What is it? Free for everyone?

Free Single Session

About KANNECT

• The Free Single Session is provided by KANNECT Sport and Exercise Psychology, an independent online private practice led by Wing Kan Chan, Trainee Sport and Exercise Psychologist.

• KANNECT operates separately from any university, employer, school, club, academy, placement provider, agency, research project, or other organisation with which Wing Kan Chan works.

• A connection between Wing Kan Chan and another organisation does not mean that organisation provides, manages, supervises, endorses, or has access to the KANNECT service.

About the Free Single Session

• The service forms part of KANNECT’s non-profit initiative to increase awareness of sport psychology and psychological wellbeing and make support more accessible to athletes and exercisers.

• KANNECT normally offers two free appointments each week.

• The number and timing of available appointments may change because of demand, practitioner availability, holidays, illness, supervision, safeguarding duties, technical issues, or other professional commitments.

• KANNECT may pause, reduce, change, or end the free-session initiative at any time.

• No payment is required for the Free Single Session.

• There is no hidden fee, obligation to continue, or requirement to purchase another KANNECT service.

• The free session cannot be exchanged for cash, credit, another service, or compensation.

Booking requests and confirmation

• Submitting a booking request does not confirm an appointment.

• Every booking request is reviewed manually before acceptance.

• Clients must wait for written confirmation from KANNECT before treating the appointment as confirmed.

• An automated booking email, calendar notification, or form submission receipt may acknowledge the request but does not necessarily confirm acceptance.

• KANNECT may accept, decline, postpone, cancel, or recommend a different service after reviewing the information provided.

• KANNECT does not guarantee that every booking request will be accepted.

• Decisions may consider suitability, available capacity, the issue presented, safeguarding concerns, previous attendance, repeated late cancellations, and fair public access to the limited appointments.

• KANNECT is not required to provide detailed reasons for declining a request where doing so would be inappropriate, unsafe, or inconsistent with professional responsibilities.

• Clients must provide accurate, complete, and current information when making a booking request.

• KANNECT may cancel or end an appointment where relevant information has been withheld, misrepresented, or found to be materially inaccurate.

Repeat bookings

• Previous clients may request another Free Single Session.

• There is no fixed lifetime limit on repeat booking requests.

• Every repeat request remains subject to availability, suitability, demand, and manual approval.

• Repeat bookings do not create an entitlement to regular, recurring, continuous, or priority support.

• Where demand is high, KANNECT may prioritise first-time clients or people who have not recently received a free session.

• KANNECT may temporarily restrict repeat bookings where this is necessary to protect fair access to the project.

Session format

• Each Free Single Session normally lasts 50 minutes.

• Sessions take place online using Google Meet or another platform agreed by KANNECT.

• The session is delivered on a one-to-one basis unless another arrangement has been agreed in advance.

• The session focuses on one main sport or exercise-related issue.

• The session may include discussion, structured reflection, identifying patterns, psychological skills, practical activities, goal setting, routines, and action planning.

• The intended outcome is greater clarity, one or two relevant strategies, and a practical next step.

• One session may not fully resolve a complex, longstanding, or recurring issue.

Suitable areas of focus

• Confidence.

• Focus and concentration.

• Performance pressure and nerves.

• Motivation and consistency.

• Overthinking.

• Responding after mistakes.

• Preparation and performance routines.

• Self-talk.

• Goal setting.

• Performance reflection.

• Returning after a break or setback.

• Communication within a sport or exercise setting.

• Adjustment to a new role, level, team, coach, or environment.

Scope of the service

• KANNECT provides sport and exercise psychology support focused on performance, participation, reflection, psychological skills, and personal development through sport and exercise.

• The Free Single Session is not an emergency service or crisis service.

• It is not a medical consultation, psychiatric assessment, clinical diagnosis, physiotherapy service, psychotherapy service, or substitute for counselling or other regulated healthcare.

• The session does not provide medical advice, diagnosis, medication advice, injury clearance, or return-to-play approval.

• KANNECT may recommend that a client contacts a GP, registered healthcare professional, counsellor, clinical psychologist, physiotherapist, safeguarding lead, emergency service, or another appropriate professional.

• KANNECT may decline, pause, redirect, or end the work where the client’s needs fall outside the practitioner’s competence, training, insurance, ethical responsibilities, or scope of practice.

