Our Policies

  • Terms & Conditions – Payment and Fees

    Evergreen CIC

    Effective: May 2025

    General Information

    To maintain the high quality of care we provide, we charge fees for our therapy sessions.

    The initial assessment session is complimentary and typically lasts between 30–45 minutes, though this may vary depending on the individual needs of the client.

    We reserve the right to postpone or end an assessment session early if it becomes apparent that the client is experiencing significant distress.

    Session Fees

    All therapy sessions beyond the initial assessment are chargeable. Fees for sessions are communicated clearly in advance and are based on a standard 50-minute session.

    By booking a session, you agree to pay the full fee, regardless of attendance. This includes cancellations for any reason. Our fees are reviewed regularly to ensure we continue to offer high-quality, accessible support at fair rates.

    Attendance and Punctuality

    All appointments are 50 minutes in length. If you arrive late, we will still need to end the session at the originally scheduled time due to other client appointments. The full session fee will still apply in these cases.

    Location

    All sessions take place at either 88 High Street, Earls Colne, CO6 2QX or Halstead Youth Centre, Parsonage Street, Halstead, CO9 2ES.

    We do not offer home visits.

    Payment

    We accept payment via bank transfer, card or cash. All invoices must be settled within 24 hours of receipt.

    At your first session, we collect a deposit that will be held to cover the cost of your final session. If there are any outstanding fees at the time of account closure, they will be deducted from this deposit.

    Weekly Appointment Commitment (Effective 25th May 2025)

    When you begin therapy with Evergreen CIC, you are securing a weekly time slot with a dedicated therapist. This time is reserved for you exclusively, and the session fee will apply each week—even if you are unable to attend.

    Sessions are booked one week in advance at the end of each appointment. If you are unable to attend your pre-booked session for any reason, you will still be charged in full as you are reserving an ongoing therapy space.

    To cancel or reschedule a session, please contact us soon as possible. All cancellations are subject to the full session fee.

    Remote Sessions & Adverse Events

    In the event of illness, adverse weather, or other circumstances outside your or our control, you will be offered a phone or video session as an alternative to an in-person appointment. Refusal to accept a remote session offer will not exempt you from the session fee.

    Therapy Duration and Discontinuation

    We do not provide a guaranteed number of sessions at the outset. Treatment duration is tailored to each client, and we commit to keeping clients and their families informed of progress with realistic expectations.

    If you choose to discontinue therapy, you may do so at any time via phone, email, in writing, or in person. However, if you are scheduled for an upcoming session at the time of cancellation, that session must still be paid for in full.

    COVID-19 & Isolation Policy

    If you or a member of your household must self-isolate or during any local/national lockdowns:

    1. Remote Sessions: We will continue to offer therapy sessions via phone or video call to ensure uninterrupted care.

    2. Therapist Isolation: If your therapist needs to isolate, they will still conduct sessions remotely. You do not need to attend the centre in this case.

    3. Client Cancellations Due to Isolation:

      • Our standard payment terms remain in place.

      • As a designated essential service, we are committed to maintaining consistent support for our clients.

    4. Discontinuing Services: Standard terms for ending therapy and payment obligations continue to apply.

    5. Exceptional Circumstances: Requests for exceptions to these terms may be considered at our discretion on a case-by-case basis.

    Agreement

    By scheduling an appointment with Evergreen Therapy Services, you confirm that you have read, understood, and agree to abide by our Terms & Conditions and all policies outlined above. Agreement to proceed with services after the initial assessment also constitutes acceptance of all subsequent policies shared during the intake process.

  • Confidentiality Policy

    Evergreen CIC

    Effective: May 2025

    At Evergreen CIC, we are committed to providing a confidential, safe, and private environment where clients can feel secure in expressing themselves and sharing their experiences. Upholding confidentiality is fundamental to the trust placed in us by our clients.

    We provide the highest level of confidentiality in accordance with the law and the ethical standards set by the British Association for Counselling and Psychotherapy (BACP). All information shared with a therapist is kept confidential within the Evergreen CIC team, subject to the exceptions outlined below.

    Our therapists participate in regular professional supervision to maintain the quality and effectiveness of their work. Supervisors are also bound by our confidentiality standards.

    1. Confidentiality Within Evergreen CIC

    1.1 Information shared within therapy sessions remains confidential within the Evergreen CIC team.

    1.2 We uphold the highest standards of confidentiality in line with legal requirements and the BACP code of ethics, which means we do not disclose information without the client’s permission unless required by law or professional duty.

    1.3 Respecting confidentiality is essential for maintaining client trust. We safeguard all sensitive and personally identifiable information against unauthorised access or disclosure.

    1.4 Therapists are accountable to both their clients and the profession for how they manage confidentiality, including any exceptions.

    1.5 This confidentiality obligation applies to all staff and volunteers—whether administrative, fundraising, educational, or clinical—who are part of Evergreen CIC.

    1.6 Confidentiality remains in effect even after therapy ends. Client records are stored securely and are accessible only to authorised personnel.

    1.7 All current and former staff or volunteers must protect the anonymity of clients. No identifying information may be disclosed without client consent.

    1.8 Many of our clients are under 18. While parents may remain in waiting areas, they are not allowed in sessions unless requested by the child. Counsellors do not share session details with parents, although general updates on progress may be provided. This helps ensure sessions remain a safe space for young clients.

    2. Confidentiality Within the Therapy Team

    2.1 When different therapists are seeing related clients (e.g., family members or others in close relationships), they do not discuss these clients with each other.

    2.2 If sharing information would benefit the client’s therapeutic process, this must be discussed with supervisors and approved by Evergreen’s Lead Therapist, who may coordinate the communication.

    3. Client Records and Legal Access

    3.1 In rare cases, therapists may be required to release session notes. However, under the Police and Criminal Evidence Act 1984, counselling records are protected and cannot be accessed without a court order from a circuit judge.

    3.2 A solicitor's request alone is insufficient to access records; a court order is required.

    3.3 Clients do not have a legal right to access handwritten therapy notes unless those notes are held electronically or created on behalf of a public service (e.g., health, education, or social services). Requests for access are at the therapist's discretion, guided by ethical considerations.

    3.4 If a client and therapist agree to release notes for legal proceedings, Evergreen’s official Release of Counselling Notes Consent Form must be completed and signed.

    4. Exceptions to Confidentiality

    While Evergreen CIC is committed to maintaining confidentiality, there are legal and ethical situations where disclosure is required:

    4.1 Child Safeguarding – If a child is at risk of significant harm, we are legally obligated to inform social services or the police.

    4.2 Serious Harm – If someone expresses intent to cause serious harm to themselves or others, we must inform appropriate authorities.

    4.3 Vulnerable Adults – We are obligated to report abuse or risk of harm involving vulnerable adults.

    4.4 Terrorism – Any disclosure of planned acts of terrorism must be reported to the police, without informing the client.

    4.5 Court Proceedings – A judge may order the release of therapy notes or request a report for use in legal cases.

    4.6 Drug Money Laundering – Any disclosed involvement in laundering drug money must be reported.

    4.7 Road Traffic Accidents – We do not initiate disclosure, but if contacted by police, we must share relevant information.

    4.8 Hearsay Regarding Murder or Manslaughter – While there is no duty to report this, if contacted by police, we will share relevant information. Clients may be encouraged to disclose voluntarily.

    4.9 Complaints – In the event of a complaint against a therapist, limited and relevant information may be shared to allow a fair investigation.

    4.10 Communication with GPs – We require clients to provide GP contact information in case of emergency. With consent, we may update GPs on progress, but no specific personal details will be shared without further consent.

    5. Suicide and Self-Harm

    Some clients may discuss thoughts or plans related to self-harm or suicide.

