provision of Psychotherapeutic and Medical Services at the “Plexus” Center

 

§ 1. General Provisions

  1. This Regulation defines the general conditions, rules, and procedures for the provision of psychotherapeutic services at the “Plexus” Center.
  2. Psychotherapists and Doctors providing services possess the necessary professional qualifications to offer psychotherapeutic or medical services.
  3. The Center accepts individuals who consent to contact with a Psychotherapist or Doctor and accept the terms of this Regulation.

§ 2. Duration of Sessions and Costs

  1. Sessions/consultations are scheduled by the Psychotherapist or Doctor during a meeting, through communication with the reception, or independently using specialized platforms.
  2. An individual psychotherapy session or medical consultation lasts 50 minutes. A QEEG examination without description lasts 50 minutes. The current price list of services is available on the Center’s website (https://plexus.pl/services/).
  3. Psychotherapy is preceded by consultations that allow for the determination of a therapy plan and the principles of its implementation.
  4. The session schedule is established individually with the Psychotherapist during the consultation.
  5. Services for minors are provided only with the consent of their parents/legal guardians.
  6. Payments for a session or consultation conducted inpatient at the Center are paid at the Center after each psychotherapy session or consultation. It is possible to pay by cash / bank transfer / bank card.
  7. For sessions/consultations conducted online, payment should be made when booking the service.
  8. Consultations/sessions are conducted only after prior agreement on their date. The number and frequency of visits are determined based on the needs of the Client/Patient and the nature of the proposed form of therapy.

§ 3. Delays

  1. The Client/Patient is required to arrive for visits on time. In the event of the Client’s/Patient’s delay for a session/consultation, its duration will not be extended. If the delay occurs due to the fault of the Doctor or Psychotherapist, the meeting will be extended by the time of the Psychotherapist’s/Doctor’s delay, rescheduled to a convenient time for both the Client/Patient and the Psychotherapist/Doctor, or the next session will be extended if this solution is acceptable to the Client/Patient.
  2. If half of the scheduled appointment time remains, the Psychotherapist or Doctor has the right to cancel the visit without a refund.
  3. If the psychotherapeutic or medical service was shortened for reasons beyond the control of the Psychotherapist or Doctor, the Client/Patient has no claims against the Psychotherapist or Doctor and, in particular, has no right to a refund of the amount paid for the psychotherapeutic service.

§ 4. Absence from Sessions

  1. If the Client/Patient is unable to attend a scheduled session/consultation, they are required to notify the Psychotherapist or Doctor no later than 24 hours before the scheduled appointment. In the absence of notification within the specified period, the Client is obliged to pay for the scheduled session.

§ 5. Relationship Between the Client and the Psychotherapist

  1. Meetings “outside the therapeutic context” (in a social sense) between the Therapist or Doctor and the Client/Patient are excluded.
  2. The content of the session/consultation is confidential and may not be disclosed to third parties either by the Psychotherapist or therapist or by the Client. The exceptions are when the patient has authorized a third party to receive this information, or the Psychotherapist uses supervision during a meeting with the supervisor to discuss the Client/Patient’s problematic issues without disclosing personal information. Participation in supervision is beneficial to the Client/Patient.
  3. The Psychotherapist or Doctor observes professional confidentiality. However, in the case of a threat to the health and/or life of the Client/Patient and/or their surroundings, the Psychotherapist or Doctor is obliged to notify the relevant persons or institutions and call for medical assistance.
  4. The Psychotherapist or Doctor may refuse to provide a service to a Client/Patient who is under the influence of psychoactive substances, behaves aggressively, threatens the personal well-being of the Psychotherapist or Doctor, or has outstanding payments.
  5. The Psychotherapist provides services in accordance with ethical principles established by the educational institution/society to which they belong. The Doctor provides services in accordance with the Medical Code of Ethics.
  6. No third parties may be present in the room where the Psychotherapist or Doctor and the Client are located or from which they are connecting. The participation of other persons in the session/consultation is permissible in justified cases after prior agreement between the Client and the Psychotherapist or Doctor.

§ 6. Termination of Therapy

  1. The Client has the right to refuse psychotherapeutic services at any time. The Client is required to notify the Psychotherapist in advance.

