Tim Mattia Therapy | Terms and Conditions
Last updated: September 2026
These Terms and Conditions explain the basis on which Tim Mattia Therapy provides psychotherapy and therapeutic coaching services, and how your personal information is handled.
If you become a client, you will also receive a separate Client Therapy & Therapeutic Coaching Agreement, which sets out the more specific details of how we will work together.
1. About Tim Mattia Therapy
Tim Mattia Therapy is a trading name of Tim Mattia (sole trader). Unless expressly agreed otherwise, services are provided by and contracted with:
Tim Mattia MBACP - Registered Member 421034
Registered Member of the British Association for Counselling and Psychotherapy (BACP)
Tim Mattia Therapy
167–169 Great Portland Street
5th Floor
London
W1W 5PF
Telephone UK: 07874 428764
Email: hello@timmattiatherapy.com
Website: timmattiatherapy.com
ICO registration: ZC202449
2. What Tim Mattia Therapy provides
Tim Mattia Therapy is my private practice for adults. I work with a broad range of people and concerns, including clients working in the arts, entertainment and creative industries, an area in which I have particular professional and lived experience.
Services may include:
Individual psychotherapy
Therapeutic coaching
Therapy incorporating therapeutic coaching where appropriate
Face-to-face sessions in Bath
Face-to-face sessions in London
Online sessions
Outcall sessions, by prior agreement, at a client's home, workplace, studio, set, tour venue, hotel or another appropriate private setting.
The exact nature of our work will be discussed with you before or at the beginning of our work together.
Tim Mattia Therapy is not an emergency service, crisis service, medical service, psychiatric service, diagnostic service or detoxification service. Where your needs would be better supported by a GP, psychiatrist, specialist mental-health or addiction service, crisis service or another professional, I may recommend that additional or alternative support is put in place.
3. Professional and ethical practice
I am a Registered Member of the British Association for Counselling and Psychotherapy (BACP) and work within the BACP Ethical Framework currently applicable to my practice.
I work within my training, competence and professional insurance, and I maintain regular professional supervision and continuing professional development.
My therapeutic training is integrative and principally informed by person-centred and psychodynamic approaches.
Neither therapy nor therapeutic coaching can guarantee a particular emotional, personal, relational or professional outcome.
4. Therapy and therapeutic coaching
Therapy and therapeutic coaching can overlap, but they are not identical.
Therapy may focus more on emotional distress, relationships, experiences, identity, psychological patterns, history and the meanings you make of what is happening in your life.
Therapeutic coaching is generally more present and future-focused and may include goals, patterns, transitions, identity, relationships, work, decision-making, boundaries, accountability and practical change.
Where our work combines therapy and therapeutic coaching, I will aim to be clear about how we are working and will review this with you where appropriate.
Therapeutic coaching does not replace medical, psychiatric, legal, financial or other specialist professional advice.
5. Assessment and suitability
Assessment is an ongoing part of our work rather than something that happens only once. Depending on the nature of the work and what is reasonably necessary for safe practice, I may consider your goals or reasons for seeking support, relevant history, existing professional support, current circumstances, risk and safeguarding factors, online or location suitability and whether your needs fall within my professional competence.
If another professional or specialist service appears more appropriate, I will normally discuss this with you. Any independent professional to whom you are referred is responsible for their own services and charges. I will not incur external professional costs on your behalf without your agreement.
6. Sessions and fees
Standard individual sessions are 50 minutes and cost £100, whether they take place online or at my Bath or London practice.
Outcall sessions are non-standard arrangements and begin at £250. The fee, any travel cost and any additional expense will be agreed with you in writing before the relevant service is provided.
I periodically review my fees. I will give reasonable advance notice of any fee increase affecting existing clients.
7. Face-to-face sessions
Face-to-face sessions are available in Bath and London by prior appointment. Current venue details and availability will be provided when booking and may also be published on timmattiatherapy.com.
If you have accessibility or communication requirements, please let me know before booking so that we can consider an appropriate arrangement.
8. Outcall sessions
I may sometimes meet clients at their home, workplace, hotel, studio or another suitable location by prior agreement.
Outcall sessions are subject to availability, location, privacy, professional boundaries, insurance and personal safety. Fees, travel time and any additional expenses will be agreed with you in writing before the appointment.
I may decline or rearrange an outcall session if the proposed setting does not provide sufficient privacy, safety or professional suitability.
