Terms and conditions for providers

Independence and liability for treatment

The provider works as an independent contractor and is registered with the Dutch Chamber of Commerce (KVK). PsyIntake is a mediation platform and acts solely as an intermediary in bringing about the appointment.

The provider is fully and solely responsible for the content, quality and conduct of the intake session and any follow-up treatments. PsyIntake bears no responsibility for what takes place during a session or treatment, nor for the advice, diagnoses or interventions of the provider.

The provider indemnifies PsyIntake against all claims from clients or third parties arising from the content or conduct of the treatment.

The provider ensures that throughout the term of the contract they hold a valid professional and business liability insurance and remain affiliated with a recognised complaints committee in accordance with the Dutch Quality, Complaints and Disputes in Care Act (Wkkgz).

No employment relationship, Dutch DBA Act

There is no employment relationship or false self-employment between the provider and PsyIntake. The collaboration is in accordance with the Dutch Deregulation of Assessment of Employment Relationships Act (Wet DBA).

The provider is free to determine their own working hours, working methods and client base outside PsyIntake. PsyIntake does not give instructions on how the provider carries out their work. PsyIntake is solely a technical platform that facilitates mediation.

The provider may simultaneously work for other clients, platforms or in their own practice.

Availability and calendar management

The provider makes at least 4 intake slots per month available via the PsyIntake platform. The provider is free to determine at what times these slots are offered.

The provider keeps the calendar up to date at all times and closes unavailable time slots immediately in the dashboard.

Providers who consistently show no availability are automatically set to inactive and are no longer visible to clients. PsyIntake reserves the right to terminate the collaboration in the event of continued non-compliance with this obligation.

Keeping booked appointments, fixed date

A date booked via PsyIntake is fixed. PsyIntake cannot cancel or reschedule appointments. The provider is themselves responsible for honouring every booked appointment at the agreed time and at the agreed location or via the agreed video platform.

The provider may only change an appointment in the following circumstances:

• In the event of illness or a demonstrable emergency making fulfilment reasonably impossible.
• In the event of force majeure outside the provider's control (e.g. a calamity at the practice premises).

In such a case, the provider contacts the client themselves and as soon as possible to reschedule the appointment, only in consultation with and with the agreement of the client.

It is the provider's responsibility to keep their own calendar up to date at all times. Time slots that are not available must be closed immediately in the dashboard.

Credit and cancellation fee charged to the provider

Every cancellation by the provider, regardless of the reason or timing, has the following consequences:

• The provider receives an iDEAL payment link for the cancellation fee: 50% of the intake fee. The cancellation is only finally confirmed once this payment has been made.
• After the cancellation fee has been paid, the client automatically receives a credit worth the full intake amount paid. This credit is added by PsyIntake to the client's account and can be used for a future booking on the platform.
• The provider receives no payment for that intake.

The cancellation fee applies in principle at all times, including in the event of illness or emergencies. In exceptional cases, PsyIntake may assess on request whether moderation is reasonable. This does not affect the statutory right to amend the agreement in unforeseen circumstances (art. 6:258 Dutch Civil Code).

A credit cannot be exchanged for money. PsyIntake does not pay out cash amounts to clients. The provider is not required to refund money to the client themselves; PsyIntake handles this through the credit system.

Repeated cancellation or non-attendance (more than twice a year) may lead to temporary or permanent suspension of the profile.

No rescheduling option for the client

Clients are explicitly informed at booking and asked to agree to the following condition:

This distinction is essential: the provider may, only in an emergency and in consultation, reschedule; the client has no right to reschedule or a credit within 48 hours of the appointment.

PsyIntake liability

PsyIntake is a digital mediation platform. Our services consist exclusively of:

• Facilitating the match and booking between client and psychologist.
• Processing payment by the client.
• Sending confirmation and reminder emails.
• Making dashboards available to clients and psychologists.

PsyIntake is not liable for:

• The content, quality or outcome of any session or treatment.
• Damage suffered by a client as a result of the actions or omissions of a psychologist.
• Damage resulting from incorrect information in the psychologist's profile.
• Damage due to the psychologist's failure to honour an appointment.
• Damage arising from the advice, diagnoses or treatment choices of the psychologist.

Privacy, GDPR and medical records duty

PsyIntake automatically deletes all personal data of clients as soon as the provider closes the treatment process via the dashboard, in accordance with the General Data Protection Regulation (GDPR). Only if the client gave explicit consent when booking is anonymised treatment data (including complaint category, number of sessions, closure) retained for research. The client can withdraw that consent while the treatment is ongoing.

The provider is themselves the controller for their own client records. Under the Dutch Medical Treatment Agreement Act (Wgbo), the provider is obliged to retain the records for at least 20 years after the end of the treatment relationship, or until 12 years after the client's death.

The provider saves the data needed for the records in their own system in good time, before the process is closed and PsyIntake deletes the data. PsyIntake is not liable for loss of data that has not been saved in time.

The provider receives the information about the client's concerns and any self-test result only with the explicit consent of the client (Article 9 GDPR). The provider uses this information solely for the intake and any treatment. A self-test result disappears from the dashboard automatically the day after the intake; if the provider wants to keep it, they download it before then.

The client can withdraw this consent at any time in their own portal. PsyIntake then immediately deletes the information about the concerns and the self-test result from the dashboard and notifies the provider of the withdrawal by email, without the content. The appointment itself remains in place.

Anything the provider had already added to their own records before the withdrawal falls under the provider's own responsibility. If the client asks for it to be destroyed, the provider handles that request themselves in accordance with the WGBO (Article 7:455 of the Dutch Civil Code) and the GDPR. PsyIntake has no access to the provider's records.

Quality requirements and declarations

PsyIntake works on the basis of self-declaration and does not request documents. The provider guarantees that all details and declarations they provide (regarding training, professional registration, liability insurance, affiliation with a complaints committee and the certificate of good conduct) are accurate, valid and complete. The provider notifies PsyIntake immediately of any changes or expired registrations.

The provider remains affiliated with a recognised complaints committee or disputes body throughout the entire contract period and informs clients of this at the start of treatment, in accordance with the Wkkgz.

Rates and payments

The intake session is part of PsyIntake's service. The indicative prices for intake sessions set by PsyIntake are published at psyintake.nl/en/tarieven. The provider does not invoice additional costs for intake sessions booked via PsyIntake.

The provider pays the monthly platform subscription (€69/month) via iDEAL. Follow-up appointments after the intake are invoiced by the provider directly to the client at their own rates.

Early termination and cancellation

After the trial period, a minimum term of 6 months applies at the active subscription rate. After these 6 months the subscription can be cancelled monthly or switched to pause mode, with one month's notice.

In the event of early termination during the minimum term of 6 months, the remaining monthly instalments until the end of that term remain due.

PsyIntake reserves the right to terminate the agreement with immediate effect in the event of serious breach of these terms, loss of registration or professional authorisation, or behaviour harmful to clients or the platform.