    5.1 We do not disclose such discussions unless we believe there is an immediate and significant risk.

    5.2 If there is a serious risk, Evergreen’s Safeguarding Protocols will be enacted, and referrals made accordingly.

    5.3 We aim to inform the client before making any external referrals.

    5.4 If a child discloses intent to self-harm or suicide, we will speak with the child before informing parents or others.

  • Safeguarding Policy

    Evergreen CIC
    Effective: May 2025

    At Evergreen CIC the safety, wellbeing, and protection of all children and young people are at the heart of our counselling and therapeutic work.

    We believe that safeguarding is everyone’s responsibility. Any concerns regarding the safety or welfare of a child will be addressed promptly, thoroughly, and with sensitivity. Our goal is to create and maintain the safest possible environment for all children and young people who access our services. All staff members are committed to recognising and responding to signs of harm or abuse.

    Core Principles

    1. Commitment to High-Quality Care
      Evergreen CIC is fully dedicated to delivering safe, ethical, and high-quality therapeutic services to children, young people, and their families.

    2. Child-Centred Practice
      The needs and safety of the child always come first. We take immediate and appropriate action to protect a child whenever there is a concern for their wellbeing. Our code of conduct and safeguarding procedures are detailed in Appendix 1.

    3. Working in Partnership
      We believe the best outcomes for children are achieved when working collaboratively with parents or carers. We will always aim to do so unless we believe that involving parents or carers may place the child at further risk of harm.

    4. Compliance with Safeguarding Procedures
      All Evergreen CIC staff adhere to local safeguarding protocols and the statutory guidance provided by local Safeguarding Children Partnerships. When there is a concern that a child is being harmed or is at risk of harm, we will report it to the appropriate Social Services department without delay.

    5. Multi-Agency Collaboration
      We are committed to providing support that is in the best interests of the child or young person. This means working openly and flexibly with children, families, and other agencies to ensure coordinated and effective safeguarding responses.

    6. Inclusive Safeguarding Approach
      We acknowledge that some children may be particularly vulnerable to abuse, including those with disabilities or additional needs. Our safeguarding policy applies equally to all children, regardless of gender, ethnicity, disability, sexual orientation, or religious background, in line with Evergreen CIC’ Equality and Diversity Policy.

    7. Children’s Rights and Empowerment
      Safeguarding is not just about protecting children from harm—it’s also about empowering them to understand their rights and seek help when needed. We help children to understand:

    • Their Right to Be Safe
      Every child has the right to be safe. We teach children that no one has the right to take that away.

    • Body Autonomy
      Children are taught that their body belongs to them and no one has the right to touch them without permission.

    • The Power to Say "No"
      Children should feel confident in saying "no" to anything that feels wrong, even when it involves adults or authority figures.

    • Standing Up to Bullies
      We encourage children to speak out against bullying and seek help from trusted adults or friends. Bullies often rely on silence; a firm response and adult support can make a big difference.

    • The Importance of Telling Someone
      Children are reassured that they can always talk to a trusted adult, and that they will never be blamed or judged for speaking up about something that scares or confuses them.

    • Being Believed
      It is vital that children know they will be listened to and believed—especially when disclosing abuse. We recognise that children rarely lie about abuse, and failure to believe them can lead to prolonged harm and distress.

    • The Dangers of Keeping Secrets
      We teach children that certain secrets—especially those involving inappropriate touching or behaviours—should never be kept. Children are encouraged to tell a trusted adult, even if someone has asked them to keep it secret.

    Evergreen CIC – Child Protection Policy
    This policy forms a key part of our safeguarding framework and is supported by training, supervision, and clear procedures to guide staff in identifying and responding to concerns. Our full safeguarding procedures, reporting steps, and staff responsibilities can be found in Appendix 1.

    Child Protection Policy

    Evergreen CIC
    Effective: May 2025

    1. Introduction

    This policy outlines Evergreen CIC’ s commitment to safeguarding and protecting all children and young people who access our therapeutic services. Its purpose is to:

    • Ensure the safety and welfare of every child in our care.

    • Guarantee that concerns are responded to appropriately and effectively.

    • Clarify the responsibilities of staff, parents/carers, and children regarding child protection.

    • Establish clear and transparent procedures for identifying, reporting, and responding to concerns.

    2. Keeping Children Safe & Ensuring Safe Staffing

    Recruitment and Vetting

    All staff at Evergreen CIC are recruited following strict safeguarding protocols. This includes:

    • Enhanced DBS (Disclosure and Barring Service) checks

    • Health clearances

    • Two verified references

    • A probationary period for new hires

    Training and Supervision

    • Every new team member undergoes child protection training as part of their induction.

    • Ongoing professional supervision is provided regularly by line managers.

    • All staff are required to stay up to date on safeguarding legislation and best practices.

    Risk Management and Conduct

    Risk assessments are conducted to ensure the safety of children and staff. Staff are expected to follow professional boundaries and safe practices, particularly when interacting directly with children. See Appendix 2 for a detailed guide on appropriate behavior during client sessions and supervision.

    Responding to Concerns About Staff

    If there is a concern regarding the behaviour of a staff member or volunteer towards a child, this must be reported immediately to the DSL. Prompt action will be taken to assess and address any risk to children.

    3. Creating a Safe Environment

    Premises and Supervision

    All Evergreen CIC premises and equipment are assessed for safety and suitability. We follow the BACP Ethical Framework and Code of Ethics and Practice for Counsellors, ensuring that staffing levels, therapist qualifications, and the quality of care meet the highest professional standards.

    Information and Consent

    Before therapy begins, we gather relevant information about the child, including emergency contacts. Parents/carers receive comprehensive information about the service, and children will only be released to their named responsible adult unless alternative arrangements have been made in advance.

    Physical Contact and Boundaries

    While some children may seek close contact for reassurance, staff are trained to respect physical and emotional boundaries. Hugs or comforting gestures are only offered with the child’s consent, in open settings, and ideally in the presence of another adult.

    First Aid and Incident Reporting

    • At least one certified first-aid-trained staff member is present during all sessions.

    • All accidents or incidents are logged in accordance with Health & Safety regulations.

    4. Identifying and Responding to Concerns

    Everyday Concerns

    Children may occasionally show signs of tiredness, illness, or changes in behavior due to non-safeguarding issues. These are typically addressed through open communication with parents/carers and may be logged in the incident record for reference.

    Signs of Abuse or Harm

    More serious concerns may indicate that a child is being harmed or is at risk. Forms of abuse include:

    • Physical Abuse – Hitting, shaking, poisoning, burning, or causing deliberate injury.

    • Neglect – Failing to provide adequate food, shelter, medical care, or emotional support.

    • Sexual Abuse – Forcing or coercing a child into sexual acts, whether physical or non-contact (e.g., exposure to pornography).

    • Emotional Abuse – Consistent emotional maltreatment that damages a child’s self-worth, including rejection, threats, or manipulation.

    For comprehensive definitions, see Appendix 3.

    Possible Indicators of Concern

    Staff may become concerned through:

    1. Observation of unusual or distressing behaviour in the child

    2. A direct disclosure from the child

    3. Information received from a parent, agency, or third party

    4. Unexplained or suspicious injuries

    5. Observing concerning interactions between a child and an adult or another young person

    6. Witnessing one child harm or bully another

    Understanding Barriers to Disclosure

    Children may struggle to disclose abuse due to:

    • Fear of not being believed

    • Loyalty to or fear of the abuser

    • Shame, guilt, or confusion

    • Communication difficulties, particularly for younger or disabled children

    • Lack of understanding that what is happening is wrong

    Evergreen CIC recognises the power imbalance that may exist between adults and children, and the skilled manipulation often used by abusers. We strive to create a culture where children feel safe, respected, and empowered to speak out.

