BASIC TERMS AND CONDITIONS

TERMS AND CONDITIONS THERAPEUTIC AGREEMENT

BASIC TERMS AND CONDITIONS

The present coaching agreement is between you (the Client) and Equina Nexu.

The present coaching agreement abides by the GDPR legislation 2018. By commencing therapy, the Client (you) agrees to the following terms and conditions:

All new Clients are required to read and confirm the acceptance of the terms and conditions of this coaching agreement. Confirmation can be provided in writing via email. If written confirmation is not provided for any reason, then by starting coaching the Client agrees to the term & conditions of this agreement. The Client is required to respond in writing (via email) if they do not agree to the terms and conditions of this agreement.

Equina Nexu abides by the code of confidentiality of GDPR regulations. Identifying information, such as Client’s name, address, biographical details and other description of a Client’s life and their circumstances, will be kept private and stored safely.

Contact outside sessions is encouraged mainly for re-scheduling appointments. If there is a crisis you can leave a message by email or text and Victoria Comins will contact you as soon as they are available. Please be mindful that Equina Nexu is not a crisis service. If you require emergency support please contact your GP, NHS 111 online service or 999.

For detailed Terms and Conditions, please see below.

CLIENT TERMS AND CONDITIONS
JURISDICTION
These terms and conditions are governed by and interpreted in accordance with English law. This applies to in person and online sessions. In the event of any dispute arising in relation to these ‘terms and conditions’ or any dispute arising in relation to the equine assisted coach, whether in contract or otherwise, the English courts will have exclusive jurisdiction over such dispute.

DEFINITIONS
• The ‘Equine Facilitated Learning’ (‘EFL”): The person assigned by Equina Nexu to offer equine assisted coaching services.
• The ‘Client’: You
• ‘Session’ is the time spent with the Equine Facilitator Coach who will apply their chosen method of coaching application and modality.
• ‘Modality’ is a model of study for coaching application. Tapping, essential oils are examples of modalities.
• The ‘Session’ is the booked time slot and arranged time working with the EFC.
• ‘Presenting Issue(s) or ‘Problem’ is what the Client wants to work on with the EFC.
• The ‘Goal’ is the goal created collaboratively with input from both the Client and the EFC and is what the client would like to achieve as the desired outcome in coaching.
• The ‘Desired Outcome’ is the desired result of the work that the EFC and the Client work towards achieving.
• The ‘Session Time’ in person or online is 60 minutes unless otherwise agreed.

1. FORMATION OF AGREEMENT
1.1 After booking an appointment by either telephone, email or online, the Client, in accepting the appointment, accepts the following conditions for the appointment: The Client agrees to the EFC contacting them via email or SMS. In the event that the Client prefers that the EFC only use telephone contact, they must state this in writing via email or text.

1.2. Booking: Appointments can only be made through discussion between the EFC and Client, via email or telephone correspondence. When making an appointment via the booking system or emailing/texting the EFC, the Client will receive a booking confirmation via email. The Client may book ahead all their sessions (times/dates) in person, email or online providing that these times/dates are not booked by other Clients, or they may book one session at a time.

1.3. The EFC requires the Client to be truthful and work in the best interests of the agreement between the EFC and the Client.

1.4. The Client agrees to provide the EFC with all pre-session written work such as questionnaires (if applicable) as appropriate within the requested timeframe 24 hours prior to the booked session.

1.5. Lateness: The Client is paying for the agreed time with the EFC and at the agreed location (physical or online). It is the Client’s responsibility to attend the session on time.

1.6. No refund will be given for any late arrival at the session under any circumstances. This includes emergency or unforeseen circumstances out of the Client’s immediate control, as the 48 hour cancellation policy will still apply.

1.7. If the Client arrives late, an extension of the agreed time or rescheduling the session will not be offered.

1.8. The EFC is not required under any circumstances to go beyond the arranged session finishing time. The session will be terminated at the end of the arranged time even if the Client has not reached their desired outcome.

1.9. The EFC will use reasonable care and skill in providing the service that the Client chooses. Clients are different and so is every coaching session. There are no guarantees of successful outcomes.

1.10. It is not the responsibility of the EFC to achieve the desired outcome for the Client. The desired outcome as an achievement of the goal(s) cannot be guaranteed or promised to the Client by the EFC. It would be unethical to provide a guarantee for a Client’s coaching.

1.11. If the Client is not satisfied with the therapy’s outcome, there is no refund. Equina Nexu does not accept any liability in relation to the coaching and modalities used in session.

2. PRICING, PAYMENT AND METHODS OF PAYMENT
2.1 The fee for a 60-minute private session in person is £55 and £100 for a group session, unless otherwise agreed.

