Disclaimer:

This Policies & Client Agreement

KiKaya – Mental Health, Wellness & Coaching Services

At KiKaya, we are committed to providing professional, ethical, and confidential mental health and wellness services. The following policies are designed to ensure clarity, safety, and mutual respect in our work together.

1. Confidentiality

Your privacy is a priority. All sessions are strictly confidential and information shared will not be disclosed without your written consent, except where required by law.

Exceptions to confidentiality may include:

  • Risk of harm to yourself or others

  • Disclosure of abuse involving a minor or vulnerable person

  • Court order or legal obligation

Where possible, these situations will be discussed with you first.

2. Informed Consent

By engaging in services at KiKaya, you acknowledge that:

  • You understand the nature and purpose of counselling or coaching.

  • You are participating voluntarily.

  • You may ask questions at any time.

  • You may discontinue therapy at your discretion.

3. Session Structure

  • Individual sessions are typically 50 minutes.

  • Sessions may be conducted in person (where applicable) or virtually via secure video platforms.

  • Frequency of sessions will be agreed upon collaboratively.

Punctuality is important. Sessions begin and end at the scheduled time.

4. Cancellation & Rescheduling Policy

We require at least 72 hours’ notice for cancellations or rescheduling.

  • Late cancellations (less than 72 hours’ notice) WILL INCR THE FULL SESSION FEE.

  • Missed sessions without notice are CHARGED IN FULL.

This policy ensures fairness and protects reserved time.

5. Payment Policy

  • Payment is due PRIOR to the session.

  • We accept secure mobile money and electronic payment methods.

  • Fees are communicated clearly before services begin.

Reduced-fee arrangements or packages, where applicable, are agreed upon in advance.

6. Virtual Session Guidelines

For online sessions:

  • Please ensure a private, quiet space.

  • Use a stable internet connection.

  • Sessions are conducted via secure, encrypted platforms.

KiKaya is not responsible for technical disruptions beyond our control, though we will attempt to reconnect promptly.

7. Professional Boundaries

To maintain ethical practice:

  • Communication outside sessions is limited to scheduling matters.

  • Therapy relationships remain professional.

  • Social media connections with current clients are respectfully declined.

8. Crisis & Emergency Support

KiKaya DOES NOT PROVIDE EMEREGENCY OR CRISIS SERVICES.

If you are experiencing a mental health emergency or are at risk of harm:

  • Contact your local emergency services immediately.

  • Reach out to a crisis hotline in your region.

  • Seek urgent medical assistance.

We can provide referral information upon request.

9. Complaints & Feedback

We value transparency and growth. If you have concerns about your experience:

  • Please raise them directly so we can address them constructively.

  • You may also request information about formal complaint procedures if needed.

10. Ethical Practice

KiKaya operates under professional ethical standards aligned with recognized counselling and psychological practice guidelines. We are committed to:

  • Cultural sensitivity

  • Non-discrimination

  • Respect for diversity

  • Trauma-aware and strengths-based approaches

Agreement

By booking and attending a session, you acknowledge that you have read, understood, and agreed to these policies.

Privacy Policy:

KiKaya is committed to protecting your privacy and safeguarding your personal data in accordance with the General Data Protection Regulation (GDPR) and applicable data protection laws.

This Privacy Policy explains how we collect, use, store, and protect your information.

1. Who We Are

KiKaya provides mental health, counselling, coaching, and wellness services.

For the purposes of data protection law, KiKaya acts as the Data Controller of your personal data.

Contact:
Email: gabrielle@thekayaplace.com
Website: www.kikaya.org

2. What Information We Collect

We may collect the following categories of data:

a) Personal Identification Information

  • Name

  • Email address

  • Phone number

  • Billing details

b) Special Category (Sensitive) Data

  • Health-related information

  • Mental health history

  • Session notes

  • Assessment results

Sensitive data is collected only with your explicit consent and solely for therapeutic purposes.

c) Technical Data

  • IP address

  • Browser type

  • Website usage data (via cookies)

3. Lawful Basis for Processing

Under GDPR, we process personal data based on:

  • Consent – When you provide explicit permission.

  • Contractual necessity – To deliver agreed counselling services.

  • Legal obligation – Where required by law.

  • Legitimate interests – For improving services and managing our practice.

Sensitive health data is processed under Article 9(2)(a) and 9(2)(h) of GDPR (health and counselling services).

4. How We Use Your Information

We use your data to:

  • Provide counselling and coaching services

  • Schedule and manage appointments

  • Process payments

  • Maintain confidential records

  • Improve website functionality

  • Communicate relevant updates

We do not sell or share your personal data for marketing purposes.

5. Confidentiality of Therapy Records

All therapy records are stored securely and confidentially.

We will only disclose information:

  • With your written consent

  • If required by law

  • If there is a serious risk of harm to you or others

6. Data Storage & Security

We implement appropriate technical and organizational safeguards, including:

  • Encrypted digital storage

  • Password-protected systems

  • Secure communication platforms

  • Limited access to client records

Your data is retained only as long as necessary for legal, clinical, and professional requirements.

7. Your Rights Under GDPR

You have the right to:

  • Access your personal data

  • Request correction of inaccurate data

  • Request deletion (“Right to be Forgotten”)

  • Restrict processing

  • Object to processing

  • Data portability

  • Withdraw consent at any time

To exercise your rights, contact: [Insert Email]

8. Cookies

Our website may use cookies to enhance user experience and analyze traffic.

You may disable cookies through your browser settings.

9. Third-Party Services

We may use secure third-party platforms for:

  • Online sessions

  • Payment processing

  • Appointment scheduling

These providers are GDPR-compliant and process data under strict confidentiality agreements.

10. Data Breaches

In the unlikely event of a data breach that poses a risk to your rights, we will:

  • Notify relevant authorities where required

  • Inform affected individuals promptly

11. Changes to This Policy

We may update this Privacy Policy periodically. The latest version will always be available on our website.

Contact Us

If you have questions about this Privacy Policy or your data rights, please contact:

Email: gabrielle@thekayaplace.com
Website: www.kikaya.org