Administrator Access Notice
Veronica Rumens
info@spaceforus.co.uk
Administrator: Jason Shaw
Space For Us employs an administrator to help with its day-to-day running. The administrator will assist me with appointments, correspondence, payments and other practical arrangements.
The aim is to make the administrative side of therapy as simple and straightforward as possible, while allowing me to dedicate more of my time to our therapeutic work. While the administrator takes on some of the practical communication and organisational tasks, I continue to be your main point of contact for anything relating to your therapy itself.
The information below explains the administrator’s role, how you can contact them and what their involvement means for your privacy and confidentiality.
The administrator’s role includes:
APPOINTMENTS AND SCHEDULING - helping with booking, rearranging and confirming appointments as well as answering questions about availability.
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Cancelling an appointment: you can email the administrator or continue to send me a WhatsApp message or email as you have always done. If you are simply cancelling an appointment within the required notice period, you do not need to wait for a confirmation from me.
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Rescheduling an appointment: You are welcome to email the administrator directly, or you can continue to contact me by WhatsApp or email. However, if you haven't received a response from me within 24 hours, I encourage you to contact the administrator who may be able to help you sooner. Please note that even if you contact me directly, it might be the administrator who will email you separately with rescheduling options.
PAYMENTS AND INVOICES - assisting with payment enquiries, invoices, receipts and other financial administration, including sending reminders about outstanding payments or notifying you of any overpayments.
For example, if you need a receipt, have a question about a payment or would like to request an invoice, you can contact the administrator directly.
DOCUMENTS AND PAPERWORK - sending therapy contracts, consent forms and other relevant documents, and following up on any outstanding paperwork.
GENERAL ADMINISTRATIVE CORRESPONDENCE - responding to practical questions and helping with other administrative matters relating to your therapy.
You can always contact me directly by WhatsApp or email. However, if your message relates to a practical or administrative matter, I may ask the administrator to respond on my behalf. In these circumstances, I will only share the information necessary for them to assist you.
Anything relating to your therapeutic work, including concerns about therapy or matters you would like to discuss in our sessions, will continue to be handled directly by me.
If you send me a message containing both practical and therapeutic information, I will only share the administrative details necessary for the administrator to assist you.
Your Privacy and Confidentiality
Your privacy and confidentiality remain extremely important to me. The administrator's access is limited to the personal and administrative information necessary to carry out their responsibilities.
Information the administrator may access
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your Client Information Sheet, which contains your name, contact details, date of birth, GP practice and emergency contact information
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contracts, consent forms and other administrative documents where access is necessary for their role
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appointment information, including scheduled sessions, cancellations and changes
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payment information, bank details, invoices, receipts and payment records
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administrative correspondence relating to appointments, payments, paperwork and other practical arrangements
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other limited information reasonably required for practice administration
Information the administrator CANNOT access
The administrator does not have access to your clinical records, including therapy notes, clinical assessments, the Upheal platform, supervision material, or other confidential clinical documentation.
The administrator is not involved in your therapy, does not participate in clinical decisions and does not receive information about what we discuss during our sessions.
Protecting Your Information
The administrator is bound by a written confidentiality and data-access agreement with Space For Us. The administrator is required to use client information only for authorized. Space For Us work, to access only the minimum information needed for the task, and to follow the practice's security and data-protection procedures.
I remain responsible for how your personal information is handled within my practice.
Further details about how your information is collected, used, stored and protected are available in the Space For Us Privacy Notice.
Questions or concerns
If you have any questions or concerns about this change, please raise them with me. I am happy to explain what information is used for administration and how access is restricted.
Contacting the Administrator
You can contact the administrator directly at: admin@spaceforus.co.uk
Last updated: November 2026