & Newly Qualified Counsellors
In addition to general expectations, trainees or newly qualified counsellors (under 300 hours of post-qualifying practice) agree to:
- Contact me to discuss safeguarding concerns unless immediate action is needed.
- Discuss potential clients in supervision before acceptance (except when working within agencies).
- Review new techniques in supervision before applying them in practice.
4.4 Confidentiality in Supervision
Supervision is a confidential space for support and growth, bound by a professional code of ethics. However, exceptions include reporting serious ethical breaches and adhering to relevant laws.
4.5 Clinical Responsibility
The supervisee retains clinical responsibility for their clients and is expected to present their work accurately. The supervisor will raise concerns constructively and may veto unsafe or unethical clinical decisions, documented in supervision notes.
4.6 Contact
Supervisees may contact me during working hours (9-5) for session rescheduling, additional bookings, or brief queries (under five minutes). Extended conversations (over five minutes) are charged proportionally, rounded up to the nearest 15 minutes.
Emergency Contact: After-hours contact is for urgent safeguarding needs only, and responses may not be immediate but will be prompt.
4.7 Holidays & Breaks
Both parties are expected to provide reasonable notice for breaks or leave. Supervisees should ensure adequate supervision relative to their caseload.
Group therapy offers a safe and supportive environment where participants can explore their thoughts, feelings, and life experiences. It fosters connection and helps reduce feelings of isolation. Under the guidance of a qualified therapist, group members are invited to engage authentically, develop insight into themselves and others, and build deeper, more meaningful relationships.
At the heart of group therapy is the collective experience. Regular meetings create a consistent, reliable space for exploration and growth. The therapist’s role is to support a balanced and inclusive process, where everyone has the opportunity to be heard. This shared space encourages open dialogue, mutual respect, and confidentiality, allowing each member to feel secure in expressing themselves.
Group therapy is suitable for those seeking connection, insight, and support from others with similar experiences. It can also be a more cost-effective alternative to individual therapy, with strong evidence for its effectiveness.
Before joining, each prospective member is offered an initial consultation to assess suitability for group work and to ensure the group is a good fit for their current therapeutic needs.
1. Attendance
Group therapy is most effective when attended consistently. The group functions best when each member is present and engaged.
• Members are asked to attend all scheduled sessions and only miss sessions when absolutely necessary (e.g., illness or emergency).
• Please arrive on time and stay for the full duration of the session.
• Inform the facilitator in advance if you will be absent.
• Frequent absences or lateness may be discussed with the facilitator and, if appropriate, within the group.
2. Confidentiality
Confidentiality is essential for building trust within the group.
• You may speak outside the group about your own experiences but must not share what other members have said or reveal their identities (see section 4).
• In online sessions, you are responsible for ensuring privacy in your physical space. Recording of sessions is strictly prohibited.
• Therapist notes (brief and generally an aid to memory) are stored securely in line with GDPR. You may request access to your personal data, but not that of other members.
• Clinical supervision is used by the therapist in accordance with best practice and professional requirements. The group process may be discussed anonymously for professional support and oversight.
Limits to confidentiality include:
• Risk of serious harm to yourself or others.
• Disclosure of abuse or neglect of a child or vulnerable adult.
• Information about serious crimes (e.g., terrorism or trafficking).
• Legal obligations, such as a court order.
Where possible, any necessary breach of confidentiality will be discussed with you first.
3. Group Process
You are free to share at your own pace. There are no ‘off-limits’ topics and your lived experience is valid and welcome.
• Respectful listening, honesty, and non-judgemental responses are expected.
• Members are encouraged to support a space that is respectful, inclusive, and non-discriminatory.
Please avoid interrupting, and remain mindful of language and cultural differences.
• Any contact between members outside the group should be disclosed and explored within sessions. Social relationships between group members during the life of the group are discouraged, as they can impact the therapeutic dynamic.
• Please do not use alcohol or non-prescribed mind-altering substances before attending sessions.
4. Non-Disclosure Agreement
Confidentiality is a cornerstone of group therapy and is essential for building trust within the group. To ensure a safe and supportive environment, all group members are required to adhere to the following non-disclosure agreement:
Personal Information: You agree not to disclose any personal information about other group members, including but not limited to, their names, contact information, or any details about their personal lives.
Group Discussions: You agree not to share any information discussed within the group sessions outside of the group. This includes discussions about other members’ experiences, thoughts, and feelings.
Online and Social Media: You agree not to discuss group members or sessions on social media or any other online platforms. This includes not posting any identifying information or details about the group or its members.
Respect for Privacy: You agree to respect the privacy of all group members and to maintain the confidentiality of all information shared within the group.
5. Contacting the Therapist Outside of Sessions
To maintain clear boundaries and ensure fairness to all group members:
• Contact with the therapist outside of sessions should be limited to administrative matters only, such as notifying of absence or arranging scheduling.
