Where The Mind Grows Coaching Agreement

Individual Coaching Agreement

This agreement outlines the principles of our coaching relationship, creating a mutually respectful and open dynamic for your sessions.

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A separate coaching agreement may be outlined for specific tailored work, employer funded coaching and couples coaching.  This will be explained and detailed on commencement where different to this agreement. 

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Our Mutual Commitment

As your coach, I commit to working alongside you to define and achieve your goals through creative, curious coaching to help enhance, balance and support your life, career and well-being goals & development.

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As the client, you commit to making time, energy, and focus for your learning and development, both in and out of sessions. Taking your investment in yourself seriously and respectfully, as you explore growth and change. 

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

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By booking and investing in your sessions, you agree to this coaching agreement.

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Services Overview

• Individual career and life coaching focused on confidence, authenticity, and vitality

• Therapeutic coaching focused on mental health and well-being (within coaching parameters)

• Nature based coaching or online. 

• Employee coaching for leadership, resilience, and well-being (employer-funded)

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

• Available for adults (18+) only

• If I don't feel I am the best fit for your goals/aims or needs I will signpost you to other services. 

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Session Locations

• March–October: Private woodlands (Little Seed Field)

• All year round:  Online via Zoom or public nature spaces

• Little Seed Field has a resting season (December–February)—sessions will be online, in public spaces, or packages paused by mutual agreement

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Prerequisites

• Free discovery call/Zoom required before becoming a client

• All NEW clients or clients returning after six month break must complete the client registrationa nd coaching agreement before our initial session takes place/recommences. 

• You are taking part in coaching of your own free will. 

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Sessions & Sign-Up Process

1. Following your discovery call, you'll receive links to sign up and invest in your chosen package

2. Select your package or payment option and book your initial session

3. Payment is due upfront—invoice raised on booking, payable within 10 working days and a minimum of 5 working days before your session (Pay As you Go Options are also available)

4. Complete client registration form minimum 5 working days before initial session (forms outstanding within 48 hours may result in postponement and/or deduction from your package or pre-paid session)

5. You'll be added to the mailing list for additional resources and offerings as standard when onboarding to Where the Mind Grows coaching services.  (you can unsubscribe anytime)

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Session Attendance

• Punctuality:  Please arrive on time, ready to start your session at the allotted time. Being 20+ minutes late may result in cancellation without extension

• Dress appropriately for outdoor conditions and terrain

• Bring: Necessary medications, water, note-taking materials, and any additional learning aids you require

• In-person sessions: You'll receive directions and meeting point information, plus a weather check the day before

• Online Sessions: Please ensure you access via the zoom link. No AI note takers or filming is permitted without written consent. Attendance requires you to have a working camera and microphone to ensure we can see and hear each other throughout. 

Sessions combine light activity/walking with nature immersion. Shelter is available at Little Seed Field.

Walk and Talk sessions are held at pre-assessed public venues. WTMG reserves the right to recommend private woodland or online sessions where confidentiality needs require it.

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Package Completion

At the end of your coaching package, we'll review together and agree on either:

• a) Continuation or extension of the coaching relationship

• b) Ending or pausing the coaching relationship

You'll be sent a client feedback form to complete on exit.

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Client Commitments

• Participate in coaching sessions at your own free will (not due to obligation or pressure from others)

• Arrive on time for sessions & respect the allotted session time 

• For online sessions: Ensure a confidential, quiet, comfortable space free of interruptions with camera on and visible throughout

• You attend the session alone, unless a third party attendance has been agreed in writing (e.g carer/advocate)

• No recording or AI note-takers without written consent from both parties

• Complete payment and registration documents within agreed terms

• Come prepared with updates, focus areas, or required resources

• Bring a notebook and pen for personal session notes

• Minimise distractions—turn phones/smartwatches to silent or off

• Engage in between-session activities where identified

• Follow safety instructions in outdoor spaces

• Provide accurate health and safety information and personal history

• Ensure required medication is accessible

• Attend sessions free from alcohol/substance influence

• Commit to open and respectful communication

• Provide feedback on exit to support WTMG service development

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Coach Commitments

• Prepare and review for your sessions

• Maintain punctuality and time-keeping

• Uphold professional boundaries and modality code of ethics

• Comply with coaching agreement terms

• Provide honest, open communication focused on your personal goals and approach suitability

• Maintain anti-oppressive and anti-discriminatory practices

• Commit to personal health and well-being to deliver regenerative coaching

• Openly discuss if we're not best suited to work together and signpost alternative services

• Conduct health and safety awareness and assessment for chosen venues

• Provide light-touch communication between sessions via WhatsApp or text to support momentum

