Terms and conditions
Terms and conditions
Welcome to Fernandes Psychology. By accessing or using this website, you agree to comply with and be bound by the following terms and conditions, which govern Fernandes Psychology's relationship with you in relation to this website and our time together once you start therapy.
Privacy Policy and Data Retention
Your privacy is paramount to me. In compliance with the General Data Protection Regulation (GDPR) and the Dutch AVG, I am committed to upholding strict privacy policies and data retention practices. Adhering to the ethical guidelines set by the NIP, I prioritise confidentiality and ensure the protection of electronic data collected through our practice's contact channels. Our practice website can be found at www.fernandespsychology.com.
The website of the practice is www.fernandespsychology.com. Anonymous visitor information is collected by the website www.fernandespsychology.com to track the number of visitors, duration the visit and pages viewed. You have the right to request that your information be deleted at any time. In the event of a digital data breach, you will be informed in a timely manner. Retention of data collected as part of the operation of the practice follows general guidelines of NIP. Contact with a third party such as other healthcare providers would be initiated at the request of the client and any communication would be previewed by the client themselves. Any information stored on the practice computer or cell phone is encrypted and password protected. Written notes or communication are stored in a locked cabinet.
Personal data is typically limited to contact information provided during intake, such as name, address, and phone number.This information is exclusively utilised for direct communication and billing purposes. A portion of this data (name, e-mail and address), is utilised for financial administration to facilitate invoicing. My accountant is also granted access to this information, bound by legal obligations to maintain confidentiality. Invoices are retained for a period of seven years in accordance with Dutch taxation laws. The data from your file can also be used for the following purposes: for observation by another psychologist - during my absence - or for supervision and the anonymised use during peer evaluation. If I want to make use of your data for any other reason than those listed above, I will first inform you and explicitly request your permission.
For comprehensive treatment, the maintenance of a client file is essential. This file encompasses identity information such as name, age, place, and date of birth, alongside other pertinent details essential for treatment. Supplementary information may be obtained with your explicit permission or as required from other healthcare providers, such as general practitioners. Communication with third parties, including other healthcare providers, is initiated only at the client's request, who will be duly informed of the conversation's content.
All data stored on practice devices, including computers and cell phones, is encrypted and password-protected. Physical records and communications are securely stored in a locked cabinet. The data in the client file is retained for 15 years as required by the law. Retention of data collected as part of the operation of the practice follows general guidelines of NIP.
Anonymous visitor information collected on our website, www.fernandespsychology.com, is utilised solely to track visitor metrics and website interaction duration. You retain the right to request the deletion of your information at any juncture. In the event of a digital data breach, you will be promptly notified.
Should I be unable to maintain contact with my clients due to unforeseen circumstances such as death, accident, or sudden illness, a designated mental health professional will be entrusted to execute the following tasks:
Contact all clients via email or telephone.
Facilitate clients, where necessary, in arranging suitable alternative support. For this purpose, the designated individual will be provided with clients' contact information, including name, email, and telephone number. It is agreed that this information will solely be utilised for the specified tasks, with any unauthorised access constituting a breach of confidentiality and subject to appropriate consequences.
Confidentiality
As a client of Fernandes Psychology, your privacy and confidentiality are paramount. All personal information shared during therapy sessions is held in strict confidence, adhering to professional standards and legal obligations outlined in the GDPR, Dutch law, and NIP ethical guidelines. Your personal and medical data is handled with the utmost care, ensuring restricted access to unauthorised individuals. As your treating therapist, I am the sole custodian of the data contained within your file. Consent will always be asked before sharing any information with others (parents/ caregivers in case of minors).This is communicated and agreed upon during the initial consultation with the client. In case of minors, parents/caregivers are also asked to be part of this initial conversation. Clients and their parents/caregivers (in case of minors) sign a consent form where state that they are in agreement with the Fernandes Psychologist practice rules and policy.
Limitations to confidentiality: Maintaining confidentiality is paramount in Fernandes Psychologist. Here we are committed to establish a safe and empathetic relationship with clients building trust and respect. Confidentiality is a legal obligation, barring disclosure of confidential information to third parties without client's explicit consent. Exceptions to confidentiality arise only in situations where there is a credible risk of harm to yourself, a child, or another adult. In such cases, Fernandes Psychology has a duty of care to notify relevant parties (such as caregivers/ parents, in case of minors) or authorities responsible for safeguarding the person and situation. The client will always be informed of this. I will do my upmost to discussed with clients what is the best course of action prior to any action being taken.