    Why Children May Not Disclose Abuse

    Children and young people may not always tell someone if they are being harmed or abused. There are many complex reasons for this, including:

    1. Fear of threats or retaliation from the abuser.

    2. Worry they will be taken away from their home or family.

    3. Belief that they are to blame for the abuse.

    4. Thinking that what they are experiencing happens to all children.

    5. Feelings of embarrassment or shame.

    6. Feelings of guilt or responsibility.

    7. Not wanting the abuser—who may be someone they care about—to get into trouble.

    8. Having communication or learning difficulties that limit their ability to explain.

    9. Lacking the vocabulary or understanding to describe what has happened.

    10. Fear that they won’t be believed.

    11. Believing they have tried to tell—perhaps by dropping hints or behaving differently—but were not taken seriously, so they stop trying.

    Why Adults May Miss or Minimise Concerns

    Child abuse often thrives in silence and secrecy. For children to be protected, adults must overcome their own potential barriers to recognising and reporting concerns. These may include:

    1. Struggling to believe that a child is telling the truth, especially if the alleged abuser is known or trusted.

    2. Difficulty accepting that someone familiar or respected may be responsible.

    3. Fear of ‘getting it wrong’ or making a false allegation.

    4. Anxiety about the consequences of reporting—for the child, the family, or themselves.

    5. Concern that raising the issue might worsen the situation for the child.

    6. Belief that statutory or safeguarding services are stigmatising.

    7. Reluctance to get involved in what may seem like a complex or distressing situation.

    8. Not knowing who to contact or how to take appropriate action.

    Responding to a Safeguarding Concern

    Evergreen CIC Safeguarding Procedure

    At Evergreen CIC, our responsibility is not to investigate allegations or concerns about abuse, but to recognise and respond appropriately. It is our duty to identify safeguarding concerns and pass these on to the appropriate statutory authorities—such as Children’s Social Care or the Police—while following Evergreen CIC’s safeguarding policies and procedures.

    If a staff member has a concern about a child or young person, they should:

    1. Ensure immediate safety – If the child is at immediate risk or in need of urgent attention, take appropriate emergency action (e.g., call emergency services).

    2. Gather relevant information – Record key details such as the time and date of the concern or disclosure, who was present, what was said or observed, and the child’s emotional and physical presentation. Information may be gathered from the child, their parent or carer, or other involved professionals. Be factual, clear, and concise.

    3. Be transparent – Explain to the child (in an age-appropriate way) that their safety is the priority and that the concern will need to be shared with others who can help.

    4. Report to a DSL immediately – Concerns should be reported to the staff member’s DSL on the same working day, or to another senior manager at Evergreen CIC if the line DSL is unavailable.

    5. Complete the internal safeguarding concern form – This should be done after discussion with the DSL and include all gathered information

      DSL’s Responsibilities

    It is the responsibility of the Evergreen CIC DSL to:

    • Review the information and decide on the appropriate course of action.

    • Record their decision on the safeguarding form, including reasons for action or inaction.

    • Seek guidance from a senior manager or the Local Authority’s Child Protection Team if unsure.

    • File the completed form securely and ensure it is logged with the administration team.

    • Inform parents/carers of the record, unless doing so would place the child at further risk.

    Where no referral is made, this decision must be documented clearly with reasons.

    If the situation is to be managed internally—e.g., through increased support or monitoring—this must be clearly communicated to relevant staff and the child’s parents/carers. A clear plan should be agreed and reviewed within a set timeframe.

    Referral to Children’s Social Care

    • A referral should be made to the child’s allocated Social Worker or, if unavailable, to the local Duty Officer.

    • An Internal Notification of Concern (INOC) form should be completed to support the referral. This form should be submitted within 24 hours of the initial telephone referral.

    • A copy should be securely stored in the child’s case file, and another provided to the DSL.

    If no member of staff is currently working with the family, the DSL will assign a staff member to follow up and ensure any agreed actions are completed.

    Parental involvement: Parents or carers should be informed of the referral wherever possible, unless doing so would endanger the child or compromise the investigation.

    Working with Social Services and Other Agencies

    Evergreen CIC offers accessible, voluntary, and non-stigmatising therapeutic services to families with children aged 4 and over. While we are not a statutory service, we work collaboratively with statutory agencies such as Social Services, health services, and education.

    • Families are free to choose whether to engage with our services. We do not have the authority to enforce involvement.

    • We work in partnership with parents/carers and aim to be open and transparent in all interactions—unless this compromises the safety of the child.

    • Any collaborative work with statutory services will be clearly defined and shared with the family, including the scope of work, information sharing agreements, and each agency's role.

    Evergreen CIC staff:

    • Do not carry out statutory risk assessments on behalf of Social Services.

    • Do not have access to Social Services’ internal databases.

    • May offer support to families during statutory assessments, if the family consents.

    For children attending Evergreen CIC community or group activities, they will be treated like any other service users unless safeguarding concerns arise.

    Managing Unplanned Endings of Support

    If therapeutic services end unexpectedly—for example, due to disengagement, sudden closure, or risk escalation—Evergreen CIC has a duty to inform relevant statutory agencies (e.g., Children’s Social Care or educational settings). This ensures that:

    • Agencies do not assume we are continuing to support a child or family when we are not.

    • Risks to children’s welfare are not overlooked due to service disengagement or administrative gaps.

    • Other professionals involved can adjust their care and support plans accordingly.

    This communication is part of our safeguarding responsibility and helps prevent children from falling through gaps in care or oversight.

    Appendix 1: Code of Practice

    At Evergreen CIC, we are committed to safeguarding the wellbeing of all children and young people we work with. All staff and volunteers are expected to follow the code of practice below:

    Evergreen CIC Staff and Volunteers Will:

    • Treat all children and young people with dignity and respect.

    • Demonstrate positive role modelling in conduct and communication.

    • Respect each young person’s right to privacy and promote open dialogue, where children and adults feel empowered to challenge inappropriate behaviours or attitudes.

    • Be mindful that well-intentioned actions can be misinterpreted.

    • Exercise particular sensitivity when discussing personal or distressing topics.

    • Address and challenge inappropriate behaviour and report all concerns or allegations regarding abuse without delay.

    Evergreen CIC Staff and Volunteers Must Not:

    • Engage in any inappropriate physical or verbal contact with children or young people.

    • Participate in attention-seeking behaviour or use suggestive, offensive, or discriminatory language.

    • Jump to conclusions without confirming facts.

    • Dismiss or minimise concerns relating to abuse.

    • Show favouritism to individual children or young people.

    • Assume abuse cannot happen within their context.

    • Disregard best practice or take unnecessary risks.

    Appendix 2: Protecting Children and Staff

    A. Contact with Children

    To protect both children and staff from risk or accusation, Evergreen CIC staff should avoid:

    • Spending time alone with a child away from others.

    • Transporting children alone in a vehicle.

    • Inviting children into their own home.

    Where such situations are unavoidable, prior consent must be obtained from a senior manager and/or the child’s parent/carer.

    B. Relationships with Children

    Evergreen CIC staff must never:

    • Engage in roughhousing or physically aggressive play.

    • Take part in or allow sexually provocative games or comments.

    • Use inappropriate language without challenge.

    • Ignore or fail to record allegations made by children.

    • Carry out personal care tasks that the child can manage independently.

    C. Restraint

    Restraint may only be used to prevent serious harm or property damage and must:

    • Be a last resort after all other de-escalation strategies have failed.

    • Be performed only by trained staff.

    • Be for the shortest time possible.

    All restraint incidents must be recorded in the Restraint Log with full details, including witnesses, the method used, and subsequent actions. This policy applies equally regardless of age, gender, or circumstance. Regular restraint training will be provided.

