Neuropsychology Dorset Ltd
Terms & Conditions
Last reviewed: July 2026
1. About This Agreement
These terms tell you who we are, how we provide our services, what happens if something goes wrong, and other important information you should know before working with us. By booking an appointment, attending a session, or engaging us for assessment or therapy, you agree to be bound by these terms. Please read them carefully. If anything is unclear, or you believe there is an error, contact us before your first appointment.
Neuropsychology Dorset Ltd is a company registered in England and Wales (company number 14948704). Our clinical psychologists are registered with the Health and Care Professions Council (HCPC) and adhere to the standards of conduct, performance and ethics required to maintain that registration, as well as the practice guidelines of the British Psychological Society (BPS).
2. Our Services
We provide psychological assessment and therapy for adults, children and young people, delivered online and face to face at our clinic, The Poundbury Practice, The Pediment, 17 Buttermarket, Poundbury, Dorset. Our services include, but are not limited to, neurodevelopmental assessment (including autism and ADHD), diagnostic and formal cognitive testing, individual therapy, and associated report writing.
Where you are working with an associate clinician practising from our clinic space, that clinician remains individually responsible for their own clinical practice and professional registration, and these terms apply equally to your engagement with them.
3. Crisis and Emergency Situations
We do not provide a crisis or emergency service. If you are contemplating suicide, or believe you or someone else is at immediate risk of harm, please contact emergency services on 999, attend your nearest Accident & Emergency department, or call NHS 111. We cannot guarantee an immediate response outside of scheduled appointments and are not resourced to provide crisis intervention.
4. Communication
You can contact us by writing to info@neuropsychologydorset.co.uk, or by emailing your clinician directly. Due to the volume of correspondence we receive, we cannot guarantee a rapid response to email, though we aim to respond within a reasonable timeframe. Where we need to contact you, we will do so by telephone or by writing to the email address you have provided.
Email is not an appropriate channel for clinical discussion or decision-making. Matters of clinical significance are addressed during your scheduled appointments, not via email or text message. If you are experiencing a change in your circumstances that you feel is clinically important, please raise this at your next session, or contact us to discuss whether an earlier appointment is appropriate.
5. Fees and Payment: Self-Funded Services
Self-funded therapy sessions are charged at £120 per 55-minute appointment. Fees for assessments, including diagnostic and formal cognitive testing, are available on request and will be confirmed with you in writing before your assessment begins.
For assessments, an invoice is issued during the week of your first assessment session. Reports will not be released until payment has been received in full. Invoices are payable within 7 days of issue, by BACS transfer. We do not accept cheques, cash, or card payments, and we have no facility to take payment on site or by telephone.
Invoices are issued by the clinician you are working with and will include the relevant bank details. Please use your surname or invoice number as the payment reference so that your payment can be identified promptly. Should our bank details ever change, we will confirm this to you verbally as well as in writing; we will never rely on email alone for a change of bank details. If you receive an email purporting to change our bank details, please do not act on it and contact us directly to verify it before making any payment. We accept no responsibility for payments made to an incorrect account as a result of unverified instructions.
Where payment is not received when due, and remains outstanding 7 days after a reminder has been sent, we may suspend services until the outstanding balance is settled. We will notify you if this becomes necessary. A provisionally booked session will not proceed until payment for any previous outstanding session has been received.
6. Fees and Payment: Third-Party Funded Services
We are recognised as clinical practitioners by a number of healthcare providers, including Aviva, AXA, Cigna and Vitality Health. Each provider, and each individual policy, has its own rules of engagement, and fees for third-party funded services are charged in line with the relevant insurer's fee schedule.
If you intend to use private healthcare insurance to fund your assessment or therapy, you are responsible for confirming the terms of your cover directly with your insurer, including any session or cost caps, and the period over which cover applies. We will invoice your insurer at regular intervals during your assessment and/or therapy.
Where there is a shortfall between the fees charged and the amount paid by your insurer, or where your insurer pays you directly rather than us, we will invoice you for the shortfall, and you are responsible for settling this in line with these terms. Please note that many policies require payment of an excess before treatment can begin. You remain responsible for any cancellation or non-attendance fees as set out in Section 7, regardless of your insurance arrangements.
