Terms & Conditions

Please read the terms and conditions before starting integrative psychotherapy.


T&Cs of therapeutic agreement for in-person & online therapy

The present therapeutic agreement is between you (the Client) and the Psychotherapist, Tanya Geddes.

The present therapeutic agreement abides by the GDPR legislation 2018. By commencing therapy (in-person and/or remote/online), the Client (you) agrees to the following terms and conditions:

By starting a course of treatment, each time the Client arrives to an in-person and/or online/remote therapy session s/he consents to have the session in the agreed modality at the time of the booking.

All new Clients are required to read and confirm the acceptance of the terms and conditions of this therapeutic agreement. Confirmation can be provided in writing via email. If written confirmation is not provided for any reason, then by commencing therapy the Client agrees to the term & conditions of this agreement. The Client is required to respond in writing (via email) if s/he does not agree to the terms and conditions of this agreement.

Any insured or uninsured session (in-person and/or online) cancelled or rescheduled by the Client with less than 1 day’s notice will be charged in full to the Client. Any sessions (insured or uninsured, in-person and/or online) that take place every other week (i.e., 14 days), that are cancelled or rescheduled by the Client with less than 7 day’s notice will be charged in full to the Client. Each appointment for uninsured Clients (private) must be paid before or at the time of booking the appointment. Failure to do so will result in the Client forfeiting the session.

The Psychotherapist abides by the code of confidentiality of BPS, GHR and GDPR. Identifying information, such as the Client’s name, address, biographical details and other descriptions of a Client’s life and his/her circumstances, will be kept confidential and stored safely.

Contact outside sessions is encouraged mainly for rescheduling appointments. If there is a crisis you (the Client) can leave a message by email or text and your psychologist will contact you as soon as they are available. Please be mindful that Embody Therapy co is not a crisis service.

If you require emergency support please contact your GP, NHS 111 online service, or 999.

In addition, you can call:

• The Samaritans (24hr): 116 123, or email jo@samaritans.org

• Saneline: 0845 767 8000 (6pm – 11pm).

• Rethink: 0845 456 0455 (Mon – Fri, 10am – 2pm).

• CALM: 0800 58 58 58 (Everyday, 5pm – midnight).

• Maytree: 020 7263 7070 (http://www.maytree.org.uk/).

Client terms & conditions

JURISDICTION
These terms and conditions are governed by and interpreted by English law. This applies to in-person and online/remote therapy sessions. In the event of any dispute arising in relation to these ‘terms and conditions’ or any dispute arising in relation to the psychotherapist, whether in contract or otherwise, the English courts will have exclusive jurisdiction over such dispute.

DEFINITIONS
• The ‘Psychotherapist’: The clinician who offers psychological services.
• The ‘Client’: You
• ‘Therapy’, ‘Therapy session’ ‘Appointment’ and/or ‘Therapy appointment’ (in-person and/or online/remote) is the time spent with the psychotherapist who will apply his chosen method of therapy application and modality.
• ‘Modality’ is a model of study for therapeutic application. Psychodynamic Therapy, Cognitive Behavioural Therapy, Eye Movement Desensitisation and Reprocessing are examples of psychological modalities.
• The ‘Session’ and/or ‘Appointment’ (in-person and/or online/remote) is the booked time slot and arranged time working with the ‘Psychologist’.
• ‘Presenting Issue(s) or ‘Problem’ is what the Client wants to work on with the psychotherapist.
• The ‘Goal’ is the therapeutic goal created collaboratively with input from both the Client and the psychotherapist and is what the Client would like to achieve as the desired outcome in therapy.
• The ‘Desired Outcome’ is the desired result of the work that the psychotherapist and the Client work towards achieving.
• The ‘Session Time’ in-person and/or online/remote is 1 hour or 1.5 hours unless otherwise agreed.

1. FORMATION OF AGREEMENT

1.1 After booking a therapy appointment by either telephone, email or text, the Client, in accepting the appointment, accepts the following conditions for the appointment: The Client agrees to the psychotherapist contacting him/her via email or SMS/WhatsApp/Zoom. If the Client prefers that the psychotherapist uses a specific method of communication (e.g., only text, or only email or only telephone call), she/he must state this in writing via email or text.

