The Business of Psychology LTD.

Coaching terms and conditions

These Business Terms are the standard terms which apply to the services we provide to you (known as the “Services”), by us, the Business of Psychology Ltd (co. no. 15000860, trading name Psychology Business School) whose business address is 16 Mount Pleasant Road, Tunbridge Wells, Kent, .TN1 1QU (known as the “company”, also referred to as us/we/our).    

 

Please read these Business Terms carefully and sign at the end to indicate your acknowledgement and acceptance.   If you have any questions on any part of this document, please do not hesitate to ask before signing.

 

Professional Information:

 

• Dr Rosanna Gilderthorp and all other Clinical Psychologists working at the company are registered with the United Kingdom’s Health and Care Professions Council, (HCPC).  All Clinical Psychologists practising within the UK must be registered with the HCPC. In order to maintain their practising registration, all Clinical Psychologists must continue to demonstrate compliance with a range of HCPC minimum standards of conduct, performance and ethics. www.hcpc-uk.org.

 

• All services offered by the company are delivered under the regulations in law as specified by the HCPC in the United Kingdom. 

 

• All of our Clinical Psychologists are also chartered by the British Psychological Society https://www.bps.org.uk/lists/cpsychol and abide by their code of Ethics and Conduct, https://www.bps.org.uk/news-and-policy/bps-code-ethics-and-conduct

 

Coaching Package:

 

• You have signed up for individual coaching sessions. Sessions are purchased in blocks of 3 or 6. If you have purchased 3 sessions it is expected you will take these over 3 months. 6 sessions are expected to be taken over 6 months. If you require an extension to this we will grant this where possible so please let us know. If you require more than one extension we have the right to terminate this agreement without offering a refund. 

 

• Your package entitles you to access to the courses, resources and community we have in Psychology Business School for the duration of your coaching package (3 or 6 months). This will be automatically granted when you sign up and will end 3 or 6 months after you signed up. You will need to create an account with Kajabi to access this. Please let us know on [email protected] if you do not receive an email to set up your log in.

 

• Email support. Please feel free to email us with questions that arise between sessions. We endeavor to reply to emails within 5 working days. This is to ensure we have time to fully consider your problem. If it is a simple, quick question we may respond more promptly.

Online Sessions:

 

• Sessions may be provided online via a pre-agreed livestream service (for example Zoom, Teams, WhatsApp, Skype).

 

• When using a third-party supplier for online sessions your personal and special category data will be treated in accordance with our Privacy Policy.

 

• If we provide any of our Services as a livestream, then we will use reasonable endeavours to make it available and start it at the time it is scheduled to start, but the start may be delayed by circumstances beyond our control.  We will not be liable for any such delay.

 

• In some limited circumstances, we may need to suspend the provision of an online session for one or more of the following reasons:

(1) To fix technical problems or to make necessary minor technical changes;

(2) In the event of illness or other circumstances beyond our control.

 

• In the event of any of the circumstances listed above occurring, then we will use reasonable endeavours to give as much notice as possible to you.

 

• We will not be liable to you for any costs or losses incurred by you as a result of using any third-party online provider for the purposes of attending a session virtually with us.  You should make yourself familiar with such providers own terms and conditions and privacy policy.

 

• Ahead of your on-line session, we ask you to plan where in your location you will sit for the meeting. It is important that the connection to the internet is as strong as possible.

 

• We will share with you some verbal best practice tips for accessing our services via an online provider either before or at the beginning of the first online session. 

 

• It is important that you ensure the space is private and that you cannot be interrupted or overheard. You are strongly encouraged to make any necessary arrangements with anyone you may normally share the location with to ensure that your protected space can be achieved.

 

• Wearing earphones attached to the mobile, laptop or tablet device is helpful in blocking out “feedback” noise and ensuring extra privacy.

 

Recording of sessions

 

• We may wish to record our sessions. These may be shared with participants to act as a memory aide. Occasionally these may also be shared with a professional supervisor or training establishment as part of your coach’s professional development. You will be asked to consent to this via zoom.  It is important to note that there is no expectation or requirement for you to agree to this, but please let us know if you would feel happy for your session to be recorded for this purpose.

 

• You are not permitted to record sessions on your own device. This applies to any form of recording device including phones and live Skype/Facetime/Zoom etc video recording programmes. 

 

• Where sessions have been recorded, clients are not permitted to share, broadcast, distribute or make available online the recordings without our written consent. If you would like to share the recording with someone (e.g. a family member, partner) please discuss this with us.

Cancellations and lateness:

 

• We may cancel a session at any time before the time and date of that appointment in the following circumstances:

 

1. The required personnel and/or required materials necessary for the provision of the Services are not available; or
2. An event outside of our reasonable control occurs.