2.2. Payment can be in the form of cash before the start of the session or, preferably, via a bank transfer 24 hours before the session. Bank details will be given at the booking of the appointment.

2.3. Failure to comply with payment requirements will result in the session being cancelled and the session will be made available to other Clients.

2.4. It is at the EFC’s discretion whether to accept late payment.

2.7. Clients must be current with payments before booking a new session.

3. CANCELLATION POLICY
3.1. Cancellations can be done via email or telephone by the Client, with a minimum of 48 hours before a session for a refund in full. 48 hours is exactly 48 hours prior to the arranged time – e.g., an appointment arranged for 2pm Monday must be cancelled by 2pm the Saturday before.

3.2. Any cancellations within the 48 hours notification period will not be charged.

3.3. If a Client would like to cancel a session before the 48 hours cancellation period, the Client is expected to contact the EFC by email.

3.4. If a Client fails to give 48 hours’ notice of cancellation, they will have to pay for the booked session or not receive a refund for the booked session. This applies under any circumstances including emergencies, illness, or any situations that are out of the Client’s control.

3.5. Rescheduling before the 48 hour deadline will allow the session fees to be carried over to the new appointment but under the same terms and conditions for cancelling.

3.6. Short Notice emergency sessions can be booked directly with the EFC in writing but under the same terms and conditions for booking/payments/cancellation period.

4. REFUNDS
4.1 ‘Booked Sessions’ by the Client must be paid for in full before the session. No refund will be issued for any cancellations or missed appointments with notice less than 48 hours in writing (email) or telephone. This policy applies under all circumstances including emergencies, illness, or any situations out of the Client’s control.

4.2. The Client is expected to pay in full any cancelled or missed appointment with less than 48 hours’ notice.

4.3. If written cancellation is received within the 48 hour notice, the Client has no claim to this session time and the EFC reserves the right to offer this slot to other Clients.

4.4. The EFC will not terminate the session before its agreed time. However, if the Client desires to finish a session earlier than the agreed time, a refund for the remaining time of the session will not be given.

4.5. The EFC can only offer an estimate of the duration of therapy based on their experience. This, however, is only an estimate and therapy can be extended or terminated based on the Client’s needs and treatment’s progress.

4.6. Sometimes a Client requires more time or less time than expected and this can only become known after coaching has started. If the Client is in any doubt at any point or has any questions relating to the agreed duration of coaching, the Client must raise the appropriate questions with the EFC during an agreed therapy session.

4.7. The EFC reserves the right to terminate a session without a refund if it is considered that the Client is a personal risk to them or anyone else involved. The appropriate services will also be alerted in all cases of violence or personal threats.

4.8. Personal threats, verbal or physical abuse and vandalism will not be tolerated and the session will be immediately terminated. Subsequently, no refund or any monies will be given for the remaining time of the booked session.

4.9. Although the agreed session time is 60 minutes, the EAT reserves the right to terminate the session if the coaching is not considered in the best interest of the Client. The EFC reserves the right not to disclose the reason for the session’s termination. In these circumstances, no refund will be given.

4.10. When booking from outside the UK, the appointment time and further communication regarding the appointment are in the time zone of the EFC’s current location. If the Client has booked in the wrong time zone, the EFC cannot be responsible for the error. This will be counted as a missed session and payable by the Client.

5. CONFIDENTIALITY, HEALTH AND SAFETY
5.1. The EFC is adheres to their ethical framework and guidelines to ensure that the Client receives professional and competent service.

5.2. Confidentiality is agreed between the Client and the EFC. The Client is entitled to expect that the information they give to the EFC about themselves and others will remain confidential. The EFC reserves the right not to disclose to any third party any information related to therapy sessions. This applies to all circumstances even at the request of the Client. Information can be disclosed only if it is required by law.

5.3. In line with UK law EFC reserves the right to break confidentiality and disclose session information (notes, video or audio recordings) to any relevant third parties (e.g., GP, police, social services, legal services, emergency services) if in their opinion the Client’s safety is a risk to themselves or to others or is at risk from others. The EFC reserves the right to break confidentiality and disclose session information to child protection services if in their professional opinion there is physical or sexual abuse or neglect of any person under 18 years of age. Similarly, the EFC reserves the right to break confidentiality and disclose session information, if they believe that an elderly person or disabled person is being abused or neglected, to the appropriate agency that handles abuse to elderly or disabled persons. Finally, the EAT reserves the right to break confidentiality and disclose session information to authorities if the Client discloses any involvement with terrorism and money laundering whether it is related to drug trafficking or any other serious crime.

