Privacy, confidentiality & safeguarding

Last updated November 2026 · reviewed at least once a year

1. About this policy

This policy explains how Swayam keeps what you share private, how your personal information is handled, and how we protect children and adults who may be at risk.

It applies to everyone who uses Swayam (swayam.care), run by its counsellor, a counselling psychologist and certified yoga therapist. That covers online counselling, yoga therapy, programmes and workshops for individuals, families, children, older adults, workplaces and NGOs, in India and Southeast Asia.

In this policy, “we” means Swayam and its counsellor, and “you” means the client, or the parent or guardian booking for a child.

What you share in sessions stays between you and the counsellor. We never share it, and never confirm that you are a client, without your written consent.

Confidentiality has a few limits. These are explained in your first session. We may share the minimum information needed only when:

1. Someone is at serious risk. You, or another person, are at serious and immediate risk of harm, including risk of suicide or violence.
2. A child is at risk. We learn that a child is being, or may be, sexually abused or seriously harmed. Indian law (the POCSO Act, 2012) requires this to be reported to the police or the Special Juvenile Police Unit, as per the Juvenile Justice Act.
3. The law requires it. A court orders it.
4. You ask us to. You give written consent, for example to share a summary with your doctor or psychiatrist.

Wherever it is safe and possible, we will talk with you first before sharing anything.

Supervision. The counsellor may discuss their work with a qualified clinical supervisor to keep their practice safe and effective. Your name and identifying details are never shared.

3. What information we collect and why

We collect only what we need to provide safe, good-quality care.

Health and session information is sensitive. We collect it only with your consent, given when you book and confirmed in your first session. Our website does not use advertising trackers.

4. How records are stored, kept and deleted

• Storage. Session notes are kept safely, protected by a strong password and two-step login. Paper notes, if any, are kept in a locked cabinet.
• Access. Only the counsellor can read your session notes.
• Minimum detail. Notes record what is needed for your care, not everything said.
• Messages. WhatsApp and email are used for scheduling only. Please don’t share sensitive details there.
• Retention. Records are kept for 10 years after your last session. For a child, records are kept for 5 years or until they turn 21, whichever is later.
• Deletion. After that period, records are securely deleted or shredded. Billing records are kept as long as tax law requires.

5. Online sessions

Sessions take place on the platform you choose: Google Meet or Zoom. Each is run by a third-party company with its own privacy policy.

• Recordings. Sessions are recorded by Swayam only with your consent.
• Your space. Please join from a private place where you can’t be overheard, ideally with headphones.
• Your location. At the start of each session, the counsellor may confirm where you are, so they know whom to contact in an emergency.
• If the call drops. The counsellor will try to reconnect, then call you on the number you gave.

6. Payments and other service providers

• Payments are made directly to Swayam. We receive confirmation that you paid, but never your card, UPI or bank details.
• Other tools we use for video calls, email, scheduling and hosting this website receive only what they need to provide their service.
• Fees and rescheduling. Each session can be rescheduled once, if you tell us at least 24 hours before. Fees are non-refundable.
• No selling. We never sell or rent your information, and never use it for advertising.

7. Safeguarding

Swayam is committed to the safety and dignity of every client, especially children and adults who may be vulnerable because of illness, dementia, addiction or distress.

Our commitments

• Every client is treated with respect, whatever their age, gender, caste, religion, sexuality, disability or background.
• The counsellor never meets a child client alone in person without a parent or guardian’s knowledge and consent.
• Physical touch is never part of yoga therapy without clear, spoken permission each time.
• No personal friendships, gifts of value, or contact on personal social media with clients.
• No gift exchanges.

Older adults

• Older clients are supported to make their own decisions about their care for as long as they are able to.
• Where memory loss or dementia affects someone’s ability to consent, a family member or nominated representative is involved, and the person’s own wishes are still respected as far as possible.
• Family members join sessions only with the older person’s agreement.
• If there are signs that an older person is being neglected, exploited or abused, the counsellor follows the steps below to keep them safe.

If there is a risk of serious harm

1. The counsellor stays with the person, listens calmly, and does not promise to keep it secret.
2. If someone is in immediate danger, the counsellor contacts emergency services (112 in India) or the local emergency number.
3. The counsellor contacts the emergency contact or a parent/guardian, unless that person is the source of harm.
4. For a child at risk of sexual abuse, the counsellor reports to the Special Juvenile Police Unit or local police, as POCSO requires, and can involve Childline (1098). For a child facing cruelty, neglect or other serious harm, the counsellor can refer them to the Child Welfare Committee under the Juvenile Justice Act.
5. The counsellor writes down what happened, what was said, and what was done, with dates and times.
6. The counsellor discusses the situation with a supervisor and follows up with the client.

Crisis support. Swayam is not an emergency service. In India, Tele-MANAS (14416) offers free mental-health support, 24×7.

8. Working with children and parents

• Consent. For anyone under 18, a parent or legal guardian books the sessions and gives written consent. Indian data-protection law also requires a parent’s verifiable consent before a child’s personal data is processed.
• The child’s voice. The counsellor explains, in words a child understands, what therapy is and what stays private.
• What parents hear. Parents receive general updates on progress and guidance for home. Private details a child shares are kept confidential, unless there is a safety concern (section 2). This balance is agreed with the family at the start.
• Online sessions. For younger children, a parent stays nearby, or joins part of the session.
• Separated parents. Where parents are separated, we follow any court order about who may consent.

9. Workplace and NGO programmes

When an employer, company or NGO pays for sessions, the organisation never sees who used them or what was discussed. Client confidentiality is maintained.

Organisations receive only combined, anonymised figures, such as the number of sessions used and broad themes. Groups smaller than 5 people are never reported, so no one can be identified.

In group workshops and debriefs, participants are asked to keep what others share private. The counsellor cannot guarantee this, so they ask people to share only what they are comfortable with.

10. Data breaches, complaints and contact

If something goes wrong. If your information is lost, stolen or seen by someone it shouldn’t be, we will tell you without delay. We will explain what happened, what we are doing about it, and what you can do. We will also inform the relevant authorities, as the law requires.

Complaints. If you are unhappy with any part of your care or how your information was handled, please tell us. We will acknowledge your complaint within 7 days and aim to resolve it within 30 days.

Contact. Swayam · Email: connect@swayam.care · WhatsApp: +91 96192 55899 · India

11. Laws this policy follows