• Performance-focused work may be paused where significant concerns about mental health, physical health, safeguarding, or safety become apparent.

Emergency and urgent support

• The Free Single Session must not be used for emergencies or urgent mental health support.

• Messages, forms, and booking requests are not monitored continuously.

• Clients who believe that they or someone else faces immediate danger should contact the emergency services.

• Clients requiring urgent medical or mental health support should contact an appropriate emergency, NHS, GP, crisis, or safeguarding service.

Eligibility

• The service is intended for athletes, exercisers, performers, and people involved in sport or physical activity.

• KANNECT may consider the client’s age, location, needs, communication requirements, risk level, and circumstances before accepting a booking.

• Anyone under 18 must disclose their age during booking.

• Parent or guardian consent and suitable safeguarding arrangements may be required before an under-18 appointment is confirmed.

• KANNECT may request details for a parent, guardian, emergency contact, safeguarding lead, school, club, or academy where reasonably necessary.

• KANNECT may decline work with an under-18 client where suitable consent, supervision, safeguarding, or communication arrangements cannot be established.

Preparing for the session

• Clients must complete any required booking or pre-session form before the appointment.

• KANNECT may cancel or postpone the session if required information has not been provided.

• Clients should identify one clear issue or question to explore.

• Clients may prepare a recent example from training, competition, rehabilitation, or exercise.

• Relevant materials may include personal notes, routines, goals, feedback, statistics, or performance examples.

• Clients should not submit full medical records or excessive sensitive information unless KANNECT has requested it.

• Clients should avoid sharing identifiable information about another person unless it is relevant, proportionate, and appropriate.

Online attendance

• Clients should attend from a private, safe, and suitable location.

• Clients are responsible for using a suitable device, reliable internet connection, and working audio.

• Clients should test their equipment before the appointment where possible.

• Clients must not attend while driving, cycling, operating machinery, training, or participating in another activity that makes the session unsafe.

• The client is responsible for protecting their privacy within their own physical location.

• KANNECT cannot control whether another person can see or overhear the client at their location.

• Clients should use headphones where privacy may otherwise be limited.

Cancellation and rescheduling

• Cancellation or rescheduling requires at least 72 hours’ notice before the scheduled start time.

• Clients may reschedule more than once using the same booking link, provided each change is made at least 72 hours before the current appointment.

• Rescheduling does not guarantee that another suitable appointment will be immediately available.

• Every replacement appointment remains subject to available dates and times.

• Repeated rescheduling may lead KANNECT to release the appointment and require the client to submit a new booking request.

• A change made less than 72 hours before the appointment will normally be treated as a late cancellation.

• KANNECT may consider exceptional circumstances at its discretion but is not required to waive the policy.

Late cancellation and non-attendance

• Late cancellation or non-attendance prevents another member of the public from using the limited free appointment.

• A late cancellation, repeated change, or missed appointment may affect access to future free sessions.

• KANNECT may issue a warning, reduce booking priority, temporarily restrict free bookings, or decline future free-session requests.

• KANNECT may take account of genuine exceptional circumstances when deciding whether a restriction is appropriate.

• A client whose access to free appointments has been restricted may still enquire about other available services, although acceptance is not guaranteed.

Late arrival

• Clients should join the online meeting on time.

• Where a client arrives late, the session will normally finish at the original scheduled end time.

• KANNECT is not required to extend the appointment because of client lateness.

• If a client is more than 10 minutes late without contacting KANNECT, the appointment may be treated as missed.

• Where the session continues after a late arrival, its scope may need to be reduced.

Technical problems

• Both parties should make reasonable attempts to reconnect where technical problems occur.

• KANNECT may suggest refreshing the meeting, changing device, reconnecting through a new link, or using another suitable method.

• KANNECT may offer a replacement appointment where a substantial technical failure prevents meaningful delivery.

• A replacement appointment is not automatically guaranteed where the problem results from the client’s internet connection, device, software, failure to join correctly, or unsuitable environment.

• KANNECT may end the meeting where the connection is too unstable to support appropriate, private, and safe delivery.

