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Confidentiality & records

Ensuring Confidentiality between a child/young person and Calm Little Mind’s worker is crucial to the success of the relationship and outcomes of our sessions. Child Protection concerns and the welfare of the children and young people will at times need to take precedence over confidentiality. While we will always work within confidentiality codes, clients must be aware that there is no such thing as absolute confidentiality when working with children and young people, as safeguarding will always be the priority.  Only in very exceptional circumstances would we be unwilling to share concerns with the parents or carer.

It is important to understand that when we write our end of service letter or any reports that you may require, that these will be shared with both parents/carers with whom have parental responsibility.   This is standard practice to ensure we are inclusive to both parents/carers of the child/young person, especially where parents have separated. Thank you for your understanding.

Sharing of data

There may be times where a client’s information needs to be shared with third parties.  Calm Little Minds will explicitly ask consent before doing so, and the data will be sent to third parties securely.

Parental Consent

It is best practise for Calm Little Minds to have consent from both parents with whom have parental responsibility.  Occasionally there may be a disagreement with consent usually between parent/carer and therefore we request that this is resolved between yourselves.  We will use our professional experience to act in the best interests of the child/young person with regards to their emotional well-being and advise as appropriate.  We can continue our work with consent from one parent and would hope that you could come to a conclusion thinking of the child and their needs. If we feel it is necessary we will seek advice from other professionals such as school, GP, other professionals involced and Social Services.

Cancellation Policy

Please note; Any sessions cancelled by yourself are chargeable.  Please refer to the Terms and Conditions that you have signed prior to us beginning work with you.

If you wish to terminate the contract, our cancellation policy is as follows

  • Providing 14 days notice will ensure you will get a full refund.
  • Providing 7 days notice will ensure you will get a 50% refund.
  • We are unable to refund with less than 7 days notice.

If Calm Little Minds cannot deliver the service and therefore cancels, a full refund will be issued.  This may be to staff sickness for example, in which case an extra session will be added on to your block booking to make up for the missed session.

Covid-19: If you have booked a block of sessions and we can no longer have face to face contact sessions can be paused and restarted when suitable/allowed.  We can also work with you online via Zoom.

If you decide you no longer require the service and wish to terminate the contract then we are sorry but refunds are not available.

Session Cancellation

If for whatever reason the child/young person cannot attend a session then we require as much noticed as possible.

Whilst we understand things happen and some things cannot be avoided, if you are unable to attend a session, we do require 24 hours minimal notice and anything less than that, it is at Calm Little Minds discretion on whether we reschedule with no charge.

If we arrive to a session without being notified enough in advance and the child/young person is not able to attend this will be charged as a session.


Please note we do not accept returns on our items unless an item is damaged and not fit for purpose.

Please do contact us if you have any issues with your product and we would be happy to help you.

Event Booking

Terms and Conditions

Please check you have chosen the correct event & date before completing your booking as we do not offer refunds or credit notes. Where possible we will try and swap your days, but this isn’t guaranteed if we are are already full.  Spaces that are booked for your child are for them and we do not accept swaps to other children/families or to other events we are running.

Whilst we understand things can come up and require changes to the booking we will do our best to help you, but this cannot always be possible. Please also note, When you book on you are agreeing to our Terms and Conditions.

We understand it is difficult to commit to events currently.  We have taken the decision that we will only Credit Note if we cancel the event.  If you choose not to send your child, this is your decision and we therefore will not offer a credit note or refund.

Coronavirus Policy

Due to current testing and isolating protocols, We have written a Covid Plan for Summer 2021, send us a message and we will be happy to share this with you.

Credit Notes

These will only be given if we cancel the event. If you can no longer make the event this is out of our control and therefore a credit note will not be issued.

If we sanction a refund, we need you to be aware that, when refunding you, please note the amount refunded will be minus the booking fee.  When you book on, the system automatically takes a small fee, therefore this is also out of our control and we will refund you the amount after the booking fee costs.

Whilst we do our best to work with you to resolve missing the event, we cannot always guarantee there will be a place on another event. We do hope you can understand.

Thank you for your understanding at this time.

Event Cancellation

Please note if we cancel the event then we will ensure you receive a credit note/refund.  If you book on and decide not to attend, or cannot attend, we will not refund you for this.

Please read our policy on our Book Now page before you book a place on an event.