Nurture Wellbeing

Policies and New Client Information

Please take the time to read our policies before you or your child begins support with Amelia

By booking a session or course with Nurture Wellbeing, you confirm you have read and agreed with all policies

Cancellation Policy

Nurture Wellbeing Cancellation Policy

At Nurture Wellbeing, I understand that sometimes plans change, and unexpected circumstances arise. This policy is designed to ensure that cancellations and missed sessions are handled fairly, while allowing me to protect the time dedicated to each client.

Emotion Explorers

If a child is unable to attend a week of Emotion Explorers, the missed session is non-refundable.

However, I want to ensure that every child has the opportunity to access the information they have missed. Following the session:

Information covering the missed session will be sent to you so that you can go through it with your child.
Your child will be invited to attend that particular session as part of a future Emotion Explorers course, should they wish to do so. (No additional charge will be made for attending the missed session on a future course.)

1-to-1 Sessions

For all 1-to-1 sessions, including Drawing and Talking, Emotional Development Sessions and Parent Support, the following cancellation terms apply:

If a session is cancelled more than 24 hours before the appointment, there will be no charge.
If a session is cancelled less than 24 hours before the appointment, the full cost of the session will be payable.
If you do not attend your scheduled appointment without prior notice, the full cost of the session will be payable.

If you need to cancel or rearrange an appointment, please provide as much notice as possible.

If a course of Drawing and Talking Therapy is paid in full up front, this is non-refundable and non-transferable. If Nurture Wellbeing agrees that this support is inappropriate for your child, a partial refund for remaining sessions can be issued.

Late Arrivals

Please arrive on time for your appointment so that we can make the most of your allocated session.

If you are more than 10 minutes late, your session may not be able to go ahead due to scheduling and the impact this may have on other appointments. In this circumstance, the session will be treated as a late cancellation and the full session fee may still be payable.

If Nurture Wellbeing Needs to Cancel

Occasionally, circumstances may mean that Amelia needs to cancel or rearrange a session.

If I need to cancel your session, you will have the option to:

Receive a full refund for the cancelled session; or
Rearrange the session, with any payment already made carried over to the new appointment.

I will always aim to provide as much notice as possible if I need to make a change to your appointment.

My Commitment to You

I value your time and appreciate that you value mine too. This policy allows me to keep appointments available for clients and ensures that I can continue providing a high-quality, personalised service.

I appreciate that unexpected situations can happen, and I will always aim to be understanding and reasonable where possible. At the same time, these policies help me to manage appointments fairly and ensure that the time and support offered by Nurture Wellbeing can be maintained for all clients.

By booking an appointment with Nurture Wellbeing, you confirm that you have read and agreed to this cancellation policy.

Thank you for your understanding and support.

Date of Policy: September 2026

Review Policy: September 2027

Safeguarding Policy

Nurture Wellbeing Safeguarding Policy

1. Policy Statement

Nurture Wellbeing is committed to safeguarding and promoting the welfare of all children attending our groups and one to one support sessions. We believe all children have the right to protection from harm, and their welfare is of paramount importance. We recognise that while parents/caregivers have ultimate duty of care during our groups, we have a duty to act if we believe a child may be at risk of harm.

2. Purpose of the Policy

To ensure children are protected while attending our children’s groups with their parents or one to one sessions with Amelia
To provide clarity on the actions Nurture Wellbeing will take if a child makes a disclosure or if a concern arises
To ensure all parents and caregivers are aware of our safeguarding procedures

3. Scope

This policy applies to:

All children attending Nurture Wellbeing children’s groups with their parents or caregivers
All parents and caregivers attending Nurture Wellbeing’s groups
All children attending 1 to 1 emotional support sessions with Nurture Wellbeing
Anyone who may facilitate a Nurture Wellbeing course.

4. Key Principles

Parents/caregivers remain responsible for their child’s care and supervision during group work

Nurture Wellbeing will only intervene if:

A child makes a disclosure indicating they are at risk of harm from their parent/caregiver.
The facilitator has reason to believe the child would be at risk of immediate harm if they return home.