 

• If we need to reschedule a session we will give you as much notice as possible and will attempt to offer an appropriate alternative. If this is not possible we will offer an additional session.

 

• If you need to reschedule a session please give us 48 hours notice. If 48 hours notice is given we will attempt to reschedule as soon as possible. If 48 hours notice is not given the session will count as complete.

 

• If you know you are going to be late for a session please email us on [email protected]. 

 

• Missed sessions will not be refunded.

 

• We will use all reasonable endeavours to start the appointment at the time you have booked but the start may be delayed by overrun of a previous appointment or by other circumstances.  If a delay to the start is at least 30 minutes or at any time before or after you arrive for an appointment we notify you that there will be a delay of at least that time you may cancel the appointment and we will refund you for the session or reschedule.

 

• Bookings made via telephone/email/website.  Where the contract we make with you is made over the telephone or via email/online booking, the law gives you the rights set out in this paragraph, and they will be in addition to the rights given to you by the above provisions of this section.  You may for any reason cancel the coaching contract made in this way during the 14 day period after we accept your application.  However, if the first session is on a date which is before the end of that 14 day period and if you have expressly requested us to provide Services at that appointment and we do so, you may not cancel that session and you must pay for it in accordance with these Business Terms. If you request that your session be canceled, you must confirm this in any way convenient to you. If you cancel as allowed by this paragraph, and you have already made any payment(s) to us for the appointment, we will refund the payment(s) to you within 14 days of receiving your cancellation. 

 

 

• If we are prevented from or delayed in performing our obligations by your act or omission or by any circumstance outside our control, we will not be liable to you for any costs, charges or losses sustained or incurred by you that arise directly or indirectly from such prevention or delay. 

 

 

 

• If sessions are held in person at a third party venue, you agree to comply at all times with that venue’s policies and rules about that venue (particularly fire safety and health and safety rules). 

 

 

 

• You are responsible for your own belongings that you take to a session and neither us nor any third party venue will be liable for any loss, damage, theft or destruction of any of your belongings.

 

Fees & Payment:

 

• You must pay for all Services in accordance with our current price list either before or upon completion of provision of those Services.

 

• Payment of our fees will be invoiced before our first session.  If you cannot pay for the coaching package in advance please contact us to arrange a payment plan. We will offer a payment plan where possible but we cannot guarantee this.

 

• You may pay us for Services (and for any deposit or other advance payment on account of that payment) using any of the following methods

By BACS transfer to the following account:

 

Name: The Business of Psychology LTD

Bank: Natwest

Sort Code: 60-15-30

Account Number: 67762255

 

By debit or credit card using the Stripe link on your invoice.

 

• Clients are requested to use the reference number on the invoice, so that the payment can be easily identified.

 

• All prices of Services shown in the price list are exclusive of VAT but the current rate of VAT will be made clear. We are VAT registered and will charge VAT in accordance with UK government regulations. Please check your invoice carefully.

 

• We may alter our prices without prior notice but if the price of any Services increases between the time when you book an appointment and the date of the appointment, the price increase will not apply to your appointment for those Services on that date.

 

• Chasing unpaid invoices attracts an administration and interest charge of 8% above the Bank of England base rate from the due date until the final settlement date.  We may suspend the provision of our Services to you in the event that any due fees remain unpaid.

Confidentiality:

• We will ensure that any confidential information you disclose to us shall not be disclosed to any person except as permitted in this section.

 

• We may disclose confidential information relating to you: (i) to our employees, advisers, healthcare professionals or social agencies who need to know such information for the purposes of carrying out our services to you; (ii) as may be required by law, a court of competent jurisdiction or any governmental or regulatory authority; and (iii) if we believe that you are at risk of harming yourself or others, in which case we are entitled to report this to the relevant organisation.  Where possible any breach of confidentiality related to risk of harm will be discussed with you [and/or your child] first.

 

• We shall not use your confidential information for any purpose other than to perform our obligations under these Business Terms.

 

• We shall ensure that any person to whom we disclose your confidential information to in this section also comply with these confidentiality obligations.

 

• It is a requirement for all coaches to have regular supervision sessions in which they discuss their work in a safe confidential space with an equally or more experienced colleague. All work that is discussed in these sessions is completely anonymised.  Supervisors are bound by the same professional and ethical regulations as our practitioners and do not discuss coaching material outside of the supervisory context.

 

How We Use Your Personal Information (Data Protection)

• We will only use your personal information as set out in our Privacy Policy on our website at www.psychologybusinessschool.com/privacy.  If you do not have access to the internet we can provide you with a printed version of our Privacy Policy.

 

• We are registered as Data Controllers with the UK Information Commissioner’s Office (ICO) as required by the Data Protection (Charges and Information) Regulations 2018. 

 

ADDITIONAL OPTIONAL CLAUSES

 

Note keeping and email 

 

• We will keep an electronic copy of notes from each of the sessions. We will also keep a copy of your contact details. These will be stored in accordance with our privacy policy.

