Terms & conditions

Nature of services

Be Whole Care provides counselling, wellness support, psychoeducation, and related services. These services are not a substitute for medical, psychiatric, or emergency care. Where necessary, clients may be referred to appropriate healthcare or emergency services.

Scope of services and limitations

Please note that Be Whole Care does not provide psycholegal services, including the preparation of reports, assessments, or professional opinions specifically intended for use in court proceedings or other legal matters.

Clients requiring psycholegal assessments, court-related reports, or expert opinions for legal proceedings are kindly advised to consult a suitably qualified professional who specialises in psycholegal services.

We appreciate your understanding and thank you for respecting the scope of our services.

Eligibility

Clients must be 16 years or older, or have written consent from a parent or legal guardian for services provided to minors.

Appointments and sessions

• Sessions are offered online or in person.
• Sessions are scheduled by appointment only and begin and end at the agreed time.
• Appointments can be scheduled on the website or using the contact details provided.
• Sessions are 60 minutes long.

Payment and medical aid

Be Whole Care accepts medical aid (subject to available benefits and scheme rules) and card payments via a secure online payment link.

Clients paying privately will receive a secure payment link after booking. Payment must be made before the appointment to confirm the booking.

Clients intending to use their medical aid are responsible for ensuring that they have sufficient mental health benefits available before booking. Claims are submitted subject to your scheme's rules, available benefits, authorisation requirements and reimbursement policies. Fees charged to medical aid schemes may differ from the private consultation rates. Acceptance of your medical aid details does not guarantee payment by your medical aid. Any amount not covered or reimbursed remains the client's responsibility.

Failure to settle any applicable fees may result in the appointment being postponed or rescheduled.

Cancellations & missed appointments

• Cancellations must be made at least 24 hours before the scheduled session.
• Late cancellations or missed appointments may be charged in full.
• Exceptions may be considered in cases of genuine emergency.

Confidentiality

All sessions are confidential and handled in accordance with ethical and legal requirements. Confidentiality may be limited where there is:

• Risk of harm to the client or others
• Abuse or neglect of a child, elderly person, or vulnerable individual
• A legal requirement to disclose information

These limits will be explained during the informed consent process.

Your personal information

When you book, we collect your name, contact details, ID or passport number, address, emergency contact and what brings you to counselling, and — if you use medical aid — your scheme details. We use this only to arrange and confirm your sessions, send reminders, process payments and claims, and contact you about your care.

Card details are entered only on our payment provider’s secure checkout and never reach our systems. We do not sell your information or share it for advertising.

Only the practice can see your information, and you can see only your own in the client portal. Clinical session notes are not kept in this booking system.

Under the Protection of Personal Information Act (POPIA) you may ask what we hold about you, ask for a copy or a correction, or ask us to delete what we no longer need to keep. Some records must be kept for a period to meet professional and legal obligations. To ask, email bewholecare@gmail.com or call 0638837170.