• Share tailored, evidence-based resources to support your coaching journey

• Minimize environmental impact in business approach

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Package Terms & Payment

Payment Terms

• All session payments are due upfront in advance of the session

• Packages are paid in one payment upfront for all package sessions

• Choose either a package or Pay As You Go option

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

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Package Validity Periods

IMPORTANT: Sessions must be used within these timeframes or will be forfeited:

• up to 4 session packages: Valid for 6 months from initial session

• 5–12 session packages: Valid for 14 months from initial session

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Extension requests must be made IN WRITING before the package expiry date. Extensions will only be granted for mitigating circumstances and must be agreed and documented in writing between both parties. Sessions not claimed within the validity period will be lost and charged—no refunds or credits will be issued.

 

Booking & Cancellation

• Book sessions using the Calendly link, or where you need booking support contact JK directly. 

• Package sessions should be booked in full in advance where possible to confirm commitment

• Cancellations require 48-hour notice—late cancellations are non-refundable*

• Reschedule pre-paid package sessions with minimum 48 hours' notice

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

• Non-attendance without explanation may result in termination of the coaching agreement

• Packages and one-to-one sessions are non-refundable

*Mitigating circumstances will be reviewed at coach's discretion.

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Fee Changes

• Coaching fees may be subject to change. 

• You will typically be give one month's notice of any price increases/fluctations in services. 

• Changes will not impact existing pre-paid packages

• New packages may be subject to new pricing after 30 days' notice

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Employer/Third-Party Funded Sessions

• An administration fee will be added for incremental, employer-funded, or Access to Work/third-party funded packages and sessions

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Agreement Compliance

WTMG retains the right to cancel or deny further packages where the coaching agreement is void or not adhered to.

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Health & Safety

• Complete registration form with health, allergy, and phobia information within agreed timeframe

• Update WTMG if personal details or needs change

• Follow coach's guidance in outdoor spaces and any aftercare recommendations

• Alternative venues available for accessibility needs (discuss prior to booking)

• Do not attend sessions under the influence of substances or if unwell

• Inform coach immediately if you begin to feel unwell during a session

• Do not consume anything you cannot confidently and safely identify in the woods

• No third parties may attend sessions without consent

• Dogs may be permitted with prior discussion and agreement (WTMG reserves the right to decline)

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Weather Contingencies

In inclement weather (storms, ice, snow, heavy rain), sessions may be moved online or rescheduled by mutual agreement.

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Insurance

Insurance and risk assessments are maintained for all venues.

 

Confidentiality & Data Protection

• Sessions are confidential between coach and client

• Safeguarding obligations apply regarding identified harm to yourself or others

• Data is stored and used for purposes outlined in this agreement

• WTMG is ICO registered with Enhanced DBS

• No recording, filming, or AI note-taking without written consent from both parties

• Clients must inform WTMG of relevant health/accessibility updates

• In line with my professional standards, I access supervision - where I may discuss client cases annoymously to draw on and enhance my own coaching practice and safeguarding. 

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Termination & Complaints

Session Cancellation

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You can re-arrange or reschedule your session up to 48 hours before the session, free of charge/deduction.  regular cancellation of sessions or may result in a review and potential termination of the coaching agreement

Sessions may be cancelled and pre-payment forfeited if the client registration form is not completed and returned within the agreed period.

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Complaints

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Email complaints to info@wherethemindgrows.co.uk. We aim to respond within 14 working days of receipt.

Termination by Client

To terminate the coaching agreement, please notify WTMG in writing. We will respond within 28 days.

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Ending the Coaching Relationship

You can withdraw at any time. 

WTMG retains the right to end the coaching relationship for reasons including (but not limited to):

• Identified need to signpost to other services

• Breach or lack of commitment to the coaching agreement

• Mitigating circumstances or ill health

• Completion of our work together

• Complaint or conflict of interest impacting the therapeutic nature of the agreement

• Repeat non-attendance, cancellations, or non-payments

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Right to Respect

WTMG does not tolerate abusive, oppressive, or aggressive behavior. Such behavior may result in immediate termination of sessions and the coaching relationship.

Alcohol/Substance Policy

You may not attend sessions under the influence of alcohol or substances, nor access these during sessions.

Contact Hours

• Business hours are seasonal and subject to change

• Typical working days: Monday–Friday

• Work mobile is not accessed on weekends or out of hours

• Responses will be made aligned with coach's time, energy, and resourcefulness (may differ from your timescales)

• Contact via email, text, or WhatsApp

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Coaching is not a crisis service. Out-of-hours support is available.

For crisis support, call Samaritans: 116-123

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