Coaching Agreement and Terms.

1. Coach-Client Relationship

1. The Coach agrees to maintain the ethics and standards of behavior established by the International Coaching Federation (ICF) and the European Mentoring and Coaching Council (EMCC). It is recommended that the Client review the ICF Code of Ethics and the EMCC Global Code of Ethics to understand the applicable standards of behavior.
2. The Client is solely responsible for creating and implementing their own physical, mental, and emotional well-being, decisions, choices, actions, and results arising out of or resulting from the coaching relationship and their interactions with the Coach. The Client agrees that the Coach is not, and will not be, liable or responsible for any actions or inaction, or for any direct or indirect result of any services provided by the Coach. The Client understands that coaching is not therapy and does not substitute for therapy if needed, nor does it prevent, cure, or treat any mental disorder or medical disease. The Client acknowledges that they are free to reject any advice, suggestions, or requests made by the Coach at any time and assume full responsibility for the outcomes.
3. The Client acknowledges that they may terminate or discontinue the coaching relationship at any time. However, the Client remains responsible for any financial obligations for completed services.
4. The Client acknowledges that coaching is a comprehensive process that may involve different areas of their life, including work, finances, health, relationships, education, and recreation. The Client agrees that deciding how to handle these issues, incorporating coaching principles, and implementing choices is exclusively the Client’s responsibility.
5. The Client acknowledges that coaching does not involve the diagnosis or treatment of mental health conditions as defined by recognized psychiatric or psychological associations, such as the American Psychiatric Association, the European Psychiatric Association (EPA), or the British Psychological Society (BPS). Coaching is not a substitute for counseling, psychotherapy, psychoanalysis, mental health care, substance abuse treatment, or other forms of professional advice provided by qualified legal, medical, or other professionals. The Client is solely responsible for seeking independent professional guidance as needed. If the Client is currently under the care of a mental health professional, it is recommended that the Client inform their provider about the nature and extent of the coaching relationship established with the Coach.
6. The Client understands and agrees that the Coach’s role is limited to providing coaching services only, which focus on personal and professional development, goal setting, and accountability. The Coach is not an employment agent, business manager, financial analyst, or psychotherapist. The Coach will not offer services related to job placement, business management, accounting, financial advice, or investment guidance.
7. The Client understands that, to enhance the coaching relationship, they agree to communicate honestly, be open to feedback and assistance, and create the time and energy to participate fully in the program. The Client also understands the importance of active engagement and that the success of coaching depends on their commitment to the process.
8. The Client and the Coach agree to maintain clear, respectful, and honest communication throughout the coaching process to ensure its effectiveness.

2. Confidentiality

This coaching relationship, as well as all information (documented or verbal) that the Client shares with the Coach as part of this relationship, is bound by the principles of confidentiality set forth in the ICF Code of Ethics and the EMCC Global Code of Ethics. While confidentiality is a core principle of this relationship, it is not legally privileged in the same way as attorney-client or doctor-patient relationships.

The Coach agrees not to disclose any information pertaining to the Client without the Client’s written consent, except as required by law or as outlined below. The Coach will not disclose the Client’s name as a reference without the Client’s consent.

Confidential information does not include:

• Information that was in the Coach’s possession prior to its being furnished by the Client.
• Information generally known to the public or within the Client’s industry.
• Information obtained by the Coach from a third party without breach of any obligation to the Client.
• Information independently developed by the Coach without use of or reference to the Client’s confidential information.
• Information the Coach is required to disclose by statute, lawfully issued subpoena, or court order.
• Information disclosed to the Coach where there is an imminent or likely risk of harm to the Client or others.
• Information related to illegal activities.

The Coach is committed to protecting the Client’s privacy and complying with applicable data protection laws, including GDPR where applicable. If the Client has questions or concerns about confidentiality, they are encouraged to raise them with the Coach promptly.

3. Release of Information

The Coach engages in training and continuing education to pursue and/or maintain credentials with the International Coaching Federation (ICF) and/or the European Mentoring and Coaching Council (EMCC). This process may require the sharing of basic client details for verification purposes. By signing this Agreement, the Client consents to the sharing of their name, contact information, and the start and end dates of the coaching relationship with ICF and/or EMCC staff members or other parties involved in credentialing processes. No personal notes or session details will be shared. The Coach will share information only to the extent necessary for credentialing or professional development and will take all reasonable measures to anonymize shared examples.

In addition, anonymized and hypothetical examples of coaching scenarios may be shared with coaching professionals for training, supervision, mentoring, evaluation, or professional development purposes. These examples will not include identifying information about the Client.

The Coach is committed to protecting the Client’s privacy and ensuring that any shared information complies with applicable data protection laws. If the Client has questions or concerns about information sharing, they are encouraged to raise these promptly with the Coach.

4. Services

Coaching sessions may be conducted in person, by telephone, or through an online platform, as agreed upon by the Client and the Coach. Each session will last approximately 60 minutes and will focus on the Client’s personal and professional goals, progress, and strategies for improvement.