1.2. Booking: Therapy appointments can only be made through discussion between the psychotherapist and Client, via email, video call or telephone correspondence. When you are inquiring for an appointment by emailing/texting/call, the Client will receive a booking confirmation via email. The Client may book ahead all his/her sessions (times/dates) at the psychotherapist’s office or online providing that these times/dates are not booked by other Clients, or s/he may book one session at a time.

1.3. All new Clients will be required to email the psychotherapist their full name, birthdate, full current address, next of kin details and GP details. This information is needed as part of the intake process and future invoicing.

1.4. The psychotherapist requires the Client to be truthful and work in the best interests of the agreement between the psychotherapist and the Client.

1.5. The Client agrees to provide the psychotherapist with all pre-session written work such as questionnaires (if applicable) as appropriate within the requested timeframe 24 hours before the booked session.

1.6. Lateness: The Client is paying for the agreed time with the psychotherapist and at the agreed location (physical or online/remote). It is the Client’s responsibility to attend the session on time. The psychotherapist will use best efforts to call and/or text the Client within 10 minutes of the scheduled start time for any therapy session (in-person and or online/remote) if the Client is late for the session. In addition, up to three call attempts will be made within 30 minutes of the scheduled start time if the Client is late for the session. After 30 minutes the psychotherapist has no obligation to contact the Client. The Client will be also kept updated if the psychotherapist is likely to be delayed more than five minutes.

1.7. No refund will be given for any late arrival at the session under any circumstances. This includes emergency or unforeseen circumstances out of the Client’s immediate control, as the seven-day and 14-day cancellation policy will still apply.

1.8. If the Client arrives late, an extension of the agreed time or rescheduling the session will not be offered.

1.9. The psychotherapist is not required under any circumstances to go beyond the arranged session finishing time. The session will be terminated at the end of the arranged time even if the Client has not reached his/her desired outcome.

1.10. The psychotherapist will use reasonable care and skill in providing the service that the Client chooses. Clients are different and so is every therapy session. There are no guarantees of successful outcomes.

1.11. It is not the responsibility of the psychotherapist to achieve the desired outcome for the Client. The desired outcome as an achievement of the goal(s) cannot be guaranteed or promised to the client by the psychotherapist. It would be unethical to provide a guarantee for a Client’s treatment of therapy.

1.12. If the Client is not satisfied with the therapy’s outcome, there is no refund. Embody Therapy Co. does not accept any liability in relation to the therapy and modalities used in session.

2. PRICING, PAYMENT, AND METHODS OF PAYMENT

2.1. The fee for a 1 hour private psychological session in-person or online/remote is £80, unless otherwise agreed. The fee for a 1.5 hours session in-person and/or online/remote is £110, unless otherwise agreed.

2.2. Payment can be in the form of cash before the start of the session or, preferably, via a bank transfer 24 hours before the session. Bank details will be given at the booking of the appointment.

2.3. Credit and debit cards are also accepted. The Client, however, is obliged to pay any related transfer fees per transaction. The psychotherapist bears no responsibility for any transaction fees set by any third parties.

2.4. Failure to comply with payment requirements will result in the session being cancelled and the session will be made available to other Clients.

2.5. It is at the psychotherapist’s discretion whether to accept late payment.

2.6. Clients must be current with payments before booking a new session.

3. CANCELLATION POLICY

3.1. Payment can be made online by credit card, strip or PayPal. For some clients, we will invoice and payment may be made by BACS or cheque. In making such bookings clients accept this refunds, cancellations and substitutions policy.

3.2. For invoice payments, we require the booking fee to be paid no later than one week before the start of the course.

3.3. Cancellations can be done via email by the Client, with a minimum of 1 day’s notice before a session for a refund in full, and 7 days if a session takes place every other week (i.e., 14 days).

3.4. Any cancellations within the seven-day (or 14-day) notification period will not be charged.

3.5. If a Client would like to cancel a session before the cancellation period, the client is expected to contact the psychotherapist by email or text message.

