client agreement
This agreement ensures a clear understanding of responsibilities, expectations, and confidentiality between you and Alternative Relationship Coaching.
Client Agreement for Alternative Relationship Coaching
Effective Date: 01/10/2024
Last Updated: 24th July 2026
This agreement outlines the terms and conditions for coaching services provided by Alternative Relationship Coaching. By signing below, you ("the Client") confirm that you have read, understood, and agree to the following terms.
1. Coaching Services
Alternative Relationship Coaching provides relationship coaching for individuals, couples, and polycules. Sessions may be conducted via telephone, video call (Google Meet), email, or text and voice notes through Telegram, depending on the service purchased and what has been agreed.
Coaching is designed to help clients explore relationship dynamics, set personal goals, and improve communication. It is not a substitute for therapy, counselling, mental health support, or legal advice. If concerns arise that fall outside the scope of coaching, you will be signposted to appropriate professional services.
Clients acknowledge that outcomes from coaching are individual and cannot be guaranteed. Success depends on factors including personal commitment, openness, and the complexity of issues discussed.
2. Client Responsibilities
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Commitment: Actively participate in the coaching process, attend scheduled sessions, and complete any agreed follow-up actions.
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Honest communication: Communicate openly with the coach about your goals, feelings, and relationship dynamics.
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Appropriate environment: Ensure a quiet, private space for sessions. For Telegram coaching, take responsibility for securing your device and account.
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Scope awareness: Understand that coaching is not therapy or legal advice. Seek appropriate professional support for issues outside the scope of coaching.
3. Confidentiality
We take your privacy seriously. All information shared during sessions is confidential in accordance with our Confidentiality Policy. Information will not be disclosed to third parties without your explicit consent, except in limited circumstances outlined in that policy (e.g., if required by law, or to prevent harm to yourself or others).
In couples and polycule coaching, information shared in joint sessions is considered shared between all parties present. Individual session content remains confidential unless you agree otherwise.
4. Sessions
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Sessions will be scheduled at mutually convenient times. Bookings are made via our website or agreed scheduling method.
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Sessions may be conducted via telephone, Google Meet (video call), or Telegram (text and voice notes), as agreed.
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Please ensure a quiet, private environment for each session.
5. Payment and Fees
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Fees will be communicated and agreed in advance of services beginning.
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Payment is due prior to each session unless otherwise agreed in writing.
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If payment is not received, the coach reserves the right to cancel or reschedule the session.
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Accepted payment methods: online payment via Wix booking system, PayPal, and UK bank transfer.
6. Cancellations and Rescheduling
As detailed in our Cancellations and Refunds Policy:
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Please provide at least 48 hours’ notice to cancel or reschedule. Cancellations with less than 48 hours’ notice will result in a full charge for that session unless otherwise agreed.
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If the coach needs to cancel, you will be notified as soon as possible and an alternative time arranged.
7. Termination of Services
Either party may terminate this agreement at any time with written notice. If you choose to discontinue coaching, please give at least one session’s notice to allow for a proper conclusion. All outstanding fees must be settled before termination. Refunds for unused pre-paid sessions are at the coach’s discretion in accordance with the Cancellations and Refunds Policy. Termination does not affect the confidentiality of prior sessions.
8. Telegram Between-Session Support
If your coaching package includes Telegram between-session support, you will be asked to sign the Telegram Coaching Support Addendum before that service begins. That addendum forms part of this agreement and sets out the full terms, encryption arrangements, availability, appropriate use, and your responsibilities. Please read it carefully before signing.
If Telegram support is not part of your package, no addendum is required and this section does not apply to you.
9. Data Protection and Privacy
Your personal data, including your name, contact information, and session notes, will be processed in accordance with our Privacy Policy and UK GDPR. By signing this agreement, you consent to the collection and secure storage of your personal data as outlined in that policy.
Session notes are stored using a client reference code in a private, access-controlled Google Drive folder. Data is retained for 6 years following the conclusion of services, in line with standard UK limitation periods, unless you request earlier deletion.
10. Session Recording and AI-Assisted Note-Taking
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To support accurate session notes and continuity of care, the coach may make a local video recording of sessions conducted via Google Meet, using locally installed recording software on the coach's device.
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Recordings are stored locally on the coach's device only. They are not uploaded to any external server, cloud storage, or third-party transcription service.
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After each session, the recording is transcribed using offline software running entirely on the coach's device. The resulting transcript may then be used to generate a brief session summary using an AI writing tool (currently Claude Pro, provided by Anthropic). No names or identifying details are included in this process — only anonymised content is submitted. The summary is used solely for the coach's internal session notes.
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The recording and transcript are permanently deleted within 24 hours of the session. Only the session summary is retained, stored securely in accordance with Section 9 and our Privacy Policy.
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You will be reminded of this at the start of each session and given the opportunity to withdraw consent. If you do not wish to be recorded, the coach will take manual notes instead. Withdrawing consent for recording does not affect any other aspect of your coaching agreement.
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By signing this agreement, you consent to this process. You may withdraw this consent at any time by notifying the coach in writing at coach@improveyourcomms.com.
11. Complaints and Dispute Resolution
If you have any concerns or complaints, please raise them with the coach directly in the first instance. If the matter cannot be resolved, both parties agree to seek mediation before considering legal action. This agreement is governed by the law of England and Wales.
12. Limitation of Liability
The coach will deliver services with reasonable skill and care. ARC shall not be liable for any indirect or consequential loss arising from the use of coaching services. Nothing in this agreement limits liability for negligence causing personal injury or death, or for fraud.
Acceptance of Terms
By signing below, I confirm that I have read, understood, and agree to the terms and conditions of this Client Agreement, including the Privacy, Confidentiality, Cancellations, and Cookies policies referenced above, and including my consent to session recording and AI-assisted note-taking as described in Section 10.
Individual Client
Full Name: ________________________________
Signature: __________________________________
Date: ______________________________________
For Couples Coaching - Partner 1
Full Name: ________________________________
Signature: __________________________________
Date: ______________________________________
For Couples Coaching - Partner 2
Full Name: ________________________________
Signature: __________________________________
Date: ______________________________________
For Polycule / Group Coaching - Additional Participants
Please attach a separate signed sheet for each additional participant using the same format above.