What is a Single Session?

Regular Single Session

About KANNECT

• The Regular 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 studies or works.

• A professional relationship between Wing Kan Chan and another organisation does not mean that organisation provides, manages, endorses, or has access to KANNECT services or client records.

About the Regular Single Session

• The Regular Single Session is a paid, one-to-one online sport psychology appointment.

• Each session normally lasts 50 minutes.

• The fee is £50 per session.

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

• The service may be used as a one-off appointment or booked again as part of short-term or longer-term support.

• Booking one session does not require the client to commit to further appointments.

• Each future booking remains subject to practitioner availability, suitability, and acceptance.

• The session may use CBT-informed approaches to explore links between thoughts, emotions, physical responses, behaviour, and performance.

• Sessions may also include structured reflection, psychological skills, goal setting, routines, problem-solving, and action planning.

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

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

Booking requests and confirmation

• Submitting a booking request does not automatically confirm an appointment.

• Every booking request is reviewed manually.

• The client must wait for written confirmation from KANNECT before treating the appointment as accepted.

• An automated booking email, calendar invitation, or submission receipt may only confirm that the request has been received.

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

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

• Decisions may consider suitability, availability, the issue presented, the client’s location, safeguarding concerns, professional competence, insurance requirements, and previous booking conduct.

• 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.

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

Payment

• The fee for a Regular Single Session is £35.

• Payment must be completed before the session unless KANNECT has agreed otherwise in writing.

• A booking may remain provisional until payment has been received.

• KANNECT may release an unpaid appointment if payment is not received by the stated deadline.

• Prices will be displayed before payment.

• No additional charge will be made without the client’s agreement.

• Where payment is made through a third-party provider, the client may also be subject to that provider’s payment terms.

• The client is responsible for ensuring that payment information is accurate and that they are authorised to use the chosen payment method.

Online cancellation rights

• Clients purchasing the service online may have a statutory 14-day cancellation period under UK consumer law.

• Where a client asks for a session to take place within that 14-day period, they will be asked to confirm that they want the service to begin before the cancellation period ends.

• Once the session has been fully delivered, the statutory cancellation right may end where the client gave the required request and acknowledgement.

• Where a client cancels after requesting that the service begin within the cancellation period, they may be required to pay a proportionate amount for any service already delivered.

• Information about the service, price, cancellation arrangements, and loss of cancellation rights should be provided in a form the client can retain.

Cancellation and rescheduling policy

• Free cancellation or rescheduling is available where the request is made at least 72 hours before the scheduled start time.

• Where a valid cancellation is made at least 72 hours before the session, the client may request either a refund or a new appointment.

• Refunds will normally be returned through the original payment method.

• Processing times may depend on the payment provider or bank.

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

• Every replacement date remains subject to availability.

• Rescheduling does not guarantee an immediate or preferred replacement time.

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

• A cancellation or rescheduling request made less than 72 hours before the session will normally be treated as a late cancellation.

• Subject to statutory rights, the fee for a late cancellation may be non-refundable.

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

• Cancellation terms must remain fair, clear, and proportionate, and they do not remove statutory consumer rights.

Non-attendance

• Failure to attend without notice will normally be treated as a missed session.

• Subject to statutory rights, the fee for a missed session will not normally be refunded or transferred.

• A missed session does not automatically entitle the client to a replacement appointment.

• Repeated non-attendance may lead KANNECT to decline future booking requests.

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 session 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.

Practitioner cancellation

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

• KANNECT will provide notice where reasonably possible.

• The client will normally be offered a replacement appointment or a refund.

• KANNECT is not responsible for indirect costs such as lost earnings, missed training, preparation time, data costs, or other consequential losses arising from cancellation.

Suitable areas of focus

• Confidence.

• Focus and concentration.

• Competition pressure and nerves.

• Motivation and consistency.

• Overthinking.

• Responding after mistakes.

• Preparation and performance routines.

• Self-talk.

• Goal setting.

