Earth Wisdom Ecotherapy Community Interest Company

Counsellor Service Agreement

At Earth Wisdom Ecotherapy CIC (EWECIC), our counsellors play an essential role in providing accessible, inclusive, nature-based therapy.

Purpose

This agreement outlines the arrangements for counsellors working with EWECIC. It sets clear expectations to ensure a professional, ethical, and supportive environment for counsellors, clients, and the organisation.

Terms

A counsellor is a student and/or qualified counsellor or psychotherapist who has provided evidence of their certification and meets the professional standards required to practise.

Roles and Responsibilities

As a counsellor within EWECIC, you are primarily responsible for delivering therapy that respects each client’s values, autonomy, and personal resources, while adhering to EWECIC’s ethical framework and values.

Expectations

• Client Sessions: We recommend a commitment of at least 12 sessions per client to foster continuity, unless alternative arrangements are agreed upon.

• Punctuality: Please arrive at least 15 minutes before your first appointment of the day to allow for preparation and a calm transition into client sessions.

• Session Management: Sessions should end at the allocated 50-minute mark. Late arrivals should not extend the session beyond the scheduled end time.

• Commitment Duration: We invite you to support EWECIC for at least 12 months. You may withdraw with a minimum of 4 weeks’ notice.

• Supervision: Attend appropriate supervision monthly and adhere to your supervisor contract. Associated costs are your responsibility.

• Holiday Notification: Inform EWECIC and your clients well in advance of any planned holidays.

• Secure Communication: Use the EWECIC email address for all client-related communications and check emails regularly (at least weekly).

• Professional Development: Attend EWECIC’s Continuing Professional Development (CPD) sessions to support professional growth and understanding of clients and organisational procedures.

• Confidentiality: Treat all personal information about clients, peers, and volunteers as confidential in line with EWECIC’s Confidentiality Policy.

• Policy Adherence: Follow all EWECIC policies and procedures, particularly regarding health and safety, data protection, confidentiality, lone working, and safeguarding.

• Emergency Contact: Provide next-of-kin details for emergency purposes.

• Administrative Tasks: Complete required documentation after sessions, including client communications, cancellations, and CORE-10 forms for outcome monitoring.

Ethical Standards

Counsellors are expected to uphold the ethical standards of EWECIC by:

• Adhering to Ethical Guidelines: Follow BACP, NCPS, or UKCP ethical standards.

• Engaging in Supervision and Peer Supervision: Participate in peer supervision and team meetings to foster professional development and support.

• Maintaining Confidentiality: Protect client information; share only with explicit consent or where legally required (e.g., safeguarding).

• Secure Document Management: Store documents securely, using client reference numbers rather than personal identifiers.

• Disclosing Conflicts of Interest: Be transparent about relationships or circumstances that could impact professional work.

• Self-Care Responsibility: Monitor your wellbeing and take breaks if emotional resources are depleted.

• Fostering a Respectful Environment: Interact with clients, colleagues, and volunteers with care, equity, and respect.

Respectful Communication and Professional Integrity

EWECIC values openness, honesty, and mutual respect. All team members, including therapists, volunteers, and staff, are expected to maintain a culture of professionalism and kindness. Therapists should avoid actions or comments - in person, online, or elsewhere - that could reasonably be experienced as undermining or damaging the reputation of EWECIC, its directors, or team members. Feedback, questions, and constructive dialogue are welcome, but these should be conducted privately and respectfully through supervision, management discussion, or formal feedback processes.

Administration and Operations:

• Availability: Agree your counselling schedule with the EWECIC team; discuss changes in advance.

• Assessment Sessions: Conduct assessments at the start of therapy. Complete CORE-10 forms at beginning and end of therapy.

• Record-Keeping: Complete all administrative tasks post-session. EWECIC provides forms and resources.

• Payment: Counsellors are compensated per session. Submit invoices monthly; payments processed within 5–7 working days of submission.