9. Online sessions
Online sessions are available at agreed times during the week and are normally administered through Google Meet. Please join from somewhere reasonably private and safe.
Neither of us should participate in a session while driving.
Where relevant to safety, I may ask you to confirm your physical location at the beginning of an online session.
If technology fails and the session cannot reasonably continue, we will try an agreed alternative or make another appropriate arrangement.
10. Working while travelling or outside the UK
Please tell me in advance if you intend to attend an online session while outside your usual country. Professional requirements, insurance, local laws and emergency arrangements vary between jurisdictions. I may therefore postpone or decline a session if I cannot reasonably establish that it is professionally appropriate for me to work with you from that location.
Where I agree to provide services to a client who is resident in, located in or travelling within another country, the service remains provided from my practice in England. These Terms, your Client Agreement and our professional relationship are governed by the law of England and Wales. Subject to any mandatory consumer or other rights that cannot lawfully be excluded, the courts of England and Wales will have exclusive jurisdiction over any dispute or claim arising from the service. My agreement to work with an international client does not amount to an agreement to submit to the professional, contractual or court jurisdiction of another country, except where applicable law requires otherwise.
11. Booking and payment
Appointments and invoicing are managed through Sessionly, my principal practice-management system. Payment is made using the payment method stated on your invoice.
The standard fee is £100 for a 50-minute individual session. Any different fee, including any outcall arrangement (which starts at £250), will be agreed with you in writing in advance.
If payment becomes materially overdue, I may pause future non-urgent appointments after discussing the situation with you and giving reasonable notice.
12. Third-party payment
Sometimes sessions may be paid for by a family member, employer, manager, agent, production company or another person or organisation. Payment does not make that person or organisation my client and does not give them a right to know what we discuss, receive clinical notes or progress reports, receive a clinical opinion about you, or otherwise become involved in our work unless explicitly agreed by you.
Before accepting third-party payment, we will agree what minimal administrative information may reasonably need to be shared for payment or invoicing. Anything beyond this would normally require a separate discussion with you and an appropriate lawful and ethical basis.
13. Cancellations
Please give at least 24 hours' notice if you need to cancel or rearrange an appointment. Appointments cancelled with less than 24 hours' notice are normally charged at the full session fee. Missed appointments without notice are also normally charged in full.
I recognise that genuinely exceptional circumstances occur and retain reasonable discretion over cancellation fees.
If I need to cancel an appointment, you will not be charged and I will offer an alternative appointment where reasonably possible.
If you arrive late, the session will normally still finish at the scheduled time.
14. Statutory cancellation rights
If you enter into an agreement with me online or by telephone, you will normally have a 14-day statutory right to cancel the agreement without giving a reason. You do not need to wait 14 days before beginning therapy or therapeutic coaching. If you expressly ask me to begin providing services during that period and later exercise your statutory right to cancel, you may be required to pay for services already provided.
Information about your statutory cancellation rights and how to exercise them will be provided as part of your onboarding where those rights apply. This statutory right is separate from the ordinary 24-hour appointment cancellation policy.
15. Contact between sessions
Messaging through Sessionly, text messaging to my business phone number, email and telephone may be used for appropriate administrative communication between sessions. Therapy and therapeutic coaching will normally take place within scheduled sessions rather than through ongoing messaging. These channels are not continuously monitored and do not provide an on-call or crisis service.
If you believe that you or somebody else is in immediate danger, or require urgent medical or mental-health assistance, please use emergency or urgent healthcare services appropriate to where you are physically located rather than waiting for me to respond. Tim Mattia Therapy is not an emergency or crisis service.
16. Confidentiality
Confidentiality is fundamental to our work. I will not normally disclose what you tell me, confirm that you are a client or discuss our work with another person without your permission.
Confidentiality is not, however, absolute. There may be circumstances where information needs to be disclosed because there is a serious risk of significant harm, a safeguarding concern, a relevant legal requirement or court order, or another recognised legal or ethical justification.
Telling me that you have suicidal thoughts, have self-harmed, use alcohol or drugs, or are experiencing another significant difficulty does not automatically mean confidentiality will be broken. Any decision will be made in the context of the particular circumstances, including seriousness, immediacy, intent, capacity, vulnerability, protective factors and available support.
