Session Terms and Conditions
Please carefully read these conditions. We are unable to begin coaching until you have accepted these terms. No exceptions can be made. You can rest assured that everything you submit with us is confidential and data protection laws are adhered to.
This agreement is made on the date of submission and continues throughout the coaching relationship.
THE PARTIES
The Client
You, as the individual making the appointment.
The Coaching Team
The following organisations and individuals will hereafter collectively be referred to as the Coaching Team.
Organisations
Trichotillomania Support, Coaching.care, Fresh Charity and Neovision
Individuals
Staff and volunteers of the above listed organisations.
The Coaching Consideration
The coaching consideration refers to online coaching designed to help the Client facilitate their own growth with the guidance of a Coach.
Coaching may include a combination of: Online Daily Reports; Audio recordings; Hypnotherapy; Phone calls; Text or WhatsApp messaging; Video calls; Emails; Other online resources
For individually booked video calls, booking each call is taken as renewed acceptance of these terms. For online courses, proceeding to the next lesson is taken as acceptance of these terms.
FEES & PAYMENTS
Fees are payable in advance.
These terms include agreed payments made: by monthly standing order for UK clients, or by Stripe subscription or other agreed payment method for clients outside the UK.
SESSIONS
A session is defined as: one 25-minute or 50-minute phone or video call; one hypnotherapy session, or one coaching email.
Booking slots are either 25 minutes or 50 minutes in duration.
Session padding: 10 minutes will be added to the appointment slot for the coach to file and correct notes and prepare for their next client. This session padding does not make up part of the call time. If the client is late to the appointment the call will still end on time.
Bookings should normally be made online via: trichotillomania.co.uk, coaching.care, or a booking link supplied by the Coaching Team.
Bookings made or changed by phone, text or email may be subject to a five pounds sterling (£5.00) administration fee, which may be waived in exceptional circumstances.
If a Client wishes to call without using the provided Google Meet link, calls must be incoming to the Coach. The onus is on the Client to call the Coach. The agreed contact method should be clearly stated in the calendar booking.
ATTENDEES
Michelle Harper (michelle@trichotillomania.co.uk or info@trichotillomania.co.uk) may be listed as attending the call but will not be present. This is for administrative purposes only so that she can see appointment times. Notes may be taken during meetings either by the Coach or by AI-assisted note systems. Where appropriate, a copy of such notes may be provided to the Client.
CONFIDENTIALITY
Content of coaching sessions will be kept entirely confidential.
The Parties agree not to reveal any coaching-related text, video, audio, images or other material to any other individual except with the agreement of the other Parties.
The only circumstances in which the Coach will break Client confidentiality will be: if requested to do so by the Client; if required to do so by UK or international law, or where there is believed to be a serious risk of harm to the Client or another individual.
Calls or sessions may be recorded for quality, safeguarding and training purposes for use only within the Organisation.
LATENESS
If you arrive late, your call will still end at the scheduled end time.
Bookings are released after fifteen minutes of non-arrival by the Client.
RESCHEDULING
Bookings rescheduled by phone, text or email may be subject to a five pounds sterling (£5.00) administration fee.
Requests must normally be made by email to: Michelle Harper — michelle@trichotillomania.co.uk
A minimum of: 48 hours notice on weekdays, and 72 hours notice at weekends is required, otherwise the session may be forfeited.
CANCELLATIONS
The Coaching Team understands that sometimes the Client may need to cancel a booking.
To cancel, please give as much notice as possible to allow another person the opportunity to book the appointment.
Cancellations must normally be made online no less than 48 hours before the session start time.
Cancellation requests may also be made by email to: michelle@trichotillomania.co.uk
A minimum of: 48 hours notice on weekdays, and 72 hours notice at weekends is required, otherwise the session may be forfeited.
ANNUAL LEAVE
During the coaching term, occasional sessions may need to be rearranged to allow for annual leave, illness or unforeseen circumstances affecting the Coach or Organisation. Where possible, Clients will be offered a rebooking link or alternative appointment.
SOBRIETY
The Client and Coach each agree not to enter any coaching session — whether by email, video, telephone, messaging or in person — under the influence of alcohol or non-prescribed drugs, nor to exceed the prescribed dosage of any prescribed medication during the course of treatment.
TRUTHFULNESS
The Parties agree to be honest regarding their current recovery status, wellbeing and circumstances relevant to coaching.
EFFORT & PERSONAL RESPONSIBILITY
The Client agrees to use their best endeavours to participate honestly and constructively in the coaching process. The Coaching Team cannot guarantee recovery or outcomes, but will use all reasonable endeavours to support and encourage the Client throughout the coaching relationship.
NO CONFLICT OF INTEREST
The Client undertakes not to knowingly reproduce, resell or commercially compete with proprietary coaching systems, materials or subscription services operated by Coaching.care or Trichotillomania Support without prior written agreement.
REFUNDS
Refunds are not generally offered due to non-profit status and the considerable costs involved in administration, staffing and maintaining access to a functioning website and coaching infrastructure. However, the Organisations reserve the right to consider exceptional circumstances at their sole discretion.
The Organisations reserve the right to update these terms periodically. Continued use of coaching services following notification of revised terms shall constitute acceptance of those revised terms.
ACCEPTANCE
By booking a session, proceeding with coaching, subscribing to services or continuing to use coaching resources, the Client confirms that they have read, understood and accepted these Terms & Conditions.