Frequently asked questions
If your question isn't answered here, email support@counselnote.uk.
Is pupil data sent to the cloud?
No. CounselNote is local-first: every pupil profile, session record and assessment score is encrypted with AES-GCM and stored only on the computer it's installed on. There is no account, no server, and nothing is uploaded automatically.
Does CounselNote replace our school's safeguarding system?
No. CounselNote is a private counselling workspace, not a statutory child-protection platform. Safeguarding concerns must still be recorded in your school's approved system, following your school's procedure.
What happens if a counsellor forgets their passphrase?
The data cannot be recovered without it — there is no password reset, by design, because no copy of the passphrase is stored anywhere, including by us. This is why regular encrypted backups (built into the app) matter.
Which outcome measures does it support?
GAD-7, PHQ-9/PHQ-A, SDQ, and WEMWBS. CounselNote checks scores are within the valid range and shows general guidance, but always interpret results using each measure's own authorised scoring guidance.
Do we need to register to use WEMWBS?
Yes — WEMWBS requires registration with its official licence holder before use. CounselNote doesn't handle this for you; it's a condition of using the measure itself, regardless of which software records the score.
What does it cost?
Practitioner £149/year (one counsellor, one computer), Professional £249/year (adds reporting and action tracking), School Assurance £595/year (five licences plus deployment support). All exclude VAT. A 30-day free evaluation is available with no card required.
Can our school pay by purchase order / invoice instead of card?
Yes. Email sales@counselnote.uk for a formal quotation, purchase order acceptance and VAT invoice.
Is it GDPR compliant?
CounselNote is built around UK GDPR principles — data minimisation, purpose limitation and security by design — but compliance depends on how your school configures and uses it. Schools remain responsible for their own Data Protection Impact Assessment and retention policy; CounselNote provides templates as a starting point at the School Assurance tier.
What if our computer is shared between staff?
We recommend against this. CounselNote is designed for one counsellor per encrypted vault; using a shared Windows account undermines the encryption model, since anyone logged into that account can open the vault once unlocked during a session.
Does it work on Mac or Linux?
The Windows package is the primary distribution. A macOS/Linux launcher script is included for technically confident users, but it is not the primary supported path — most UK schools run Windows.
Is the Windows app signed?
Not yet — Windows will show a "Windows protected your PC" warning on first run, which is expected for new, unsigned software. Choose "More info → Run anyway." Code signing is planned ahead of wider rollout.
What is the licence key for, if it's offline software?
It's a record of your purchase, shown in Settings for your own reference — not a copy-protection mechanism. CounselNote intentionally never phones home to check it, consistent with its local-first design.
Who do we contact for support?
support@counselnote.uk for technical questions, sales@counselnote.uk for quotations and licensing.