Nurture Wellbeing are responsible for the Safeguarding of your child during 1 to 1 sessions. Any disclosures made during one to one sessions will be handled in line with our confidentiality policy.

5. Recognising Abuse

Abuse may include:

Physical abuse
Emotional abuse
Sexual abuse
Neglect
Modern Slavery
FGM (Female Genital Mutilation)

We will remain alert to signs of abuse, including significant changes in behaviour, unexplained injuries, or concerning statements made by the child.

6. Handling Disclosures

If a child makes a disclosure:

Remain calm, listen carefully, and do not promise confidentiality.
Believe the child.
Reassure the child they have done the right thing in telling you.
Record the disclosure as soon as possible, using the child’s word.
Inform the Designated Safeguarding Lead immediately (details below).

7. Designated Safeguarding Lead (DSL)

Nurture Wellbeing’s DSL is Amelia Cole (Founder)

Name: Amelia Cole
Contact: amelia.nurturewellbeing@gmail.com

8. Responding to Concerns

If a disclosure or concern suggests:

Risk of immediate harm:

Contact emergency services (999) or the local children’s social care team immediately.
A safeguarding concern regarding the parent/caregiver:
Contact the local children’s social care team for advice and report concerns as appropriate.
All actions will be documented securely and confidentially.

9. Information Sharing

Nurture Wellbeing recognises the importance of sharing information for safeguarding purposes:

Information will only be shared with relevant professionals on a need-to-know basis.
Parents will be informed of concerns unless doing so places the child at greater risk.

10. Confidentiality and Record Keeping

All safeguarding records will be kept securely, separate from other group records.
Records will include the nature of the concern, details of the disclosure, actions taken, and outcomes.
All concerns should be logged on a Nurture Wellbeing Concern Log, as well as being escalated to the appropriate body, as per the policy.

11. Training

Any facilitator of Nurture Wellbeing's classes will:

Receive safeguarding training relevant to their role.
Be familiar with this policy and procedures for handling disclosures.

12. Policy Review

This policy will be reviewed annually or sooner if there are changes in legislation or safeguarding guidance.

Date of Policy: September 2026
Date of Review: September 2027

Confidentiality Policy

Confidentiality Policy for One-to-One Sessions with Children and Young People Under 16

Our Commitment to Confidentiality
At Nurture Wellbeing, I aim to provide a safe, supportive and trusting environment where children and young people feel comfortable discussing their thoughts, feelings and experiences. Information shared during sessions will be treated with respect and kept confidential wherever possible. Confidentiality helps build trust and supports positive emotional wellbeing.

What Confidentiality Means
Anything discussed during sessions will generally remain private between the child or young person and Amelia, Emotional Wellbeing Practitioner.
Any notes or personal information will be stored securely in accordance with current UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Working with Parents and Carers
For children under 16, parents or carers have an important role in supporting their child's wellbeing. However, to help children feel safe to talk openly, the details of what is discussed in sessions will not routinely be shared with parents or carers without the child’s knowledge and, where appropriate, their agreement.
General updates may be provided regarding attendance, progress, goals and ways parents or carers can support their child.

Limits to Confidentiality
There are circumstances where confidentiality cannot be maintained. I have a legal and ethical
duty to share information if I believe:
• A child or young person is at risk of significant harm.
• A child or young person may harm themselves.
• A child or young person may harm someone else.
• There are concerns about abuse, neglect or exploitation.
• A serious crime has been committed or may be committed.
• Disclosure is required by law, court order, or safeguarding procedures.

In these situations, I will aim to discuss my concerns with the child or young person first, where it is safe and appropriate to do so. Information will only be shared with relevant professionals, agencies or parents/carers on a need-to-know basis to help keep the child safe.

Safeguarding Responsibilities
The welfare and safety of children and young people is always my primary concern. Nurture Wellbeing follows safeguarding procedures and may consult with safeguarding professionals if concerns arise. Please ask to see our Safeguarding Policy to see these procedures in full.