3.6. If a Client fails to give the minimum cancellation notice, she/he will have to pay for the booked session or not receive a refund for the booked session. This applies under any circumstances including emergencies, illness, or any situations that are out of the Client’s control.

3.7. Rescheduling before the notice period ensures the session fees will be carried over to the new appointment but under the same terms and conditions for cancelling.

3.8. Short Notice or unplanned emergency sessions can be booked directly with the psychotherapist in writing but under the same terms and conditions for bookings, payments, or cancellation periods.

4. REFUNDS

4.1. ‘Booked Sessions’ by the Client must be paid for in full before the session. No refund will be issued for any cancellations or missed appointments with notice less than the notice period (1 day for weekly sessions or 7 days for fortnightly sessions). This policy applies under all circumstances including emergencies, illness, or any situations out of the Client’s control.

4.2. The Client is not bound by the cancellation fee if she/he contacts the psychotherapist in writing (by email or text) to cancel or rearrange prior the session within the cancellation notice period.

4.3. The Client is expected to pay in full any cancelled or missed appointments if no notice is given.

4.4. If written cancellation is received within the cancellation notice period, the Client has no claim to this session time and the psychotherapist reserves the right to offer this slot to other Clients.

4.5. If the Client wants to arrange or rebook an appointment within the cancellation period, s/he is expected to request this change in writing. The psychotherapist will try to offer an alternative appointment but cannot guarantee to accommodate the Client’s request.

4.6. The psychotherapist will not terminate the session before its agreed time. However, if the Client desires to finish a session earlier than the agreed time, a refund for the remaining time of the session will not be given.

4.7. The psychotherapist can only offer an estimate of the duration of therapy based on his clinical experience. This, however, is only an estimate and therapy can be extended or terminated based on the Client’s needs and treatment’s progress.

4.8. Sometimes a Client requires more time or less time than expected and this can only become known after therapy has started. If the Client is in any doubt at any point or has any questions relating to the agreed duration of therapy, the Client must raise the appropriate questions with the psychotherapist during an agreed therapy session.

4.9. The psychotherapist reserves the right to terminate a session without a refund if it is considered that the Client is a personal risk to him or anyone else in office or in the building. The appropriate services will also be alerted in all cases of violence or personal threats.

4.10. Personal threats, verbal or physical abuse and vandalism will not be tolerated, and the session will be immediately terminated. Subsequently, no refund or any monies will be given for the remaining time of the booked session.

4.11. Therapy sessions will be offered for the appropriate time slot unless emergencies appear. The psychotherapist reserves the right not to disclose the reason for the session’s termination. In these circumstances, no refund will be given.

4.12. When a booking is made from outside the UK, the appointment time and further communication regarding the appointment will be scheduled in UK time, the psychotherapist’s current location. If the Client has booked in the wrong time zone, the psychotherapist cannot be responsible for the error. This will be counted as a missed session and payable by the Client and not the Insurer if the Client is insured.

5. CONFIDENTIALITY, HEALTH, AND SAFETY

5.1. The psychotherapist is an accredited member of BPS and GHR and adheres to their ethical framework and guidelines to ensure that the Client receives a professional and competent service.

5.2. Confidentiality is agreed between the Client and the psychotherapist. The Client is entitled to expect that the information they give to the psychotherapist about themselves, and others will remain confidential. The psychotherapist reserves the right not to disclose to any third party any information related to therapy sessions. This applies to all circumstances even at the request of the Client. Information can be disclosed only if it is required by law.

5.3. In line with UK law and the psychotherapist’s ethical codes of BPS and HCPC, the psychotherapist reserves the right to break confidentiality and disclose session information (notes, video or audio recordings) to any relevant third parties (e.g., GP, police, social services, legal services, emergency services) if in his/her clinical opinion the Client’s safety is a risk to herself/himself or to others or is at any risk from others. The psychotherapist reserves the right to break confidentiality and disclose session information to child protection services if in his/her clinical opinion there is physical or sexual abuse or neglect of any person under 18 years of age. Similarly, the psychotherapist reserves the right to break confidentiality and disclose session information, if he/she believes that an elderly person or disabled person is being abused or neglected, to the appropriate state agency that handles abuse to elderly or disabled persons. Finally, the psychotherapist reserves the right to break confidentiality and disclose session information to authorities if the Client discloses any involvement with terrorism and money laundering whether it is related to drug trafficking or any other serious crime.

