Privacy policy.

Last updated: [January, 2026]

The Reset Room (“we,” “our,” “us”) is committed to protecting your privacy, confidentiality, and personal information in accordance with the APA Ethical Principles of Psychologists and Code of Conduct, as well as applicable privacy laws. This policy explains how we collect, use, store, and safeguard your information.

By engaging in counselling services or using our website, you consent to the practices described in this policy.

1. Information We Collect

We may collect the following types of information:

1.1 Personal Information

  • Full name

  • Date of birth

  • Contact details (phone, email, address)

  • Emergency contact information

  • Gender identity and pronouns (optional)

  • Any information voluntarily shared during communication

1.2 Clinical Information

  • Intake and consent forms

  • Session notes and case documentation

  • History relevant to treatment

  • Risk assessments

  • Treatment goals and progress notes

  • Information necessary for ethical, safe, and effective clinical care

1.3 Payment Information

  • Payment confirmations

  • Billing details

    (Note: We do not store credit/debit card information if using third-party payment platforms.)

1.4 Website Data

  • Basic analytics (page views, browser type, interaction data)

  • Cookies (if applicable)

    This information is anonymised and not linked to your clinical records.

2. How Your Information Is Used

Your information may be used for the following purposes:

  • Providing counselling and support services

  • Maintaining accurate clinical records

  • Contacting you regarding appointments or administrative matters

  • Ensuring safety in accordance with ethical and legal obligations

  • Internal supervision or consultation (non-identifying information only)

  • Processing payments

  • Improving service quality and client experience

We do not sell, distribute, or share your personal data with third parties for marketing or non-clinical purposes.

3. Confidentiality & Its Limits

All information you share is held in strict confidence according to APA ethics standards.

Confidentiality may be broken only in the following situations:

3.1 Risk of Harm

If there is reason to believe you may:

  • Harm yourself

  • Harm another person

3.2 Abuse or Neglect

If there is suspected abuse or neglect of:

  • A child

  • A vulnerable adult

  • An elderly person

3.3 Court Orders or Legal Requirements

If ordered by a court or required by law, certain information may need to be disclosed.

3.4 Professional Supervision

To ensure quality of care, your therapist may consult with supervisors/other professionals.

No identifying information will be shared during these discussions.

Outside of these exceptions, your information remains completely confidential.

4. Record Keeping & Storage

4.1 Storage Method

Clinical records are stored securely in encrypted digital systems that comply with professional confidentiality standards.

4.2 Retention Period

Records are retained for the time required by local regulations and professional guidelines.

After this period, records are securely destroyed.

4.3 Access to Records

You may request access to your records.

In certain cases where release of information may be detrimental to your wellbeing, your therapist may limit access in accordance with APA guidelines.

5. Your Rights

You have the right to:

  • Access your personal information

  • Request correction of inaccurate information

  • Withdraw consent for non-essential data processing

  • Request clarification about how your information is used

  • Ask how your information is stored or protected

  • File a complaint if you believe privacy has been compromised

6. Communication Policy

Communication may occur through:

  • Email

  • Phone

  • WhatsApp (if consented)

  • Booking platform messages

Please note:

Electronic communication carries inherent risk. We take measures to protect your information, but absolute security cannot be guaranteed.

7. Use of Third-Party Platforms

Our practice may integrate:

  • Online booking systems

  • Payment processors

  • Telehealth platforms

Each third party operates under its own privacy policy. We use only reputable, secure platforms suitable for mental health services.

8. Telehealth Privacy

Privacy & Confidentiality

  • Sessions are not recorded

  • We conduct sessions from a private confidential space.

  • Please ensue you are in a quiet, private area and are using a secure device.

  • Standard confidentiality applies, with the same legal limits as in-person therapy.

Technology Requirements

You will need:

  • A stable internet connection.

  • A device with a camera and microphone

  • A private space free from interruptions

Technical Difficulties

If connection issues occur, we will attempt to:

  • Reconnect through Google Meet

  • Switch to audio-only

  • Attempt to contact via phone

  • Reschedule if needed (at no extra cost)

Consent

By Attending a telehealth session, you acknowledge and agree to:

  • Participate via Google Meet

  • Ensure your own privacy during the session

  • Follow the same booking, payment, and cancellation policies as regular appointments

9. Changes to This Policy

We may update this Privacy Policy occasionally.

The updated version will be posted on our website with a new “Last Updated” date.

10. Contact Us

For questions, concerns, or requests regarding this Privacy Policy, please contact:

The Reset Room

Email: theresetroom.therapy@gmail.com

Phone/WhatsApp: [Insert]