Record Keeping
I may keep brief notes about the overview/ topic of each session, purely to aid my memory! This is to ensure that our sessions are on task and effective. These notes will be anonymised (For example, “Child A”) and stored securely.

Questions About Confidentiality
Children, young people, parents and carers are encouraged to ask questions about confidentiality at any time. This policy will be explained at the beginning of our work together so that everyone understands how information will be managed.

Agreement
By engaging in services provided by Nurture Wellbeing, children, young people and their parents/carers acknowledge that they have read and understood this Confidentiality Policy and the circumstances under which confidentiality may need to be broken to protect safety and wellbeing.

Policy Date: September 2026

Review Date: September 2027

Limits of Ability and Scope of Practice

Nurture Wellbeing Limits of Ability and Scope of Practice Policy

At Nurture Wellbeing, the wellbeing and safety of every child is at the heart of the support provided. It is important that families understand the nature and limits of the support offered by Amelia, and when additional or alternative professional support may be more appropriate.

Amelia’s Role and Qualifications

Amelia is an Emotional Wellbeing Practitioner and is not a qualified counsellor or clinical practitioner.

The support provided by Amelia is therapeutic in nature; however, it is important to understand that this support is holistic rather than clinical. Amelia’s role is to provide emotional wellbeing support within the boundaries of her training, experience and professional competence.

Nurture Wellbeing does not provide clinical assessment, diagnosis or treatment of mental health conditions.

Working Within Professional Boundaries

Amelia will always work within the limits of her knowledge, training and experience. The needs of every child are individual, and there may be occasions where a child's emotional or mental health needs require a level of specialist or clinical support beyond Amelia's scope of practice.

If Amelia feels at any point that a child's needs exceed her level of qualification or the support she is able to safely provide, this will be discussed openly with the child's parent or carer.

Where appropriate, Amelia may recommend or signpost the family towards an alternative service or professional who is better placed to meet the child's needs. This may include NHS services, CAMHS, a qualified counsellor, clinical psychologist, GP or another appropriate specialist service.

This is not a reflection of the child's progress or a failure of the support being provided. It is part of responsible and ethical practice and ensures that each child receives support that is appropriate to their individual needs.

Drawing and Talking Therapy and CAMHS Waiting Lists

Drawing and Talking Therapy can be used as a supportive intervention while a child is waiting to access CAMHS. It may provide children with an opportunity to explore and express their emotions during this period of waiting.

However, Drawing and Talking Therapy provided by Nurture Wellbeing does not replace clinical assessment or treatment from CAMHS or another qualified mental health professional where this is required.

Families should continue to engage with the relevant NHS or clinical services while their child is on a waiting list and should follow any recommendations or treatment plans provided by those services.

One-to-One Emotional Support

To ensure that a child's support is coordinated appropriately, children should generally only be receiving one-to-one emotional or therapeutic support from one emotional support professional at any one time.

This is particularly important where a child is already receiving one-to-one support from another professional, including a counsellor, therapist or mental health practitioner.

If your child is already receiving one-to-one emotional support, please inform Amelia before beginning sessions with Nurture Wellbeing. Where appropriate, Amelia may recommend that the family discusses the proposed support with the child's existing professional before sessions commence.

This approach helps to avoid overlapping interventions, conflicting approaches or placing unnecessary emotional demands on the child.

When Additional Support Is Needed

If Amelia has concerns about a child's wellbeing or believes that their needs require a different level or type of intervention, she will communicate this with the parent or carer and, where appropriate, recommend seeking further professional advice.

Parents and carers remain responsible for seeking appropriate medical or clinical support for their child where this is required. Nurture Wellbeing should not be considered a substitute for a GP, CAMHS, counsellor, psychologist, psychiatrist or other qualified healthcare professional.

If there is an immediate concern about a child's safety or wellbeing, families should seek urgent support through the appropriate emergency or crisis services rather than relying on Nurture Wellbeing.

