1) Cookie Policy

Cookie Policy — ReflectSpace CIC
Last Updated: [31/10/2025]

ReflectSpace CIC (“we”, “us”, “our”) uses cookies to provide a secure, reliable and user-friendly website experience.

What are cookies?

Cookies are small text files stored on your device to help websites function and understand how users interact with them.

Types of cookies we use

We do not use cookies for advertising or selling personal data.

Managing cookies

You can disable cookies using your browser settings.
Disabling certain cookies may affect website performance.

Updates

We may update this policy from time to time.

Questions? Contact us at: info@reflectspace.org.uk

2) GDPR Compliance Statement

GDPR Compliance — ReflectSpace CIC

ReflectSpace CIC complies with:

• UK GDPR
• Data Protection Act 2018
• ICO guidance
• Professional ethical standards (e.g., BACP/BABCP)

We commit to:

• Lawful, fair, and transparent processing
• Minimising data collection
• Encrypting and securely storing clinical notes
• Ensuring trainee counsellor confidentiality
• Only holding data as long as necessary
• Providing clients access to personal data upon request
• Following safeguarding protocols

We are registered with the ICO.

Contact for data rights: info@reflectspace.org.uk

3) Client Contract / Counselling Agreement

Client Counselling Agreement — ReflectSpace CIC

Purpose

To support your emotional wellbeing through safe, ethical counselling.

Your Counsellor

Sessions may be delivered by student counsellors under qualified supervision.

Confidentiality

Sessions are confidential except if:

• You may be at risk of harm
• Someone else may be at risk
• There is a safeguarding/legal obligation
• Required for clinical supervision

Sessions

• 50-minute sessions (unless otherwise agreed)
• Frequency: typically weekly
• Location: Online (encrypted platform) or in-person if available

Fees

Fees agreed before starting.
Cancellations with less than 24-hour notice may be charged.

Client responsibilities

• Attend on time
• Engage respectfully
• Provide accurate information
• Seek crisis support if in danger

Crisis Protocol

Call 999, 111, Samaritans 116 123, or GP if in urgent danger.

4) Safeguarding & Risk Policy

Safeguarding Policy — ReflectSpace CIC

We are committed to protecting vulnerable clients and the wider community.

We will:

• Assess risk where appropriate
• Report concerns when necessary (minimal disclosure)
• Work within UK safeguarding laws
• Document safeguarding decisions securely
• Ensure trainees follow ethical practice and supervision guidelines

We may break confidentiality only if:

• There is risk of suicide or serious self-harm
• Risk of harm to others
• Child or vulnerable adult safeguarding issue
• Court/legal requirement

We work in line with UK frameworks:
Working Together to Safeguard Children (2018), Care Act (2014).

5) Complaints Procedure

Complaints Procedure — ReflectSpace CIC

We aim to provide high-quality ethical services. If you have concerns:

Step 1 — Raise Informally

Email: info@reflectspace.org.uk

We will respond within 14 days.

Step 2 — Formal Complaint

Submit written details. We will:

• Acknowledge within 5 working days
• Investigate fairly and confidentially
• Provide written outcome

Step 3 — External Escalation

If unresolved, you may contact an external body such as BACP / BABCP (depending on practitioner).

6) Refund / Cancellation Policy

Cancellation & Refund Policy — ReflectSpace CIC

• Sessions cancelled with 24-hour notice = no charge
• Sessions cancelled under 24 hours = may be charged
• Missed sessions = charged fee
• ReflectSpace reserves right to waive fees in hardship cases
• Refunds issued only if overpayment or admin error occurs
• No therapy guarantees or refunds for completed sessions

7) Accessibility Statement

Accessibility Statement — ReflectSpace CIC

We strive to make our services accessible to all.

We commit to:

• Accessible website content
• Supportive communication options (email, video)
• Adjustments for client needs where possible
• Accessible booking and contact forms

If you require accessibility adjustments, email: info@reflectspace.org.uk

8) Website Disclaimer

Disclaimer

ReflectSpace CIC provides counselling and wellbeing services but does not provide emergency crisis support or medical treatment.

Information on this site:

• Is for wellbeing support only
• Is not medical or psychiatric advice
• Should not replace emergency services

Call 999 or 111 in emergency.

9) Trainee Counsellor Placement Agreement

Student Placement Agreement — ReflectSpace CIC

Trainees agree to:

• Provide ethical counselling under supervision
• Follow BACP ethical framework
• Attend supervision as required
• Maintain confidentiality & GDPR compliance
• Submit required logs & evidence
• Report safeguarding concerns immediately
• Use secure systems for notes and communication

ReflectSpace provides:

• Client placement opportunities
• Professional supervision support
• Ethical guidelines & safeguarding structure