5.4. If the psychotherapist decides a confidentiality breach is necessary, s/he will endeavour to discuss this matter with the Client and any recommendations will be documented. If this discussion is not possible due to any limitations or unforeseen circumstances (e.g., time limitations, urgency of the matter, availability, illness), the psychotherapist may have to proceed with the breach of confidentiality without prior notice to the Client.

5.5. To ensure that the therapeutic process can be maximised the Client should not arrive under the influence of alcohol or non-prescribed drugs. If the psychotherapist has any reason to believe that this may be the case, then the psychotherapist will draw the session to a close/not commence a session.

5.6. The psychotherapist recognizes that the process of therapy may, for some, generate strong emotions. In rare circumstances where the psychotherapist has a concern that such emotions have escalated to the point where they are not, in the psychotherapist’s opinion, containable in the room, the psychotherapist will draw the session to a close early.

5.7. Psychology Clinic London does not offer emergency support as Embody Therapy Co. cannot guarantee availability to the Client outside the planned sessions. If the Client is in danger in any way, it is the responsibility of the Client to contact emergency services (A&E), his/her GP or the Samaritans and discuss this with the psychotherapist in their next session.

5.8. Please note that the psychotherapist is not able to provide immediate support in case of an emergency. If the Client is in a life-threatening situation or cannot keep him/herself safe s/he is strongly encouraged to go to his/her local A&E and if s/he cannot get there safely to call 999. In addition, if the Client’s emotional health deteriorates and s/he needs urgent assistance s/he is strongly advised to contact their GP, or, if out of hours, consider whether the Client needs to go to A&E of your nearest hospital.
If the Client needs to speak to someone urgently, s/he can also use the services as listed below:

• The Samaritans (24hr): 116 123 or email: jo@samaritans.org
• Saneline: 0845 767 8000 (6pm – 11pm).
• Rethink: 0845 456 0455 (Mon – Fri, 10am – 2pm).
• CALM: 0800 58 58 58 (Everyday, 5pm – midnight).
• Maytree: 020 7263 7070 (http://www.maytree.org.uk/).
• Make an appointment with your GP.
• NHS Direct on 111.

5.9. The psychotherapist will try their best to get back to the Client, but this may not be possible. The psychotherapist will often ask Clients to book a session or bring their session forward so the psychotherapist can assess the Clients and advise him/her accordingly.

5.10. The Client’s personal information in any session material is confidential and kept securely. However, in line with the psychotherapist’s professional accrediting bodies, the psychotherapist is expected to be in regular clinical supervision to ensure high quality of psychological services. Therefore, some information will be shared with the psychotherapist’s clinical supervisor and/or outside clinical sources who are also accredited with a professional body and abide by the ethical framework and guidelines of the profession. No personal identifiable information will be used to discuss the Client with regards to the material that would be shared. However, discussion topics from the therapy sessions will be used in order to ensure that the psychotherapist is getting and giving the best assistance possible. The person(s) with whom the psychotherapist discuss Clients’ cases are legally bound to keep information confidential.

5.11. As part of the psychotherapist’s aim in offering high quality service, the psychotherapist has found it helpful to make audio and/or video recordings of sessions. Recordings are solely used for supervision purposes with the psychotherapist’s clinical supervisor(s) and/or with other mental health professionals who are also accredited with a professional body and abide by the ethical framework and guidelines of the profession. Review of recordings in clinical supervision offers better insight and understanding of the presenting issues that might be helpful in the Client’s circumstances. Recordings are kept and stored safely in an external drive (password protected).

