Policies and Procedures

1. Purpose of this Policy

Kimara Wilhite – Sacred Healing is committed to protecting the privacy, dignity and wellbeing of every client and learner it works with. This Client Consent & Confidentiality Policy sets out how consent is obtained and recorded, how personal and sensitive information is handled, and the circumstances under which confidentiality may need to be maintained or, in limited situations, broken.

 

2. Informed Consent

2.1. Consent Before Treatment or Sessions

Prior to any treatment, session or training activity, Kimara Wilhite – Sacred Healing will ensure that clients and learners have received sufficient information to give their informed consent. This includes:

• the nature and purpose of the treatment or session

• any associated risks or contraindications

• the right to withdraw consent at any time

• how their personal information will be stored and used

 

2.2. Consent Forms

A signed consent form must be completed before the first treatment or session takes place. Consent forms will be retained securely as part of the client or learner record. Digital consent is acceptable where a clear and auditable record is maintained.

 

2.3. Ongoing Consent

Consent is not a one-off process. Kimara Wilhite – Sacred Healing will check in with clients and learners at relevant points, particularly where the nature of the treatment or program changes, or where a significant period of time has passed between sessions.

 

2.4. Vulnerable Adults and Minors

Where a client or learner is under 18 or may lack capacity to give informed consent, consent must be obtained from a parent, guardian or appropriate responsible adult. Kimara Wilhite – Sacred Healing will follow applicable legal and regulatory requirements in these circumstances.

 

3. Confidentiality

3.1. Our Commitment

All personal, sensitive and health-related information shared by clients or learners will be treated as strictly confidential. Information will not be disclosed to any third party without the individual's explicit consent, except as outlined in Section 4 of this policy.

 

3.2. Information That May Be Collected

In the course of providing services, Kimara Wilhite – Sacred Healing may collect and hold the following types of information:

• full name and contact details

• medical history and health conditions

• current medications and allergies

• emergency contact details

• payment and booking information

 

3.3. Staff and Associate Obligations

All staff, associates and subcontractors working with Kimara Wilhite – Sacred Healing are required to maintain confidentiality in line with this policy. This obligation continues after their involvement with the business ends.

 

4. Data Storage and Security

4.1. Record Keeping

Client and learner records will be held securely, whether in physical or digital form. Physical records will be kept in a locked location. Digital records will be protected by appropriate access controls and, where applicable, encryption.

 

4.2. Retention Period

Records will be retained for a minimum of 3 years following the end of the treatment, program or business relationship, or for such longer period as may be required by law, insurance conditions or professional standards.

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5. Consent to Photography and Media

Where Kimara Wilhite – Sacred Healing wishes to use photographs, videos or case studies featuring clients or learners for marketing, training or educational purposes, separate written consent will be obtained. This consent may be withdrawn at any time by contacting Kimara Wilhite at kimara@kimarawilhite.com.

 

6. Policy Review

This policy will be reviewed periodically and updated as required to reflect changes in legislation, professional standards or operational practice.