Practitioner cancellation

• KANNECT may cancel, postpone, or rearrange an appointment because of illness, emergency, safeguarding duties, technical failure, supervision requirements, professional commitments, or another unavoidable circumstance.

• KANNECT will provide notice where reasonably possible.

• An alternative appointment may be offered, subject to availability.

• As the service is free, KANNECT does not provide financial compensation for inconvenience, preparation time, lost earnings, missed training, data costs, or other direct or indirect losses resulting from cancellation.

Recording of sessions

• KANNECT may propose recording a session where this would support professional reflection, supervision, quality assurance, or the agreed aims of the work.

• Recording is optional and will only take place after the purpose has been explained and the client has provided clear permission.

• Permission to record is separate from agreement to receive the Free Single Session.

• A client may decline recording without losing access to the session.

• Recording will not begin until consent has been confirmed.

• A client may ask for recording to stop during the session.

• Recordings will be stored securely in a restricted Google Drive folder within the KANNECT Google Workspace business account.

• Recordings and all related KANNECT client information will remain separate from the systems of any university, employer, school, club, academy, placement provider, agency, or other organisation with which Wing Kan Chan works.

• Access will normally be limited to Wing Kan Chan.

• A recording may be shared with the professional supervisor where this is reasonably necessary for supervision, safeguarding, ethical consultation, or responding to a complaint.

• Recordings will not be used for advertising, social media, testimonials, teaching, research, presentations, publication, or artificial intelligence training without separate written permission.

• Recordings will normally be deleted within 12 months unless a longer period is reasonably required for safeguarding, complaints, insurance, legal proceedings, or professional responsibilities.

• Clients must not record, photograph, screenshot, livestream, transcribe, copy, or distribute a session without prior written permission from KANNECT.

• Automated transcription tools, meeting assistants, and artificial intelligence recording tools must remain switched off unless agreed in advance.

Confidentiality

• Information shared through forms, emails, sessions, recordings, or other communication will normally remain confidential.

• Confidentiality is not absolute.

• KANNECT may disclose relevant information where reasonably necessary because of:

• A serious or immediate risk of harm to the client.

• A serious or immediate risk of harm to another person.

• A safeguarding concern involving a child or adult at risk.

• Suspected abuse, neglect, exploitation, coercion, or serious misconduct.

• A medical or mental health emergency.

• A legal requirement or court order.

• A serious ethical or professional concern.

• Professional supervision.

• An insurance, complaint, regulatory, or legal requirement.

• Where appropriate and safe, KANNECT will aim to discuss a disclosure with the client before information is shared.

• KANNECT will aim to disclose only information that is relevant and reasonably necessary.

Professional supervision

• Wing Kan Chan receives professional supervision as part of safe, ethical, and effective practice.

• Relevant information about the session may be discussed with the professional supervisor.

• Routine supervision will normally use anonymous or minimised information.

• More specific information or a recording may be shared where this is required to address safeguarding, risk, complaints, ethical concerns, or professional responsibilities.

• Supervision remains subject to professional confidentiality.

Separation from other organisations

• KANNECT client records are managed solely as part of the KANNECT online private practice.

• Records will not be placed in the systems, shared drives, databases, communication channels, or case files of another organisation merely because Wing Kan Chan studies, works, volunteers, teaches, researches, or practises there.

• Another organisation does not gain access to KANNECT information because of its relationship with Wing Kan Chan.

• KANNECT will not automatically tell another organisation that a client has requested or received a session.

• Information may only be shared where the client has provided specific permission, sharing is necessary for an agreed service, or safeguarding, legal, insurance, complaint, or professional duties require it.

Follow-up communication

• The Free Single Session does not include prioritised text support, continuous coaching, routine monitoring, unlimited messaging, or guaranteed follow-up.

• KANNECT may send a brief administrative message, agreed worksheet, resource, meeting link, or action summary.

• Any follow-up is offered at KANNECT’s discretion and does not create an ongoing duty to provide support.

• Messages are not monitored continuously.

• Clients must not use email, forms, or messages for emergencies or urgent wellbeing concerns.

Conduct and professional boundaries

• Clients must communicate respectfully with KANNECT.

• Threatening, abusive, discriminatory, sexual, harassing, manipulative, or deliberately disruptive behaviour will not be accepted.

• KANNECT may immediately end a meeting where behaviour creates a safety, ethical, legal, or professional concern.