§ 7. Professional Confidentiality

  1. The Psychotherapist and the Doctor are obliged to observe professional confidentiality in accordance with clauses 5.2 and 5.3 of the Regulation. The Psychotherapist may discuss their therapeutic work only within the framework of supervision or intervision. The obligation of professional confidentiality is not limited in time.

§ 8. Psychotherapeutic Sessions

  1. A session may be recorded on an electronic data carrier only with the mutual consent of the Client and the Psychotherapist, especially if the recording serves as auxiliary material for psychotherapy supervision. The Client’s consent to record a session may be given in writing or sent via electronic correspondence.
  2. The Psychotherapist undertakes not to use in any way the information obtained during the provision of services without obtaining the Client’s written consent.

§ 9. Online Sessions and Communication

  1. Online meetings can only be conducted with the prior consent of the Psychotherapist or Doctor.If the Parties choose this form, the services are provided via the Google Meet application or the Proassist module.
  2. For online services to be provided, the following conditions must be met: The Client/Patient must have a high-quality internet connection (Wi-Fi) and a place that ensures comfort and confidentiality for conducting a session with the Psychotherapist or a consultation with the Doctor.
  3. The Psychotherapist or Doctor is not responsible for interruptions in the provision of psychotherapeutic or medical services and the inability to access services due to reasons beyond the control of the Psychotherapist or Doctor.
  4. If the provision of psychotherapeutic or medical services is impossible due to technical reasons not attributable to the Psychotherapist or Doctor, the Client/Patient has no right to make any claims against the Psychotherapist or Doctor, including, in particular, a claim for the refund of the paid amount.
  5. The Psychotherapist conducting an online session or the Doctor conducting an online consultation has the right to terminate the connection if the Client/Patient connects for a purpose other than a psychotherapeutic session or medical consultation, fails to provide suitable conditions for participating in the session/consultation, or if there is suspicion that the Client/Patient is under the influence of psychoactive substances or other intoxicants.
  6. By choosing an online psychotherapy session or medical consultation, the Client/Patient agrees to use external service providers, undertakes to review and accept their regulations and security policies, acknowledges the risks associated with this form of cooperation, and undertakes to minimize them.
  7. The Client/Patient, by deciding to communicate with the Psychotherapist or Doctor between psychotherapy sessions and medical consultations via phone calls or messengers, agrees to use the services of third-party providers, undertakes to review and accept their regulations and security policies. The Client/Patient also acknowledges the risks associated with this type of communication and commits to minimizing them.
  8. Before starting remote communication, the Psychotherapist or Physician shall take steps to verify the identity of the Client/Patient or their authorized representative in the most appropriate way (e.g., by comparing the number provided at registration with the number used for communication or messenger).

§ 10. Contract Termination

  1. Each party to the Agreement has the right to withdraw from it.
  2. The withdrawal statement must be submitted in such a way that the other party can review it no later than 24 hours before the start of the Service.
  3. If the Client/Patient follows the specified withdrawal procedure, the Agreement is considered null and void, and the Client/Patient is entitled to a refund of the paid amount.
  4. If the information about withdrawal from the Agreement reaches the Psychotherapist or Doctor less than 24 hours before the scheduled start of the service, the Client/Patient is not entitled to a refund of the paid amount and may not make any other claims.

§ 11. Complaints

  1. The Client/Patient has the right to submit a complaint within 14 days from the completion of the psychotherapeutic or medical service.The complaint must be submitted in writing and sent to the following address: Center “Plexus”, Przemyska 11a, lok. 16, 02-361 Warsaw, or via email at info@plexus.pl.
  2. Complaints without a written justification will not be considered.
  3. Complaints are reviewed within 30 days from the date of receipt of a complete complaint. A response to the complaint is sent by email to the address provided when submitting the complaint, unless the Client requests in the complaint text to receive the response by mail to the correspondence address indicated in the complaint.

§ 12. Final Provisions

  1. The Client/Patient uses psychotherapeutic services in accordance with the regulations and laws in force in the Republic of Poland.
  2. In the event of a dispute, the parties will strive to resolve the matter amicably.
  3. The applicable law for resolving all disputes arising from this Regulation is Polish law.
  4. The GDPR (RODO) information clause is an annex to this Regulation.
  5. The Regulation is effective from (01.02.2025) and may be subject to change.

