Where The Mind Grows Coaching Agreement

Individual Coaching Agreement 

 

This coaching agreement outlines the basic principles we agree to as part of our coaching relationship together.

It ensures we create a mutually respectful and open dynamic for your coaching sessions.

The commitment to you, as your coach and facilitator, is to work alongside you to define and help you, help yourself achieve your goals.

Your commitment is to make time, energy and focus for exploring your learning and development, in and out of the sessions. 

I offer creative, curious coaching for people looking for bolder, braver living, true to their purpose.

The coaching space is free of judgment and a protected space to bring your whole self. With a focus on enhancing well-being, authenticity, and confidence that leads to impactful change.

I ask that you only embark on coaching together, if you feel you can make a mutual commitment to the change-work and goals identified as part of your coaching sessions.  By booking in and investing in your sessions, you are agreeing to our coaching agreement. 

 

Service Overview

•  Individual Career and Life Coaching focused on confidence, authenticity and vitality. 

• Therapeutic Coaching focused on Mental Health & Well-Being, within the parameters of coaching. 

• Employee Coaching Sessions for leadership, resilience and/or well-being (Employer Funded(

• Sessions are delivered by JK (Jennie-Kate) McQuinn - Owner/Founder WTMG. 

•  Sessions held at private woodlands (Little Seed Field, March-October) or  public Nature Spaces (Dec - Feb) or online via Zoom. 

• Working Hours change in line with natural seasons. Please see booking links for availability. Please be aware that Little Seed Field has a 'resting' season (usually December -February) during this time,  where your package is active, sessions will be help online or in public places - or your package paused - as mutually agreed. 

• Initial free discovery call/zoom required before becoming a client (free of charge)

• Services available for adults (18+) 

 

Sessions & Sign Up​

• Following our initial discovery call, you will receive all the links to sign up and invest in the programme.

• Choose your package or payment option and book your initial session. 

• Payment is due, upfront of the session. An invoice is raised on booking payable within  Ten [10] working days. A minimum of five [5] working days from your session. 

• Complete client registration form a minimum of 5 working days before initial session;  being honest and open in your answers. [Forms outstanding within 48 hours of your initial session may result in the session being postponed and charged]

• You will be added to the mailing list [Where not already signed up] so you have access to additional resources, and offerings from WTMG - you can unsubscribe to this at any time. 

• For in person sessions: You'll receive information of directions and meeting points.  I will usually check in with a weather check a day before our session also. 

• Arrive promptly for your session;  if you are 20+ minutes late may result in cancellation. Sessions will not be extended if/where you do not arrive on time. 

• Please dress appropriately for outdoor conditions and terrain. 

• Bring necessary medications, water, and note-taking materials plus any additional resources or learning aides you require. 

•  Sessions combine light activity/walking with nature immersion - There is shelter at Little Seed Field. 

• Sessions as Walk and Talks will be bookable at a range of previously risk assessed venues for you to select. Please note due to these being public parks and woodland, Where the Mind Grows reserve the right to not offer this venue as a package option, where it is assessed that you will require a confidential space like the private woodland or online. 

• You'll be able to book multiple sessions from your package using the booking links. 

• At the end of the coaching package, we will take time to review together and agree suitability and focus for either a) continuation or extension of the coaching relationship b) ending or pausing the coaching relationship.

• You will be sent a client feedback form to complete on exit. 

 

Client/Coachee Commitments

• You are taking part in the coaching sessions at your own free will & interest. (e.g not at the obligation, inlfuence or pressure of someone else)

• Arrive on time for your session. 

• If meeting online, you ensure you have a confidential, quiet and comfortable room for session free of interruptions, you will be required to have your camera on and be visible throughout the session. 

• No recording or AI note takers are permitted without written consent from both parties. 

• Complete payment and registration documents in line with agreed terms. 

• You come prepared for each session, bringing any updates, focus areas or resources required. 

• You bring a note book & pen to make personal session notes throughout.

• Minimise distractions during sessions - turning phone/smart watches to silent or off. 

• Engage in between-session activities where identified together. 

• Follow safety instructions in outdoor spaces

• Provide accurate health and safety information & personal history 

• Ensure any medication required is accessible as required. 

• Attend sessions free from alcohol/substance influence. 

• Commit to open and respectful communication with each other. 

• Commit to offering feedback on exit to support the development of WTMG services and offerings. 

 

Coach Commitments

• I ensure preparation and review for your session(s) 

• Punctual and Keeping to Time. 

• Commitment to professional boundaries & modality [used] code of ethics. 

• Compliance with Coaching Agreement Terms 

• Honest & Open Communication focused on your personal goals and ambitions & suitability for approach. 

• Committed to Anti-Oppressive and Anti-Discriminatory 

• Commitment to my personal health and well-being to ensure I can deliver a regenerative coaching service with clients. 

• If I feel we are not best suited to work together I will be open about this and signpost you to alternative services. 

• Health & Safety awareness and assessment in chosen venues. 

