Last updated: June 2026 — themeetingmatters.com

Privacy Policy

This Privacy Policy explains what information Meeting Matters Clinic collects from you, how we use it, who we share it with, and what rights you have over your data. Please read this before attending any session or submitting any form.

1. Who We Are

Meeting Matters Clinic is a Centre for Psychological and Training Services based in Islamabad, Pakistan. We provide evidence-based psychological therapy, counselling, and training services to individuals, couples, families, and organizations — both in person at our Islamabad clinic and online.

2. What Information We Collect

When you register as a client

• Full name, date of birth, and gender
• Contact details — phone number, email address, WhatsApp number
• Home address
• Emergency contact — name and phone number
• Reason for seeking therapy and presenting concerns
• Relevant medical and mental health history — previous diagnoses, medications, prior therapy
• Family and relationship background where clinically relevant
• Session notes and progress records maintained throughout your treatment
• Payment records — cash or bank transfer

When you attend online sessions

• Online platform details — Zoom meeting ID, Skype ID, or WhatsApp number used for sessions
• Sessions are never recorded without your explicit written consent before recording begins

When you attend as part of a corporate or group programme

• Organisation name and your contact details
• Participation records — anonymised for reporting to the organisation

3. How We Use Your Information

• To provide psychological therapy, counselling, and training services to you.
• To maintain your clinical record throughout the period of treatment.
• To communicate with you about appointments, cancellations, and reminders.
• To contact your emergency contact in a genuine emergency where you cannot be reached.
• To fulfil legal obligations — including safeguarding duties, court orders, and reporting requirements.
• To improve our clinical services — using anonymised, non-identifiable data only.

• We never sell your data to any third party.
• We never share your information with your employer without your explicit written consent.
• We never share session content with family members without your explicit consent.
• We never use your clinical information for marketing or advertising.
• We never record sessions without your written consent before recording begins.

4. Who Has Access to Your Information

5. Online Sessions — Additional Privacy

• Sessions conducted via Zoom, Skype, or WhatsApp are never recorded without your explicit written consent obtained before the session begins.
• Your therapist conducts all online sessions from a private, confidential space where they cannot be overheard.
• We recommend you attend sessions from a private location where you cannot be overheard.
• Please do not share sensitive clinical details via WhatsApp messages between sessions — keep clinical discussion for your session.
• Online platform providers (Zoom, Skype, WhatsApp) have their own privacy policies. Meeting Matters Clinic is not responsible for how those platforms handle data.

6. Data Security

• All physical client files are stored in locked cabinets accessible only to authorised staff.
• Digital records are stored on password-protected systems with restricted access.
• All staff are trained in and contractually bound by confidentiality obligations.
• Session notes are never stored on personal devices or personal cloud accounts outside clinic systems.
• Physical records are securely shredded — never placed in general waste — when destroyed.

7. How Long We Keep Your Records

8. Your Rights

To exercise any of these rights, contact us at: info@themeetingmatters.com

9. Changes to This Policy

We may update this Privacy Policy. Registered clients will be notified of significant changes by phone, email, or at their next session. The current version is always available on our website at themeetingmatters.com.

10. Contact Us

For any privacy questions or concerns:

Confidentiality Policy

Your confidentiality is the foundation of everything we do at Meeting Matters Clinic. Everything you share with your therapist is confidential — whether your session is in person at our Islamabad clinic or online. This policy explains exactly what that means, and the very limited situations where confidentiality may need to be broken.

1. Our Commitment to You

When you attend Meeting Matters Clinic — in person or online — everything you share with your therapist is confidential. Your therapist will not share what you have discussed with anyone without your explicit consent. This includes:

• Everything discussed in your therapy sessions.
• Your clinical assessment and history.
• Your session notes and treatment records.
• The fact that you attend Meeting Matters Clinic — we will not confirm or deny to anyone that you are our client.
• Your personal details and contact information.

2. When Confidentiality May Be Broken

There are a small number of situations where your therapist is legally or ethically required to share information without your consent. These are listed below clearly and honestly. Your therapist will explain all of these limits in your first session.

Situations Where Your Therapist MUST Act

Situations Where Limited Sharing May Occur

Your therapist will NEVER — without your explicit written consent:

• Tell your family, partner, or parents that you are in therapy.
• Tell your employer about your sessions or your condition.
• Share session content with anyone outside a formal clinical context.
• Post about your case on social media in any form — anonymised or otherwise.
• Contact you via personal social media, personal WhatsApp, or personal channels.
• Record your session without obtaining your written consent before recording begins.
• Use your case for research, teaching, or training without your written consent.

