Appointment Cancellation & Late Policy

To ensure the best experience for all clients, Tara requires a minimum of 24 hours’ notice for cancelling or rescheduling appointments. If you are unable to attend two consecutive sessions, Tara may suggest adjusting your schedule to a week-by-week arrangement until you are able to maintain regular appointments.

Cancellations made after 10:00 AM on the day of the appointment will incur a £60 fee. If you do not attend your session and Tara does not hear from you within 15 minutes of the scheduled start time, a £80 fee will apply. In this case, you may also lose your regular appointment slot and will need to reschedule future sessions.

To make the most of your time in therapy, please arrive punctually for each session. Sessions will need to be rescheduled if you arrive more than 15 minutes late. Tara is happy to assist with rescheduling when needed.

 Data Controller: Tara Louise Kenyon
Email: T.L.Kenyon@outlook.com

Tara Louise Kenyon, Trauma Specialist and Counsellor, is committed to protecting your personal data in accordance with the General Data Protection Regulation (GDPR) and the Data Protection Act (DPA). This privacy statement outlines how your personal information is collected, stored, and used, in line with the ICO’s 8 key principles of data protection.

Data Processing
For the purposes of GDPR, data processing includes obtaining, recording, storing, updating, and sharing information.

1. Lawful and Fair Processing
Personal data collected includes:

• Name
• Telephone number
• Email address
• Address
• Health declaration
• Session notes
   

Data is collected via email, phone, or messaging at first contact to facilitate communication and appointment booking. Session notes are taken to support ongoing therapy. Client data is never shared with third parties.

2. Specified and Lawful Purpose
Consent is obtained under GDPR on a contractual basis to:

• Fulfil obligations to clients
• Provide quotes before counselling sessions
• Communicate and schedule appointments
• Maintain session notes for continuity of care
   

Data is used solely for these purposes and updated only as required, e.g., if a client provides an additional contact method.

3. Adequate, Relevant, and Minimal Data
Only the minimum necessary data is collected to facilitate contact, appointments, and effective therapy sessions.

4. Accuracy
Data is collected directly from clients and can be updated at any time. Amendments will be completed within 48 hours of a request.

5. Retention
Client data is retained for 5 years to allow for future re-engagement. Clients may request deletion of their data at any time, and requests will be actioned within one month.

6. Individual Rights

• Right to be Informed: Clients are informed about the collection and use of their data, retention periods, and who it may be shared with. This information is provided within one week of data collection.
• Right to Erasure: Clients can request deletion of personal data verbally or in writing. Contact information will be deleted, and case notes will be securely shredded in compliance with GDPR, within one month of the request.
   

7. Data Security
All personal data is stored securely:

• Digital data is kept in password-protected databases and on password-protected memory sticks, which are securely stored.
• Session notes are stored on a password-protected laptop, kept locked when not in use.
   

Clients will be informed of any personal data breaches within 72 hours, and breaches will be fully recorded.