Coaching Agreement

 

This agreement is between Deone Duffy (“I”, “me”, “my”) and you, the coaching client (“you”, “your”). It sets out the terms under which coaching services will be provided, including payment, privacy, session structure and mutual responsibilities.

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This agreement takes effect from the date you book your first session, submit your signed intake form or pay for a package - whichever comes first.

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The terms of this agreement, including cancellation rights, payment terms and data handling, apply from the effective date, regardless of when sessions begin.

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This agreement is governed by the laws of England and Wales. Any disputes arising from this coaching relationship will be subject to the exclusive jurisdiction of the courts of England and Wales.

 

1. What coaching is

 

• Coaching is a supportive, confidential space where you can explore your goals, challenges, and ideas.

• It is a partnership. You lead the way by communicating your desired outcomes, and I provide the structure that can help with clarity, insight and momentum.

• You remain responsible for your own decisions, actions, and outcomes throughout the coaching process.

 

2. What coaching is not

 

• Coaching is not therapy, counselling, or advice. I will not diagnose or treat anything, and I will not tell you what to do.

• Coaching is not a substitute for professional advice or treatment related to mental health, medical issues, or other specialised services.

• Coaching is not a crisis service or emergency support.

• If something arises that is outside the scope of coaching, I may suggest you speak to a qualified professional and clarify what we can do together within the scope of coaching.

• I will not offer advice or solutions outside the coaching space.

• Coaching does not create a duty of care beyond the coaching relationship.

• If I believe coaching is no longer appropriate, safe or ethical, I may pause or end the coaching relationship and, where appropriate, suggest alternative sources of support.

 

3. Code of Ethics

 

• As a member of the International Coaching Federation (ICF), I abide by the ICF Code of Ethics.

 

4. Conflicts of Interest

 

• A conflict of interest is anything that could compromise impartiality, create a dual relationship, influence the coaching process, limit your autonomy, or prevent me from maintaining confidentiality.

• To ensure ethical practice, I may ask for relevant information such as your employer or business/employment relationships. Personal conflicts are handled in the same way.

• If a potential conflict is identified, I will discuss it with you and consider whether appropriate safeguards can be put in place. If a conflict cannot be managed, I will not proceed with coaching and may refer you to another coach.

 

5. General Confidentiality

 

• Everything shared the coach and coaching client, verbally and in writing, during the coaching relationship will be treated as confidential by both parties.

• Confidentiality may only be broken if there is a serious risk of harm or if the law requires it.

• I keep session notes securely and will not share them without your permission.

• As part of my commitment to ethical practice, I engage in regular professional supervision. This is a confidential space where I may reflect on my coaching work to ensure I am supporting you in the best possible way. If I discuss our work in supervision, I will never share your name or identifiable details.

• Separate consents may be requested for specific types of data processing, including sensitive information, session recordings, and the use of AI with pseudonymised content for reflective practice, service development and anonymised insight generation. These consents are not necessary for coaching to take place.

• Your personal AI notetakers, transcription tools or other recording tools may not be used in coaching sessions unless we have discussed and agreed this in advance.

• If these are required for accessibility purposes, we can discuss a mutually acceptable solution. For more details on data handling, please refer to Section 11.

 

6. Communication

 

• You can arrange sessions through my booking page or by email.

• I offer WhatsApp as an optional tool for scheduling and brief updates. You can choose to opt in if you find it helpful.

  • WhatsApp is not used for coaching conversations or sharing sensitive information.

  • Please note that WhatsApp may process data outside the United Kingdom or European Union. You will be asked to opt in separately if you are comfortable with this.

  • If you choose to use WhatsApp, I kindly ask that you respect my working hours and do not expect instant replies outside those times. I will respond as soon as I reasonably can, but I do not monitor messages continuously.

 

7. Liability

 

• You are responsible for your own decisions, actions and outcomes during and after coaching.

• I do my best to provide a safe and professional service, but I cannot guarantee specific results.

• Nothing in this agreement limits or excludes liability where it would be unlawful to do so, including liability for fraud or for death or personal injury caused by negligence.

• Subject to this, my liability arising from the coaching relationship will be limited to the amount paid by you for the coaching services giving rise to the claim.

• If you have concerns about your wellbeing or safety, I encourage you to seek support from a qualified professional.

 

8. Sessions

 

• Coaching sessions are offered in a range of formats and durations. This may include one-off sessions, short-term packages, or longer-term coaching programmes.

• Session length and structure will be agreed with you in advance and confirmed by email.

 

8.1. Session formats

 

• Sessions are usually held online via Teams video call unless we agree otherwise.

• I cannot guarantee the performance or availability of Microsoft Teams.

• You are responsible for ensuring you have a stable internet connection and a private space for our sessions, and it is recommended that you test your microphone, speaker and camera before the session start time.