• Performance reflection.

• Returning after injury, a break, or a setback.

• Communication with coaches, team-mates, parents, or support staff.

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

• Building practical psychological skills for training, competition, or exercise.

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 session is not an emergency service or crisis service.

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

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

• CBT-informed work within KANNECT focuses on sport, exercise, performance, and relevant patterns of thinking and behaviour.

• References to CBT-informed practice do not mean that KANNECT provides clinical CBT treatment for diagnosed mental health conditions.

• KANNECT may recommend that a client contacts a GP, clinical psychologist, counsellor, 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 Regular Single Session must not be used for emergencies or urgent mental health support.

• Emails, forms, booking requests, and follow-up messages are not monitored continuously.

• A person facing immediate danger should contact emergency services.

• A person requiring urgent medical or mental health support should contact an appropriate NHS, GP, crisis, safeguarding, or emergency 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 the booking.

• Anyone under 18 must disclose their age during booking.

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

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

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

• KANNECT may decline services outside the United Kingdom where local law, insurance, safeguarding, taxation, or professional requirements make delivery unsuitable.

Preparing for the session

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

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

• Clients should identify one main issue or goal to explore.

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

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

• Clients should not send 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

• Sessions normally take place through Google Meet or another platform agreed by KANNECT.

• 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 unsafe activity.

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

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

• Headphones should be used where privacy may otherwise be limited.

Technical problems

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

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

• Where a substantial technical failure caused by KANNECT prevents meaningful delivery, KANNECT may offer a replacement appointment or refund.

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

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

Brief text follow-up

• The Regular Single Session includes limited, prioritised text follow-up connected to the issue discussed during the session.

• Follow-up support is normally available for seven calendar days after the appointment.

• Follow-up is intended for brief clarification, a short progress update, or a question about an agreed strategy.

• It will normally be limited to two brief message exchanges unless KANNECT agrees otherwise.

• Follow-up does not include another full consultation, continuous monitoring, unlimited coaching, detailed document review, or support on unrelated issues.

• Response times may vary according to practitioner availability.

• Prioritised support does not mean immediate or continuous availability.

• Follow-up messages must not be used for emergencies, crisis support, safeguarding disclosures requiring immediate action, or urgent mental health concerns.

• Where a message raises a new or complex issue, KANNECT may recommend another appointment or referral.

Recording of sessions

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

• Recording is optional.

• A session will only be recorded after the purpose, use, access arrangements, and expected retention period have been explained.

• The client’s clear permission must be obtained before recording begins.

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

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

• 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 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 marketing, social media, testimonials, teaching, research, publication, presentations, 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.

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

Confidentiality

• Information shared through forms, emails, messages, sessions, recordings, or follow-up 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.

• Insurance, complaint, regulatory, or legal requirements.

• 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.

• Client information 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 disclosure.

Conduct and professional boundaries

• Clients must communicate respectfully.

• 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.

• Ending a session because of serious client misconduct will not normally create an entitlement to a refund.

• 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, representation agreement, 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 obtain appropriate professional advice before changing treatment, rehabilitation, medication, nutrition, training load, or return-to-play arrangements.

• KANNECT is not responsible for advice being applied outside its intended context.

Outcomes and limitations

• KANNECT does not guarantee a 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 training, injury, health, coaching, selection, environment, personal circumstances, and client engagement.

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

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

Resources and intellectual property

• Worksheets, written materials, graphics, frameworks, exercises, templates, videos, recordings, 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 without written permission.

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 reasonably required to investigate or respond.

• Confidentiality will be maintained as far as possible, although some disclosure may be necessary for a fair investigation.

Changes to these terms

• KANNECT may update these terms where the service, law, pricing, technology, booking arrangements, or professional requirements change.

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

• The version in force when the booking 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 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 Regular 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 required, why it is used, how it is stored, who may receive it, and how long it is retained.

• Privacy enquiries and data requests should be submitted through the contact form on the KANNECT website.