3. In-Person Sessions — Additional Notes

• Our session rooms are private and soundproofed to protect your confidentiality.
• Reception staff do not have access to your clinical records or session content.
• Reception staff will not confirm or deny that any person is a client of the clinic.
• Your appointment schedule at reception does not include your presenting concerns — only your name and session time.
• Client files are stored in locked cabinets accessible only to your treating therapist and authorised clinical staff.

4. Online Sessions — Additional Notes

• Your therapist conducts all online sessions from a private, confidential space where they cannot be overheard.
• We recommend you attend online sessions from a private location where you cannot be overheard by others.
• Sessions are never recorded without your explicit written consent before the session begins.
• Please keep sensitive clinical conversation for your session — avoid sharing clinical details via WhatsApp messages.
• If a session is disrupted by a technical issue, your therapist will reconnect or contact you to reschedule promptly.

5. Crisis Support

If you are in immediate distress or feel unsafe, please contact one of the following immediately:

6. What Meeting Matters Clinic Is — and Is Not

Meeting Matters Clinic provides psychological therapy, counselling, and training services.

• We ARE NOT a medical hospital or emergency service.
• We DO NOT provide psychiatric medication or medical diagnoses.
• We DO NOT offer 24-hour crisis intervention.

If your needs require a higher level of clinical care — such as inpatient psychiatric treatment or emergency intervention — your therapist will discuss a referral with you. This is always done in your best interests.

7. Your Consent

By attending Meeting Matters Clinic and submitting your intake form, you confirm that:

• I have read and understood this Confidentiality Policy.
• I understand that my sessions are confidential except in the situations described in Section 2.
• I consent to my therapist maintaining clinical session notes as part of my treatment record.
• I consent to my therapist discussing my case anonymously with their clinical supervisor as part of standard professional practice.
• I have provided an emergency contact and consent to them being contacted only in a genuine emergency where I cannot be reached.
• I understand that Meeting Matters Clinic is not an emergency service and does not provide medical diagnoses or prescriptions.
• I understand that if I am in crisis I should contact the resources listed in Section 5.
• I agree to the Meeting Matters Clinic Privacy Policy above.
• I confirm I am 18 years of age or older — or that I am a parent or guardian providing consent on behalf of a minor.

For in-person clients: This consent form is signed at your first session. A copy is kept in your file.

For online clients: Your digital acceptance is recorded with date and timestamp.

You may withdraw consent at any time by contacting info@themeetingmatters.com.

8. Lawful Use & Safety Acknowledgement

By submitting your intake form, you confirm and agree to the following:

• I understand that the clinic provides psychological and counselling services for lawful mental health, emotional wellbeing, relationship, family, educational, occupational and personal development purposes only.
• I confirm that I am not seeking services for the purpose of planning, supporting, concealing, facilitating, justifying or promoting violence, terrorism, extremist recruitment, organised crime, unlawful activity, harm to any person, or harm to public safety.
• I understand that therapy is confidential. However, confidentiality is not absolute. The clinic may disclose limited and relevant information, with or without my consent, where required or permitted by law, court order, regulatory duty, safeguarding obligation, or where there is a serious and credible risk of harm to me, another person, a child, vulnerable person, the public, or public safety.
• I understand that if I disclose information suggesting an imminent or serious risk of violence, terrorism, criminal harm, abuse, exploitation, coercion, radicalisation of a vulnerable person, or serious threat to public safety, the clinician may take appropriate protective steps. These may include internal clinical review, consultation with a supervisor or safeguarding lead, referral to emergency or specialist services, contacting relevant authorities where legally required or justified, and documenting the reasons for any action taken.
• I agree not to use the clinic, its clinicians, reports, letters, online systems, prescriptions, psychological assessments, certificates or communications to mislead authorities, conceal unlawful activity, support extremist or violent activity, obtain unlawful advantage, or place any person at risk.
• I understand that the clinic may refuse, pause, transfer or terminate services if the clinic reasonably believes that continuing care would be unsafe, outside the clinician's competence, unlawful, unethical, coercive, or likely to facilitate serious harm or criminal activity. Where clinically appropriate and safe, the clinic will offer referral options or emergency guidance.
• I confirm that the information I provide about my identity, contact details, emergency contact, presenting concerns, risk history, medications, legal involvement and relevant background is accurate to the best of my knowledge.

9. Questions or Concerns

If you have any questions about this policy or about how your information is handled, please speak directly with your therapist or contact the clinic: