Confidentiality
Client Confidentiality Policy
1. Introduction
This Client Confidentiality Policy outlines how My Relaxation Coach ("the Coach") upholds client privacy and protects confidential information in compliance with UK data protection laws, including the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR). It also aligns with ethical standards in coaching, trauma-informed practice, and safeguarding principles.
2. Scope and Application
This policy applies to all clients engaging in coaching services with My Relaxation Coach. It covers the handling, storage, and sharing of client information, ensuring that confidentiality is maintained in all interactions.
3. Confidentiality Commitment
The Coach is committed to maintaining strict confidentiality in all professional interactions. This means:
All client information, including session content, personal details, and records, will be treated as confidential.
Information will not be disclosed to third parties, including family members, partners, or employers, without the client’s explicit written consent.
Clients who are family members or known to each other will have their information kept entirely separate, with no disclosures between parties unless express written consent is provided by each individual involved.
4. Client Consent for Information Sharing
Confidentiality may only be breached with the client’s specific, informed, and written consent. Any sharing of information will be conducted as follows:
Clients will be required to provide written consent specifying what information may be shared, with whom, and for what purpose.
Consent is time-limited and must be reviewed periodically to ensure continued agreement.
The Coach will keep records of all consent agreements to ensure compliance.
5. Payment Responsibility
The individual receiving coaching must be the one registered to pay for the sessions unless the sessions are being funded by an employer or covered by a gift credit.
If sessions are funded by an employer, written confirmation from the employer is required to outline the payment agreement.
If sessions are paid via a gift credit, the client must acknowledge their understanding of the terms and conditions associated with the gifted sessions.
6. Exceptions to Confidentiality
Confidentiality will only be broken without client consent in circumstances where:
There is a legal obligation to disclose (e.g., court order, police investigation, safeguarding duty).
The Coach has a reasonable belief that the client or another individual is at risk of serious harm (in accordance with safeguarding and duty of care obligations).
Disclosure is required under child protection laws or for vulnerable adult safeguarding in line with UK legislation.
In such cases, only the minimum necessary information will be shared with the relevant authorities.
7. Data Security and Storage
All client records are securely stored and accessible only by the Coach.
Digital records are encrypted and protected with appropriate security measures.
Physical records, where applicable, are stored in a locked and secure location.
Records are retained for a period of seven years in line with professional indemnity insurance requirements and then securely destroyed.
8. Client Rights
Clients have the right to:
Request access to their personal data.
Withdraw consent for sharing information at any time.
Request corrections to inaccurate information.
Lodge a complaint if they believe their confidentiality has been breached.
Requests regarding personal data should be made in writing to myrelaxationcoach@gmail.com.
9. Contact and Complaints
If clients have concerns about their confidentiality, they are encouraged to discuss them with the Coach. If concerns remain unresolved, clients can contact the Information Commissioner’s Office (ICO) for guidance.
10. Review and Updates
This policy is reviewed annually to ensure compliance with UK legislation and ethical best practices. Clients will be informed of any significant updates.
Date of Last Review: 10/02/2025
By engaging in coaching services, clients acknowledge their understanding of and agreement with this policy.
For further information or to discuss confidentiality matters, please contact:
Roanna Harstad | My Relaxation Coach
Email: myrelaxationcoach@gmail.com
Phone: 07961411139