7. Cancellations and Missed Appointments
We require a minimum of 48 hours' notice to cancel or reschedule any appointment. Appointments cancelled, rescheduled, or missed with less than 48 hours' notice will be charged in full.
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Therapy sessions: charged at the full session fee of £120.
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Diagnostic or cognitive testing assessments: charged at £120 per hour for the time allocated to that appointment (for example, an appointment of 1.5 hours will be charged at £180 if cancelled late).
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Feedback sessions: charged at the full hourly fee if missed or cancelled with less than 48 hours' notice; this fee must be paid before the feedback session can be rebooked.
We will give as much advance notice as possible of any need to reschedule an appointment on our part, including for holidays or unforeseen circumstances.
Telephone and video appointments are treated identically to face-to-face appointments for the purposes of this policy. This includes circumstances such as joining late, being unable to talk at the scheduled time, technical issues on your side (including a low or dead device battery), or being unable to access a private, confidential space. Please ensure you make the arrangements necessary to be present, available, and in a confidential location at your scheduled appointment time.
8. Assessments and Waiting Times
Neurodevelopmental and diagnostic assessments are typically delivered across multiple appointments, which may include an initial consultation, testing sessions, informant and questionnaire gathering, and a feedback session. We will provide you with an estimated timeline for your assessment at the outset, including likely report turnaround time following your feedback session; this is an estimate only and may vary depending on clinical complexity, the volume of informant information received, and current demand.
Where a waiting list applies for assessment services, your position on the list will be confirmed to you in writing. We will notify you as soon as reasonably possible if there is likely to be a significant delay to your expected start date.
9. Virtual and Telephone Appointments
For telephone or video appointments, we will call you at the scheduled time or send a secure video link in advance. If you have not received a video link within 24 hours of your appointment, please check your junk or spam folder before contacting your clinician.
To protect your confidentiality, we conduct virtual sessions from a private location where we are the only person present, and we ask that you do the same. Attending from a location where others are present or able to overhear may compromise your confidentiality and affect your engagement with the session; this is your responsibility to manage. We recommend using a headset or earbuds to improve both confidentiality and sound quality.
We cannot guarantee the privacy of telephone conversations, which can in rare circumstances be intercepted accidentally or intentionally. Please take reasonable steps to minimise interruptions during your scheduled appointment.
We use modern equipment, a stable internet connection, and close unnecessary applications during sessions to minimise the risk of technical disruption, and we recommend you do the same. If a video session is disrupted by a technical fault beyond either party's control, we will attempt to reconnect for up to 10 minutes. If reconnection is not possible, the session will continue by telephone, with up to three attempts made to reach you. We will remain available for the remainder of your scheduled appointment time in case you are able to reconnect.
Sessions must not be live streamed, screen-recorded, or otherwise recorded or distributed by either party without the other's prior written agreement. Where both parties agree to a recording, this agreement must be confirmed in writing before the session takes place.
10. Working with Children and Young People
Where our client is a child or young person under the age of 16, we require the consent of a person with parental responsibility before assessment or therapy begins, and we will ask you to confirm this in writing. Where a young person is aged 16 or 17, we will make an individual assessment of their capacity to consent to their own care, in line with relevant professional guidance, and will discuss with the family how consent and information sharing will be handled.
These terms, including our fees, cancellation policy, and confidentiality arrangements, apply equally to appointments booked on behalf of a child or young person. The adult who books the appointment is responsible for payment and for ensuring the young person is able to attend.
Confidentiality with children and young people is managed sensitively and in line with professional safeguarding obligations. Where we have concerns about a child's safety or wellbeing, we may need to share information with parents, carers, or relevant agencies, as set out in Section 11.
11. Confidentiality
We respect the boundaries of confidentiality and will not disclose information about you to a third party without your permission, except in the limited circumstances set out below. Information may be shared without your permission where there is a concern about your safety or the safety of another person, including a child or vulnerable adult, or where disclosure is necessary to protect public safety or prevent harm to others. In such cases we follow the standards set out by the HCPC and the practice guidelines of the BPS.