• KANNECT may decline future appointments following inappropriate conduct.

• The professional relationship must remain within the agreed sport and exercise psychology context.

• The service does not create a friendship, employment relationship, partnership, or agency relationship.

Client responsibilities

• Clients remain responsible for their own decisions, actions, communication, training, competition, and application of any strategies discussed.

• Clients should apply strategies in a way that respects medical advice, coaching arrangements, sport rules, organisational policies, and safety requirements.

• Clients should seek appropriate medical or professional advice before changing treatment, rehabilitation, medication, nutrition, training load, or return-to-play arrangements.

• KANNECT is not responsible for decisions made independently by the client or for advice being applied outside its intended context.

Outcomes and limitations

• KANNECT does not guarantee any specific improvement or outcome.

• No guarantee is made regarding confidence, motivation, focus, wellbeing, recovery, performance, selection, ranking, results, relationships, contracts, or continued participation.

• Outcomes may be affected by factors outside KANNECT’s control, including training, injury, health, coaching, selection, environment, personal circumstances, and client engagement.

• Testimonials, examples, or educational materials do not represent a promise that another client will achieve the same outcome.

• Nothing in these terms excludes or limits responsibility where doing so would be unlawful.

Resources and intellectual property

• Worksheets, written materials, graphics, frameworks, exercises, recordings, templates, videos, and resources supplied by KANNECT remain the intellectual property of KANNECT or the relevant rights holder.

• Materials are provided for the client’s personal, non-commercial use.

• Materials must not be sold, republished, publicly uploaded, copied for commercial use, adapted into another paid service, or distributed to others without written permission.

• Clients may retain personal copies of materials provided for their own use unless told otherwise.

Complaints

• Concerns should first be submitted to KANNECT through the website contact route.

• Clients should provide enough information for the concern to be understood and reviewed.

• Complaints about professional practice may also be directed to the professional supervisor at aquartiroli@uwlax.edu.

• KANNECT may share relevant information with the supervisor, insurer, legal adviser, safeguarding professional, regulator, or another appropriate person where this is reasonably required to investigate or respond.

• KANNECT will aim to preserve confidentiality while recognising that some disclosure may be necessary for a fair investigation.

Changes to these terms

• KANNECT may update these terms where the service, law, technology, booking arrangements, professional requirements, or risk-management procedures change.

• The latest version will be published on the KANNECT website.

• The version in force when an appointment is confirmed will normally apply to that appointment.

• Material changes may be communicated directly where appropriate.

Governing law and statutory rights

• These terms are governed by the laws of England and Wales.

• Any dispute will be subject to the jurisdiction of the courts of England and Wales, except where mandatory consumer law provides otherwise.

• Nothing in these terms removes or restricts any statutory consumer rights that cannot lawfully be excluded.

Who is responsible for your information

• KANNECT Sport and Exercise Psychology is the data controller for personal information collected through the Free Single Session service.

• KANNECT is an independent online private practice led by Wing Kan Chan, Trainee Sport and Exercise Psychologist.

• KANNECT decides what personal information is collected, why it is needed, how it is used, and how long it is retained.

• Privacy enquiries and requests relating to personal information should be submitted through the contact form on the KANNECT website.

• Concerns about professional practice may be directed to the practitioner’s professional supervisor at aquartiroli@uwlax.edu.

• You may also raise a data protection concern with the Information Commissioner’s Office.

Information KANNECT may collect

KANNECT may collect and retain information including:

• Your name.

• Your email address and telephone number.

• Your age or date of birth where relevant.

• Parent, guardian, emergency, or safeguarding contact details where required.

• Your sport, exercise activity, position, role, participation level, or performance background.

• Your booking request, availability, attendance, cancellation, and rescheduling history.

• Information provided through enquiry forms and pre-session questionnaires.

• Your reason for requesting support.

• Your performance goals, challenges, routines, thoughts, feelings, and experiences.

• Information discussed during the session.

• Relevant injury, physical health, mental wellbeing, disability, or medical information that you choose to provide.

• Brief professional notes made before, during, or after the session.

• Session recordings where you have provided clear permission.

• Emails, form responses, and administrative communication.

• Safeguarding, risk, complaint, or safety information where relevant.