• Light-Touch communication between sessions, via WhatsApp or text to support with momentum. 

• Sharing of tailored and evidence based resources to support your coaching journey. 

• Minimises impact on the Natural World and Planet in business approach. 

 

Package Terms & Payment

• All session payments are due upfront in advance of the session. Packages are paid in one payment upfront of all your package sessions 

• You can select either a package or Pay As You Go option. 

•  3 - session packages valid for 6 months from initial session

•  4-9 session packages valid for 12 months 

• You may request an extension of your package where there are mitigating circumstances preventing you from attending, this will be agreed and documented in writing between both parties. 

• Sessions not claimed within the above terms will be lost and charged. 

• As of autumn 2025 you are able to book your sessions using the Calendly link. An invoice will be raised for payment, payable within a maximum of ten working days OR a minimum of 5 working days in advance of the session. (which ever comes first)

• Package Sessions to be booked in full in advance - where possible- to confirm commitment to the package programme. 

• Packages & one-to-one sessions are non-refundable. 

• Cancellations require 48-hour notice - after that session cancellations will be non-refundable* 

• You can reschedule your pre-paid package sessions as required a minimum of 48 hours before the session. 

• Late cancellations/no-shows charged in full and non-refundable*

• Non Attendance to sessions without explanation may result in termination of coaching agreement. 

• Payments accepted via PayPal, Stripe, or invoice on request. 

• Coaching Fees may be subject to change with 30-day notice on new Tariffs - this will not impact an existing, pre-paid coaching package. However new packages may be subject to change after 30 days notice. 

• In the event the coaching agreement is void or not adhered to Where the Mind Grows retain the right to cancel or deny further packages. 

• An administration fee will be added for incremental, employer funded or ATW/Third party funded packages and sessions. 

*Mitigating Circumstances will be reviewed at Coaches discretion. 

 

Health & Safety

• Please ensure you complete registration form with health, allergy and phobia information within the agreed time ahead of the session. Providing this to me, within the agreed terms. 

• Please update me if your personal details or needs change. 

•  Follow coach's guidance in outdoor spaces & in any 'after-care' recommendations relating to Health and Safety 

• Alternative venues may be available for accessibility needs - please discuss prior to booking. 

• Sessions must not be attended under the influence of substances or if unwell. 

•  Inclement weather:  Storms/Ice/Snow/Heavy Rain - we will review and can decide if the session happens online or rescheduled sessions offered

• In the event you begin to feel unwell at the session, please ensure you inform me asap. 

•  Insurance and risk assessments maintained for all venues.

• No third party shall attend the session without consent. 

• Dogs may be permitted at your session, please contact me to discuss/agree suitability for this in the session. WTMG reserve the right to decline your canine being present at any time. 

• Please do not consume anything you cannot confidently & safely identify in the woods. 

 

Confidentiality & Data Protection

• Sessions are confidential between us, I have safe guarding obligations relating to any identified harm to yourself or others. 

• Data is stored and used for the purpose outlined in this coaching agreement. 

• WTMG is ICO Registered 

• Enhanced DBS 

• No recording/filming or AI notetaking resources to be used by either party without written/document consent from both parties with an agreement of permission of use. 

• Clients must inform of relevant health/accessibility updates

 

Termination & Complaints

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• In the event you have not completed and returned the client registration form within the agreed period your session may be cancelled and any pre-payment lost.  

• Complaints: In the unlikely occurrence that you need to make a complaint, please email this to info@wherethemindgrows.co.uk We will aim to respond to your complaint no more than 14 working days of receipt.

• Termination: If you wish to terminate our coaching agreement and delivery together, please do so in writing. We will respond to your request within a maximum of 28 days. 

• Ending the coaching relationship: Where the Mind Grows retain the right to end the coaching relationship and agreement this would usually be due to (but not exhaustive of) the following circumstances. a) Identified need to signpost to other services for support b) a breach or lack of commitment to The Coaching Agreement by the coaching c) mitigating circumstances or ill health d) where we have reached the end of our work together e) Where a complaint or conflict of interest may impact the therapeutic nature of the agreement. f) Repeat DNA, Cancellations or Non Payments. 

• Right for Respect: WTMG does not tolerate any abusive, oppressive or aggressive behaviours by clients and may terminate the sessions early and cease the coaching relationship where this behaviour is demonstrated.

• Alcohol/Substance: You are not permitted to attend sessions under the influence of alcohol or substances. Nor access these as part of our session. 

 

Contact Hours

Business Hours are seasonal and subject to change. 

I typically work Monday- Friday - I do not access my work mobile on weekends and out of hours.

I will respond at a time aligned with my time, energy and resourcefulness.

Please respect this may be different to your own timescales. 

Contact can be made by email, text or WhatsApp 

 

Coaching is not a crisis service  I do not offer out-of-hours support 

Should you need Crisis Support -you can call the Samaritans 116-123

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Previously updated:  2nd January 2025 -  Updated 20th October 2025.