5.4. If the EFC decides a confidentiality breach is necessary, they will endeavour to discuss this matter with the Client and any recommendations will be documented. If this discussion is not possible due to any limitations or unforeseen circumstances (e.g., time limitations, urgency of the matter, availability, illness), the EFC may have to proceed with the breach of confidentiality without prior notice to the Client.

5.5. The Client’s personal information in any session material is confidential and kept securely. However, in line with the EFC professional accrediting bodies, the EFC is expected to be in regular supervision to ensure high quality of services. Therefore, some information will be shared with the EFC’s supervisor and/or outside sources who are also accredited with a professional body and abide by the ethical framework and guidelines of the profession. No personal identifiable information will be used to discuss the Client with regards to the material that would be shared. However, discussion topics from the therapy sessions will be used in order to ensure that the EFC is getting and giving the best assistance possible. The person(s) with whom the EFC discuss Clients’ cases are legally bound to keep information confidential.

5.6. As part of the EFC’s aim in offering high quality service, the EFC has found it helpful to make audio and/or video recordings of sessions. Recordings are solely used for supervision purposes with the EFC’s supervisor(s) and/or with other mental health professionals who are also accredited with a professional body and abide by the ethical framework and guidelines of the profession. Review of recordings in supervision offers better insight and understanding of the presenting issues that might be helpful in the Client’s circumstances.

5.7. By commencing coaching, the Client consents to video/audio recordings being made of these sessions and to these recordings being used to aid the work between the EFC and the Client. The Client has the right to refuse consent to video/audio recordings and must state this in writing before the commencement of coaching.

5.8. Any material produced in the session (e.g., video/audio recordings, session notes, written homework, and psychoeducational material) is the EAF’s intellectual property and copyright.

5.9. The EFC also requires confidentiality of the Client at all times. It is not permissible for the Client to disclose any written, recorded or distributed correspondence/material related to the session, pre-session or post-session.

5.10. The correspondence and all coaching material shared between the Client and the EFC is to be used only by the Client. All written and verbal communication is issued and intended according to the Client’s individual treatment plan. If the Client shares any recorded or written material that was intended for their exclusive use, the EFC accepts no responsibility for the material’s effecting use on any third parties. Therefore, copying, reproducing or displaying this information publicly or electronically is not permitted.

5.11. The Client under no circumstances is permitted to record (video, audio) the session (on the phone or any other device) unless the EFC has issued consent in writing.

5.12. All relating correspondence (verbal or in writing) such as by phone, email or online software is strictly for use of the Client and the EAC Information can be disclosed only if it is required by law.

6. HANDLING, COLLECTION, STORAGE AND USAGE OF DATA
6.1. The lawful basis for the EFC holding and using the Client’s information is in relation to the delivery of a contract to the Client as a health care professional.

6.2. Upon starting therapy, the Client’s basic personal information will be collected for contact and identification reasons. These include the Client’s full name, date of birth, next of kin, address, insurance membership number/authorisation code (when applicable), and GP details. If any of the Client’s contact or GP information change during therapy, the patients should inform the EFC in writing providing the new information.

6.3. Information is kept securely and confidentially in line with the data retention policy as stated above.

6.4. Session notes or personal details of the Client are kept in electronic form and paper form. Any paper notes are kept in a secure, robust, locked filing cabinet and stored within a secure building. All digital information is stored on a domestic computer, which is password protected and stored within a secure building.

6.5. The Client’s information is kept for a period of seven years following the end of coaching to comply with any obligations that are placed upon his/her accrediting bodies.

7. CLIENT’S RIGHTS

7.1. The Client has the right to access the notes. Beyond the notes, any details held about the Client are for the EFC’s own use and not shared.

7.2. The Client has the right to request a copy of the notes that the EAC holds about them. If the Client would like a copy of some or all of their notes, then the Client must email or write to the EFC via the contact details stated on the contact form on Equina Nexu’s website or directly at info@equinanexu.com Information will be provided to the Client within 30 days.

8. REVIEWS AND ENDING THERAPY 8.1.
The Client and the EFC will review sessions regularly depending on the Client’s demand or as the EFC finds this appropriate.

8.2. The Client is not tied into any long-term commitment and may end sessions by giving 48 hours’ notice in writing although a number of ending sessions depending on the length of treatment is recommended.

8.3. If the EFC considers the Client’s needs are beyond the limits of their competence, the EFC reserves the right to terminate the therapeutic contract. The EFC will discuss this with the Client in the session and further recommendations, if possible, may be provided.

8.4. If the EFC decides to end the coaching agreement with the Client due to unforeseen circumstances, they reserve the right not to disclose the reason for this decision. However, the EFC will endeavour to give a month’s notice.

INFORMED CONSENT
By commencing coaching, I acknowledge that I have read the information above and I agree with the terms and conditions of this agreement.