Confidentiality Statement - Conscious Sexuality

What Information is Protected

All information shared during our work together is strictly confidential, including:

• Personal details and history you share
• Session content and discussions
• Your physical and emotional responses during sessions
• Any written communications between us (emails, texts, booking forms)
• Your identity as a client - I will not acknowledge knowing you if we meet in public unless you acknowledge me first
• The nature of services you receive
• Payment and booking information
• Medical or health information you choose to share
• Relationship details and personal circumstances
• Sexual history, concerns, or experiences discussed in sessions
• Body image or physical concerns
• Trauma history or difficult life experiences
• Session notes and records

In short: everything you share with me stays confidential unless one of the legal exceptions (outlined below) applies.

Professional Standards and Ethics

I adhere to the ethical guidelines and confidentiality standards established by:

• The Association of Certified Sexological Bodyworkers (ACSB) - professional code of ethics for sexological bodywork
• The Association for Somatic and Integrative Sexology (ASIS) - standards and ethical guidelines for somatic sexology practitioners
• Professional coaching organisations - ethical standards for coaching relationships
• UK GDPR and Data Protection Act 2018 - legal requirements for data protection
• Information Commissioner's Office (ICO) - registered data controller (Registration Number: ZB801920)

These professional bodies require practitioners to maintain strict confidentiality and protect client privacy at all times, with specific exceptions only in legally mandated circumstances.

Record Keeping and Security

Your records are kept secure through the following measures:

Physical Security

• Session notes are kept secure and stored in locked, secure locations in my North London practice space
• Physical documents (consent forms, working agreements) are stored in locked filing cabinets
• No identifying information is left visible in the practice space
• Secure disposal of any documents when retention period expires (shredding)

Digital Security

• Electronic records are stored in encrypted, password-protected systems
• Email communications use secure, encrypted platforms where possible
• Cloud storage (if used) employs industry-standard encryption and security
• Device security - all devices used for client records are password-protected and encrypted
• Regular backups are performed and stored securely
• Access restricted - only I have access to your records

Retention Periods

• Active client records are maintained for the duration of our therapeutic relationship
• Records are retained for 7 years after our last session, in line with professional practice guidelines and UK therapeutic standards
• Financial records are retained for 6 years in accordance with HMRC requirements
• After retention period records are securely destroyed (physical records shredded, electronic records permanently deleted)

Your Access Rights

• You have the right to request access to your records at any time
• You can request corrections to any inaccurate information
• You can request copies of your records (subject to a reasonable administrative fee if extensive copying is required)

Legal Limitations to Confidentiality

Confidentiality may only be broken in the following legally mandated circumstances. In these situations, only the minimum necessary information will be disclosed, and you will be informed whenever possible before disclosure is made.

1. Immediate Risk of Serious Harm

If I believe there is an immediate risk of serious harm to yourself or others, I may need to break confidentiality to:

• Contact emergency services
• Inform relevant healthcare professionals
• Alert appropriate authorities

Important: General discussions about suicidal thoughts, self-harm, or difficult feelings do NOT automatically trigger disclosure. I will always discuss concerns with you first and support you in seeking appropriate help voluntarily wherever possible.

2. Safeguarding Concerns

If I have reasonable cause to believe that:

• A child (anyone under 18) is at risk of significant harm or abuse
• A vulnerable adult is at risk of significant harm or abuse

I am legally obligated to report these concerns to the appropriate safeguarding authorities.

Note: This does not apply to historical abuse disclosed by adult clients (unless there is current risk to children or vulnerable adults). You can discuss your own historical experiences in complete confidence.

3. Prevention of Serious Crime

If I become aware of involvement in serious crime (terrorism, money laundering, drug trafficking), I may be legally required to report this to authorities.

Note: This does not include general criminal history discussed as part of your personal history or past experiences.

4. Court-Ordered Disclosure (Subpoena)

If a court orders me to disclose information, I am legally required to comply. This is extremely rare. If this situation arises:

• I will inform you immediately
• I will only disclose the specific information requested by the court
• I will seek legal advice to minimise disclosure where possible

5. Insurance Claims Processing

If you have asked me to process an insurance claim on your behalf and provided written consent, I may need to share relevant information with your insurance provider. This will only be done:

• With your explicit written consent
• Sharing only the minimum information required by the insurer
• You will see what information is being shared before it is sent

Note: I do not currently work directly with insurance companies, but this may be relevant in future.

What Confidentiality Does NOT Cover

To be completely clear, confidentiality does not protect:

• Threats of serious harm to yourself or others
• Child abuse or safeguarding concerns involving minors or vulnerable adults
• Information already in the public domain
• Attempts to use sessions for illegal purposes

Communication Security

I take reasonable steps to ensure our communications remain confidential:

Email

• Secure platforms used where possible
• Encrypted email available on request
• Sensitive content is kept to a minimum in email communications
• Generic subject lines used (e.g., "Appointment confirmation" rather than specific details)

Phone and Text

• Phone conversations are conducted privately
• Text messages are limited to scheduling and logistics (no sensitive session content)
• Voicemail messages contain no identifying or sensitive information

Video Sessions

• Secure, encrypted platforms used for all online sessions
• Privacy ensured on my end (private, soundproof space)
• Guidance provided to help you ensure privacy on your end

WhatsApp

• End-to-end encrypted for all communications
• Used primarily for scheduling and brief check-ins
• No detailed session content discussed via WhatsApp

In-Person Sessions

• Soundproofed practice space ensures conversations cannot be overheard
• Private entrance and exit where possible
• Waiting area privacy maintained

Professional Consultation and Supervision

As part of maintaining professional standards and ensuring the highest quality of care, I may occasionally consult with:

• Clinical supervisors for guidance on complex cases
• Peer consultation groups with other qualified practitioners
• Specialist professionals (e.g., trauma specialists, medical professionals) for specific expertise

Important: In these consultations:

• Your anonymity is always maintained - no identifying information is ever shared
• Only relevant clinical information is discussed
• The purpose is to ensure you receive the best possible care
• Supervisors and colleagues are also bound by professional confidentiality requirements
• You will never be identified in these discussions

If you prefer that I do not discuss your case even anonymously in supervision, please let me know. However, please note that clinical supervision is a professional requirement and helps ensure quality of care.