The Coach is available to the Client by e-mail and voicemail between scheduled sessions during regular business hours. Responses will typically be provided within 24 to 48 hours. Communication outside of scheduled sessions should be brief and limited to clarifications, updates, or support related to the Client’s coaching objectives.

Additional services, such as document reviews or extended consultations outside of regular coaching hours, may be offered upon the Client’s request.

These services will generally be governed by the terms of this Agreement but may also include additional terms and conditions, which will be communicated and agreed upon before the services are rendered. These additional services are considered add-ons and will be billed separately.

5. Procedure

The time and location of coaching sessions will be determined by mutual agreement between the Coach and Client. Sessions may be conducted in person, by telephone, or through an online platform, as agreed upon by both parties.

The Client is responsible for initiating all scheduled sessions.

For telephone sessions, the Client will call the Coach at the designated time. If the Coach needs to be reached at a different number for a specific session, the Client will be notified in advance.

For online sessions, the Client will connect to the URL provided by the Coach at the agreed time. The Coach will ensure that the connection details are communicated clearly and promptly.

If a session cannot proceed as planned due to technical issues or other unforeseen disruptions, the Coach and Client will make a good-faith effort to reschedule the session at a mutually convenient time. The Client is encouraged to notify the Coach promptly if they encounter any scheduling conflicts or issues accessing the session platform.

6. Schedule and Fees

This Coaching Agreement is open-ended, allowing the Client to purchase services or packages on an ongoing basis. Each session will last approximately 60 minutes, and sessions will be scheduled based on mutual availability.

The Client may purchase coaching sessions or packages at any time. The number of sessions, duration, and pricing details will be provided at the time of purchase. Rates and package options are subject to change, and the Coach will inform the Client of any updates in advance, allowing the Client to make informed decisions. Additional services or add-ons, as defined in Section 4 (Services), may also be purchased and are subject to the terms of this Agreement and any applicable additional terms and conditions.

This Agreement will remain in effect until terminated by either party. The Coach may periodically review and update the terms and conditions of this Agreement. The Client will receive at least 60 days' notice of any significant changes, as detailed in Section 7 (Agreement Updates and Acceptance). During the notice period, any sessions or packages purchased will require acceptance of the updated terms before services can be used.

7. Agreement Updates and Acceptance

The Coach may periodically review and update the terms and conditions of this Agreement. The Client will receive at least 60 days' notice of any significant changes. To continue using the Coach’s services after the notice period, the Client must acknowledge and agree to the updated terms.

Any sessions or packages purchased during the notice period require the Client to accept the updated terms before the services can be used. If the Client does not accept the updated terms within the 60-day notice period, their account will be suspended, and access to services will be restricted. Prepaid but unused sessions will be handled as outlined in the Suspension Policy (Section 8) and Refund Policy (Section 9).

If any provision of this Agreement is held to be invalid or unenforceable the remaining provisions shall remain in effect. Invalid provisions may be modified to comply with the law while preserving the original intent.

8. Suspension Policy

The Coach reserves the right to suspend or terminate this Agreement if no session is booked or package purchased for a period of two (2) consecutive months. The Client will be notified at least 7 days in advance before any suspension or termination takes effect.

Access to the online platform will be restricted and any prepaid but unused sessions will be available for use upon reactivation of the account.

To reactivate their account, the Client must contact the Coach and schedule a new session or purchase a new package.

Suspension does not apply if the Client has an active subscription and is not in arrears. If the Agreement is terminated due to inactivity, refunds for unused services will be handled in accordance with the Refund Policy (Section 9).

9. Refund Policy

If either the Client or the Coach decides to terminate this Agreement, the Coach will refund any prepaid but unused sessions in accordance with the following conditions:

A. Completed Sessions. Sessions are considered completed once they begin, regardless of their actual duration, unless they end within 15 minutes or less, in which case they will be counted as a check-in. Completed sessions are non-refundable.

B. Partial Sessions. If the Client arrives late or leaves early, the session will still be considered completed, provided it lasts longer than 15 minutes. Sessions will end at the scheduled time, and no refunds or adjustments will be made for reduced duration due to late arrival or early departure.

C. Unused Prepaid Sessions. Prepaid but unused sessions will be refunded upon termination of the Agreement. No deductions will be applied for unused sessions.

D. Subscriptions. Upon termination of the Agreement, subscriptions will incur a deduction for each completed session and each completed check-in, as defined in Sections 9A and 9B. The specific deduction amounts applicable to your subscription will be outlined in your individual Coaching Agreement. Any prepaid future billing cycles will be fully refunded.

E. Non-Refundable Services. Additional Services are non-refundable for the current billing cycle, even if the Agreement is terminated before the cycle ends. Any prepaid future billing cycles will be refunded in full.

F. Suspension Handling. If the Client’s account is suspended (as outlined in the Suspension Policy - Section 8) and the Agreement is not terminated, any prepaid but unused sessions will be available for use when the Client reactivates their account.

The Client must submit a written refund request to the Coach. Refunds will be processed within five (5) business days of approval. Refunds will be issued via the original payment method unless otherwise agreed.