Confidentiality policy for clients under the age of 16 years old:
At Fernandes Psychology, confidentiality is a cornerstone of the therapeutic process, including for young clients under the age of 16. Below are the key points regarding our confidentiality policy:
1. General Confidentiality Guidelines
Confidentiality of Sessions: The content of therapy sessions with clients under 16 is treated as confidential. Information will only be shared with parents or caregivers if explicit consent is obtained from the client.
Exceptions to Confidentiality: If the minor poses a risk to themselves or others, Fernandes Psychology is obligated to inform their caregiver. This policy is clearly communicated during the initial consultation and must be agreed upon by all parties before therapy begins.
2. Parental Involvement
Desirability of Parental Involvement: It is generally beneficial to involve parents in the therapeutic process for young people of all ages.
Separated or Divorced Parents: If parents are separated or divorced, both parents with legal custody will be informed about the therapy.
3. Age-Specific Consent and Confidentiality
Ages 12–15: Consent is required from both the young client and their parents/guardians before therapy begins or any information is shared.
Ages 16 and Older: Consent will typically be obtained directly from the young client.
4. Initial Consultation
The initial meeting usually includes both the young client and their parent(s)/guardian(s). During this session:
Confidentiality rules, exceptions, and parental involvement are reviewed in detail.
Parents/guardians must agree that conversations with the young person remain confidential unless there are safety concerns.
Ongoing discussions about confidentiality may occur to ensure clarity and understanding.
5.Commitment to Safety
Fernandes Psychology is dedicated to providing safe and ethical services for all clients. A valid certificate of conduct (updated every three years) can be provided upon request.
Clinical Supervision
Recognising the importance of clinical supervision, I regularly engage in reflective discussions with my clinical supervisor and participate in peer intervision sessions. The anonymity of all clients is scrupulously maintained during these sessions, with client identities never disclosed. My supervisor and colleagues are also bound by confidentiality.
Intake
The intake process typically involves 2 to 3 initial sessions to get to know each other, understand your needs, and set achievable goals. During this time, we’ll establish rapport and assess whether we are a good fit to work together. If I believe I can help with your concerns and we both feel comfortable moving forward, therapy will begin. If not, I will provide a referral to another specialist who may better suit your needs.
Referral
If I am unable to provide the support you need, or if you choose not to continue working with me, you have the option to request a referral. When appropriate, I will offer you recommendations for colleagues who may be better suited to your needs, or I may refer you to your huisarts (GP).
Please note that while I will do my best to assist, I cannot guarantee availability with these colleagues. It will be your responsibility to contact them directly to inquire about their availability and whether they can take you on as a client.
Therapy Process
I use an intuitive approach based on your needs in each session, following therapeutic frameworks like Acceptance and Commitment Therapy (ACT). My methods include ACT, Cognitive Behavioral Therapy, Art and Gestalt Therapy, supplemented with mindfulness and other techniques. You'll engage in between-session work, practicing new skills or completing specific experiments. Active engagement accelerates your progress towards independence. We'll regularly review your progress, adjusting our approach based on your feedback and needs.
It’s generally recommended to plan weekly or biweekly sessions, becoming less frequent as you progress. Continuity is crucial, so we aim to maintain momentum by not exceeding three weeks between sessions. If you can't commit the necessary time or energy now, consider postponing until you're ready.
End of therapy
Together, we’ll determine when you’re ready to continue on your own and bring our sessions to a close. In the final session, we’ll review the progress made and you’ll create a plan for moving forward. We often schedule a follow-up appointment 1 to 3 months later to check in on how things are, ensuring lasting results.
Online Therapy
Online sessions mirror in-person sessions in their therapeutic approach and adherence to confidentiality policies. Clients are reminded to choose a secure and private location for online sessions, acknowledging the inherent limitations of virtual therapy in maintaining confidentiality. It is responsibility of each client to make sure they are in a safe space where they can have privacy and not be interrupt during our sessions. Clients are also educated on effective participation in electronic counselling relationships, particularly adolescents, to mitigate potential misunderstandings resulting from the absence of verbal and visual cues. Clients should also be mindful of what they wear during our sessions. These services are not intended for crisis and all types of interventions. Referrals will be done as needed. During a crisis, please contact your general practitioner for appropriate support.