Your Rights Under Confidentiality

You have the right to:

1. Ask Questions

• Ask questions about confidentiality at any time
• Seek clarification on what is/isn't confidential
• Understand the limits of confidentiality

2. Access Your Records

• Request to see your session notes and records
• Request copies of your records (subject to reasonable administrative fee)
• Review what information is held about you

3. Restrict Certain Disclosures

• Ask me not to include certain information in my notes (though I must keep a basic record of sessions for professional standards)
• Request that I do not discuss your case in supervision (though I may need to decline working with you if this creates clinical risk)

4. Request Corrections

• Ask for corrections to any inaccurate information in your records
• Update your personal details at any time

5. File a Complaint

If you believe confidentiality has been breached, you can:

• Discuss concerns with me directly - open communication helps resolve most concerns
• Contact my professional bodies - ACSB, ASIS, or relevant coaching organisations
• Contact the Information Commissioner's Office (ICO) - the UK data protection regulator
  • Tel: 0303 123 1113
  • Website: https://ico.org.uk
• Seek legal advice if you believe there has been a serious breach

Third Parties and Shared Information

Partners and Couples Work

If I work with you and your partner (either together or individually):

• Individual sessions are confidential - what you tell me in a one-to-one session stays confidential from your partner unless you explicitly consent to sharing
• Written consent required before sharing any information between partners
• Clear boundaries established at the start of work about what can/cannot be shared
• No surprises - you will always know what information may be shared before it is shared

This is discussed and documented in our working agreement before we begin.

Referrals and Collaborative Care

If I refer you to another practitioner or work collaboratively with your existing healthcare providers:

• Your explicit consent is always required before sharing any information
• You will see what information is being shared before it is sent
• Minimum necessary information is shared - only what is relevant for continuity of care
• You can decline to have information shared and still receive services

Testimonials and Case Studies

Occasionally, I may wish to:

• Use client testimonials on my website or marketing materials
• Share feedback via platforms like Google Reviews
• Discuss anonymised case examples in teaching, supervision, or writing

Testimonials with Your Name

If you choose to provide a testimonial and are happy to be identified:

• You give explicit written consent for me to use your testimonial with your name
• You choose what level of identification to include (full name, first name only, initials, etc.)
• You approve the final wording before it's published
• You can withdraw consent at any time for future use (though already published material may not be retractable)

Examples include:

• Google Reviews (publicly posted with your name)
• Website testimonials with your name and/or photo
• Video testimonials (if you consent to this)

Anonymised Testimonials

If you'd prefer to provide feedback anonymously:

• Your name and identifying details are removed or changed
• You still give explicit consent for use of your anonymised words
• You approve the anonymised version before publication
• Generic identifiers may be used (e.g., "A woman in her 40s" or "A couple from North London")

Case Studies for Teaching/Writing

If I wish to discuss a case example in teaching, supervision, or professional writing:

• All identifying details are changed to protect your identity
• Multiple details are altered so you cannot be recognised
• Your explicit written consent is always required
• You will never be identifiable from any case example

Important Points

You are never obligated to provide a testimonial or feedback - saying no will not affect our therapeutic relationship in any way.

You always have a choice:

• Provide identified testimonial (with your name)
• Provide anonymised testimonial (name removed)
• Decline to provide testimonial

For Google Reviews: These are posted directly by you on Google's platform and are public. I may request permission to link to or reference your review, but you have full control over what you post.

Consent is always explicit and informed: You will always know exactly how your words will be used, where they will appear, and what identifying information (if any) will be included.

Confidentiality and Your Safety

Please remember that confidentiality exists to protect you, not to protect me or enable harmful behaviour.

If you are in immediate danger or experiencing a crisis:

• Please tell me - I want to support you
• Emergency services - call 999 if in immediate danger
• Samaritans - 116 123 (free 24/7 helpline)
• National Domestic Abuse Helpline - 0808 2000 247

My duty of care to you means that in very rare circumstances, breaking confidentiality may be necessary to keep you safe. I will always discuss this with you wherever possible before taking action.

Questions or Concerns

If you have any questions about this confidentiality policy or concerns about privacy, please don't hesitate to discuss them with me. Open communication about boundaries and privacy helps ensure you feel completely safe in our work together.

Contact:
Email: melanie@conscious-sexuality.co.uk
Phone: [Your phone number if you want to include it]
Website: https://conscious-sexuality.co.uk

Data Protection Officer: Melanie Knight
ICO Registration Number: ZB801920

Relationship to Privacy Policy

This Confidentiality Statement focuses specifically on the therapeutic relationship and professional confidentiality. For broader information about how your personal data is collected, stored, and used in compliance with UK GDPR, please see our Privacy Policy.

Both documents work together to ensure your privacy is protected at all times.

This confidentiality statement is compliant with UK GDPR, Data Protection Act 2018, and professional ethical standards as of December 2025.