Governance policy

At Peace and Minds, we are deeply committed to delivering genuine, heartfelt counselling support in a way that is ethical, safe, and fully accountable. As a small, growing team of qualified and trainee counsellors, the majority of whom are registered members of the British Association for Counselling and Psychotherapy (BACP) or similar, we hold ourselves to the highest standards outlined in the BACP Ethical Framework for the Counselling Professions.

This Framework is our primary guide — it sets the expected ethical principles, values, and good practice standards that underpin everything we do. We sustain and advance good practice by putting clients first, maintaining professional boundaries, adhering to lawful and regulatory standards of practice, reflecting regularly through supervision, and continually developing our skills. Our governance ensures transparency, compliance with law, and protection for everyone we support — whether through individual sessions, initial consultations, or organisational wellbeing programmes.

1. Professional Standards and BACP Membership

As a BACP aligned service, we are contractually bound to work in accordance with the Ethical Framework (including its 2025 updates where applicable).

This includes:

  • Committing to our core principles: being trustworthy, respecting client autonomy, promoting wellbeing (beneficence), avoiding harm (non-maleficence), justice, and self-respect.

  • Sustaining competence through ongoing professional development, reflective practice, and regular supervision (at least 1.5 hours per month, independent where possible).

  • Holding appropriate professional indemnity insurance (see section 4).

  • Notifying BACP of any relevant criminal charges, disciplinary actions, or civil claims that could impact our practice.

Membership in BACP provides voluntary registration on a recognised professional register, reinforcing our accountability and dedication to ethical excellence. While counselling is not statutorily regulated in the UK, we choose this voluntary framework to ensure the highest standards of care and trust can be placed in our service.

2. Data Protection & Privacy (UK GDPR and Data Protection Act 2018)

We comply fully with the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018 when handling personal and sensitive health data.

  • Privacy Policy: Our detailed Privacy Policy explains how we collect, use, store, and protect your personal data. It covers your rights (e.g., access, rectification, erasure) and our lawful bases for processing (primarily contract for therapy; explicit consent for special category health data).

  • Consent: We obtain informed, explicit consent at the start of our work (documented in your counselling agreement) and revisit it as needed.

  • Secure Handling: Data is processed securely using encrypted platforms. Our tech systems includes:

    • Calendly for scheduling (with DPA and SCCs/UK Addendum for transfers).

    • Google Meet/Google Workspace for sessions and admin (with Cloud DPA/SCCs, configurable EU/UK data regions, and end-to-end encryption).

    • Squarespace for the website (with DPA/SCCs and compliance tools).

  • Records: We keep limited, relevant notes (anonymised where possible) stored securely, retained only as long as necessary, and deleted per policy. In the unlikely event of a data breach, we follow ICO reporting requirements.

  • Breach Response: We have procedures to detect, report, and respond to breaches promptly, minimising any impact.

3. Client Policies

We provide clear, documented information to support informed choices and safe therapeutic relationships. These are outlined in your counselling agreement (shared before starting work):

  • Confidentiality and Limits: Sessions are confidential, but we may need to break confidentiality if there is a serious risk of harm to you or others, safeguarding concerns (per our Safeguarding Procedure), or legal requirements. We explain this upfront and discuss any potential disclosures.

  • Fees, Payment, and Cancellations: Fees are clearly stated; payments are due in advance and are made payable via Stripe and Klarna. Cancellations with less than 24 hours' notice may incur a full or partial fee.

  • Appointment Scheduling and No-Shows: We use Calendly for easy, secure booking. Missed sessions without notice are charged as per our terms.

  • Boundary Setting (Especially Online): We maintain clear professional boundaries, avoiding dual relationships or exploitation. Online sessions are conducted in private, secure environments; we discuss any risks (e.g., technical issues, privacy in home settings) and agree on how we work together.

  • Data Storage and Breach Response: As above, with full transparency in our Privacy Notice.

4. Insurance

We hold adequate, current, and ongoing professional indemnity insurance (with public liability where relevant) to cover our services, including online/telephone sessions across the UK. This policy protects against claims of negligence or malpractice and meets BACP requirements (e.g., for Register membership). Coverage includes our territory and jurisdiction for UK-based work; we review it annually to ensure it remains appropriate. We are developing our over-seas offering and insurance liability to cover our services abroad.

5. Online Safety & Transparency

Our website clearly states:

  • Our qualifications, experience, and BACP registration status.

  • How to contact us (including complaints procedure).

  • That we provide flexible, confidential online/telephone counselling UK-wide.

  • No misleading claims about outcomes — counselling is a collaborative process, and results vary.

We avoid exaggeration and ensure all communications are honest, accurate, and respectful of diversity.

This Governance Policy is reviewed annually (or sooner if laws/standards change) and is part of our commitment to ethical, compassionate practice. If you have questions or feedback, please contact us.

Last updated: 16/01/2026