Wherever it is safe, lawful and reasonably possible, I will discuss concerns and possible disclosure with you first. Where disclosure without your agreement is necessary, I will aim to share only information that is reasonably necessary with an appropriate person or service.
17. Professional supervision
Professional supervision is an important part of safe and ethical practice and is required for my professional membership of BACP. I may discuss aspects of our work with my professional supervisor. Identifying information is minimised wherever reasonably possible, and my supervisor is also bound by appropriate professional duties of confidentiality.
18. Safety and safeguarding
I aim to work collaboratively with you when concerns about safety arise. This may include discussing suicidal thoughts, self-harm, risks posed by another person, substance use where relevant, protective factors, people who support you and practical steps that may help you remain safe.
Where useful, we may develop a collaborative safety plan. This is not a promise or contract that you will not harm yourself. Its purpose is to identify practical ways of supporting you when things become difficult.
Where there is an immediate or serious risk that cannot safely be managed within our work, I may need to involve an appropriate healthcare, safeguarding or emergency service.
Tim Mattia Therapy is not an emergency or crisis service. If you are in crisis, feel unable to keep yourself safe or need urgent support, contact NHS 111 and select the mental health option where available, contact your GP, call Samaritans on 116 123, or call 999 if you or someone else is in immediate danger.
19. Fitness for sessions
If you attend a session significantly intoxicated, impaired or medically unwell, it may not be possible to conduct the planned session safely or meaningfully. In these circumstances, I may pause or end the session and, where appropriate, focus instead on immediate safety and suitable sources of support.
20. Recording sessions and AI tools
Neither of us should audio-record, video-record, livestream, transcribe or use an automated AI meeting assistant or AI note-taking service during a session without discussing this beforehand and explicitly agreeing to it. This protects privacy, confidentiality and the integrity of our work.
21. Professional boundaries and public encounters
Our relationship is a professional therapy or therapeutic coaching relationship. If we encounter one another outside our sessions, I will not initiate an acknowledgement of you. This allows you to decide whether you would like to acknowledge me and protects your confidentiality. I will not identify you publicly as a client.
Because I have longstanding professional experience in the arts, entertainment and creative industries, there may occasionally be overlapping professional or social networks. I will not discuss our work with industry contacts.
Potential dual relationships, significant gifts, invitations, social relationships, collaborations, business opportunities or other circumstances that may affect our professional boundaries will be considered carefully and may be declined where they could compromise our work.
22. Inclusive and anti-discriminatory practice
I am committed to providing an inclusive and anti-discriminatory service. I aim to work respectfully with difference and consider identity, culture, disability, neurodivergence, sexuality, gender, race, religion, class, age and other aspects of experience without making assumptions about you.
Please tell me about any accessibility or communication adjustments that would make the service easier for you to use.
23. Ending or pausing our work
You are free to end therapy or therapeutic coaching at any time.
Where possible, I encourage us to discuss ending. A final session can often be useful, but you are not required to purchase an additional session simply in order to end.
I may recommend pausing or ending our work where your needs fall outside my competence; specialist support is required; the service is no longer appropriate or beneficial; safe professional boundaries cannot be maintained; the circumstances or location make safe practice impossible; there has been a serious breakdown in the professional relationship; significant fees remain unpaid; or I become unable to continue practising.
Except where immediate action is required for safety, legal or serious professional reasons, I will aim to discuss this with you. Where appropriate, I will discuss alternative sources of support.
If I cancel a session that has already been paid for and cannot reasonably provide an alternative, the relevant payment will be refunded or credited.
24. Events outside reasonable control
Occasionally appointments may be disrupted by illness, technology failure, travel problems, severe weather, public emergencies or other events outside either party's reasonable control. I will take reasonable steps to minimise disruption and will rearrange, credit or refund an affected session where appropriate.
25. Complaints
If you are unhappy or concerned about any aspect of the service, I hope you will feel able to raise it with me so that we have an opportunity to understand and address the issue. You do not need to resolve a concern informally before making a formal complaint.
Formal complaints can be sent to hello@timmattiatherapy.com. I will acknowledge a formal complaint promptly and aim to provide a substantive written response within a reasonable timeframe.
As a Registered Member of BACP, I am subject to its applicable professional conduct procedures. If your concern cannot be resolved with me, information about raising a concern or complaint about a BACP member is available through BACP's Professional Conduct service.