    D. Intimate Care

    Occasionally, staff may be required to assist with personal care (e.g., for young or disabled children). These tasks must:

    • Be done with parental/carer consent.

    • Be communicated to parents/carers if they arise unexpectedly.

    • Be carried out respectfully and discreetly.

    E. Relationships of Trust

    Staff must understand the power imbalance in their relationships with children and young people. Any romantic or sexual relationship with a child or young person under 18, over whom they hold a position of trust, is strictly prohibited.

    This is supported by legislation (Sexual Offences (Amendment) Act 2000). Even where the young person is over 16, initiating a relationship while in a position of trust constitutes a serious safeguarding breach.

    Supervision of Children

    Appropriate supervision is vital to safeguarding.

    • Children must be supervised at all times during Evergreen CIC sessions or events.

    • All staff and volunteers must be deemed competent for their roles.

    • Activities must be planned with safety in mind, and contingency plans should be in place.

    • Parents/carers must receive clear information about events, including activities, supervision arrangements, and staff ratios.

    • Dangerous behaviours and unsupervised time must be avoided.

    • Staff must always know where children are and what they are doing.

    • High-risk activities must have constant adult supervision.

    Appendix 3: Definitions of Abuse

    Recognising abuse is not always easy, but it is your duty to act if you are concerned. You are not expected to investigate but to pass on your concerns to the Designated Safeguarding Lead or Social Services.

    Physical Abuse

    Signs include:

    • Unexplained injuries or inconsistent explanations.

    • Bruising on soft areas (cheeks, thighs) or in patterns (e.g., handprints).

    • Cigarette burns, bite marks, broken bones, scalds.

    Behavioural signs:

    • Fearfulness, flinching, aggression, withdrawal.

    • Reluctance to change clothes.

    • Running away or unexplained depression.

    Sexual Abuse

    Signs include:

    • Genital pain, bleeding, or STIs.

    • Difficulty sitting/walking.

    • Pregnancy in young teens.

    Behavioural signs:

    • Sudden aggression or withdrawal.

    • Sexualised behaviour or knowledge inappropriate for age.

    • Nightmares, bedwetting, eating disorders, substance use.

    • Fear of a particular person or secrecy.

    Neglect

    Signs include:

    • Constant hunger or stealing food.

    • Poor hygiene or clothing.

    • Frequent illness or missed appointments.

    • Chronic fatigue or lack of friends.

    Behavioural signs:

    • Complaints of tiredness or being left alone.

    • Developmental delays or signs of inadequate care.

    Please note: Many signs may have other explanations, such as bereavement or family disruption. However, when in doubt, act on the concern and refer it appropriately.

    Important Facts About Abuse

    • Most abuse is committed by someone the child knows and trusts.

    • Disabled children face higher risk due to dependency and communication barriers.

    • Children rarely fabricate abuse allegations—more often they deny or retract valid ones.

    • Abuse can have lifelong consequences if left unaddressed.

    • Social Services intervene only when there is significant risk of harm.

    • Child abuse, including sexual abuse, spans all backgrounds and communities.

    • Abuse is an abuse of power; children are never to blame.

    Appendix 4: Sudden Endings and Safeguarding Concerns

    Evergreen CIC provides regular therapeutic support for children and adults in emotional distress. While we operate under a strict confidentiality policy, we reserve the right to inform relevant statutory agencies (e.g., Social Services, schools) in the following situations:

    • A child is withdrawn from our service without prior notice.

    • A child has multiple unexplained absences, or the absence is inconsistent with their presenting needs.

    • A child is removed from support despite expressing a clear desire to continue, particularly where this conflicts with parental priorities.

    This is to ensure there is no misunderstanding about the child’s support status and to prevent them from falling through gaps in care provision. Safeguarding always remains our top priority, and we have a duty to inform others where there is a risk to the child’s welfare.

  • ItemHealth and Safety Policy

    Evergreen CIC

    Effective May 2025

    Purpose of the Policy

    1. Evergreen CIC is committed to maintaining the highest standards of health and safety for all staff, service users, visitors, and anyone impacted by our activities. This policy outlines how we will meet our responsibilities by defining key roles and actions required to ensure a safe working environment.

    2. This document sets out our approach to health and safety. It is not part of any employment contract and may be amended at Evergreen CIC’s discretion. The policy will be reviewed regularly to ensure it remains effective and appropriate.

    Health and Safety Responsibilities

    Who Is Responsible?

    1. Health and safety is a shared responsibility between Evergreen CIC and all members of staff. This policy applies to all staff members, regardless of role, status, or working hours—including employees, directors, officers, contractors, and volunteers. Staff responsibilities are detailed in the “Responsibilities of All Staff” section below.

    Evergreen CIC Responsibilities

    1. Evergreen CIC will:

    • a. Take all reasonable steps to protect the health and safety of staff, visitors, and service users.

    • b. Identify potential hazards and assess and manage associated risks.

    • c. Maintain safe premises with secure access and exit routes, including during emergencies.

    • d. Ensure all working areas, equipment, and systems are safe and well-maintained, and provide suitable protective clothing where necessary.

    • e. Safely manage the handling, storage, and transportation of any hazardous materials or substances.

    • f. Provide adequate training, information, and supervision to help staff work safely and understand health and safety expectations.

    • g. Ensure that designated health and safety representatives are appropriately trained.

    • h. Deliver appropriate induction and ongoing health and safety training relevant to each role.

    • i. Facilitate open communication and consultation about health and safety matters between management and staff.

    • j. Issue clear guidance in the event of national health alerts, epidemics, or pandemics.

    • k. Regularly monitor, review, and improve health and safety procedures.

    1. Evergreen CIC has overall responsibility for health and safety and has appointed Jesper Dean (Administrative Lead) as the Principal Health and Safety Officer, responsible for daily oversight of health and safety matters.

    2. All health and safety concerns should be reported directly to the Principal Health and Safety Officer.

    Responsibilities of All Staff

    General Responsibilities

    1. All staff must:

    • a. Take reasonable care of their own health and safety and that of others.

    • b. Cooperate with the Principal Health and Safety Officer and comply with all relevant policies and procedures.

    • c. Follow safety instructions, including the correct use of equipment.

    • d. Maintain a proactive attitude toward health and safety.

    • e. Keep their work environment tidy and free from hazards.

    • f. Report any risks, hazards, or equipment malfunctions promptly to the Principal Health and Safety Officer.

    • g. Cooperate with investigations into any accidents or near misses.

    Use of Equipment

    1. Staff must:

    • a. Use equipment only as instructed through training or manuals.

    • b. Report faults or damage to equipment to the Principal Health and Safety Officer.

    • c. Not tamper with or misuse any health and safety equipment.

    • d. Avoid attempting repairs unless authorised and properly trained.

    Accidents and First Aid

    1. Staff must:

    • a. Immediately report any accident or injury, no matter how minor, to the Principal Health and Safety Officer so it can be recorded and reviewed.

    • b. Know the locations of first aid kits and identify trained first aiders.

    • c. In the event of an accident, dial 07708 386304 to contact the duty first aider.

    • d. Cooperate with any investigation and RIDDOR reporting requirements led by the Principal Health and Safety Officer.

    National Health Alerts

    1. In the event of an epidemic or pandemic, all staff must comply with Evergreen CIC’s guidance and any health authority directives. Questions should be directed to the Principal Health and Safety Officer.

    Emergency Evacuation and Fire Safety

    1. Staff must:

    • a. Know evacuation procedures and the locations of fire exits and extinguishers.

    • b. Follow instructions from fire wardens during drills or actual emergencies.

    • c. Participate fully in fire drills (held at least annually), ensuring that visitors do the same.

    • d. Keep fire exits and emergency signage unobstructed.

