Policies & Procedures

Noēma Psychotherapy is a shared website used by two independent psychotherapists. While we share this space and a commitment to providing thoughtful and professional therapy, we each work independently and are individually responsible for the therapeutic services we provide. We share this website for administrative and promotional purposes.

When you begin therapy, your therapeutic relationship is directly with your chosen therapist. Each therapist is responsible for their own professional practice, including their professional registration, insurance, clinical records, confidentiality, fees and data protection responsibilities.

The information and policies provided here outline the general arrangements for accessing therapy through Noēma Psychotherapy. Your therapist will also provide you with information specific to your work together, including their individual terms and therapeutic agreement. Where these differ from the general information on this website, the arrangements agreed directly with your therapist will apply.

1. Attendance & Cancellation Policy

Consistency and reliability are important aspects of effective psychotherapy. For many therapeutic approaches, the regularity of the day, time, and therapeutic space forms an important part of the work and helps provide a safe and containing environment for reflection and change.

Regular Appointment Times

Most clients are offered a fixed weekly appointment time that is reserved exclusively for them. As these appointments cannot ordinarily be filled at short notice, attendance arrangements form part of the therapeutic contract and support the continuity of treatment.

Cancellations and Missed Sessions

Cancellation terms may vary slightly depending on the therapeutic modality and individual agreement with your therapist. These arrangements will always be outlined clearly within your therapeutic contract.

In general:

  • Missed appointments or cancellations may be charged at the full session fee, as the appointment time has been reserved specifically for you.
  • Some therapists may operate a notice period for cancellations, with fees applying to appointments cancelled within that agreed timeframe.
  • Where sufficient notice is provided, therapists will make reasonable efforts to offer an alternative appointment within the same working week, subject to availability.

Therapist Absences

Clients will never be charged for sessions cancelled by their therapist or during planned periods of closure. Wherever possible, therapists provide advance notice of annual leave, training commitments, and other planned breaks, which commonly occur during Christmas, Easter, and summer periods.

2. Ending Therapy

The ending phase of psychotherapy is recognised as an important part of the therapeutic process. A planned ending allows space to reflect on progress, consolidate learning, and support a thoughtful and integrated conclusion to the work.

Discussing an Ending

Clients are encouraged to discuss any thoughts about ending therapy directly with their therapist rather than ending treatment abruptly through email, text message, or voicemail. Open discussion allows both client and therapist to consider whether treatment goals have been met or whether additional work may be beneficial.

Review Sessions

Where a client wishes to end therapy, a dedicated review session is usually recommended. This provides an opportunity to reflect on the therapeutic journey, explore any unresolved issues, and ensure that the decision to conclude treatment has been carefully considered.

Planned Endings

The length of the ending process will depend upon the duration and nature of the therapy:

  • Short-term therapy: May involve one or two dedicated ending sessions.
  • Longer-term or open-ended therapy: May benefit from a gradual ending process over several weeks or months, allowing sufficient time for reflection, integration, and closure.

We believe that a well-managed ending can be an important contribution to maintaining the progress achieved during therapy.

3. Fees & Annual Fee Reviews

Each practitioner reviews their own fee structure to ensure that fees remain sustainable and reflect changes in professional costs, training requirements, clinical facilities, and wider economic factors.

Annual Reviews

Fee reviews are typically undertaken each year. Fees may differ between practitioners and will be clearly communicated as part of the arrangements agreed with your therapist.

Notice of Changes

Existing clients will receive a minimum of two months’ notice before any fee changes take effect. Wherever possible, changes will be discussed within sessions as well as confirmed in writing to allow adequate time for consideration and adjustment. Each practitioner is committed to maintaining transparency regarding fees and ensuring that clients are informed well in advance of any changes.

4. Confidentiality & Data Protection (UK GDPR)

Each practitioner is committed to protecting your privacy and handling your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Why We Collect Information

To provide safe, ethical, and effective psychotherapy services, each practitioner collects and processes personal information as part of their therapeutic contract and healthcare responsibilities.

Information We May Collect

This may include:

  • Personal information such as your name, date of birth, address, contact details, and GP information.
  • Relevant health and wellbeing information, including medication, medical history, and brief clinical notes necessary for treatment.

How Information Is Stored

All information is stored securely and treated as strictly confidential. Physical records are anonymised wherever possible and kept separately from identifying information, while electronic records are protected through secure systems with restricted access. Clinical records are retained in accordance with professional and insurance requirements before being securely destroyed.

Clinical Supervision and Professional Consultation

Professional standards require therapists to participate in clinical supervision. Any discussions relating to client work are fully anonymised, and clients are never identified. Where appropriate, therapists may also seek professional consultation or discuss aspects of clinical work with their supervisor or another appropriately qualified professional to support safe practice and maintain high standards of care.

Limits of Confidentiality

Confidentiality is a fundamental principle of psychotherapy; however, there are circumstances in which information may need to be shared, including:

  • Where there is a serious or imminent risk of harm to yourself or another person.
  • Where safeguarding concerns arise involving children or vulnerable adults.
  • Where disclosure is required by law or by a valid court order.
  • Where legal obligations exist in relation to serious criminal activity.
  • In exceptional circumstances involving business continuity arrangements if a therapist becomes unexpectedly unable to practise.

Wherever possible and appropriate, we will discuss any necessary disclosure with you beforehand.

Your Rights

Under UK GDPR, you have the right to:

  • Request access to the information your therapist holds about you.
  • Request corrections to inaccurate personal information.
  • Request further information about how your data is processed.
  • Raise concerns with the Information Commissioner’s Office (ICO) if you believe your information has not been handled appropriately.

