terms and conditions
terms & conditions
table of contents
Counselling and therapy
We value our clients & psychologists alike and want our clients to make the most out of the time in every session. For this, the client’s attendance is important and we have strict policy against frequent absenteeism or late-coming. All clients must be well versed with the Terms & Conditions that have been written keeping in mind the best interest of the clients. By making a booking or payment (on our website, Practo, phone, email or through any other medium) clients imply that they agree to these Terms & Conditions, which are as follows:
- Clients who come in late for the appointment, will get only the remaining time of the session. The payment will remain that of one hour.
- In case, the client wants to extend their session, the extension is subject to availability of the psychologist.
- In case, the client wants to take up more than 5-10 minutes of the next session, this is subject to additional charges, as per session rates.
- 24 Hour Cancellation Policy: If a client wishes to cancel their appointment, they must do so at least 24 hours prior to the appointment time. Any cancellation done after that will be chargeable amounting to fees for one session. The client must make this payment before their next session at Karma.
- Suicide, or ending one’s own life, is a tragic event with strong emotional repercussions for its survivors & for families of its victims. Every therapist’s attempt is to prevent such an unfortunate event from occurring. However, it is an impulsive act & under such unpredictable circumstances, a therapist or Karma Center for Counselling & Wellbeing cannot be held liable for it. It is important to note that Karma Center is not a crisis intervention center & therefore does not provide emergency services. Services are rendered only during the scheduled sessions. Clients who have an emergency must use local & available emergency resources’.
- Everything that happens in our therapy session remains confidential between us, with the following exceptions:
- We will discuss aspects of our work in supervision with another qualified clinical psychologist, but your identity will remain protected.
- When required by law, which is very rare, we may contact another medical professional and/or your emergency contact if we believe you are likely to cause serious injury to yourself or others. We may do this without consultation with you if you are not in a position to discuss other options with me.
- The administration & Practo will have your name & number for the purposes of scheduling.
- Confidentiality is of utmost important in the field of psychology and it’s practice and we value it immensely in our organization as well. However, we would like to inform you that all the details that the client mentions on the website forms will be handled by administration. Because our administration has to maintain records and appointments- they do have access to the names and contact information of the client. Confidentiality however, is assured when it comes to the therapeutic space and what all you discuss with your psychologist.
- Therapists at Karma reserve the right to discontinue therapy owing to their mental health and sense of security. Any person in the center who displays lewd or indecent behavior or makes the staff feel uncomfortable or unsafe will be asked to leave the premises.
Web based services
- Since it is an internet based tele-mental health service it is imperative to know that complete confidentiality may not be ensured due to logistical limitations. However, as a part of our ethical practice, it will be our attempt to strive for complete confidentiality. Feel free to further address this with the psychologist during the session.
- A thorough informed consent at the start of services shall be performed.
- The consent will include all information contained in the consent process for therapeutic care including discussion of the structure and timing of services, record keeping, scheduling, privacy, potential risks, confidentiality, mandatory reporting, and billing. In addition, the informed consent process will include information specific to the nature of video call/telephonic conversation. The information shall be provided in language that can be easily understood by the client.
- The following will be addressed with the client : the potential for technical failure, procedures for coordination of care with other professionals; a protocol for contact between sessions; and conditions under which telemental health services may be terminated and a referral made to in-person care.
- The consent will either be taken through electronic signatures, manually signed printout of the consent form, or a verbal consent obtained during the session from the client.
- In event of equipment failure or technical glitches, the session timings will be adjusted and no extra charges shall be incurred. This can further be discussed with your psychologist.
- In case, the client wants to extend their session, the extension is subject to availability of the psychologist. In case, the client wants to take up more than 5-10 minutes of the next session, this is subject to additional charges, as per session rates.
- 24 Hour Cancellation Policy: If a client wishes to cancel their appointment, they must do so at least 24 hours prior to the appointment time. Any cancellation done after that will be chargeable amounting to fees for one session. The client must make this payment before their next session at Karma.
- Psychologists shall maintain an electronic record for each patient for whom they provide remote services. Such a record will include an assessment, client identification information, contact information, history, treatment plan, informed consent, and information about fees and billing.
Standard Operating Procedure (SOP) Training & Internship Program 2026
Welcome to Karma Care. We are committed to providing a high-quality, professional, and
ethical learning environment for all our participants. This document outlines the protocols
and expectations for our ‘Training & Internships’ programs. By adhering to these
guidelines, you contribute to a productive experience that aligns with the professional
standards of the mental health field.
