Digital Communications Policy — Carl Argent Counselling and Coaching

1. Purpose of this Policy

To ensure a safe, confidential, and professional therapeutic relationship, this policy outlines how we will manage digital communication outside of our sessions. Its primary goals are:

• Safety: To clarify that messaging is not suitable for crisis support or emergencies.
• Privacy: To ensure your data is handled in strict compliance with GDPR and professional ethical standards.
• Boundaries: To protect the therapeutic space by keeping clinical material within our scheduled sessions rather than via text.

2. Messaging Platform

I use a dedicated WhatsApp account for our communication as well as standard SMS messaging using a dedicated work phone number. To ensure the highest level of privacy for your data, I operate a strict “Zero-Retention” policy on this device. This means:

• No Cloud Backups: I have disabled cloud backups (i.e., iCloud or Google Drive) for my professional WhatsApp account to prevent your data from being stored on external servers.
• Immediate Deletion: My phone acts only as a temporary communication tool. Once our conversation is concluded, I export any relevant logistical or clinical information into your secure client record and permanently delete the chat thread from my phone.

3. Email Communication

Email is preferred for administrative matters (e.g., invoices, resources) or if you need to share longer, non-urgent updates between sessions.

• Security Notice: Please be aware that standard email (e.g., Gmail, Outlook) is not completely secure or end-to-end encrypted. While I take every precaution to secure my devices, I cannot guarantee the absolute security of information sent via standard email.
• Privacy: If you wish to send highly sensitive documents, please ask me for a password-protected method or bring them to the session.
• Response Times: I check email once daily during working hours. Please do not use email for time-sensitive or emergency communication.

4. Your Data History

Please note that when I delete the chat from my device to protect your data, it is done using the “Delete for Me” function. This ensures your copy of the conversation remains intact on your phone, allowing you to keep your own record of our correspondence while I maintain a “clean,” secure device.

5. Appropriate Use

Please use messaging strictly for administrative purposes (e.g., scheduling, cancellations, or informing me if you are running late).

Because I do not retain message histories on my phone, I cannot refer back to old texts during future sessions unless they have been noted in your main file. If you need to share detailed emotional updates, please do so via email (which I save to your secure file) or save them for our next session.

6. Response Times & Crisis

I check messages only during my working hours. While I aim to respond promptly to scheduling queries, messaging is not suitable for crisis support: if you are in immediate distress or danger, please do not use WhatsApp. Instead, contact your GP, call 111, or reach out to the Samaritans (116 123).