• Technical and security information generated through the website, Google Forms, Google Calendar, Google Meet, or other Google Workspace services.

Why KANNECT uses your information

KANNECT may use your information to:

• Review your booking request.

• Assess whether the Free Single Session is suitable for your needs.

• Decide whether to accept, decline, postpone, or redirect your booking request.

• Arrange, confirm, cancel, or reschedule your appointment.

• Prepare for and deliver the session.

• Understand the issue you want to explore.

• Develop appropriate sport psychology activities or strategies.

• Maintain professional session records.

• Communicate agreed actions, worksheets, or resources.

• Manage repeat bookings and protect fair access to the limited number of free appointments.

• Respond to complaints, concerns, or requests.

• Support safe and ethical professional supervision.

• Manage safeguarding, welfare, or risk concerns.

• Meet professional, legal, insurance, and administrative responsibilities.

• Protect the security and proper use of KANNECT systems.

• Evaluate the free-session project using anonymous or aggregated information.

The lawful bases used

Depending on the information and the purpose, KANNECT may rely on:

• Contract, where information is needed to take steps requested by you and provide the agreed service.

• Legitimate interests, where information is reasonably needed for service administration, professional records, supervision, security, complaint management, and fair management of free appointments.

• Consent, where you choose to provide information or agree to an optional activity.

• Explicit consent, where you provide health, injury, disability, mental wellbeing, or other sensitive information.

• Legal obligation, where information must be used or disclosed to comply with the law.

• Vital interests, where information is needed to protect someone’s life or immediate safety.

• Another lawful basis or special category condition where processing is required for safeguarding, legal claims, insurance, or other professional responsibilities.

Health and wellbeing information

• Information about physical health, injury, disability, mental health, emotional wellbeing, or medical history may receive additional legal protection.

• You should only provide information that is relevant to your booking or session.

• KANNECT will normally rely on your explicit consent to use health or wellbeing information that you voluntarily provide.

• You may withdraw consent for optional processing by contacting KANNECT.

• Withdrawal of consent will not affect information that was lawfully processed before the withdrawal.

• KANNECT may be unable to accept or continue a session if information required for safe and appropriate delivery can no longer be used.

• KANNECT may still use or disclose relevant information without consent where this is permitted or required for safeguarding, serious risk, legal claims, insurance, or another lawful purpose.

How information is collected

Information may be collected through:

• The KANNECT website.

• Online enquiry forms.

• Google Forms.

• Email.

• Google Calendar.

• Google Meet.

• Direct conversation during a session.

• Session recordings where permission has been provided.

• Information supplied by a parent, guardian, school, club, academy, coach, or safeguarding professional where this is appropriate and lawful.

• Information received in connection with a complaint, emergency, or safeguarding concern.

Google Workspace and data storage

• KANNECT uses a dedicated Google Workspace business account for confidential practice information.

• Google Workspace services may include Gmail, Google Drive, Google Forms, Google Calendar, and Google Meet.

• Client forms, professional notes, recordings, documents, communications, and other confidential information are stored within the KANNECT Google Workspace environment.

• Confidential records are stored in restricted Google Drive folders.

• Access permissions are limited and reviewed where necessary.

• The Google Workspace account is protected through account-security measures, including strong passwords and two-step verification where available.

• Google states that files stored in Google Drive are encrypted while being transferred and while stored. Google Meet recordings stored in Google Drive are also encrypted at rest.

• KANNECT will take reasonable steps to prevent unauthorised access, accidental disclosure, loss, alteration, or misuse.

• No online platform can remove every security risk. KANNECT will review its security arrangements where services, technology, or professional requirements change.

Separation from other organisations

• KANNECT Sport and Exercise Psychology operates as a separate and independent online private practice.

• KANNECT client information is stored separately from any university, employer, school, academy, club, placement, research project, agency, or other organisation with which Wing Kan Chan works.

• KANNECT client records are not stored within the email accounts, databases, shared drives, case-management systems, or communication platforms of those organisations.

• A professional, educational, employment, or placement relationship between Wing Kan Chan and another organisation does not give that organisation access to KANNECT client information.

• KANNECT will not automatically inform a university, employer, school, coach, club, academy, team, placement provider, or organisation that you have requested or received support.