Our Commitment

Amelia is committed to providing a safe, supportive and child-centred service while recognising the boundaries of her professional role.

Being clear about these limits allows Nurture Wellbeing to provide support responsibly, recognise when additional expertise is needed, and ensure that children and families are directed towards the most appropriate support when required.

By engaging with Nurture Wellbeing, parents and carers acknowledge the nature and limits of the support provided and understand that it is holistic emotional wellbeing support and is not a substitute for clinical or counselling services.

Policy Date: September 2026

Review Date: September 2027

Data Protection

Nurture Wellbeing Data Protection Policy

Our Commitment to Your Privacy

At Nurture Wellbeing, I understand how important it is that you feel confident and reassured about how your personal information, and your child's information, is collected, used and stored.

I may need to collect personal information to provide emotional wellbeing support, communicate with parents and carers, organise sessions and courses, and ensure that the support I provide is safe and appropriate.

I take the privacy and security of this information seriously and will always aim to handle personal information respectfully, securely and in accordance with current UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy explains what information I may collect, why I collect it, how I use it, how I keep it safe and what rights you have in relation to your personal information.

1. Who Is Responsible for Your Information?

Nurture Wellbeing is responsible for the personal information it collects and uses in connection with the services provided.

Nurture Wellbeing is operated by Amelia Cole, Founder and Emotional Wellbeing Practitioner.

If you have any questions about how your information is used, or would like to exercise any of your data protection rights, please contact:

Amelia Cole Nurture Wellbeing Email: amelia.nurturewellbeing@gmail.com

2. What Information May I Collect?

Depending on the services you access, I may collect information such as:

Your name and contact details
Your child's name, age and relevant details
Parent or carer contact information
Emergency contact information
Information relating to appointments, sessions and attendance
Information about your child's emotional wellbeing, behaviour, development or support needs
Relevant information about health, medical needs or existing professional support where this is necessary for the safe provision of services
Information shared during one-to-one sessions where this is necessary to provide appropriate support
Information provided through enquiries, booking forms, emails or other communications
Payment and transaction information where required for bookings or purchases
Information relating to safeguarding concerns where this is necessary to protect a child or young person
Information provided when you contact Nurture Wellbeing through the website or social media
Technical information collected when you use the website, such as information relating to cookies and website activity, where applicable

I aim to only collect information that is relevant and necessary for the service I am providing.

3. Information About Children

A significant part of the work provided by Nurture Wellbeing involves supporting children and young people.

Children have their own data protection rights, and I recognise the importance of treating children's information with particular care. I will aim to explain how information is used in a way that is clear and appropriate to the child's age and level of understanding where this is relevant.

Parents and carers may provide personal information about their child when making an enquiry, booking a service or completing relevant forms.

Where a child shares personal information during a one-to-one session, this information will be treated in accordance with the Nurture Wellbeing Confidentiality Policy and Safeguarding Policy.

Confidentiality may need to be broken where there is a safeguarding concern or where information needs to be shared to protect the child or another person.

Please see the Nurture Wellbeing Confidentiality Policy and Safeguarding Policy for further information.

4. Special Category Information

Some of the information I may receive as part of providing emotional wellbeing support may be considered special category personal data under the UK GDPR.

This can include information relating to a person's physical or mental health.

I recognise that this type of information is particularly sensitive and will only collect, use and share it where there is a lawful reason for doing so and where it is necessary for the purpose for which it has been provided.

I will take additional care when handling sensitive information and will only share it where there is a legitimate and appropriate reason to do so.

5. Why Do I Use Your Information?

I may use personal information for the following purposes:

To respond to enquiries
To arrange and manage appointments and courses
To provide emotional wellbeing support
To communicate with parents, carers and clients
To understand relevant needs and ensure that support is appropriate
To maintain appropriate records of sessions and support provided
To manage payments and bookings
To communicate important information about appointments, courses or services
To maintain safeguarding records where necessary
To comply with legal or professional obligations
To protect the health, safety and wellbeing of children, young people and others
To deal with complaints or concerns
To improve the services provided by Nurture Wellbeing
To meet insurance, accounting or other legitimate business requirements where necessary

I will not use personal information for purposes that are incompatible with the reason it was originally collected.