    • e. Inform the Principal Health and Safety Officer if they require assistance evacuating due to mobility or other concerns, so a Personal Emergency Evacuation Plan (PEEP) can be arranged.

    1. Upon discovering a fire:

    • a. Activate the nearest fire alarm and call 07708 386304, providing location details.

    • b. Only attempt to extinguish the fire if trained and confident to do so.

    1. Upon hearing a fire alarm:

    • a. Stay calm and evacuate quickly without running.

    • b. Leave all personal belongings behind.

    • c. Do not use lifts.

    • d. Remain outside until cleared to re-enter by a fire warden.

    The Principal Health and Safety Officer is responsible for regular fire risk assessments, checks of alarms, extinguishers, signage, lighting, and ensuring that fire drills are properly conducted.

    Risk Assessments, DSE, and Manual Handling

    1. Risk assessments will be conducted to identify and mitigate potential hazards. Managers are responsible for ensuring these are carried out and acted upon, with support from the Principal Health and Safety Officer.

    2. Staff using display screen equipment (DSE) for long periods may request workstation assessments or eye tests. Contact the Principal Health and Safety Officer for further guidance.

    3. Manual handling guidance is available, and training will be provided where necessary. Evergreen CIC will always aim to reduce the need for manual handling where there is risk of injury.

    Failure to Comply

    1. Failure to follow health and safety procedures may result in disciplinary action, up to and including dismissal, in line with Evergreen CIC’s disciplinary policy.

      description

  • Ethics and Standards Framework

    Evergreen CIC

    Effective: May 2025

    Our Commitment to Clients

    At Evergreen CIC, we prioritize creating an environment where clients feel empowered to engage openly and work towards their goals with trust and confidence in their practitioners. Clients must feel safe to share sensitive personal information and trust that their wellbeing is central to our practice. As members of professional bodies such as the BACP, we are committed to maintaining the highest ethical standards. Our commitments include:

    1. Client-Centered Approach
      We are dedicated to:

      • Making our clients our primary focus while working with them.

      • Providing services that meet the highest standards and address clients’ needs effectively.

    2. Professional Standards
      We uphold professional standards by:

      • Practicing within the scope of our competence and expertise.

      • Continuously updating our knowledge and skills to stay current.

      • Collaborating with colleagues to improve the quality of services provided to clients.

      • Ensuring our own wellbeing is maintained to sustain the quality of our work.

      • Keeping accurate and appropriate records in line with ethical guidelines.

    3. Respect for Clients
      We demonstrate respect by:

      • Valuing each client as a unique individual.

      • Safeguarding client confidentiality and privacy at all times.

      • Establishing clear agreements with clients on how we will work together.

      • Engaging in a collaborative, partnership-based approach with clients.

    4. Building an Appropriate Relationship
      We aim to build trustful and professional relationships by:

      • Clearly communicating what clients can expect from our services.

      • Ensuring clients understand the benefits, costs, and commitments involved.

      • Maintaining clear boundaries between our professional roles and other aspects of life.

      • Never exploiting or abusing the trust clients place in us.

      • Listening attentively to clients’ experiences of the therapeutic relationship.

    5. Integrity and Transparency
      We uphold integrity by:

      • Being honest about the nature and scope of our work.

      • Accurately presenting our qualifications, experience, and methods of practice.

      • Adhering to ethical standards and carefully considering our legal obligations.

    6. Accountability and Candour
      We demonstrate accountability by:

      • Engaging in open and honest discussions with clients about the potential risks and benefits of our work.

      • Promptly informing clients about any incidents that may pose a risk to their safety or cause harm, and taking swift action to mitigate or repair any harm.

      • Reviewing our work with clients through regular supervision.

      • Monitoring how clients experience our work together and the effects of our practice.

    Ethics at Evergreen CIC

    1. Ethical Foundations
      Our ethics are grounded in core values, principles, and personal moral qualities that guide our work and decision-making, ensuring our commitment to clients and adherence to best practices.

    2. Core Values
      The values that guide our practice include:

      • Respecting the dignity and human rights of all individuals.

      • Alleviating personal distress and suffering.

      • Enhancing the wellbeing and capabilities of our clients.

      • Improving the quality of relationships between individuals.

      • Building personal resilience and effectiveness.

      • Facilitating a sense of self that is meaningful and respectful of personal and cultural contexts.

      • Appreciating the diversity of human experience and culture.

      • Protecting the safety and welfare of clients.

      • Ensuring the integrity of the practitioner-client relationship.

      • Advancing professional knowledge and its application.

      • Striving to provide fair and adequate services to all.

    3. Principles of Ethical Practice
      Our core ethical principles are:

      • Trustworthiness: Honoring the trust our clients place in us.

      • Autonomy: Respecting the client’s right to make decisions and direct their own path.

      • Beneficence: Promoting the client’s wellbeing.

      • Non-maleficence: Avoiding harm and minimizing risks to the client.

      • Justice: Treating all clients fairly and ensuring they have access to adequate services.

      • Self-respect: Maintaining integrity and self-care in our professional role.

    4. Ethical Decision-Making
      Ethical decisions that align with one or more of these principles, and do not contradict others, are considered well-founded. However, practitioners may face situations where all principles cannot be fully reconciled, requiring careful prioritization of values. A decision is not inherently unethical just because it may be controversial or lead to different conclusions by other practitioners. It is essential to consider all relevant circumstances thoughtfully and be accountable for the choices made.

    Personal Moral Qualities for Evergreen CIC

    1. Understanding Personal Moral Qualities
      Personal moral qualities are the internalized values that shape how we interact with others and our environment. These qualities represent an inherent moral energy or drive that operates, often unconsciously. For the ethical development of our practice, it is important that we periodically examine these qualities consciously, using them to guide our work and contribute to creating a better society.

    2. Virtues and Moral Qualities
      The concept of 'personal moral qualities' aligns with the classical idea of virtues in moral philosophy. At Evergreen CIC, we embrace these qualities to shape ethical interactions.

    3. The Importance of Moral Qualities
      A practitioner’s personal and relational moral qualities play a crucial role in how relationships with clients and colleagues develop. The presence or absence of these qualities influences the quality and resilience of these relationships, which are foundational to the success of our work.

    4. Compatibility Between Personal and Professional Qualities
      When personal and professional moral qualities align, they strengthen the integrity and resilience of relationships, fostering effective and ethical practice.

    5. Key Personal Qualities to Cultivate
      We encourage all practitioners to aspire to the following personal moral qualities:

      • Candour: Being open and transparent with clients about any risks or harm they may face.

      • Care: Responsibly and competently attending to the needs and wellbeing of clients.

      • Courage: The ability to act in the face of fear, risk, or uncertainty.

      • Diligence: Applying skills and knowledge conscientiously to achieve beneficial outcomes for clients.

      • Empathy: Understanding and communicating the client’s perspective.

      • Fairness: Acting impartially to promote equality and the well-being of clients.

      • Humility: Recognizing and acknowledging our own strengths and limitations.

      • Identity: A strong sense of self that underpins responsibility, resilience, and motivation.

      • Integrity: Demonstrating honesty, moral consistency, and coherence in all interactions.

      • Resilience: Maintaining the capacity to support clients without being personally diminished.

      • Respect: Showing appropriate esteem for clients and their personal understanding.

      • Sincerity: Aligning our actions with our professed values.

      • Wisdom: Using sound judgment to inform and guide practice.

    Conclusion

    1. Ethical Challenges
      Ethical practice often involves navigating situations that present dilemmas, unexpected issues, and complex decisions. A solid understanding of the ethical principles underpinning our work is essential for making informed decisions. Ethical problem-solving frameworks and discussions are critical to good practice. This Ethical Framework helps practitioners identify key ethical factors and alternative approaches for ethical decision-making.