• Information will only be shared with another organisation where:

• You have provided specific permission.

• Sharing is necessary to deliver an agreed service.

• A safeguarding or serious safety concern requires disclosure.

• Disclosure is required by law.

• Disclosure is required for insurance, complaints, legal advice, or professional responsibilities.

• Where information must be shared, KANNECT will aim to disclose only what is relevant and reasonably necessary.

Session recordings

• KANNECT may propose recording a session for professional reflection, supervision, quality assurance, or another purpose connected to the agreed work.

• A session will only be recorded after the purpose has been explained and you have provided clear permission.

• Permission to record is separate from your agreement to receive the session.

• You may decline recording without losing access to the Free Single Session.

• Recording will not begin until permission has been confirmed.

• You may ask for recording to stop during the session.

• Recordings will be stored within a restricted folder in the KANNECT Google Workspace business account.

• Recordings will be stored in Google Drive and will not be placed in the systems of any university, employer, club, school, academy, placement, or other organisation.

• Access will normally be limited to Wing Kan Chan.

• A recording may be shared with the professional supervisor where this is reasonably necessary for supervision, safeguarding, ethical consultation, or responding to a complaint.

• Recordings will not be shared with coaches, parents, clubs, schools, academies, employers, universities, or other organisations without specific permission, unless safeguarding, serious risk, or legal duties require disclosure.

• Recordings will not be used for marketing, social media, testimonials, teaching, research, public presentations, or artificial intelligence training without separate written permission.

• Recordings will normally be deleted within 12 months of the recorded session.

• A recording may be retained for longer where this is reasonably necessary for safeguarding, complaints, insurance, professional review, or legal proceedings.

• KANNECT may delete a recording earlier when it is no longer required.

• You may request deletion of a recording. KANNECT will consider the request under applicable data protection law.

• Deletion may not be possible immediately where the recording must be retained for safeguarding, insurance, legal, complaint, or professional reasons.

• You must not record, photograph, screenshot, livestream, transcribe, copy, or distribute a session without prior written permission from KANNECT.

• Automated meeting assistants, transcription services, and artificial intelligence recording tools must remain switched off unless their use has been agreed in advance.

Professional supervision

• Wing Kan Chan receives professional supervision as part of safe, ethical, and effective practice.

• Relevant session information may be discussed with the professional supervisor.

• Routine supervision will normally use anonymous or minimised information.

• Identifying details will be removed or reduced where reasonably possible.

• More specific information or a recording may be shared where this is necessary to address a safeguarding concern, serious risk, complaint, legal issue, ethical concern, or professional responsibility.

• Professional supervision remains subject to confidentiality.

Who information may be shared with

Personal information will not normally be shared outside KANNECT without a valid reason.

Information may be shared with:

• The professional supervisor.

• Google and other technology providers used to operate the service.

• A parent or guardian where this has been agreed or is necessary for an under-18 client.

• A safeguarding lead, school, academy, club, or responsible organisation where necessary to protect someone’s welfare.

• A GP, healthcare professional, mental health professional, emergency service, or safeguarding service where there is a serious concern.

• An insurer, legal adviser, regulator, professional body, or complaints investigator where necessary.

• Law enforcement, a court, or another authority where disclosure is legally required.

• Another practitioner or service where you have agreed to a referral or transfer of relevant information.

KANNECT will:

• Share only information that is relevant and proportionate.

• Avoid sharing full records where a limited summary is sufficient.

• Keep a record of significant disclosures where appropriate.

• Not sell personal information.

• Not share information with a coach, team, parent, employer, school, academy, or organisation simply because they are interested in your progress.

Confidentiality

• Information provided through booking forms, questionnaires, emails, sessions, recordings, and follow-up communication will normally remain confidential.

• Confidentiality is not absolute.

KANNECT may disclose relevant information where necessary because of:

• A serious or immediate risk of harm to you.

• A serious or immediate risk of harm to another person.

• A safeguarding concern involving a child or adult at risk.

• Suspected abuse, neglect, exploitation, coercion, or serious misconduct.

• A medical or mental health emergency.

• A legal requirement or court order.

• A serious ethical or professional concern.

• Professional supervision.

• Insurance, regulatory, complaint, or legal requirements.

