Confidentiality Policy

National Alliance of Counsellors and Psychotherapists (NACP)
Effective: January 2025

1. Purpose

This policy sets out the standards and responsibilities regarding confidentiality for all NACP members. Maintaining client confidentiality is a fundamental ethical obligation in counselling, psychotherapy, supervision, and related fields. It protects the client’s safety, autonomy, and trust, and is essential to good practice.

2. Scope

This policy applies to all NACP members across all membership categories, including:

  • Practising counsellors and psychotherapists
  • Students in placement
  • Supervisors and associated professionals
  • Any individual providing therapeutic or support services under the NACP banner

It applies to all formats of communication, including verbal, written, digital, and recorded material.

3. Core Principle

All client information, including identity, session content, records, and correspondence, must be treated as strictly confidential, except where disclosure is required by law or justified by ethical obligations related to risk or safeguarding.

4. What Must Be Kept Confidential

NACP members must protect all personally identifiable and sensitive information, including:

  • Client names, addresses, and contact details
  • Session notes, assessment records, and referral forms
  • Audio/video recordings (if used, with consent)
  • Email, text, or messaging exchanges
  • Information shared within supervision (relating to identifiable clients)

5. Limits to Confidentiality

There are specific circumstances where confidentiality may be legally or ethically broken. These include:

  • Risk of serious harm to the client or others (e.g. suicide, violence, abuse)
  • Child or vulnerable adult safeguarding concerns
  • Legal obligation under court order or statutory duty (e.g. terrorism, money laundering)
  • Client consent to share information with a third party (e.g. GP, family, employer)

In all cases, members should aim to:

  • Discuss the potential need for disclosure with the client where safe and appropriate
  • Seek guidance from a supervisor or NACP if uncertain
  • Keep a clear written record of the decision and actions taken

6. Client Consent and Contracting

At the start of therapy or support work, members must:

  • Provide a written or verbal contract clearly outlining how confidentiality works
  • Include the limits of confidentiality and when disclosure may occur
  • Explain how information will be recorded, stored, and used
  • Obtain informed consent for any sharing of information (e.g. with GPs or other services)

7. Record Keeping and Data Security

Members are responsible for:

  • Securely storing all client records, both physical and digital
  • Using password-protected, encrypted systems for digital documentation
  • Retaining records for a period consistent with professional and legal guidance (typically 5–7 years)
  • Complying with UK GDPR and Data Protection Act 2018
  • Ensuring clients can request access to their own records under data protection law

8. Confidentiality in Supervision

  • Client material discussed in supervision must be presented anonymously or pseudonymously
  • Supervisors must treat all shared material as confidential
  • Supervisees should inform clients in their contract that their work will be discussed in supervision

9. Working with Others

Where a client is being supported by multiple professionals (e.g. GP, psychiatrist, social worker), members must:

  • Obtain the client’s consent before sharing any information
  • Clearly document what is shared, with whom, and why
  • Ensure only relevant, necessary information is disclosed

10. Breaches of Confidentiality

Any unauthorised disclosure, loss, or misuse of client information is considered a serious breach of professional ethics.

Breaches may result in:

  • Investigation under the NACP Complaints and Disciplinary Policy
  • Membership suspension or termination
  • Notification to relevant regulatory or legal authorities

11. Review

This policy is reviewed annually, or in response to changes in legal standards or best practice guidelines.

📩 Contact

If you are unsure about a confidentiality issue or need advice:
📧 info@nacp.co.uk
🔗 www.nacp.co.uk