26. Privacy and data protection
Protecting your privacy is a fundamental part of Tim Mattia Therapy.
Data controller: Tim Mattia
ICO registration: ZC202449
Privacy contact: hello@timmattiatherapy.com
Personal information is handled in accordance with applicable UK data-protection law, including UK GDPR and the Data Protection Act 2018.
Information I may collect
your name, address, contact details and date of birth
appointment and payment information
emergency contact and GP information where relevant
correspondence
intake and assessment information
brief clinical or therapeutic coaching notes
relevant physical or mental-health information
risk and safeguarding information
accessibility or communication needs
information about referrals or existing professional support; and
technical information generated through website, email, video, booking, security or payment systems.
I aim to collect only information that is reasonably necessary.
Why information is used
Information may be used to respond to enquiries, assess suitability, enter into and perform our agreement, provide therapy or therapeutic coaching, maintain appropriate professional records, manage appointments and payments, communicate with you, support professional supervision, manage risk and safeguarding, comply with professional and legal obligations, deal with complaints, protect information systems and establish, exercise or defend legal claims where necessary.
Lawful basis for processing your information
I only collect and use personal information where I have a lawful reason to do so.
Personal information needed to arrange and provide services, manage appointments, communicate with you and administer our agreement is generally processed because it is necessary for the performance of our contract.
Some information may also be processed where this is necessary for my legitimate interests in administering and protecting my practice, maintaining appropriate professional records, managing risk, and providing services safely, ethically and effectively, provided those interests are not overridden by your rights and interests; or where I am required to process information to comply with a legal obligation.
Therapy and some therapeutic coaching may involve information about your physical or mental health, sexuality or other sensitive aspects of your life. Under UK data-protection law, some of this is special-category data and receives additional protection. Where special-category data is processed, I identify and document an appropriate additional condition under Article 9 UK GDPR and the Data Protection Act 2018.
Where information needs to be used for safeguarding, prevention of serious harm, legal claims or another exceptional purpose, a different lawful basis or additional legal condition may apply depending on the circumstances.
27. Sessionly and other service providers
Sessionly is my principal practice-management system. Where its functions are suitable, it may be used to manage client information, appointments, forms and documents, clinical or therapeutic coaching notes, communications, payments and online-session administration. I remain the data controller and responsible for deciding why and how your information is used.
Other carefully selected providers may support website hosting, email, video services via Google Meet, accounting, payments, IT, backups or secure disposal. Where another organisation processes information on my behalf, I take proportionate steps to ensure appropriate confidentiality, data-protection and security arrangements are in place.
28. Sharing personal information
Information may be shared where reasonably necessary with my professional supervisor, providers supporting practice administration and technology, insurers, professional or legal advisers, healthcare or crisis services, emergency services, safeguarding authorities, courts, regulators or public authorities where disclosure is legally or ethically justified.
Where I wish to communicate with another professional involved in your care or support, I will normally discuss this with you and seek your agreement unless there is another clear lawful and ethical reason why this cannot appropriately be done.
A third-party payer does not receive clinical or therapeutic coaching information simply because they pay for the service.
29. Creative and entertainment-industry confidentiality
My experience in the arts, entertainment and creative industries means that I may occasionally work with clients whose professional networks overlap with my own.
Managers, agents, labels, employers, productions, studios, agencies, colleagues, friends and family members do not gain access to information about our work simply because they referred you, know me professionally or are paying for sessions.
I will not identify clients, productions, employers or professional relationships in marketing material without specific consent.
30. International processing
Some technology providers may process or store information outside the UK. Where this occurs, I will use an available lawful international-transfer mechanism and proportionate security measures. You can contact me if you would like further information about relevant providers or safeguards.
31. How long information is kept
Clinical, therapeutic coaching and contractual records are normally retained for seven years after our professional relationship ends. A different period may occasionally be justified because of safeguarding issues, a complaint, an actual or anticipated legal or insurance claim, or another documented professional or legal reason.
Information from enquiries that do not lead to a professional relationship is normally retained for no longer than one month, unless there is a legitimate reason to keep it for longer.
Financial and tax records are retained for the period required by law. Information is securely deleted or destroyed once it is no longer reasonably required.
32. Keeping your information secure
I use proportionate technical and organisational safeguards designed to protect personal information. These include appropriate access controls, strong passwords, multi-factor authentication where available, supported and updated devices, secure systems, appropriate backups and data minimisation.