The advantages and limitations of online sessions are discussed with clients during our initial conversation. Clients will be informed of the benefits and limitations of virtual/distance therapy.
To help ensure an effective experience:
Ensure stable internet, working camera, and microphone. Using video is recommended.
Privacy: Ensure you're in a comfortable and private location. Recording is strictly prohibited.
Emergencies: Online therapy may not be suitable for crises. Contact emergency services (GP, 112)
Limitations: We reserve the right to recommend in-person sessions if online format proves insufficient
Client Rights
As a client, you are entitled to:
Receive respectful and professional treatment.
Receive clear information about therapy processes, including fees and cancellation policies.
Participate in decisions regarding therapy goals and treatment plans.
Access to information and request corrections or updates as needed.
Therapy Services & Emergency Procedures
In case of a mental health emergency, please contact your local GP (huisarts), crisis service or go to the nearest emergency room. For life-threatening situations, call 112 (Dutch emergency) immediately. If you or someone you know is having suicidal thoughts, call the anonymous helpline at 113. For urgent matters that are not life-threatening, you can leave a message, and I will respond as soon as possible, typically within 24 hours on weekdays.
Fernandes Psychology provides therapy services for informational, supportive, preventative, and therapeutic purposes only. Crisis services are not offered, and clients in crisis are advised to contact their general practitioner for appropriate support.
Insurance
As a private psychological practice, my services are not covered by standard Dutch health insurance. This allows for immediate access, personalized treatment, and flexibility. Fernandes Psychology creates tailored treatment plans that prioritize individual needs, bypassing complex referral systems and long waiting lists. While not insurance-covered, this ensures flexible, prompt psychological support. Clients are encouraged to contact their insurance providers about potential partial reimbursement. Certain insurance companies may offer partial coverage for therapy sessions. For detailed information, please reach out to your insurance provider.
Payment and Cancellation Policy
Session fees are determined through verbal and written agreements with clients and may be paid via debit/credit cards or bank transfers. Invoices are emailed after each session or at the end of each month, with payment expected within 14 days of receipt. Cancellation or rescheduling requests must be made at least 24 hours in advance to avoid charges. Late cancellations or no-shows may be subject to full charges, with exceptions to be decided on a case by case bases.
If you cannot make it or if you will be late due to an emergency, please let me know as soon as possible. To avoid charges, clients are kindly asked to provide at least 24 hours' notice for any appointment changes or cancellations. I am usually quite flexible for my clients and do my best to accommodate emergencies. Appointments canceled with less notice, or missed without notification, may be billed for the full session fee. Repeatedly cancelling or missing sessions may result in termination of therapy at the therapist’s discretion. Exceptions may be considered for genuine emergencies.
Legal Compliance
Fernandes Psychology operates in compliance with all relevant laws and regulations in the Netherlands, including those set forth by the Dutch Institute of Psychologists (NIP). As a member of NIP, Fernandes Psychology follows their professional guidelines and code of ethics. To further demonstrate quality and work experience here in The Netherlands, I got the Psychologist NIP service mark.
Complaint procedure
Open and honest communication is at the heart of our therapeutic relationship. I value your feedback and encourage you to share any concerns or thoughts you may have. If you ever have a complaint or concern, I invite you to discuss it with me directly. Together, we can work toward a satisfactory resolution, ensuring your therapy experience remains positive and fulfilling. In the rare event that we are unable to resolve a concern together, complaints can be addressed through the NIP's disciplinary procedures. As a member of the Nederlands Instituut van Psychologen (NIP), I adhere to their code of ethics and disciplinary procedures. The NIP handles all complaint processes in accordance with their regulations.
For more information about the NIP complaint process, please visit: https://psynip.nl/clienteninformatie/klachten/.
Any disputes arising from these terms and conditions will be governed by Dutch law, with both parties agreeing to seek resolution through negotiation or mediation.
Changes to Terms and Conditions
Fernandes Psychology reserves the right to update or modify these terms and conditions at any time without prior notice. Continued use of the website following any changes constitutes acceptance of the revised terms and conditions.
Contact Information
For any questions or concerns regarding these terms and conditions, please contact me at renata@fernandespsychology.com.
Thank you for choosing Fernandes Psychology. We look forward to supporting you on your journey to wellbeing.