Terms and Conditions

Matt Hudson Therapy Services

Last Updated: 19th June 2025

These Terms and Conditions (“Terms”) govern your use of therapy services provided by Matt Hudson (“the Therapist”, “we”, “us”, “our”). By booking or attending therapy sessions, you (“the Client”, “you”, “your”) agree to be bound by these Terms.

1. About Our Services

1.1 Service Description

We provide professional counselling and psychotherapy services to adults (18+) through:

  • Face-to-face sessions at our practice location
  • Online sessions via secure video conferencing platforms
  • Telephone consultations where appropriate

1.2 Professional Qualifications

Matt Hudson is a qualified therapist registered with [relevant professional body – e.g., BACP, UKCP]. All services are provided in accordance with professional ethical guidelines and standards.

1.3 Scope of Service

Our services are designed to support your mental health and wellbeing through therapeutic intervention. We do not provide medical advice, psychiatric services, or emergency crisis intervention.

2. Booking and Payment

2.1 Session Booking

  • Sessions must be booked in advance through our designated booking system
  • We reserve the right to decline bookings at our discretion
  • Session times are allocated on a first-come, first-served basis

2.2 Fees and Payment

  • Current session fees are displayed on our website and booking system
  • Payment is required in advance of each session unless alternative arrangements have been agreed
  • We accept payment by bank transfer, card payment, or other methods as specified
  • Fees are reviewed annually and any changes will be communicated with 30 days’ notice

2.3 Late Payment

  • Unpaid fees may result in suspension of future sessions
  • A late payment charge of ยฃ10 may be applied to overdue accounts

3. Cancellation and Refunds

3.1 Client Cancellations

  • 24+ hours notice: Full refund or session rescheduled at no charge
  • Less than 24 hours notice: 50% of session fee charged
  • No-show: Full session fee charged
  • Emergency circumstances: Considered on a case-by-case basis

3.2 Therapist Cancellations

  • We will provide as much notice as possible if we need to cancel
  • Alternative session times will be offered where possible
  • Full refund provided if alternative arrangements cannot be made

3.3 Refund Process

  • Refunds will be processed within 14 working days
  • Refunds will be made to the original payment method

4. Client Responsibilities

4.1 General Responsibilities

  • Arrive punctually for sessions (late arrival may result in reduced session time)
  • Ensure a private, secure environment for online sessions
  • Maintain appropriate technology and internet connection for online sessions
  • Inform us of any changes to contact details or relevant circumstances

4.2 Online Session Requirements

  • Stable internet connection and suitable device
  • Private location free from interruptions
  • Backup communication method (phone number) in case of technical difficulties

4.3 Health and Safety

  • Inform us of any relevant medical conditions or medications
  • Notify us if you are receiving treatment from other healthcare professionals
  • Contact emergency services (999) if experiencing crisis or suicidal thoughts

5. Confidentiality and Data Protection

5.1 Confidentiality

  • All session content is strictly confidential
  • Information may only be shared in exceptional circumstances as outlined in our Privacy Policy
  • We adhere to professional ethical guidelines regarding confidentiality

5.2 Data Protection

  • We process personal data in accordance with UK GDPR and Data Protection Act 2018
  • Full details are provided in our Privacy Policy
  • You have rights regarding your personal data as outlined in our Privacy Policy

5.3 Record Keeping

  • We maintain session notes for professional and legal purposes
  • Records are stored securely and retained in accordance with professional guidelines

6. Professional Boundaries and Conduct

6.1 Therapeutic Relationship

  • The therapeutic relationship is professional and time-limited to session duration
  • Dual relationships outside of therapy are not appropriate
  • Contact between sessions should be limited to booking and administrative matters

6.2 Inappropriate Behaviour

  • We reserve the right to terminate the therapeutic relationship if:
    • Client behaviour is threatening, abusive, or inappropriate
    • Professional boundaries are repeatedly violated
    • We determine that we cannot provide effective treatment

6.3 Technology and Online Sessions

  • Online sessions are conducted through secure, encrypted platforms
  • Sessions are not recorded unless explicitly agreed in advance
  • Clients must not record sessions without written consent

7. Limitations and Disclaimers

7.1 Scope of Practice

  • We do not provide emergency or crisis intervention services
  • We are not responsible for decisions made by clients outside of sessions
  • Therapy outcomes cannot be guaranteed

7.2 Technical Issues

  • We are not liable for technical difficulties affecting online sessions
  • Alternative arrangements will be made where possible
  • No refunds for brief technical interruptions (under 10 minutes)

7.3 Limitation of Liability

  • Our liability is limited to the fees paid for services
  • We are not liable for any indirect, consequential, or special damages
  • This does not affect your statutory rights as a consumer

8. Complaints and Feedback

8.1 Informal Resolution

  • We encourage clients to raise concerns directly with the therapist
  • We aim to resolve issues promptly and professionally

8.2 Formal Complaints

  • Written complaints should be submitted to [email address]
  • We will acknowledge complaints within 5 working days
  • We aim to resolve complaints within 28 days

8.3 Professional Body Complaints

  • You may also raise concerns with our professional regulatory body
  • Contact details for relevant professional bodies are available on request

9. Changes to Terms

9.1 Updates

  • We may update these Terms from time to time
  • Significant changes will be communicated with 30 days’ notice
  • Continued use of our services constitutes acceptance of updated Terms

10. General Provisions

10.1 Governing Law

  • These Terms are governed by the laws of England and Wales
  • Any disputes will be subject to the jurisdiction of English courts

10.2 Severability

  • If any provision is found unenforceable, the remainder of these Terms will remain in effect

10.3 Entire Agreement

  • These Terms, together with our Privacy Policy, constitute the entire agreement
  • Any verbal agreements must be confirmed in writing

11. Contact Information

Matt Hudson Therapy Services

For complaints: [email protected] For data protection queries: [email protected]

These Terms and Conditions are effective from [date] and supersede all previous versions. By using our services, you acknowledge that you have read, understood, and agree to be bound by these Terms.