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

• Clients may also raise data protection concerns with the Information Commissioner’s Office.

Information KANNECT may collect

KANNECT may collect and retain:

• 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, role, position, participation level, or performance background.

• Your booking request, appointment details, attendance, cancellation, and rescheduling history.

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

• Your reason for requesting support.

• Your goals, challenges, routines, thoughts, emotions, behaviours, and performance experiences.

• Relevant information discussed during the session.

• 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 and brief follow-up messages.

• Worksheets, documents, performance footage, statistics, or feedback that you choose to share.

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

• Payment, invoice, refund, and transaction records.

• Technical and security information generated through the website, booking system, Google Workspace, or payment provider.

Why KANNECT uses your information

KANNECT may use your information to:

• Review your booking request.

• Assess whether the service is suitable.

• Accept, decline, arrange, cancel, or reschedule appointments.

• Process payments, invoices, cancellations, and refunds.

• Prepare for and deliver the session.

• Understand the issue or goal you want to explore.

• Develop suitable CBT-informed or sport psychology strategies.

• Maintain professional records.

• Provide agreed resources and brief follow-up support.

• Monitor attendance, cancellations, and booking conduct.

• Respond to enquiries, complaints, and data requests.

• Support safe and ethical professional supervision.

• Manage safeguarding, welfare, and risk concerns.

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

• Protect KANNECT systems and prevent misuse.

• Evaluate services using anonymous or aggregated information.

Lawful bases

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

• Contract, where processing is necessary to take steps requested by you and provide the booked service.

• Legitimate interests, where processing is reasonably necessary for professional records, supervision, administration, security, complaint management, service improvement, and protecting the practice.

• Consent, where you choose to participate in an optional activity.

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

• Legal obligation, where information must be used or retained to comply with law, tax, accounting, safeguarding, or regulatory duties.

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

• Legal claims or another lawful special category condition where information must be retained or disclosed for complaints, insurance, safeguarding, or legal proceedings.

Health and wellbeing information

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

• Clients should only provide information relevant to the service.

• KANNECT will normally rely on explicit consent to process sensitive health or wellbeing information that the client voluntarily provides.

• Consent may be withdrawn by contacting KANNECT.

• Withdrawal does not affect processing that lawfully occurred before withdrawal.

• KANNECT may be unable to accept or continue the service where information necessary for safe and appropriate delivery can no longer be used.

• KANNECT may still use or disclose relevant information where another legal condition applies, including safeguarding, serious risk, insurance, complaints, or legal claims.

How information is collected

Information may be collected through:

• The KANNECT website.

• Booking and enquiry forms.

• Google Forms.

• Email.

• Google Calendar.

• Google Meet.

• Direct conversation.

• Brief follow-up messages.

• Session recordings where permission has been provided.

• Documents, videos, statistics, feedback, or other material supplied by the client.

• A parent, guardian, coach, school, academy, club, healthcare professional, or safeguarding professional where appropriate and lawful.

• Payment and booking service providers.

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

Google Workspace and storage

• KANNECT uses a dedicated Google Workspace business account.

• 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 information is stored in restricted Google Drive folders.

• Access permissions are limited and reviewed where necessary.

• The account is protected through security measures such as strong passwords and two-step verification where available.

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

• Some information may be processed through Google’s international infrastructure, subject to the safeguards used by Google Workspace.

• No online system can remove every security risk.

Separation from other organisations

• KANNECT 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.

• Client records will not be stored within the email accounts, shared drives, databases, case-management systems, or communication platforms of those organisations.

• A professional, educational, employment, or placement connection does not give another organisation access to KANNECT client information.

• KANNECT will not automatically inform another organisation that a client has requested or received support.

• Information may only be shared where:

• The client has 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 professional supervision, insurance, complaints, or legal advice.

• Information shared will be limited to what is relevant and reasonably necessary.

Payment information

• KANNECT may retain information about payments, invoices, refunds, dates, amounts, and transaction references.