    2. Commitment to Ethical Practice
      No ethical framework can remove the challenges of making professional judgments in constantly evolving situations. By adhering to this framework, practitioners of Evergreen CIC commit to addressing ethical challenges and making difficult decisions when necessary, with courage and integrity.

    Good Practice at Evergreen CIC

    1. Commitment to Good Practice
      As members of Evergreen CIC, we are dedicated to promoting and maintaining good practice in our work. This commitment extends to all aspects of our professional services, including coaching, counselling, pastoral care, psychotherapy, and counselling skills training.

    2. Expectations for Practitioners
      All members are expected to fulfill the commitments outlined in the Ethical Framework, ensuring a high standard of service when engaging with clients and colleagues. Trainees are also expected to adhere to these principles and apply them when working with clients or learning new skills.

    3. Commitment to Ethical Framework
      As members, we recognize that our membership may be at risk if we fail to uphold the commitments set forth in this Ethical Framework. We are fully accountable for our actions and will always strive to meet these commitments.

    4. Responsibilities of Practitioners
      Our obligations are clearly outlined. We are fully committed to fulfilling our ethical responsibilities. When necessary, we may adapt these requirements for valid ethical reasons, but we will always remain transparent about our decision-making processes.

    Putting Clients First

    1. Client-Centered Practice
      We prioritize the client in all our professional interactions, ensuring that their needs are at the forefront of our sessions together.

    2. Managing Conflicts of Interest
      In cases where professional or personal interests conflict with a client’s best interests, we will seek consultation with a supervisor or experienced colleague to address the situation ethically.

    3. Handling Serious Harm and Legal Obligations
      In exceptional circumstances, when client safety or the safety of others is at risk, we may need to override a client’s wishes or confidentiality. In such situations, we will act to prevent harm, while doing our best to respect the client’s privacy where possible.

    4. Protection from Harm
      We share responsibility with colleagues to ensure the safety and wellbeing of all clients, and we will take appropriate action to prevent harm caused by any unethical or unsafe practices.

    5. Building Trust
      We are committed to fostering and protecting the trust clients place in us by maintaining ethical practices and acting with integrity.

    Working to Professional Standards

    1. Competency in Service Delivery
      We are committed to providing services at a professional standard. If the expertise needed exceeds our own, we will consult with others or refer clients to appropriate specialists.

    2. Maintaining Professional Development
      We will keep our knowledge and skills up to date through:

      • Reading professional resources

      • Staying informed of relevant research and guidelines

      • Engaging in discussions with colleagues

      • Reviewing our practice in supervision

      • Pursuing continuing professional development

    3. Record Keeping
      We will maintain accurate records that are relevant and necessary for the services provided, ensuring compliance with data protection laws.

    4. Collaborating with Colleagues
      We will work together with colleagues to enhance client services, always ensuring client consent and maintaining confidentiality.

    5. Self-Care and Wellbeing
      We will ensure our physical and psychological health is maintained to effectively support our clients.

    6. Adequate Insurance
      We will ensure that we are covered by adequate insurance when providing services to the public.

    7. Consistency Across Platforms
      Whether online, face-to-face, or through other methods, we will maintain high professional standards in all service delivery.

    Respect

    1. We will respect the privacy and dignity of our clients at all times.

    2. We will demonstrate respect for our clients as individuals by providing services that:

    • a. Strive to promote equality, value diversity, and ensure inclusion for all clients.

    • b. Avoid any unfair discrimination against clients or colleagues.

    • c. Recognize our own vulnerabilities to prejudice and emphasize the importance of self-reflection, feedback, and professional development.

    • d. Approach issues of identity with an open mind, respecting the client’s autonomy, while being sensitive to whether they view autonomy as individual or relational.

    • e. Challenge assumptions regarding sexual orientation or gender identity, refraining from attempting to change or suppress an individual’s expression of their identity.

    • f. Make necessary adjustments to remove accessibility barriers for clients of all abilities, as far as is reasonably possible.

    • g. Recognize when we lack knowledge about a client’s background, identity, or lifestyle and take appropriate steps to educate ourselves, rather than expecting the client to teach us.

    • h. Stay open-minded with clients who appear similar to ourselves or share familiar characteristics, ensuring that we do not overlook the unique aspects of their lives.

    1. We will consider the law concerning equality, diversity, and inclusion with careful thought and aim to exceed the legal minimum standards.

    2. We will challenge colleagues or others involved in related services who hold unfairly discriminatory views, and take action to protect clients if necessary (see section 11).

    3. We will ensure that our clients are participating on a voluntary basis. If a client expresses hesitation or feels pressured by others to work with us, we will acknowledge their reservations and incorporate them into how we offer our services.

    4. We will work with clients based on their informed consent and agreement. We recognize that exceptional situations may require us to prioritize the safety of the client or others, potentially overriding a client’s wishes or confidentiality (see section 10).

    5. We will take extra care when working with children and young people, including:

    • a. Considering their capacity to give informed consent, and whether it is appropriate to seek consent from those with parental responsibility, focusing on their best interests.

    • b. Understanding developmental stages and how relationships are formed with young people.

    • c. Ensuring a sound knowledge of the laws relevant to working with children and young people, including their human rights.

    • d. Understanding the current cultural and social factors that affect parenting and caregiving, and how children interact with their peers and significant adults in their lives.

    1. We will carefully consider obtaining and respecting the consent of vulnerable adult clients, involving their caregivers where appropriate, in cases where they have the capacity to consent.

    2. Our work with clients will be based on professional partnerships that aim to enhance their wellbeing, capabilities, and/or performance.

    Building an Appropriate Relationship

    1. We will ensure that clients are fully informed before engaging with our services, providing them with necessary details about the services, how they will be delivered, and how their information will be protected. In urgent situations where we must intervene immediately, we will provide this information at the earliest appropriate opportunity.

    2. We will carefully consider how we reach agreements with clients, ensuring that the terms under which our services are provided are clear, transparent, and fair. This includes:

    • a. Ensuring that agreements reflect the client’s expressed needs and choices where possible.

    • b. Communicating the terms and conditions in a clear and understandable manner.

    • c. Clearly outlining how confidentiality and privacy will be protected, and under what circumstances information may be shared.

    • d. Providing clients with a record of the agreed terms and making it easily accessible.

    • e. Keeping a written record of agreements and any changes or clarifications.

    • f. Being vigilant for any potential conflicts between agreements with clients and other applicable contracts, and addressing these proactively.

    1. We will periodically review our clients’ progress and seek their input on how our work together is progressing, whenever possible.

    2. We will maintain appropriate professional and personal boundaries in our relationships with clients, ensuring that:

    • a. Boundaries are consistent with the goals of the work and beneficial for the client.

    • b. We avoid dual relationships where the risks of harm to the client outweigh any benefits.

    • c. We take care to distinguish between personal and professional presence on social media, avoiding conflicts that could harm the client relationship.

    • d. The impact of dual relationships will be reviewed regularly in supervision and discussed with clients where appropriate.

    1. We will not engage in any sexual relationships with our clients, supervisees, or trainees, nor will we behave sexually towards them.

    2. We will not exploit or abuse clients in any way—financially, emotionally, physically, sexually, or spiritually.

    3. We will avoid engaging in any sexual relationships with individuals close to our clients, recognizing that such relationships can undermine trust and damage the therapeutic relationship.

    4. We will avoid entering into personal or business relationships with former clients if these relationships could harm the client or disrupt the benefits of the previous therapeutic work. We will:

    • a. Exercise caution before initiating any personal relationships with former clients.

    • b. Avoid sexual or intimate relationships with former clients or people close to them.

    • c. If such a relationship occurs, we will ensure it is carefully considered in supervision and discussed with experienced colleagues, ensuring the new relationship has integrity and is not exploitative.

