Terms and conditions
“Agreement” means these terms and conditions and (depending on the type of Training Services) (i) the course outline and Minds over Matters acceptance of the booking or (ii) the Proposal.
“Charges” means the charges for the Training Services set out in the quotation or the Course Outline / Proposal.
“the Client” means the client identified in the booking process or the Course Outline / Proposal. “Clause” means a clause in these terms and conditions.
“the Date(s) for the Training Services” means the date(s) upon which the Training Services are to take place as set out in the client booking or the Course Outline / Proposal.
“Delegates” means the numbers of the Client’s staff who are to receive the training services as set out in the booking or the Course Outline / proposal.
“Expenses” means expenses incurred in respect of travel and accommodation wholly and necessarily for the purposes of the Agreement as may be identified in a Proposal.
“Personal Data” means the data which relates to a living individual who can be identified from that data or from that data and other information and which is provided to Insight by the Client.
“Course Outline” or “Proposal” means the agreed course structure and teaching intentions for the training event. This Course Outline / Proposal must be agreed prior to training delivery “the Trainer” means the person delivering the Training Services.
“the Training Location” means the place at which the Training Services are to be provided by minds over matters or the clinet as set out in the Booking Form or the Course Outline / Proposal.
“Training Services” means the training services ordered by the Client or agreed Course Outline / Proposal.
2. Training services and location
2.1 Minds over Matters shall provide the Training Services on the Date(s) for the Training Services and in accordance with these terms and conditions.
2.2 Up until 72 hours before the Training Services are due to commence, Minds over Matters may by notice in writing alter the Training Location provided that the new location is within 5 miles of the original location.
3. Transfers, cancellation and postponement
3.1 If The Client or Delegate identified in a Booking Form or a Course Outline / Proposal wishes to cancel or transfer to another course, the following fees shall be due:
16 working days plus – 25%
11 -15 working days – 50%
6 – 10 working days – 75%
5 working days or less – 100%
3.2 A substitute delegate may be provided at no cost.
3.3 Notification of any cancellation or transfer must be made in writing to the Training Manager at Minds over Matters, 240 Davidson Road, Croydon, Surrey CR0 6DF
Delegates shall act reasonably throughout the training. Minds over Matters may remove a Delegate from a course, where, in the opinion of the Trainer, which shall be final, the Delegate is behaving unreasonably.
5. Charges and payment
5.1 The Charges for Training Services which are subject to a Booking shall be due upon
booking and shall be paid within 7 days of the date of Minds over Matters invoice.
5.2 The Charges for the Training Services which are subject to a Proposal and related Expenses shall be due upon completion of the Training Services and payable within 30 days of the date of Minds over Matters invoice.
5.3 The Client shall pay the Charges without deduction or set-off.
5.4 Any amendments to the course outline may be charged at Minds over Matters net price per hour.
5.5 Any time in discussing issues in relation to Training Services or discussing issues raised by Delegates / the Client will be charged at Minds over Matters net price per hour
5.6 Sums due under this Agreement are exclusive of VAT which shall be payable by the Client.
5.7 All payments are to be made by electronic transfer. Please contact Minds over Matters for Bank details. We do not accept cheques as a form of payment.
6. Code of conduct
Ben Fillery is a senior member of the Accredited Counsellors, Coaches Psychotherapists and Hypnotherapists and subscribes to the ACCPH code of conduct.
7.1 Confidentiality is an essential part of all counselling and therapy. It underpins the client’s sense of safety and trust and contributes to making the therapeutic relationship different from any other. Minds over Matters holds all records securely and will ensure confidentiality in the treatment of any information held about its clients, All information recorded and held is solely for the purpose of maintaining effective therapeutic treatment.
7.2 All information will be kept confidential unless the client and therapist agree to discuss something with a third party. Where appropriate a consent form will be used. The only reasons for breaking confidentiality would be if the therapist considered that your life was at risk, if another person’s life was at risk or if the therapist was liable to civil or criminal court proceedings if the information was not disclosed. If at all possible this would be discussed beforehand.
8. Anti-discrimination policy
Minds over Matters is strongly committed to anti-discrimination. It values difference and diversity and does not discriminate on the grounds of age, gender and gender identity, sexual preference or orientation, marital/partnership status, religion, race, colour, national origin, disability, heritage or political belief.
9.1 For individual bookings payment in full is required at the end of each session.
9.2 For organisations and block bookings payment is required is required withing 7 days of the date of the Minds over Matters invoice.
10. Cancellation Invoices and missed session policy
If for any reason you are unable to attend your appointment please let us know as soon as possible. The required notice for cancellation is five working days. Where there is less notice of cancellation or if you do not attend your appointment, you will be charged the full fee. With adequate advanced notice – where possible – you may be offered an alternative appointment.
You will be given as much advance notice as possible in terms of the holidays or needing to cancel your appointment for any other reason.
11. Record keeping
Minds over Matters holds all records and personal contact details securely and will ensure confidentiallly in the treatment of any information held about its clients, in line with the Code of Ethics of the ACCPH. All information recorded and held is solely for the purpose of maintaining effective therapeutic treatment.
12. What data is held and why
12.1 Contact data from your initial assessment sheet, on paper, so that you can be contacted
12.2 Information is recorded about what say in the sessions depending on the protocol we are using. Often, brief notes are recorded to act as an ‘aide memoire’ so that the course of your therapy can be reviewed as time progresses.
12.3 The number of sessions and the payments made are recorded for business purposes
12.4 The therapist will discuss with you how you would like to be contacted. It is important that whilst you remain a client you notify Minds over Matters if any of these details change.
13. How data is stored
13.1 Most session notes are held on paper and kept locked securely when not in use. Data held electronically is on a personal computer and stored locally in a password protected account. Phone contact details are held on a password protected phone.
13.2 Your records are held for as long as is necessary for the purpose for which they were collected. Clients have the ‘right to be forgotten’ however, and within a month of receiving a written request all their records will be erased.
Clients can access their records by making a verbal or written request. Clients agreement and consent will be sought for the purpose of communication related to their therapy arrangement.