• Where payment is processed by a third-party provider, the provider will process payment details under its own privacy terms.

• KANNECT will not normally receive or retain full payment-card information.

• Payment and accounting information may be retained for the period required by tax, accounting, legal, and fraud-prevention responsibilities.

• Payment information will not be used for unrelated marketing.

Brief follow-up communication

• Emails and text follow-up relating to the session form part of the client record.

• Follow-up messages may be used to provide clarification, agreed resources, progress updates, or support with a strategy discussed during the session.

• Messages may contain personal or sensitive information.

• Clients should avoid including unnecessary medical or confidential information in ordinary email.

• Follow-up messages may be retained with the relevant client record.

Session recordings

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

• Recording will only take place after the purpose, use, access arrangements, and retention period have been explained.

• Clear permission must be obtained before recording begins.

• Permission to record is separate from agreement to receive the service.

• Declining recording will not prevent the client from receiving the session.

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

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

• Recordings will not be stored in the systems of any university, employer, school, club, academy, placement, 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 reasonably necessary for supervision, safeguarding, ethical consultation, or complaint handling.

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

• Recordings will normally be deleted within 12 months.

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

• A client may request deletion. The request will be considered under applicable data protection law.

• Deletion may be delayed or refused where there is an overriding safeguarding, insurance, legal, complaint, or professional reason to retain the recording.

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 necessary to address safeguarding, serious risk, complaints, ethical concerns, or professional responsibilities.

• Professional supervision remains confidential.

Who information may be shared with

Information may be shared with:

• The professional supervisor.

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

• Booking and payment providers.

• A parent or guardian where agreed or 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, accountant, 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 the client has agreed to a referral.

KANNECT will:

• Share only information that is relevant and proportionate.

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

• Not sell personal information.

• Not share information with a coach, team, parent, employer, school, academy, or organisation merely because they are interested in the client’s progress.

Confidentiality

• Booking information, forms, emails, session discussions, recordings, notes, and follow-up messages will normally remain confidential.

• Confidentiality is not absolute.

KANNECT may disclose information where 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 obligation or court order.

• A serious ethical or professional concern.

• Professional supervision.

• Insurance, complaint, regulatory, accounting, or legal requirements.

Where appropriate and safe:

• KANNECT will explain what may need to be shared.

• KANNECT will explain who may receive the information.

• KANNECT will aim to discuss the disclosure with the client first.

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

Clients under 18

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

• Additional safeguarding information may be required.

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

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

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

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

Retention

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

• Where a session takes place, relevant client records may normally be retained for seven years after 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 a justified reason requires longer retention.

• Payment and accounting records will be retained for the period required by applicable tax and legal obligations.

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

• Temporary, duplicate, and unnecessary information may be deleted sooner.

• Anonymous information may be retained for service evaluation because it no longer identifies the client.

Your data protection rights

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

• Be informed about how their information is used.

• Request access to their information.

• Request correction of inaccurate or incomplete information.

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

• Request restriction of certain processing.

• Object to certain processing.

• Request transfer of eligible information.

• Withdraw consent where processing relies on consent.

• Object to direct marketing at any time.

• Raise a complaint about how 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 Regular Single Session does not automatically subscribe the client to marketing.

• Personal information will not be sold.

• KANNECT will not use a client’s 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 materials will be requested separately.

• Marketing consent may be withdrawn at any time.

Anonymous evaluation

• KANNECT may review anonymous or aggregated information to evaluate its services.

• This may include booking numbers, attendance, repeat bookings, broad age groups, presenting topics, cancellations, and anonymous feedback.

• Anonymous information will not identify individual clients.

• Identifiable information will not be used for academic research, publication, public teaching, or presentations 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 a booking request is accepted.

• 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.

• Clients may also complain to the Information Commissioner’s Office if they believe their information has been handled improperly.

Changes to this notice

• KANNECT may update this Privacy and Confidentiality Notice when the service, law, pricing, 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.