Confidential and Proprietary Information

All client information, referral details, contact lists, and communication data (including emails, phone numbers, and other identifiers) remain the property of EWECIC. These materials are provided solely for fulfilling your role within EWECIC and may not be copied, retained, used, or shared for personal, professional, or external purposes. This includes soliciting clients or generating private work outside EWECIC. All documents, correspondence, and resources created, shared, or received through EWECIC must be returned or deleted upon request or at the end of this agreement.

Data Protection Compliance:

All counsellors must comply with the UK Data Protection Act 2018 and GDPR when handling client data. This includes ensuring that personal data is processed lawfully, stored securely, used only for its intended purpose, and not shared without explicit consent. Any data breaches or accidental disclosures must be reported to EWECIC immediately.

Referrals and Client Allocation

All referrals and client enquiries via EWECIC’s infrastructure - including website, email systems, advertising, directories, or administrative processes - are EWECIC referrals, regardless of any prior relationship between the client and a therapist. Therapists may not redirect, transfer, or convert EWECIC referrals into private work without explicit written consent. Allocation of clients will follow EWECIC policies, availability, and funding structures.

CIC Contribution:

At the heart of EWECIC is a collegial culture: one of shared responsibility, mutual respect, and collective growth. Counsellors who join us do so as part of a community - not solely for client work, but to help shape and grow the CIC together. Each person’s contribution strengthens the whole, ensuring that the organisation and its members thrive in balance.

Therapists are asked to contribute to the growth, sustainability, and development of the CIC in ways that feel meaningful, such as outreach, administrative support, group facilitation, co-creating resources, or helping shape the direction of our work.

By participating in this collaborative way, you help nurture a supportive, values-driven environment where clients, volunteers, and the team all benefit - and where the CIC can continue offering accessible, high-quality therapy services to those who need them most.

Withdrawing your services

If you need to step back, provide minimum 4 weeks’ written notice and discuss your decision to ensure a supportive transition for clients. Options may include:

• Natural Closure: Gentle conclusion of counselling relationships.

• Transfer to Another Counsellor: Facilitated transfer of clients to another EWECIC counsellor.

Client wellbeing remains the priority throughout.

Non-Compete and Client Non-Solicitation Clause

• Non-Compete: Do not engage in private arrangements with EWECIC-referred clients for 12 months after services end, unless agreed in writing.

• Non-Solicitation: Do not encourage clients to leave EWECIC for private arrangements.

All client transitions or post-service arrangements must be discussed and approved in writing.

Partner Organisations

All referrals from partner organisations remain under EWECIC governance. Counsellors may not enter into any direct professional, contractual, or financial arrangement with partner organisations introduced by EWECIC without prior written consent. This includes private work, consultancy, or employment opportunities. This restriction applies for 12 months following the last referral from the partner organisation. EWECIC handles all invoicing and payments for services provided through partners.

Breach & Remedies

In the event of a breach, EWECIC reserves the right to seek reasonable compensation for any resulting loss of business or costs incurred, including fees and legal expenses.

Intellectual Property

All content, session structures, training materials, therapeutic models, and branding created for EWECIC remain the property of the CIC. These may not be reproduced, adapted, distributed, or used externally without written consent.

Review Period

New counsellors undertake a 3-month review period. EWECIC reserves the right to terminate the agreement immediately for breaches of policy, procedure, or ethical frameworks. Serious misconduct may override standard discussion procedures.

Legal Status

This agreement outlines the collaborative relationship between EWECIC and independent counsellors. It is not an employment contract. Counsellors are self-employed and responsible for their own tax and national insurance contributions.

Acknowledgement

By engaging in any therapeutic work, group delivery, or related activity with EWECIC, counsellors are deemed to have accepted the terms of this service agreement in full.

Thank you for your valuable contribution as a qualified counsellor. We deeply appreciate your expertise and dedication, and we look forward to collaborating with you in supporting our clients' journeys.