    Breaks and Endings

    1. We will inform clients about any fixed limitations regarding the duration or number of sessions as part of the contracting process.

    2. We will provide clients with sufficient notice and sensitivity regarding the end of our work together.

    3. We will inform clients of any planned breaks in services, such as holidays or medical treatments, providing as much notice as possible.

    4. We will manage unplanned breaks (e.g., illness) in a way that minimizes inconvenience for clients and, if necessary, will offer clients alternative practitioners.

    5. In cases of death or severe illness preventing direct communication with clients, we will designate a trusted colleague, supervisor, or trustee to communicate and assist clients in making alternative arrangements, ensuring confidentiality is maintained.

    Integrity

    1. We will maintain high standards of honesty and integrity in all aspects of our work.

    2. We will be open and communicative with clients, colleagues, and others, ensuring transparency where appropriate, while respecting confidentiality.

    3. We will provide accurate and honest information about our qualifications, professional experience, and methods of working, responding promptly to reasonable requests for this information.

    4. We will conscientiously consider the law and ensure that we meet any legal requirements related to our work (see sections 14f, 23, and 70).

    5. We will promptly notify the Association if criminal charges, disciplinary procedures, civil claims, or bankruptcy arise from our work.

    6. We will avoid any actions that could damage the reputation of our profession.

    7. We will encourage clients to voice concerns about our work, giving these concerns careful consideration and taking appropriate action to resolve them. Clients will be informed of relevant complaint procedures, including the Professional Conduct Procedures of the Association.

    Accountability and Candour

    1. We will take responsibility for how we offer clients opportunities to work toward their desired outcomes and ensure the safety of the services we provide.

    2. We will discuss with clients how best to achieve their goals and any known risks involved.

    3. We will practice candour by being open and honest about any mistakes or issues that may cause harm to clients. We will:

    • a. Take immediate action to prevent further harm.

    • b. Repair any harm caused, where possible.

    • c. Apologize when appropriate.

    • d. Notify and discuss with supervisors or managers any incidents that could have caused harm.

    • e. Investigate the situation and take steps to prevent it from happening again.

    1. We will consider in supervision how we work with clients, focusing on the well-being and ethical integrity of our practice (see sections 60–73).

    2. We will regularly monitor how clients experience our work together and the effects of our services, as appropriate.

    Confidentiality

    1. We will protect the confidentiality and privacy of clients by:

    • a. Actively safeguarding client information from unauthorized access or disclosure.

    • b. Informing clients about how their personal data will be used, who will have access to it, and the limits of confidentiality.

    • c. Requiring all recipients of personal information to treat it as confidential in accordance with the law and the client’s consent.

    • d. Informing clients about any foreseeable limits to confidentiality, such as safeguarding obligations or legal requirements.

    • e. Ensuring that all contractual agreements regarding client information management are mutually compatible.

    • f. Only disclosing personal information when authorized by the client or when legally required.

    • g. Using anonymized information when possible to protect client privacy.

    4o mini

    Working with Colleagues and in Teams

    1. Professional relationships within Evergreen CIC will be built on mutual respect. We aim to foster good working relationships and communication systems that enhance the services we offer to clients.

    2. Practitioners will treat colleagues fairly, promoting their capability and ensuring equality of opportunity within the workplace.

    3. Practitioners will never undermine a colleague’s relationship with clients by making unjustifiable or ill-judged comments.

    4. All communications between colleagues regarding clients will be conducted professionally, with respect for confidentiality agreements, and focused on improving the service to clients.

    Supervision

    1. Supervision is essential for maintaining good practice. It offers practitioners a regular opportunity to reflect on their practice, ensuring the most effective, safe, and ethical service possible. Supervision also sustains the personal resourcefulness required to undertake the work.

    2. Effective supervision goes beyond case management, focusing on the practitioner-client relationship to achieve desired outcomes. It requires privacy, safety, and a supportive environment. Ideally, supervision should be independent of line management.

    3. Supervisors must possess additional expertise and experience beyond those required to work directly with clients. They will also seek their own professional supervision and support.

    4. Supervisors will model high standards of practice, particularly in competence, professionalism, relationship-building, and the management of personal boundaries and conflicts of interest.

    5. Communications about clients within supervision will align with client confidentiality agreements and applicable agency policies.

    6. Supervisors and supervisees will work together to ensure responsibilities towards clients are clear and well-managed. These arrangements will be communicated to clients in a manner that is supportive and appropriate, with regular reviews at least once a year.

    7. When supervising trainees, supervisors will collaborate with training providers to ensure that the trainee's work meets professional standards. This collaboration will be discussed with the trainee before they begin working with clients.

    8. For qualified practitioners, the primary responsibility for ensuring work meets professional standards lies with the supervisee. Supervisors will support and guide them in maintaining these standards.

    9. Supervisors and supervisees will regularly reflect on the responsibilities and challenges within their client work and address any difficulties that arise.

    10. The application of this Ethical Framework to the work with clients will be discussed regularly in supervision, at least once per year.

    11. Supervisors will conscientiously consider the legal implications of their supervisory role and responsibilities.

    12. Supervisors will maintain accurate records of the key points discussed in supervision.

    13. Supervisees are responsible for being open and honest in supervision, particularly regarding any challenges or difficulties they face in their work with clients. Supervisors will provide a non-judgmental space to discuss these difficulties and support the supervisee in resolving them.

    14. Supervision is recommended for anyone in roles requiring regular emotional or relationally complex communication, ensuring they have the resources to maintain effective and ethical practice.

    Training and Education

    1. Trainers will possess the skills, knowledge, and attitudes required to competently teach and facilitate learning in their area of expertise.

    2. Information provided about training or educational opportunities will be clear and accurate, allowing potential students to make informed decisions.

    3. Student selection will be conducted fairly, transparently, and with respect, using procedures designed to identify suitable candidates.

    4. Assessments of students will be fair and respectful, providing reasoned explanations for outcomes.

    5. Care will be taken when using client examples for teaching purposes, ensuring that client information is shared with consent or sufficiently anonymized to protect their identity.

    6. Trainers and educators will model high standards of good practice, particularly in competence, professionalism, relationship-building, and the management of personal boundaries.

    7. Trainers and educators will create a supportive environment where trainees can raise concerns early and address them with the appropriate support and guidance.

    Trainees

    1. Trainees will:

    • a. Treat their peers with respect and support each other’s learning.

    • b. Follow ethical practices when working with one another, whether in practice or personal development.

    1. In the interest of openness and honesty with clients:

    • a. Trainees working with clients will inform clients (or ensure clients are informed) that they are trainees.

    • b. Trainees undertaking post-qualification CPD or training will be guided by applicable training requirements when deciding whether to disclose their trainee status to clients.

    1. All trainees will:

    • a. Seek client permission to use any information from their work for training purposes. If anonymity cannot be assured, informed consent is required.

    • b. Deliver services that meet professional standards when working with the public, with appropriate professional support.

    • c. Collaborate with trainers, placement providers, supervisors, and advisors to ensure their services meet professional standards.

    • d. Be mindful of any contractual incompatibilities, such as between client agreements, training providers, and placements, and seek support as needed.

    • e. Be open and honest with trainers, placement providers, and supervisors about issues affecting their selection, training, supervision, and practice.

    Research

    1. Evergreen CIC values research and systematic inquiry as a means to enhance professional knowledge and create an evidence base for practice, benefiting clients.

    2. We support and provide opportunities for research when it aligns with our services.

    3. Research will be conducted with strict attention to quality, integrity, and how results are disseminated.

    4. All research will adhere to the BACP Ethical Guidelines for Research in the Counselling Professions.

    5. All research participants will give explicit informed consent.

    6. Research will be reviewed in advance to ensure participants' rights and interests are considered independently of the researcher.