10. Cancellation Policy

The Client agrees to provide at least 24 hours' notice to the Coach if they need to cancel or reschedule a scheduled session. If less than 24 hours' notice is given, the session will be considered a missed session, and the Coach reserves the right to charge for the session in full.

The Coach will make a good faith effort to reschedule missed sessions if the cancellation is due to unforeseen circumstances and adequate notice is provided. However, rescheduling is subject to the Coach’s availability and cannot be guaranteed.

If the Coach needs to cancel or reschedule a session, the Client will be notified as soon as possible, and the session will be rescheduled at a mutually convenient time. No fees will be charged for sessions canceled by the Coach.

11. Termination

Either the Client or the Coach may terminate this Agreement at any time by providing written notice. Termination will take effect immediately upon receipt of the notice unless otherwise agreed by both parties. Both parties agree to conduct themselves respectfully during the termination process, ensuring a smooth transition for the Client if applicable.

The Client agrees to compensate the Coach for all coaching services rendered through the effective date of termination. Any prepaid but unused sessions will be refunded as outlined in the Refund Policy (Section 9). Subscriptions are non-refundable for the current billing cycle, but future prepaid cycles will be refunded in full.

The Coach reserves the right to terminate this Agreement immediately, without prior notice, if the Client: Fails to make timely payments. Repeatedly cancels or misses sessions without sufficient notice. Exhibits behavior that violates professional boundaries or disrupts the coaching relationship. Engages in illegal activities or actions that place the Coach or other clients at risk. The Coach may terminate this Agreement if no session is booked or package purchased for two (2) consecutive months. The Client will be notified in writing before termination due to inactivity.

The failure of either party to enforce any provision of this Agreement shall not be construed as a waiver of that provision or any other provision in the future.

12. Limited Liability

Except as expressly provided in this Agreement, the Coach makes no guarantees, representations, or warranties of any kind, express or implied, regarding the outcomes or results of the coaching services provided. The Client acknowledges that coaching is a collaborative process focused on facilitating the Client’s self-discovery, personal growth, and decision-making. The Coach does not provide advice or direction but serves to support the Client in achieving their goals through reflection, exploration, and accountability.

To the fullest extent permitted by law:

• The Coach shall not be liable for any indirect, incidental, consequential, or special damages arising out of or in connection with this Agreement, including but not limited to loss of income, profits, or data, even if such damages were foreseeable.
• The Coach’s entire liability under this Agreement, and the Client’s exclusive remedy, shall be limited to the total amount paid by the Client to the Coach for coaching services rendered through and including the termination date.

Nothing in this Agreement shall exclude or limit the Coach’s liability for:

• Death or personal injury caused by negligence.
• Fraud or fraudulent misrepresentation.
• Any other liability that cannot be excluded or limited under applicable law.

The Client agrees that they are solely responsible for the decisions and actions arising from coaching sessions. The Client releases the Coach from any liability for outcomes resulting from the Client’s implementation of ideas, reflections, or goals explored during coaching.

13. Record Retention Policy

The Coach will retain records related to the Client, including notes, communications, and any other relevant information shared during the coaching relationship, for a period of at least five (5) years from the end of the Agreement. These records will be maintained securely in either print or digital format to protect the Client’s confidentiality.

After the retention period, the Coach will securely destroy or delete all records unless required by law to retain them for a longer period. The Client may request access to their records at any time during the retention period, provided such access does not violate any applicable confidentiality or legal requirements.

The Coach is committed to protecting the Client’s personal data in compliance with applicable data protection regulations, including the General Data Protection Regulation (GDPR) for European clients, where applicable. If the Client has questions or concerns about the retention or use of their records, they are encouraged to contact the Coach directly.

14. Dispute Resolution

If a dispute arises out of or relating to this Agreement that cannot be resolved through direct communication, the parties agree to engage in mediation in good faith. Mediation shall take place within 30 days of written notice of the dispute unless otherwise agreed, and the costs of mediation shall be shared equally between the parties. Mediation will be conducted by a neutral third party, and both parties must agree to the mediator’s appointment.

If the dispute cannot be resolved through mediation, the parties agree to resolve the matter through binding arbitration in accordance with the Arbitration Act 1996. Arbitration shall take place in England, and the decision of the arbitrator shall be final and binding. Each party shall bear its own legal fees and costs associated with arbitration unless otherwise decided by the arbitrator.

This Agreement shall be governed by and construed in accordance with the laws of England and Wales. Any legal proceedings not subject to arbitration shall be filed exclusively in the courts of England and Wales.

This Agreement shall be binding upon the parties and their respective successors and permissible assigns.

15. Entire Agreement

This document constitutes the entire agreement between the Coach and the Client, reflecting a complete and exclusive understanding of the parties with respect to the subject matter. It supersedes and replaces all prior written or oral agreements, understandings, or representations related to the coaching services, whether formal or informal.

No amendment, alteration, or supplementation of this Agreement shall be valid unless made in writing and signed by both the Coach and the Client.