• Therapeutic discussions will not be conducted via phone, text, email, or messaging outside of group sessions.
• If you send a message requiring urgent attention, please note that responses may not be immediate and are typically within working hours.
• In the event of a crisis or emergency, group therapy is not a crisis service. Please contact your GP, local crisis team, or emergency services.
This boundary helps maintain a safe, professional, and structured therapeutic relationship for all involved.
6. Fees and Payment
• The fee for group therapy is £30 per 1.5-hour session, payable in monthly blocks of £60 (covering two sessions).
• Fees are payable in advance at the start of each month to confirm your place.
• Payments are processed securely via GoCardless. A small transaction fee may apply and is added during processing.
• There is no minimum contract. You are not obliged to continue beyond the paid month.
• If you choose to stop attending, there is no obligation after the end of the current paid month.
• Please aim to discuss any planned discontinuation with the therapist for a supportive and respectful ending.
• Refunds for missed sessions are not normally given, except in exceptional circumstances at the therapist’s discretion.
• Fees are reviewed annually and may be subject to increase. Reasonable notice will be given prior to any changes.
• Payment terms comply with the Consumer Contracts Regulations 2013. Receipts can be provided on request.
7. Informed Consent
By joining a group you confirm that:
• You understand the expectations outlined above.
• You consent to the confidentiality terms and their limitations.
• You are aware of your rights under GDPR.
• You may withdraw from the group at any time, ideally after discussion with the facilitator.
• By proceeding with payment and participating, you are providing informed consent to the terms of this agreement.
As part of the service I provide as a Therapist, I am required to hold the following personal information:
1. Personal Contact Details
What: Name, telephone number, email address, home address, and date of birth.
Why: For the purpose of arranging sessions and in the case of emergencies.
Shared With: GP or emergency services only in the case of a serious emergency. My therapeutic executor (a requirement of the profession) will hold your first name and contact number in case I am ever incapacitated or otherwise unable to attend our sessions; this is the only time that they will contact you.
Legal Basis: Necessary for the performance of a contract (the therapy service).
2. Anonymised, Brief Session Notes
What: Anonymised, brief session notes.
Why: As an aide-memoire.
Shared With: Absolutely no one without your prior consent, or a court order (which is very rare) demands their release.
Legal Basis: Necessary for the performance of a contract (the therapy service).
3. Relevant Medical Information
What: Relevant medical information (voluntary).
Why: To ensure that I am able to communicate important information in the case of a medical emergency.
Shared With: GP or emergency services only in the case of a serious emergency.
Legal Basis: Safeguarding & Duty of Care; Consent.
4. Information on Supervisees
What: Information about professional standing.
Why: To ensure ethical integrity and professional standards are upheld.
Shared With: Relevant professional bodies or authorities if required by law or professional guidelines.
Legal Basis: Necessary for compliance with professional obligations and for the performance of a contract (supervision service).
Use of Cliniko
I use Cliniko, a GDPR-compliant data handler, to manage my practice. This includes using their secure video platform for sessions. I have an explicit data handler agreement with Cliniko to ensure the protection and confidentiality of your personal data. You can read their privacy statement here: https://help.cliniko.com/en/articles/4792789-how-cliniko-helps-you-comply-with-uk-gdpr
Retention Period
Details will be kept for a maximum of seven years following the end of our work together, in anticipation of you needing to return, the notes being required by a court of law in future proceedings, or to support the ethics board should a complaint be filed. After this time, they will be securely disposed of.
Data Subject Rights
You have the following rights under GDPR:
- The right to access your personal data.
- The right to rectify inaccurate personal data.
- The right to erase your personal data.
- The right to restrict processing of your personal data.
- The right to data portability.
- The right to object to the processing of your personal data.
Data Security
I take appropriate technical and organisational measures to ensure the security of your personal data. All data is encrypted and further protected by two-factor authentication.
Clinical Will and Continuity of Care
To ensure continuity of care in the event of my incapacity or death, I have formalised a clinical will. This arrangement means that a trusted professional executor, who is a qualified therapist and adheres to the same professional ethical standards, has agreed to:
- Notify all current clients and supervisees of the situation.
- Provide contact details for alternative therapeutic or supervisory support.
- Ensure compliance with GDPR and UK Data Protection laws in the handling or secure disposal of personal data and clinical notes.
The executor will only have limited access to data, specifically your name and contact details. They will not have access to clinical notes.
Data Protection Officer
If you have any questions or concerns about how your personal data is being processed, you can contact me by emailing nick@longvalleytherapy.uk.
Complaints
If you feel your data has been mishandled, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO). My registration reference is ZA510692
For more information about confidentiality in Therapy, you can contact the National Counselling Society whose web address is: https://ncps.com/help/policy/safeguarding-policy