    7. Research methods will comply with best practice standards and will not negatively affect clients.

    Care of Self as a Practitioner

    1. Practitioners will take responsibility for their own well-being to sustain good practice, including:

    • a. Protecting their physical safety.

    • b. Monitoring their physical and psychological health to ensure they have the resilience needed to meet professional standards.

    • c. Seeking professional support when necessary.

    • d. Maintaining a healthy balance between work and personal life.

    Responding to Ethical Dilemmas and Issues

    1. We recognize that ethical dilemmas will arise in practice and are an inherent part of the work.

    2. We will use supervision and other professional resources to support and challenge our responses to ethical issues, striving for the best approach to problem-solving.

    3. We will take responsibility for our actions in these situations and be prepared to explain the reasoning behind our decisions.

  • Cancellation Policy

    Evergreen CIC

    Effective: May 2025

    Session Fees

    All therapy sessions beyond the initial assessment are chargeable. Fees for sessions are communicated clearly in advance and are based on a standard 50-minute session.

    By booking a session, you agree to pay the full fee, regardless of attendance. This includes cancellations for any reason. Our fees are reviewed regularly to ensure we continue to offer high-quality, accessible support at fair rates.

    Attendance and Punctuality

    All appointments are 50 minutes in length. If you arrive late, we will still need to end the session at the originally scheduled time due to other client appointments. The full session fee will still apply in these cases.

    Payment

    We accept payment via bank transfer, card or cash. All invoices must be settled within 24 hours of receipt

    At your first session, we collect a deposit that will be held to cover the cost of your final session. If there are any outstanding fees at the time of account closure, they will be deducted from this deposit.

    Weekly Appointment Commitment (Effective 25th May 2025)

    When you begin therapy with Evergreen CIC, you are securing a weekly time slot with a dedicated therapist. This time is reserved for you exclusively, and the session fee will apply each week—even if you are unable to attend.

    Sessions are booked one week in advance at the end of each appointment. If you are unable to attend your pre-booked session for any reason, you will still be charged in full as you are reserving an ongoing therapy space.

    To cancel or reschedule a session, please contact us soon as possible. All cancellations are subject to the full session fee.

    Remote Sessions & Adverse Events

    In the event of illness, adverse weather, or other circumstances outside your or our control, you will be offered a phone or video session as an alternative to an in-person appointment. Refusal to accept a remote session offer will not exempt you from the session fee.

  • Blue Light Discount Policy

    Evergreen CIC

    Effective Date: May 2025

    Overview
    As a token of appreciation for the hard work and dedication of emergency services personnel, we offer a 10% Blue Light Discount on eligible purchases to verified Blue Light Card holders.

    Eligibility
    The discount is available exclusively to individuals who hold a valid and active Blue Light Card. This includes (but is not limited to) members of the following professions:

    • NHS and healthcare workers

    • Teachers

    • Police

    • Fire service personnel

    • Ambulance services

    • Armed forces

    • Social care workers

    • Early Years staff

    • Other emergency services as defined by the Blue Light Card program

    Terms & Conditions

    1. Discount Rate: A 10% discount will be applied to each 1-2-1 counselling session upon presentation of a valid Blue Light Card at assessment or first session, using the provided verification method.

    2. Non-Transferable:
      The Blue Light Discount is strictly non-transferable. It may only be used by the registered cardholder and cannot be shared or transferred to friends, family members, or any non-card holders.

    3. Proof of Eligibility:
      Customers must present their valid Blue Light Card at assessment, their first session, or verify their eligibility online through the designated method. Failure to provide proof will result in the discount not being applied.

    4. Exclusions:
      The discount may not be combined with other promotional offers, discounts, or vouchers unless explicitly stated. Certain products or services may be excluded from this offer; such exclusions will be clearly marked.

    5. Abuse of Policy:
      Any attempt to misuse the discount (e.g., using someone else's card or falsifying eligibility) may result in refusal of the discount, cancellation of services, or permanent disqualification from future discount eligibility.

    6. Right to Amend:
      We reserve the right to amend or withdraw the Blue Light Discount policy at any time without prior notice.

    Contact
    For questions or assistance related to the Blue Light Discount, please contact 07537 956572

  • Staff Code of Conduct  

    Evergreen CIC 

    Effective Date: May 2025 

    Reviewed Annually – Next Review: May 2026 

    1. Purpose 

    This Code of Conduct sets out the professional, ethical, and safeguarding standards expected of all psychotherapists working with Evergreen CIC. It applies to work with both children and adults and ensures the safety, dignity, and well-being of all clients. 

    2. Core Values 

    • Compassion: We prioritize empathy and care in all therapeutic relationships. 

    • Integrity: We commit to honesty, accountability, and transparency. 

    • Respect: We uphold the dignity, rights, and autonomy of every individual. 

    • Safety: We maintain rigorous safeguarding standards for children and vulnerable adults. 

    • Professionalism: We adhere to recognized ethical and clinical standards at all times. 

     

    3. Professional Conduct 

    Psychotherapists must: 

    • Maintain current registration with a recognized professional body (e.g., BACP, UKCP, HCPC). 

    • Practice within the boundaries of their competence, referring clients when appropriate. 

    • Engage in ongoing professional development and supervision (minimum monthly). 

    • Keep accurate, timely, and secure clinical records in accordance with GDPR. 

    • Uphold confidentiality, disclosing only when required by law or safeguarding policy. 

     

    4. Therapeutic Boundaries 

    Psychotherapists must: 

    • Establish and maintain clear, appropriate boundaries with all clients. 

    • Avoid dual relationships that could impair objectivity or exploit trust. 

    • Never engage in any form of sexual, financial, or exploitative relationship with a client. 

    • Clearly communicate the terms of therapy, including fees, session length, and cancellation policies. 

     

    5. Safeguarding Children and Vulnerable Adults 

    Psychotherapists must: 

    • Comply fully with Evergreen CIC’s Safeguarding Policies. 

    • Be alert to signs of abuse, neglect, or exploitation and take appropriate action. 

    • Undergo enhanced DBS checks and safeguarding training (renewed every 2 years). 

    • Immediately report safeguarding concerns to the Designated Safeguarding Lead (DSL). 

    • Work collaboratively with statutory services when required. 

     

    6. Inclusion and Anti-Discrimination 

    Psychotherapists must: 

    • Respect and affirm clients’ identities, backgrounds, cultures, and experiences. 

    • Avoid all forms of discrimination, harassment, or bias (conscious or unconscious). 

    • Provide accessible services and reasonable accommodations for disability and neurodiversity. 

    • Challenge systemic barriers within therapy and promote equity and social justice. 

     

    7. Confidentiality and Data Protection 

    Psychotherapists must: 

    • Explain the limits of confidentiality at the outset of therapy. 

    • Store client data securely and only for as long as necessary. 

    • Comply with Evergreen CIC’s Data Protection Policy and the UK GDPR. 

    • Seek consent before sharing information, unless there is a legal or safeguarding reason not to. 

     

    8. Collaboration and Conduct within Evergreen CIC 

    Psychotherapists must: 

    • Foster a respectful, supportive environment for colleagues and team members. 

    • Report concerns about the conduct or wellbeing of colleagues through appropriate channels. 

    • Avoid conflicts of interest and declare them promptly if they arise. 

    • Uphold the reputation and values of Evergreen CIC in all professional settings. 

     

    9. Breaches of the Code 

    Breaches of this Code may result in disciplinary action, including suspension or termination of affiliation with Evergreen CIC. Psychotherapists have the right to a fair and transparent investigation and appeals process. 

     

    10. Acknowledgement 

    All psychotherapists must sign an annual declaration stating that they have read, understood, and agree to abide by this Code of Conduct.