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This policy is designed to outline how we use the internet, including social media and digital communications in our work with clients. This includes parents and carers of children under 18, and anyone employed by us.
Through the signing of a consent form, you “the client” authorize us to use appropriate forms of digital communications. We use digital channels to communicate with clients, which may include email, phone calls, Whatsapp and online forms. Online communications are not always secure, and therefore the detail shared through such channels should consider this aspect, only sharing what is required. If the client is under 18 parental consent must be given to share case notes with the client via email (see consent form for parents).
Remote sessions through the use of video conferencing software such as Zoom or MS teams have become commonplace and we recognize their utility in providing easily accessible ways to provide support for our clients. However, there are a number of issues that should be considered.
Confidentiality during online sessions should be respected, with calls being taken in quiet, private locations on the part of both the client and our practitioners. We will ask clients to confirm no-one else is present and may ask that clients pan their camera to confirm this.
This also applies to children, as recommended by the NSPCC. For children, parents should not be in the room, but any doors to the room being used should be left open. It is preferable that the room being used is a room commonly used by the family and not a bedroom.
Online sessions are not recorded as many video conferencing software use cloud based solutions and therefore may contravene GDPR regulations.
As part of our work we may promote our services using social media. While some of this may be personal in nature and reflect our views and opinions, it should not be harmful towards any individual or group in line with UK legislation.
Promotion of our work through social media will not identify individuals or organisations unless the “client” is the originator of the social media post i.e. we reshare content but do not create original content that includes clients.
Photos and videos used to promote our work, or to be used as evidence in any professional submissions will have the express permission of the client.
Posts by others – will be removed/deleted including comments on our posts if deemed offensive and offending accounts will be blocked and reported. In instances where online harm is caused, the “client” and parent/carer if under 18 will be informed, in addition to the police and other regulatory bodies.
Any client testimonials posted to our website will be used verbatim with the exception of identifying details which will be obscured, protecting the anonymity of our clients.
All social media accounts are owned by Ian Cookson Sport Psychology and only staff members have access, which are password protected. These accounts will only be monitored during office hours and will not be used to communicate with children.
We do not use AI for our note taking or case formulation to respect the privacy of our clients. We also do not use cloud-based solutions, with all data being stored locally on company laptops which are password protected.
Mobile phones should not be accessed during sessions, both by the client and practitioner, to avoid the risk of accidental recording or capturing of sensitive data.
Google forms are used to collect feedback from clients. These are accessed through our Google account and represent a secure way to capture non-sensitive data.
We collect data that is necessary and proportionate to the delivery of our services. This includes names, contact details and ages of clients. No other personal and protected characteristics are required. As Dr Ian Cookson is currently on the CASES SEPAR trainee scheme these records will be retained until no longer required (after completion of the accreditation period). Following this period, client details will be retained for a maximum of 12 months after delivery and then deleted. Case notes will be stored for a similar period.
We expect our staff to behave professionally at all times in line with our policies and not engage in any behaviour that may be considered offensive, insulting or engage in harassment of individuals or organisations which brings our company into disrepute. Communication with children should always be through the parent.
Clients (including parents if the client is under 18) should review and agree to these policies at the outset of the working relationship with us, and adhere to all conditions at all times. Any failure to respect the conditions of this policy may result in us withdrawing our services in order to protect the safety of both clients and practitioners.
Complaints should be made to the safeguarding officer (Dr Ian Cookson) and CASES.
This policy will be reviewed annually to ensure compliance with UK law and best practice.
Last updated April 2026