1. Enrollment, Onboarding, and Certification
- Payment and Confirmation: Once your payment is processed, your seat for the
internship is officially confirmed. You will receive an onboarding confirmation email
within a week. - Communication Channels: Approximately 2–4 days prior to the start date, you will be
added to a dedicated WhatsApp group consisting of your facilitators and fellow
students for real-time updates. - Certificate Accuracy: Certificates will reflect the actual hours attended. Requests to
modify dates or exaggerate hours will not be entertained. - Certificate Collection: Digital or physical certificates must be collected within 7 days of
program completion. Karma Care is not liable to issue certificates after this period. - Certificate Format: Participants may choose either a digital or a physical certificate,
but not both. Physical certificates must be collected from our Vasant Vihar office; we
do not provide courier services. - Misplacement of Certificate: A fee of Rs. 1,000/- shall apply for the processing and
reissuance of any lost or duplicate certificates. - Letters of Recommendation: As these are training-based programs and do not involve
professional employment engagement, we do not provide Letters of
Recommendation, employment confirmations, or offer letters.
2. Institutional and Academic Requirements
- Mandatory Hours and Documentation: If your college/university/institution requires a
specific number of hours or if you have official documents that require a signature
from our psychologists, these must be submitted to the management within the first
week of your internship. - Late Requests: Any academic requests or documentation submitted after the first
week will be reviewed and entertained solely at the discretion of the Karma Care
management. - Formal Communication: All additional requirements must be formally requested via
email at [email protected]. Verbal or telephonic requests are not considered
formal agreements.
3. Attendance and Punctuality
- Punctuality: Participants must log in/arrive at the center (offline) at least 5 minutes
before the scheduled class time to ensure a prompt start. - Hour Calculation: Accurate login and logout timings are essential, as these records
form the basis for calculating the total internship hours reflected on your certificate. - Video Policy: For online sessions, cameras must remain switched on throughout the
duration of the class for attendance to be recorded. - Environment: We require a focused learning environment; therefore, participants
should not attend online classes while traveling or commuting. - Session Completion: Attendance is only recorded for full sessions. Leaving a session
early will result in a deduction of your total logged hours.
4. Professional Conduct and Ethics
- Confidentiality: Participants must maintain strict confidentiality regarding personal
experiences shared by peers during sessions. - Client Privacy: You may encounter clients who visit Karma Care for their mental
health needs. It is a fundamental ethical requirement that you maintain their
anonymity and do not discuss their identities outside of the center. - Interaction Limits: To uphold ethical standards, participants will not interact with,
conduct sessions with, or observe client sessions. - Inclusivity: Karma Care is a queer, caste and trans-affirmative organization. We
maintain a zero-tolerance policy for discriminatory behavior. Any disrespect toward
individuals or groups will result in immediate removal from the program without a
refund. If necessary, legal action will also be taken. - Center Decorum: Full attention is expected during classes. The use of mobile phones
is prohibited during classes. Within the center, movement in corridors or entry into
therapy rooms without prior permission is not allowed.
5. Assignments and Compensatory Hours
- Submissions: Timely submission of all assignments or presentations is mandatory.
Failure to submit work or late submissions will directly impact the hours credited
toward your internship. - Missed Hours: If you miss hours due to absence or incomplete tasks, compensation
is available under the following terms:- The first 2 missed hours can be compensated at no additional cost as a courtesy.
- Any compensation beyond 2 hours will incur additional charges. Please contact
the front desk for current pricing. - Compensation may involve additional assignments or tasks; however, repeating a
specific missed lecture topic is not guaranteed.
6. Field Visits
- Scheduling: Field visit timings are determined by the hosting organization and may
differ from regular internship hours. Participants are responsible for making the
necessary arrangements to attend. - Attendance Impact: Field visits are included in the total internship hours. Missing a
visit will result in a deduction of those specific hours from your final certificate. - Availability: Due to the dynamic nature of external partnerships, field visits are not
guaranteed for every batch. If a visit cannot be arranged, we will strive to provide
guest sessions or opportunities with future batches. - Exclusions: Online training programs or the training programs, where a filed visit is
not explicitly mentioned on website or brochure, do not include field visits or
equivalent external sessions. - Logistics: Participants must arrange their own transportation for all field visits.
7. Program Modification and Refund Policy
- Non-Refundable Policy: Please note that once payment is made, refunds will not be
processed, including instances where the internship has not yet commenced. - Program Modification: Karma Care reserves the right to cancel or postpone a training
program due to unforeseen circumstances or if the program does not meet the
minimum required registrations. - Cancellation Option: In the event of a cancellation by Karma Care, students may
choose to receive a full refund or enroll in an alternative active program. If the new
program is higher in price, the difference must be paid; if it is lower, the remaining
balance will be returned to the student.
8. Media and Contact Information
- Media Consent (Karma Care): Karma Care may capture photos or videos during
sessions for organizational use. If you prefer not to be featured, please inform the
management in advance. - Media Use (Participants): If students wish to click photos or videos, they must obtain
explicit consent from all other participants, facilitators, or staff involved. - Client Confidentiality in Media: Any images or videos that compromise Karma Care’s
client identity are strictly prohibited. Participants found in violation will be asked to
permanently delete the content immediately. - Social Media Tagging: We recommend tagging us at @karma_care if you upload
stories or posts on Instagram or LinkedIn. - Tagging Staff: If you wish to tag any of the facilitating psychologists, please ask them
directly for their social media accounts.