• If technical issues arise, reschedules will be considered on a case-by-case basis.

• If you have any accessibility needs, such as captions, pacing adjustments or screen reader compatibility, please let me know with reasonable notice ahead of our first session. I will do my best to make reasonable adjustments.

 

8.2. Walk-and-Talk Sessions

 

• Walk-and-talk sessions can be booked by contacting me and will typically take place at the Braywick Nature Reserve in Maidenhead.

• These sessions are subject to weather conditions, accessibility, and mutual availability.

• You are responsible for your own safety and wellbeing during outdoor sessions, including appropriate clothing, hydration, and any mobility considerations.

• No pets are allowed on walk-and-talk sessions except for registered support or assistance animals. You remain responsible for the care and behaviour of any support animal.

• Braywick Nature Reserve is safe and suitable for conversation, but I cannot guarantee privacy or noise level in public spaces.

• If you have any health conditions or accessibility needs, please let me know in advance so we can plan accordingly.

• You may opt out of walk-and-talk sessions at any time or request to switch to an online format.

• Other locations can be requested by email and cannot be booked through my booking system as it may result in additional time and travel costs. These costs will be discussed and agreed with you in advance and confirmed in writing.

• I reserve the right to decline requests for locations that are not reasonably accessible or raise safety concerns.

 

9. Coaching Materials

 

• From time to time, I may provide worksheets, exercises, resources, written materials or other tools to support your coaching.

• Unless otherwise agreed, these materials remain my intellectual property.

• You are welcome to use any materials provided as part of your own personal learning, reflection and development.

• Materials may not be reproduced or used commercially without my prior written permission.

 

 

10. Payment & Scheduling Terms (including free sessions)

 

10.1. Session scheduling

 

• Sessions (free introductory, pro bono and paid for) must be booked in advance through my booking page or by email. A confirmation email secures your booking.

• You may book up to 24 hours before the session start time, subject to availability.

• The calendar shows 3 months of availability. If you have purchased a package, it is recommended to book ahead to secure preferred times.

• If availability is limited, please contact coach@deoneduffy.com as slots may become available.

 

10.2. Cancellation and Rescheduling

 

• You can cancel or reschedule with at least 48 hours’ notice.

• Changes made with less than 48 hours’ notice may result in the session being forfeited. 

• In the case of a cancelled free introductory session, another session cannot be guaranteed. Please contact me to request another. 

• Exceptions may be made for emergencies at my discretion.

 

10.3. Cooling off period

 

• If you purchase a coaching package or session online, you have the right to cancel within 14 days of purchase under UK consumer law.

• If no coaching services have been used, you will receive a full refund.

• If you ask me to begin providing coaching during the 14‑day cooling-off period and then decide to cancel within this period, I may deduct the value of any coaching services already provided in line with the refund terms below.

 

10.4. Packages

 

• Packages are typically valid for three, six or twelve months depending on what you choose, or for a period agreed between us.

• Unused sessions will expire unless we agree otherwise.

• I may carry sessions forward if you purchase a new package.

 

10.5. Payment Terms

 

• Fees for coaching sessions and packages are payable in advance unless we agree otherwise in writing.

• If payment is made through a payment plan, instalments must be paid on the agreed dates.

• If payment is not received when due, I may pause future coaching sessions until payment has been received.

• If an invoice remains unpaid for an extended period, I reserve the right to end the coaching relationship and apply the refund terms set out in this agreement where relevant.

• I will always seek to discuss any payment difficulties with you before taking further action and encourage you to contact me if you are experiencing financial hardship.

 

10.6. Refunds

 

Single session refunds

 

• Single sessions cancelled with more than 48 hours’ notice will be refunded in full.

 

Package refunds

 

• Discounted packages reflect a commitment to the full programme.

• Refunds are not usually offered for unused sessions if you choose not to complete the package.

• In exceptional circumstances (e.g. serious illness or bereavement), a partial refund may be considered.

• Used sessions will be charged at the full single-session rate. If a refund is granted, it will be calculated as the lower of:

(a) the difference between the package price and the value of used sessions calculated at their full single-session rate, or

(b) a prorated time-based amount.

• These terms apply to packages paid for up front and to those purchased through a payment plan.

• Either of us may end the coaching relationship at any time by giving written notice. Any refunds will be handled in accordance with the refund terms in this agreement.

 

10.7. Late Arrivals

 

• Sessions will end at the scheduled time, even if you arrive late.

• If you are more than 15 minutes late without notice, the session may be forfeited.

• If I am late and you are unable to extend the session to complete the full duration, I will offer to reschedule or make up the lost time in a future session.

• If I am more than 15 minutes late, and the session cannot proceed as a result, you will be offered a rescheduled session at no additional cost.

• Free chemistry sessions may not be rebooked if missed, contact me to discuss options.

 

10.8. Coach Cancellations

 

• I will give as much notice as possible and offer a new time that works for you.