6. Our Lawful Basis for Processing Information

The UK GDPR requires me to have a lawful basis for collecting and using personal information.

Depending on the circumstances, I may rely on:

Contract: Where processing personal information is necessary to provide a service that you have booked or requested.

Legal obligation: Where I am required to process information to comply with a legal obligation.

Legitimate interests: Where processing is necessary for the reasonable and legitimate running of Nurture Wellbeing, provided that this does not unfairly override your rights and interests.

Consent: Where I have asked for your specific consent to use information for a particular purpose and consent is the appropriate lawful basis.

Vital interests or safeguarding-related grounds: Where information needs to be processed or shared to protect someone from serious harm or in an emergency.

I will consider the appropriate lawful basis for the particular purpose rather than assuming that one lawful basis applies to everything I do.

Where I rely on consent, you can withdraw that consent at any time. Withdrawing consent will not affect processing that has already taken place lawfully.

7. Confidentiality

I understand that families need to feel able to trust Nurture Wellbeing.

I will keep personal information confidential wherever possible.

However, confidentiality is not absolute. There may be circumstances where information needs to be shared without consent, including where:

A child or young person may be at risk of significant harm
There is a serious concern about abuse, neglect or exploitation
Someone may be at risk of serious harm
Information needs to be shared with relevant professionals or services to safeguard a child
I am required to share information by law or court order
There is another lawful and necessary reason to share the information

Where it is safe and appropriate to do so, I will aim to discuss this with the individual or parent/carer before information is shared.

Information will only be shared with those who need to receive it for the relevant purpose.

Further information can be found in the Nurture Wellbeing Confidentiality Policy and Safeguarding Policy.

8. Who Might I Share Information With?

I will only share personal information where there is a lawful and appropriate reason to do so.

Depending on the circumstances, information may be shared with:

Parents or carers
Relevant professionals involved in a child's care or support
Schools or educational professionals, where appropriate and where there is a lawful basis for sharing
NHS or other healthcare professionals where appropriate
Children's social care or safeguarding professionals
Emergency services where necessary
Professional advisers, insurers or other organisations where this is necessary for the running of Nurture Wellbeing
Service providers who process information on my behalf, such as booking, payment, email, website or storage providers

Where another organisation processes personal information on my behalf, I will take reasonable steps to ensure that appropriate data protection and security arrangements are in place.

I will not sell your personal information to third parties.

9. Keeping Your Information Secure

I take reasonable and appropriate steps to protect personal information from being:

Lost
Accidentally deleted
Misused
Accessed by someone who is not authorised
Disclosed without permission
Altered without permission

This may include using secure passwords, appropriate access controls, secure digital systems and secure storage methods.

I will only give access to personal information to people who need it for their role or for the purpose for which the information is being processed.

No method of storing or transmitting information online can be guaranteed to be completely secure. However, I will take reasonable steps to reduce the risks to your information.

10. How Long Do I Keep Your Information?

I will not keep personal information for longer than is reasonably necessary for the purpose for which it was collected.

The length of time information is kept will depend on the type of information and why it is needed.

For example, some information may need to be retained for financial, legal, insurance or safeguarding purposes for longer than general communication records.

I will periodically review the information I hold and securely delete or anonymise information when it is no longer needed.

Where there is a legal or professional requirement to retain information for a particular period, I will retain it for the appropriate period.

11. Your Data Protection Rights

You have rights in relation to your personal information.