Sensitive information is kept within Sessionly wherever reasonably appropriate rather than unnecessarily duplicated across email, local files or other systems.
No internet-based system can be guaranteed completely secure. Any suspected data breach will be assessed, contained and documented and reported to the ICO and/or affected individuals where the law requires.
33. Your data-protection rights
Depending on the circumstances, you may have rights to access personal information held about you, correct inaccurate information, request erasure in certain circumstances, restrict certain processing, object to certain processing, receive certain information in a portable format and withdraw consent where processing specifically relies upon consent.
These rights are not absolute. There may, for example, be legitimate professional or legal reasons why some information must continue to be retained.
Requests can be made to hello@timmattiatherapy.com. I may need to confirm your identity before providing personal information. You also have the right to complain to the Information Commissioner's Office (ICO).
Right to object
Where I rely on legitimate interests as the lawful basis for processing your personal information, you may have the right to object to that processing. If you wish to object, please contact hello@timmattiatherapy.com.
34. Marketing, testimonials and social media
Clinical or therapeutic coaching information is never sold and is not shared with third parties for their marketing purposes.
Marketing communications will only be sent where there is an appropriate lawful basis, and you can opt out where applicable.
I do not normally solicit public testimonials from current therapy clients where doing so could create pressure or compromise confidentiality.
I do not normally connect with current clients through my personal social-media accounts.
35. Your responsibilities
Please provide information that is reasonably accurate to the best of your knowledge where it is relevant to providing the service safely.
Please let me know when important information changes, for example your contact details, location during online work, significant changes to other professional support or circumstances that materially affect our work.
You ultimately remain responsible for decisions and actions you take both inside and outside our sessions.
Therapy and therapeutic coaching can support reflection, understanding and change but do not replace medical, legal, financial or other specialist professional advice where that is required.
36. Consumer rights and liability
I will provide my services with reasonable care and skill. Nothing in these Terms excludes or restricts legal rights that cannot lawfully be excluded, including your rights under applicable consumer law.
Nothing excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability which cannot lawfully be excluded.
I cannot guarantee a particular therapeutic, therapeutic coaching, career, financial or personal outcome.
I am not responsible for the independent acts or omissions of another professional simply because I have suggested, recommended or referred you to them.
37. Changes to these Terms
I may occasionally update these Terms because of changes to the practice, law, professional guidance, insurance requirements or technology. Minor administrative changes may be made without individually re-contracting with existing clients.
If a proposed change materially affects your fee, service, confidentiality, privacy or another important aspect of our professional agreement, I will give appropriate notice and discuss or obtain agreement where required.
The current version will always be available on timmattiatherapy.com.
38. Incapacity and continuity of the practice
I maintain a professional-will and clinical-executor arrangement in case I die or become seriously incapacitated and am unexpectedly unable to manage my practice.
The arrangement allows my clinical executor to access only the minimum information reasonably necessary to contact current clients, cancel appointments and ensure confidential records are appropriately managed. It does not provide routine access to clinical notes.
39. Relationship with your Client Agreement
If you become a client, you will receive a separate Tim Mattia Therapy Client Therapy & Therapeutic Coaching Agreement. These Terms and Conditions provide the wider legal, administrative and privacy framework for the practice.
Your Client Agreement governs the more specific therapy or therapeutic coaching relationship between us. Where the two documents address the same issue and are inconsistent, the more specific provision in your Client Agreement will normally take priority, subject always to applicable law.
40. Third-party rights
Unless expressly agreed otherwise, a person who is not a party to our agreement does not acquire a right to enforce its terms simply because they referred you, are involved in your life or are paying for the service.
41. Governing law
These Terms, the Client Agreement and the contractual and professional relationship between us are governed by the law of England and Wales. Subject to any mandatory consumer or other rights that cannot lawfully be excluded, the courts of England and Wales have exclusive jurisdiction in relation to any dispute or claim arising from the service. Nothing in this provision removes any mandatory right you may have under applicable law.
42. Contact
If you have any questions about these Terms, privacy or the service, please contact:
Tim Mattia MBACP - Registered Member 421034
Tim Mattia Therapy
167–169 Great Portland Street
5th Floor
London
W1W 5PF
Email: hello@timmattiatherapy.com
Telephone: 07874 428764
Website: timmattiatherapy.com
ICO registration: ZC202449