 

10.9. Circumstances Outside Our Control

 

• Sometimes things happen that are outside either of our reasonable control and may affect our ability to attend or deliver coaching sessions. This may include illness, injury, power outages, internet or technology failures, severe weather, transport disruption, government restrictions, or similar circumstances.

• Where this happens, neither of us will be responsible for any resulting delay or cancellation. We will make reasonable efforts to rearrange the session at a mutually suitable time.

• If circumstances outside our reasonable control make it impossible for coaching to continue for an extended period, either of us may choose to end the coaching relationship. Any refunds will be handled in accordance with the refund terms set out in this agreement.

 

11. Privacy Policy

 

11.1. How your data is used

 

• I follow UK GDPR and the Data Protection Act 2018.

• I collect and store your data to support our coaching and administrative needs. Personal data may include your name, contact details, session notes, intake form responses and communication preferences.

• Occasionally, coaching conversations, intake/joining forms and related communication may include sensitive information, such as health-related details or emotional wellbeing. This is considered special category data under UK GDPR. If such data is collected, it will only be processed with your explicit consent and handled with strict confidentiality.

• I collect emergency‑contact and GP details for safeguarding purposes. This information is used only if needed to protect your safety or wellbeing. I will ask for your consent to contact them, and the information is stored securely. The lawful basis for holding emergency‑contact and GP details is legitimate interests and, where necessary, vital interests.

• I will not sell or share your data for marketing.

• I may occasionally send you information about coaching services, programmes, workshops or other related offerings. You can opt out of marketing communications at any time.

• I may use aggregated and anonymised data for reflective practice, development of my services or as content for marketing, books, talks or other professional activities. I will never identify you or include information that could reasonably allow someone to recognise you.

• I may occasionally wish to reference coaching experiences as case studies in my writing, presentations, or marketing. I will never do this without contacting you separately at the time to explain exactly how your experience would be used and to seek your explicit consent. You are under no obligation to agree, and declining will not affect our coaching relationship in any way. Case study consent is always sought at the point of use, not in advance.

 

11.2. Retention and storage of data

 

• Core coaching records are retained for seven years to meet legal and insurance requirements. These include:

  • Coaching agreements and consents

  • Key contracting or boundary-setting communications

  • Session dates and brief session notes

  • Payment records

  • Any safeguarding-related correspondence

• Routine administrative communications are kept for up to two years after the final coaching session.

• Detailed session notes are kept for up to two years after the final coaching session.

  • I may take notes to support your coaching. My notes are private and stored securely.

  • You may request access to your notes. I will share them where appropriate.

• I store personal data securely using Microsoft 365, which includes email, calendar, document and data storage. Microsoft 365 is GDPR-compliant and uses encryption and access controls to protect your information. Data may be stored in UK or EU data centres. If data is transferred outside the UK or EU, Microsoft applies appropriate safeguards such as standard contractual clauses. Only I have access to your coaching records, and I take steps to protect them from unauthorised access.

• Contact forms are hosted via Wix, a GDPR-compliant platform. When you submit a form, your data is stored securely in my Wix account. Wix may store data on servers outside the United Kingdom or European Union. Where this occurs, Wix applies safeguards such as standard contractual clauses to protect your information. I only collect the information needed to support your coaching experience and manage bookings. You can request access to your data or ask for it to be deleted at any time.

• I use Xero and Stripe, both GDPR-compliant accounting and payment platforms, to manage invoices and payments. These platforms may store data outside the United Kingdom or European Union. Where this occurs, they apply appropriate safeguards, such as Standard Contractual Clauses, to protect your information. Only my accountant and I have access to your client records held in Xero and Stripe. I retain financial records for the period required by UK law, after which they are securely deleted. 

 

11.3. International data transfers

 

• Some of the tools I use to deliver coaching services may store or process data outside the United Kingdom. Where this occurs, I rely on recognised safeguards such as standard contractual clauses to ensure your data is protected in line with UK GDPR.

• Regardless of where you are located, your personal data will be handled in accordance with UK GDPR. You have the right to access, correct, or request deletion of your data at any time.

• I use third-party platforms to support coaching delivery, including scheduling, communication, data storage and payment processing. While I choose services that meet high data protection standards, I cannot guarantee the performance, availability or security of these external systems beyond my control.

 

11.4. Your rights

 

• You can ask to see, correct or delete your data at any time.

• Please contact me directly to do so at coach@deoneduffy.com.

 

11.5. Consent to data handling

 

• Through my intake form you will have the opportunity to explicitly consent to my processing and handling of your personal data.

• Separate consents are provided for: general data processing; sensitive information; privacy policy acceptance; contact information storage; session recording for professional development; and the use of AI.

• Optional consents are not required for coaching to take place. You may withdraw any consent at any time by contacting me at coach@deoneduffy.com.