Depending on the circumstances, these may include the right to:

Ask what personal information I hold about you
Request a copy of your personal information
Ask me to correct information that is inaccurate or incomplete
Ask me to delete personal information in certain circumstances
Ask me to restrict how your information is used in certain circumstances
Object to certain types of processing
Withdraw consent where processing is based on consent
Request your information in a portable format where the right to data portability applies

These rights are not absolute and there may be circumstances where I am legally entitled or required to retain or use certain information.

If you would like to exercise one of these rights, please contact Amelia using the details at the beginning of this policy.

I will normally respond to a valid request within one month, although this may be extended where a request is particularly complex or where the law allows an extension.

12. Children's Rights

Children have their own data protection rights.

Where appropriate, I will consider the child's age, understanding and ability to exercise their rights when responding to requests relating to their personal information.

Parents and carers may sometimes make requests on behalf of a child, but this does not automatically mean that they are entitled to access all of the child's personal information.

Each situation will be considered individually, taking into account the child's best interests, age, understanding, confidentiality and any safeguarding concerns.

13. Website and Cookies

When you visit the Nurture Wellbeing website, some information may be collected automatically by the website or by third-party services used to operate the website.

This may include technical information such as your device, browser, IP address and information about how you interact with the website.

Cookies and similar technologies may also be used.

Where cookies or similar technologies require your consent, I will ask for consent in accordance with applicable privacy and electronic communications requirements.

The website may also use third-party services, for example to provide website functionality, translations, forms, bookings or other features. These services may process information in accordance with their own privacy policies.

You should review the relevant privacy information provided by these services where appropriate.

14. Information Sent by Email or Other Communication Methods

If you contact Nurture Wellbeing by email, telephone, messaging service or another communication method, I may retain relevant information from that communication where it is necessary to respond to you, provide a service or maintain an appropriate record.

Please avoid sending highly sensitive information through ordinary email or messaging unless it is necessary and you are comfortable doing so.

Where possible, I will use appropriate security measures when handling sensitive information.

15. Information About Other People

If you provide me with information about another person, including your child, another family member or a professional involved in your child's care, you should ensure that you have a lawful reason to provide that information.

Where appropriate, I will provide that person with information about how their data is being used.

16. Sharing Information Outside the UK

Some of the technology and service providers used by Nurture Wellbeing may process personal information outside the UK.

Where this happens, I will take reasonable steps to ensure that any required safeguards are in place in accordance with applicable data protection law.

17. Personal Data Breaches

I take the security of personal information seriously.

If I become aware of a personal data breach, I will take steps to contain and investigate the breach, assess the potential risk to individuals and take appropriate action.

Where the law requires a breach to be reported to the Information Commissioner's Office (ICO), I will do so without undue delay and, where feasible, within the required 72-hour period.

Where a breach is likely to result in a high risk to an individual's rights and freedoms, I will also consider whether the affected individual needs to be informed.

All personal data breaches will be recorded and reviewed appropriately.

18. Complaints About Data Protection

If you have any concerns about how I have handled your personal information, please contact me in the first instance.

I will always aim to understand your concerns and resolve them where possible.

You also have the right to make a complaint to the Information Commissioner's Office (ICO), which is the UK's independent regulator for data protection.

Information about contacting the ICO can be found on the ICO website.

19. Changes to This Policy

I may update this policy from time to time to reflect changes in legislation, guidance, services or the way Nurture Wellbeing handles personal information.

The most recent version will be made available on the Nurture Wellbeing website.

I will review this policy at least annually, or sooner if there are significant changes to data protection legislation or the services provided.

Our Commitment

At Nurture Wellbeing, I understand that sharing personal information about yourself or your child requires trust.

I am committed to treating your information with care, respect and confidentiality, while recognising that there may be occasions where information needs to be shared to protect a child or another person.

I will always aim to collect only the information I need, use it for clear and appropriate purposes, keep it secure and retain it only for as long as necessary.

If you have any questions about how your information is collected, stored or used, please do not hesitate to contact me.

By engaging with Nurture Wellbeing, you acknowledge that you have had the opportunity to read and understand this Data Protection Policy.

Policy Date: September 2026

Review Date: September 2027