HCPC standards of conduct, performance and ethics: hcpc-uk.org
BPS practice guidelines: bps.org.uk
We comply with all relevant data protection legislation, including the Data Protection Act 2018 and UK GDPR. Please see our separate Privacy Policy for full detail on how we collect, store, and protect your personal data.
12. Reports and Additional Work
Where it is clinically helpful or necessary, we may write letters or reports relating to our work together, or engage in additional email or telephone correspondence relating to your assessment or treatment beyond your scheduled appointments. This additional work is charged at your hourly session rate, calculated in proportion to the time spent, and will be invoiced in line with Section 5. We will always discuss and agree any additional work with you before undertaking it and before it is charged.
This does not apply to reports produced as a direct part of a diagnostic or cognitive testing assessment, the cost of which is included in the overall assessment fee agreed at the outset.
13. Ownership and Use of Reports
Reports, letters, and other clinical documents we produce for you are prepared for your personal use and for sharing with relevant third parties at your discretion, such as your GP, school, employer, or another healthcare provider. The clinical content, opinions, and professional judgements contained within a report remain the intellectual property of the authoring clinician and Neuropsychology Dorset Ltd, and may not be altered, reproduced for commercial purposes, or represented as the work of another party without our written permission.
We are happy to discuss a report with you or make reasonable factual amendments before it is finalised, but we are not able to alter the clinical opinions or conclusions it contains at a client's request where doing so would not reflect our professional judgement.
14. Anti-Discrimination
We are committed to providing an inclusive and respectful service to all clients, and we do not tolerate discrimination on the basis of sexuality, sexual orientation, religion or belief, political opinion, ethnicity, disability, gender identity or expression, or age, whether from clients toward staff or between clients and staff. We ask that all clients treat our staff and other clients with the same respect.
15. Limitation of Liability
We take reasonable professional care in the delivery of our services, in line with the standards of the HCPC and BPS. However, to the fullest extent permitted by law, we do not accept liability for any indirect or consequential loss arising from your use of our services, or for outcomes that are outside our reasonable control, including technical failures of third-party platforms used to deliver virtual appointments.
Nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be limited or excluded under English law. Our total liability to you in connection with these terms shall not exceed the total fees paid by you for the specific service giving rise to the claim.
16. Complaints
We hope you will never need to raise a complaint about the service you receive from us, but if you do, please put your concern in writing to info@neuropsychologydorset.co.uk. We will acknowledge your complaint promptly and aim to respond in full within 30 days.
If you are not satisfied with our response, or would prefer to raise your concern independently, you can contact the Health and Care Professions Council: hcpc-uk.org/concerns
17. Changes to These Terms
We may update these terms from time to time to reflect changes in our services, legal requirements, or working practices. Where we make material changes, we will notify existing clients by email. The version in force at the time you book an appointment will apply to that engagement, and continued use of our services after notification of a change constitutes acceptance of the updated terms.
18. Force Majeure
We will not be liable for any failure or delay in providing our services where this is caused by circumstances beyond our reasonable control, including but not limited to illness, adverse weather, power or internet outages, third-party platform failures, or other events of a similar nature. Where such circumstances affect a scheduled appointment, we will make reasonable efforts to rearrange it at the earliest available opportunity, and no cancellation fee will apply.
19. Governing Law and Jurisdiction
These terms, and any dispute or claim arising out of or in connection with them, are governed by and construed in accordance with the law of England and Wales. Both parties agree to submit to the exclusive jurisdiction of the courts of England and Wales.
20. Contact and Company Details
Neuropsychology Dorset Ltd
The Poundbury Practice
The Pediment, 17 Buttermarket
Poundbury, Dorset
www.neuropsychologydorset.co.uk
info@neuropsychologydorset.co.uk
Registered company in England and Wales (company number 14948704). Registered office: 3 Swan Road, Seaton, EX12 2US.