Limitation of Liability:

 

• We will be responsible for any foreseeable loss or damage that you may suffer as a result of our breach of these Business Terms or as a result of our negligence. Loss or damage is foreseeable if it is an obvious consequence of our breach or negligence or if it is contemplated by you and us when a contract with you is created.  We will not be responsible for any loss or damage that is not foreseeable.

 

• We provide all Services only for your personal and private use/purposes.  We will not be liable to you for any loss of profit, loss of business, interruption to business or for any loss of business opportunity.

 

• Nothing in these Business Terms is intended to or will exclude or limit our liability for death or personal injury caused by our negligence, or for fraud or fraudulent misrepresentation.

 

• Furthermore, if you are a “consumer” as defined by the Consumer Rights Act 2015, or a consumer for the purposes of any other consumer protection legislation, nothing in these Business Terms is intended to or will exclude, limit, prejudice, or otherwise affect any of our duties or obligations to you, or your rights or remedies, or our liability to you, under the Consumer Rights Act 2015; the Consumer Contracts (Information and Additional Charges) Regulations 2013; the Consumer Protection Act 1987; and any other consumer protection legislation.

 

• For more details of your legal rights, please refer to your local Citizens’ Advice Bureau or Trading Standard Office.

 

• The company does not recommend or make any representation about the efficacy, appropriateness or suitability or any interventions, services or opinions. We cannot guarantee any outcome.

 

Changes to these Business Terms:

 

• We may from time to time change these Business Terms without giving you notice, but we will use our reasonable endeavours to inform you as soon as is reasonably possible of any such change.

 

Complaints and Standards

 

• We are committed to providing as helpful and compassionate a service as possible to meet the needs of all our clients. 

 

• We always welcome feedback from our clients and, whilst we shall use all reasonable endeavours to provide a high standard of service, care and treatment to all clients and patients, we nevertheless want to hear from you if you have any cause for complaint. If you have any complaint about our Services or any other complaint about us, please raise the matter with us at [email protected].

 

• If this is not possible, or should you feel you would like to take the matter further, you can contact the British Psychological Society for further advice. https://www.bps.org.uk/submitting-complaint

Crisis management and emergencies 

 

• Coaching is not offered as a treatment for mental health difficulties.The type of psychological work offered is not suited to managing emergencies or crisis. If you require urgent help between appointments then please contact your GP, use the NHS 111 service for advice, phone 999 or attend A&E. You can also contact the Samaritans’ anonymous helpline on 116 123 or Childline (until you turn 19) on 0800 1111.

General

 

• We reserve the right, at any time, to withdraw our Services to you based on clinical judgement.  In such circumstances, any advance payments will be refunded for any Services not provided.

 

• We will not undertake any procedure that is in conflict with any law in force, any voluntary or mandatory code or practice, or any similar rules, regulations or codes.

 

• We insist that we do not meet you face to face if you are experiencing symptoms of an infectious illness, e.g. coronavirus, chest infection. Online or telephone sessions can be arranged in lieu, should you be well enough.

 

• Appointment times or other queries can be clarified by contacting us at [email protected]

 

• If you need to contact us between appointments please do so by email. Our working hours are with Monday-Friday 9-5pm. We aim to respond to emails within 48 hours.

 

• We are required to ensure that certain information is given or made available to you as a Consumer before we make our contract with you except where that information is already apparent.  We have included the information itself in this Business Terms or we will make it available to you before we accept a booking from you.  All of that information will be part of the terms of our contract with you. 

 

• If you have any questions regarding these Business Terms, please do not hesitate to discuss with us, either in a session or by contacting our reception team.

 

No Waiver

 

• No failure or delay by us or you in exercising any rights under this Business Terms means that we or you waived any right, and not waiver by us or you of a breach of any provision of this Business Terms means that we or you will waive any subsequent breach of the same or any other provision.

 

Severance

 

• If any provision of these Business Terms is held by any competent authority to be invalid or unenforceable in whole or in part the validity of the other provisions of this Business Terms and the remainder of the provision in question shall not be affected.

 

Governing law and jurisdiction

 

• These Business Terms are subject to the laws of England & Wales and the jurisdiction of the English Courts.

 

• As a consumer, you will benefit from any mandatory provisions of the law in your country of residency.

By signing below or checking the box on our website, you explicitly consent to the following:
Consent for us to record and process the personal and sensitive data (in particular any health conditions) you choose to provide to us in accordance with our Privacy Policy
Consent for us to share your personal and sensitive data with third parties for the purposes of carrying out our services (such as third party suppliers that assist with our practice management – see Privacy Policy for more information).
Consent for us to transfer your personal and sensitive data outside of the EEA (in line with our Privacy Policy).