5. Safeguarding & Risk Management

Each practitioner is committed to maintaining the safety and wellbeing of all clients and operates in accordance with professional safeguarding responsibilities, ethical frameworks, and relevant legislation.

Risk Assessment

Risk to self or others is considered throughout the therapeutic process, beginning at the initial consultation. Where concerns arise, therapists may work collaboratively with GPs, NHS services, crisis teams, or other professionals to support client safety.

Limits of Confidentiality in Relation to Risk

Although confidentiality is central to therapeutic work, there are circumstances where information may need to be shared in order to protect life or prevent serious harm. This may include situations where:

  • There is an immediate or significant risk to the client or another person.
  • A child or vulnerable adult may be at risk of abuse, neglect, or exploitation.
  • Disclosure is required by law.

Only the minimum information necessary to ensure safety will be shared, and wherever clinically appropriate, clients will be informed before any disclosure takes place.

Safeguarding Children and Young People

All practitioners have a professional and ethical duty to safeguard children and young people. Where concerns arise, therapists may consult with supervisors, safeguarding professionals, healthcare providers, social care services, or emergency services as appropriate. The welfare and protection of children will always take priority where significant concerns about safety or wellbeing exist.

Professional Standards

All practitioners are expected to maintain appropriate safeguarding knowledge and remain informed about current legislation, professional guidance, and ethical requirements relevant to their role.

6. Complaints Procedure

Each practitioner is committed to providing a professional, ethical, and respectful service. Feedback and concerns are taken seriously and handled fairly, promptly, and transparently.

Informal Resolution

Where appropriate, clients are encouraged to discuss concerns directly with their therapist. Within psychotherapy, addressing difficulties or misunderstandings within the therapeutic relationship can often form a valuable part of the work itself.

Formal Complaints

If an informal resolution is not appropriate or the matter remains unresolved, a formal complaint may be submitted in writing to the therapist concerned. Complaints will be acknowledged promptly and reviewed fairly. Where appropriate, a therapist may seek independent professional advice or supervision in relation to a complaint in order to ensure that it is handled appropriately and impartially.

Independent Professional Bodies

All practitioners are registered with recognised professional organisations and adhere to their ethical frameworks and professional standards. Clients retain the right to raise concerns directly with the relevant professional body if they feel that a complaint has not been satisfactorily resolved.

7. Accessing Your Information (Subject Access Requests)

Under the UK General Data Protection Regulation (UK GDPR), clients have the right to request access to the personal information held about them by their therapist. This is known as a Subject Access Request (SAR).

Making a Request

Requests may be made verbally or in writing. To protect confidentiality, proof of identity may be required before any information is released.

Response Times

Your therapist will respond without unnecessary delay and, in most circumstances, within one calendar month, in accordance with UK GDPR requirements.

Protecting Third-Party Information

Before records are disclosed, information relating to third parties will be reviewed and, where necessary, removed or redacted to protect the privacy and rights of others.

Clinical Considerations

In limited circumstances, data protection legislation allows information to be withheld where disclosure would be likely to cause serious harm to the physical or mental wellbeing of the individual or another person. Any such decisions will be made carefully and, where appropriate, professional or legal advice will be sought.

8. Financial Controls & Payments

Each practitioner maintains clear financial procedures to ensure transparency, accountability, and compliance with professional and legal requirements.

Accepted Payment Methods

Payments may be made by bank transfer (BACS) to the therapist’s designated business account.

Cash payments are generally not accepted unless specifically agreed through approved third-party arrangements.

Assessment and Consultation Sessions

Initial assessments and consultations are typically payable in advance, with payment required before the appointment takes place.

Ongoing Therapy

For ongoing therapy, invoices can either be issued on a weekly or on a monthly basis, depending on the therapist’s preference, and should be paid within the agreed payment period set out in the therapeutic contract.

Outstanding Balances

Timely payment supports the continuity of therapeutic work. Where accounts remain unpaid and no agreed payment arrangement is in place, the therapist reserves the right to pause future appointments until outstanding balances have been settled.

9. Business Continuity & Clinical Cover Arrangements

Each practitioner maintains appropriate business continuity arrangements designed to ensure that clients continue to receive appropriate support should their therapist become unexpectedly unavailable due to illness, incapacity, or other exceptional circumstances.

Protecting Confidentiality

The practitioners operate independently and do not have routine access to one another’s client records. Access to another practitioner’s information will only occur where necessary and appropriate to protect client welfare and maintain continuity of care, in accordance with UK GDPR principles and professional standards.

Clinical Cover Arrangements

If a therapist becomes unable to continue practising, their designated Professional Continuity Representative may:

  • Contact clients to explain any disruption to treatment.
  • Provide short-term support or clinical containment where appropriate.
  • Assist with onward referrals to another suitable practitioner, either through the shared website or elsewhere.
  • Help maintain continuity of care while respecting confidentiality and data protection requirements.

The Professional Continuity Representative may be an appropriately qualified professional, such as the therapist’s clinical supervisor or another suitable colleague. Their role is limited to supporting the therapist’s agreed business continuity arrangements and does not create any partnership or employment relationship with the other practitioner using this website.

Access to clinical information is restricted to the minimum necessary for these purposes. These arrangements are intended to ensure that clients continue to receive safe, ethical, and professional care during unforeseen circumstances while maintaining appropriate standards of confidentiality and data protection.