Terms and Conditions

1. Booking and Fees

a) Provisional Booking & Costs

The initial letter/email confirms a provisional date and outlines anticipated costs. If charges are not fixed, they may vary depending on services provided. Charges based on an hourly rate are calculated in half-hour increments. For example, additional charges may apply if, after an assessment, you invite the psychologist to attend a meeting, school visit, or require a phone consultation.

b) First Payment

A non-refundable and non-transferable first payment is required by the date stated in the booking letter/email. This secures the assessment date and is usually minus the £200 booking fee paid over the phone. If not received within 7 days, the date will be released to other clients. Making the first payment confirms your acceptance of these Terms and Conditions.

c) Payment & Cancellation Terms

Payment is due as agreed at the point of booking, typically in three instalments leading up to the assessment date. Full payment must be received by the day of the assessment. Missed instalments may result in the assessment being postponed or cancelled until payment is brought up to date. If cancellation is made between 2 weeks and 5 working days’ notice, 50% of the assessment fee will be payable. If cancellation is made with fewer than 5 working days’ notice, the full assessment fee remains payable. Failure to pay instalments as agreed, or within 14 days of the assessment date, will incur interest from the assessment date. If payment is not received within 30 days, an additional £100 per month penalty will apply. Reports are released only once full payment has been received and cleared.

2. Information Gathering and Documentation

a) Responsibility for Information

Information is requested from parents, schools, and relevant third parties. It is the parents’ responsibility to ensure this information is provided promptly and that school representatives are knowledgeable about the child. Inadequate input can negatively affect the quality of the assessment.

b) Pre-Assessment Information

All required documentation should be submitted before the assessment date. Information received after this date will not be included in the report or added afterwards.

c) Clinical Reports and Corrections

A signed PDF report will be sent securely via Egress. You may request a paper copy by registered post, or two printed copies instead of a digital one. Reports should not be copied in part. Whole copies may only be shared with prior written consent. Only factual changes will be made to finalised reports.

d) Additional Copies

Additional printed and signed copies of reports are available for £50 (includes P&P). A further electronic copy via Egress can be requested for £25.

e) Consultation After Report Completion

You may contact us within one year of the assessment for any concerns. The first 15 minutes of psychologist time is free; further time will be charged at the current hourly rate.

e) Letters to GPs and Other Services

Letters requested within one week of the assessment will be provided free of charge. After that, letters for clinical or administrative purposes will be charged at £90.

f) Further Consultancy and Tribunal Work

Post-report consultancy must be formally instructed and agreed upon. Tribunal-related work is charged at £250 per hour unless we have been specifically instructed as Expert Witnesses, in which case this is included in the agreed fee. Separate T&C's are in place for tribunals.

3. Communication

a) Availability

Telephone contact is available Monday to Thursday, 9:30am to 4:30pm. Calls outside of these hours will not be responded to unless arranged in advance. We aim to respond to all queries within three working days.

b) Email and Postal Communication

Emails are handled in the order received alongside post and phone enquiries.

c) Conduct and Behaviour

All communication with staff must remain relevant, courteous, and respectful. We operate a zero tolerance policy for unacceptable behaviour. Breach of this may result in removal from the clinic and forfeiture of fees.

4. Attendance and Clinic Policy

a) Adults in Attendance

A maximum of two adults (parents, grandparents, or a designated social worker) may accompany the child. No other children are allowed unless agreed in writing beforehand.

b) Supervision of Minors

Children under 16 must be supervised by a parent or carer at all times.

c) Travel and Mileage

Travel time is charged at £45 per half hour. Mileage is charged at 63p per mile for travel beyond 5 miles from 16 Eton Road, Datchet.

5. Data Protection and Confidentiality

a) Data Use

Your information is used solely for the assessment process. With your consent, we may liaise with schools or relevant professionals. Involvement typically continues until the child leaves the school.

b) Data Retention and Destruction

Data is securely stored and only shared with consent. Written data is destroyed after report delivery (unless regulatory bodies require longer retention). Email data is deleted within two years of the assessment. Reports are currently retained until the child reaches 25 years and 11 months.

a) Policies and Procedures

Copies of our Complaints Procedure and Safeguarding Policy are available upon request.

6. Clinical Assessment Conditions

b) Assessment Findings Clinical decisions are made based on the information available at the time of assessment. Outcomes cannot be changed retrospectively. If significant new information arises, a new assessment may be required or the information must be submitted within 7 days of the original assessment.