Appendix No. 1 to the Regulations

GDPR (RODO) Information Clause

In accordance with the provisions of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation, hereinafter referred to as RODO), we are responsible for processing the personal data you provide to us.

1. Information about the Administrator

The Administrator of your personal data is PLEXUS Daniel Łoś, located in Warsaw (02-361) at Przemyska 11a, lok. 16.

2. Purpose and Legal Basis for Data Processing

The Administrator processes your data for the following purposes:

  • Scheduling an appointment date and fulfilling the contract for the provision of services in the field of psychotherapy and medicine. The legal basis for data processing in this case is Article 6(1)(b) of the GDPR;
  • Business communication, including offering goods and services directly, which is a legitimate interest of the Administrator and has a legal basis in Article 6(1)(f) of the GDPR;
  • For other purposes and within other limits, if we obtain your consent, which follows from Article 6(1)(a) of the GDPR.

Your personal data will be processed exclusively for the purpose of providing services by the “Plexus”

3. Categories of Processed Data

We process your personal data in the following forms:

  • When scheduling an appointment: name, surname, email address, and phone number;
  • During the provision of services, we process data concerning your health condition.

4. Data Recipients

Your personal data may be shared with the following entities:

  • Entities processing data on our behalf, i.e., service providers – entities we engage in connection with the provision of our services;
  • Authorities entitled to receive data under applicable law, such as courts or law enforcement agencies – only in cases where a request is received based on appropriate legal grounds.

Regardless of the purpose of data processing, access to your personal data is granted only to authorized contractors providing us with IT, legal, and accounting services, strictly to the extent necessary for the performance of these services, with whom we have entered into appropriate data transfer agreements.

5. Transfer of Data to Third Countries

We do not transfer data outside of Poland.

6. Data Retention Period

We process your data until the expiration of the limitation period related to the provided services.

Personal data processed for the purposes of direct marketing of goods and services will be stored until you object to their processing for marketing purposes.

7. Your Rights

When processing data, we ensure compliance with and implementation of your rights, including:

  • The right to access your data and correct it, as well as the right to delete your data;
  • The right to request the cessation of data processing;
  • The right to restrict data processing;
  • The right to object to data processing, including for marketing purposes;
  • The right to data portability;
  • The right to withdraw consent for the processing of personal data.

Upon your request, we will inform you whether we process your data and provide detailed information about the processing.

If you request information about the processing of your data, we will respond no later than within 14 days.

DATA DELETION – RIGHT TO BE FORGOTTEN

You have the right to request the immediate deletion of your personal data. We are obliged to delete your personal data without undue delay if one of the following conditions applies:

  • Personal data are no longer necessary for the purposes for which they were collected or otherwise processed;
  • The consent on which the processing was based has been withdrawn, and there is no other legal basis for processing;
  • A justified objection to processing has been submitted, and there are no overriding legitimate grounds for processing;
  • Personal data have been processed unlawfully;
  • Personal data must be deleted to comply with a legal obligation.

OBJECTION IN A SPECIFIC SITUATION

You have the right to object at any time to the processing of personal data for reasons related to your specific situation if the data is processed based on our legitimate interest.

We will consider your objection and cease processing personal data unless there are compelling legal grounds for processing that override your interests, rights, and freedoms, or if the data is necessary for establishing, pursuing, or defending legal claims.

OBJECTION TO DIRECT MARKETING

You have the right to object at any time to the processing of your personal data for direct marketing purposes, including profiling, if processing is related to such direct marketing. Once we receive an objection, we will take it into account and cease such processing.

You have the right to file a complaint with the Personal Data Protection Office if the processing of personal data violates the law.

8. Information on the Voluntary/Mandatory Nature of Providing Data

Providing personal data is voluntary but necessary for the conclusion of the contract. If you refuse to provide personal data, we will be forced to decline the conclusion of the contract.

Providing personal data for marketing purposes is always voluntary.

If your personal data is processed based on consent, you have the right to withdraw it at any time. Consent can be withdrawn by sending a request to Plexus Center, Przemyska 11a, 02-361 Warsaw. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.

Additional Information

If you have any questions or concerns, please contact us:

Email: info@plexus.pl or in writing to the Administrator’s address.