5.12. By commencing therapy, the Client consents to video/audio recordings being made of these sessions and to these recordings being used in clinical supervision to aid the work between the psychotherapist and the Client. The Client has the right to refuse consent to video/audio recordings and must state this in writing before the commencement of therapy.

5.13. Any material produced in the session (e.g., video/audio recordings, session notes, written homework, and psychoeducational material) is the psychotherapist’s intellectual property and copyright.

5.14. The psychotherapist also always requires the confidentiality of the Client. It is not permissible for the Client to disclose any written or distributed correspondence/material related to the session before the session or post-session.

5.15. The correspondence and all therapy material shared between the Client and the psychotherapist is to be used only by the Client. All written and verbal communication is issued and intended according to the Client’s individual treatment plan. If the Client shares any material that was intended for his/her exclusive use, the psychotherapist accepts no responsibility for the material’s effecting use on any third parties. Therefore, copying, reproducing or displaying this information publicly or electronically is not permitted and legal action may be taken against the Client if that is found to be the case.

5.16. The Client under no circumstances is permitted to record (video, audio) the session (on the phone or any other device) unless the psychotherapist has issued consent in writing.

5.17. The Client under no circumstances is permitted to make public an unauthorised recording (video, audio) of the session on any social platform and legal action may be taken against the Client if that is found to be the case.

5.18. All relating correspondence (verbal or in writing) such as by phone, email or online software is strictly for use of the Client and the psychotherapist. Information can be disclosed only if it is required by law.

6. HANDLING, COLLECTION, STORAGE AND USAGE OF DATA

6.1. The lawful basis for the psychotherapist holding and using the Client’s information is in relation to the delivery of a contract to the Client as a health care professional. As an accredited member of BPS GHR, the psychotherapist operates under a strict code of confidentiality.

6.2. Upon starting therapy, the Client’s basic personal information will be collected for contact, identification and invoicing purposes. These include the Client’s full name, date of birth, full home address, next of kin, GP details and insurance membership number/authorisation code (when applicable). If any of this information changes during therapy, the client should inform the psychotherapist in writing providing the new information accurately.

6.3. Information is kept securely and confidentially in line with the GDPR and also the ethical framework and the code of practice of BPS and GHR.

6.4. Session notes or personal details of the Client are kept in electronic form and paper form. Any paper notes are kept in a secure, robust, locked filing cabinet and stored within a secure building. All digital information is stored on a domestic computer, which is password-protected and stored within a secure building.

6.5. The Client’s information is kept for seven years following the end of therapy to comply with any obligations that are placed upon the psychotherapist by his/her insurers and his/her accrediting bodies.

7. CLIENT’S RIGHTS

7.1. The Client has the right to access the clinical notes. Beyond the clinical notes, any details held about the Client are for the psychotherapist’s own use and not shared.

7.2. The Client has the right to request a copy of the clinical notes that the psychotherapist holds about her/him. If the Client would like a copy of some or all of his/hers clinical notes, then the Client must email or write to the psychotherapist via: embodytherapyco@gmail.com. Information will be provided to the Client within 30 days.

8. REVIEWS AND ENDING THERAPY

8.1. The Client and the psychotherapist will review sessions regularly depending on the Client’s demand or as the psychotherapist finds this appropriate.

8.2. The Client is not tied into any long-term commitment, and s/he may end sessions by giving seven-days’ notice in writing.

8.3. If the psychotherapist considers the Client’s needs are beyond the limits of his/her competence, the psychotherapist reserves the right to terminate the therapeutic contract. The psychotherapist will discuss this with the Client in the session and further recommendations, if possible, may be provided.

8.4. If the psychotherapist decides to end the therapeutic agreement with the Client due to unforeseen circumstances, he/she reserves the right not to disclose the reason for this decision. However, the psychotherapist will endeavour to give a month’s notice.

INFORMED CONSENT
By commencing therapy, I (the Client) acknowledge that I have read the information above, and I agree with the terms and conditions of this agreement.

Contact Us

For questions or concerns, email us at:

embodytherapyco@gmail.com

This privacy notice is regularly reviewed and was last updated in February 5th 2025.