Where appropriate and safe:

• KANNECT will explain what information may need to be shared.

• KANNECT will explain who may receive it.

• KANNECT will aim to discuss the disclosure with you before it takes place.

• Only information reasonably necessary for the purpose will be shared.

Clients under 18

• KANNECT will normally require consent from a parent or guardian before accepting a client under 18.

• KANNECT may require additional safeguarding information before confirming a booking.

• The young person’s privacy and views will be respected.

• Information will not automatically be shared in full with a parent, guardian, coach, club, academy, or school.

• Information may be shared where this has been agreed, is necessary to provide the service, supports the young person’s welfare, or meets a legal or safeguarding responsibility.

• Privacy information will be explained in language appropriate to the young person’s age and understanding.

How long information is retained

• Booking requests that are not accepted may normally be retained for up to 12 months.

• This allows KANNECT to manage administration, repeat requests, complaints, safeguarding concerns, and fair access to the free service.

• Where a session takes place, relevant client records may normally be retained for seven years after the final contact.

• Records relating to clients under 18 may normally be retained until their 25th birthday.

• Session recordings will normally be deleted within 12 months unless there is a justified reason to keep them longer.

• Records may be retained beyond the usual period where this is necessary for safeguarding, complaints, insurance, legal proceedings, professional requirements, or another lawful reason.

• Temporary, duplicate, or unnecessary information may be deleted earlier.

• Anonymous information may be retained for project evaluation because it no longer identifies an individual.

Your data protection rights

Depending on the circumstances and the lawful basis used, you may have the right to:

• Be informed about how your information is used.

• Request access to your personal information.

• Request correction of inaccurate or incomplete information.

• Request deletion of information where there is no overriding reason to retain it.

• Request restriction of certain processing.

• Object to processing based on legitimate interests.

• Request transfer of eligible information.

• Withdraw consent where processing relies on consent.

• Object to direct marketing at any time.

• Raise a complaint about how your information has been handled.

These rights are not absolute. KANNECT may retain or continue to use information where there is an overriding legal, safeguarding, insurance, complaint, accounting, professional, or regulatory reason.

Requests should be submitted through the KANNECT website contact form.

KANNECT may request evidence of identity before releasing or changing personal information.

Marketing and promotional use

• Booking a Free Single Session does not automatically subscribe you to marketing.

• Personal information will not be sold.

• KANNECT will not use your name, image, voice, recording, testimonial, quotation, session content, or identifiable story for promotional purposes without separate permission.

• Consent for newsletters, testimonials, photographs, recordings, case examples, or promotional material will be requested separately.

• You may withdraw marketing consent at any time.

Anonymous project evaluation

• KANNECT may review anonymous or aggregated information to evaluate the Free Single Session project.

• This may include booking numbers, attendance, repeat bookings, broad age groups, general reasons for booking, cancellations, and anonymous feedback.

• Anonymous information will not identify individual clients.

• Identifiable information will not be used for academic research, publication, public teaching, or presentation without a separate lawful basis, ethical approval where required, and clear consent.

Artificial intelligence and automated decisions

• KANNECT does not use automated decision-making to determine whether you are accepted for a session.

• Booking requests are reviewed manually.

• Identifiable confidential information will not be intentionally entered into a public generative artificial intelligence system without an appropriate lawful basis, suitable safeguards, and clear information or consent where required.

• KANNECT may use non-identifiable information for administrative support where it cannot reasonably be linked to a client.

Data security incidents

• KANNECT will investigate suspected loss, unauthorised access, accidental disclosure, alteration, or misuse of personal information.

• Appropriate steps will be taken to contain the incident and reduce possible harm.

• Affected individuals and the Information Commissioner’s Office will be informed where notification is legally required.

Complaints and concerns

• Privacy enquiries, requests, and concerns should first be submitted through the KANNECT website contact form.

• Concerns about professional practice may be directed to the professional supervisor at aquartiroli@uwlax.edu.

• You may complain to the Information Commissioner’s Office if you believe your personal information has been handled improperly.

Changes to this notice

• KANNECT may update this Privacy and Confidentiality Notice when the service, law, technology, professional requirements, or data-processing arrangements change.

• The current version will be published on the KANNECT website.

• Material changes may also be communicated directly where appropriate.