Last Updated: 23 October 2025

1. DESCRIPTION OF COACHING

1.1 Coaching is a partnership between the Coach and the Client.

1.2 It is a thought-provoking and creative process that inspires and supports the Client to maximize personal and professional potential.

1.3 The goal is to help the Client create and develop personal, professional, or business goals and a strategy to achieve them.

2. COACH-CLIENT RELATIONSHIP

2.1 The Coach adheres to the ethics and standards set by the European Mentoring and Coaching Council (EMCC).

2.2 The Client is responsible for their own well-being, decisions, actions and outcomes.

2.3 Coaching is not a substitute for therapy and does not treat mental disorders or medical conditions.

2.4 The Coach does not guarantee any specific outcomes or results. Coaching is a developmental process that requires the Client's active participation and commitment.

3. SERVICES

3.1 The coaching relationship will begin on or after the date specified in the Term Sheet and continue as specified below based on the engagement type.

3.2 For Fixed Package Programmes:

• The      coaching programme will be delivered over the timeframe specified in the      Term Sheet from the date of the first session
• All      sessions must be used within the validity period specified in the Term      Sheet from the date of the first coaching session. After that date,      remaining sessions will no longer be available to be used

3.3 For Pay-As-You-Go Engagements:

• The      coaching relationship is open-ended and continues on a session-by-session      basis
• Either      party may discontinue scheduling further sessions at any time without      notice, subject to any sessions already booked and paid for
• There      is no expiry date for the coaching relationship unless terminated by      either party

3.4 The Coach will conduct coaching sessions in the format agreed in the Term Sheet (virtually or in person).

3.5 Sessions typically last around 60 minutes and will take place at the frequency specified in the Term Sheet.

3.6 The frequency and duration of sessions may be mutually adjusted by agreement between Coach and Client.

4. FEES & PAYMENT TERMS

4.1 For Fixed Package Programmes:

• The      total fee for the coaching package is specified in the Term Sheet
• Payment      shall be made within the timeframe specified in the Term Sheet by bank      transfer as detailed on the invoice
• The      Coach reserves the right to withhold provision of services in the event      that payment has not been received in accordance with these terms

4.2 For Pay-As-You-Go Engagements:

• The      rate per session is specified in the Term Sheet
• Payment      for each session must be made in full no later than 24 hours before the      scheduled session time by bank transfer as detailed on the invoice
• Sessions      will not proceed if payment has not been received within this timeframe
• The      Coach will provide an invoice for each session at the time of booking or      as soon as reasonably practicable thereafter

5. EXPENSES

5.1 If the Coach travels outside of London to meet the Client for in-person sessions, travel expenses will be charged at cost and must be reimbursed by the Client. All expenses will be agreed in advance.

5.2 Any other expenses wholly and exclusively incurred in the provision of services (such as venue hire or materials) shall be invoiced at cost and agreed in advance.

6. CANCELLATION AND RESCHEDULING POLICY

6.1 The Coach and Client commit to working in a spirit of mutual trust and to being flexible where possible.

6.2 Client cancellations and rescheduling: If the Client needs to reschedule a booked session, the Coach requests 48 hours' notice (two working days) via email at rachel@oceanus-leadership.co.uk.

6.3 Rescheduling requests made between 48 and 24 hours ahead of the scheduled session may be rescheduled at the Coach's discretion.

6.4 For Fixed Package Programmes: Cancellations with less than 24 hours' notice or failure to attend a session ("no-show") will result in the session being considered completed and deducted from the remaining sessions in the Client's coaching programme.

6.5 For Pay-As-You-Go Engagements:

• Cancellations      with less than 24 hours' notice or failure to attend a session      ("no-show") will result in the full session fee being forfeited
• Payment      made for a cancelled or missed session will not be refunded or credited      toward future sessions
• If      the Client cancels with 48+ hours' notice and has already paid for the      session, the payment may be credited toward a rescheduled session or      refunded at the Coach's discretion

6.6 Coach cancellations: If the Coach is unavailable due to unforeseen circumstances, the same notice period will be given to the Client and the session will be rescheduled at no cost to the Client. For Pay-As-You-Go clients, any payment made will be refunded or credited toward the rescheduled session.

7. COMMUNICATION BETWEEN SESSIONS

7.1 The Coach will be available to the Client by email between scheduled sessions for brief queries or follow-up, typically responding within the timeframe specified in the Term Sheet.

7.2 Extended communication or additional coaching support between sessions may be arranged separately and charged accordingly.

8. CONFIDENTIALITY

8.1 Both the Coach and the Client agree to maintain strict confidentiality regarding all information shared during coaching sessions, except where disclosure is required by law or when there is a risk of harm to the Client or others.

8.2 The Coach agrees not to disclose any information pertaining to the Client without the Client's written consent. The Coach will not disclose the Client's name as a reference without the Client's consent.

8.3 Any notes that the Coach makes in preparation for, during, or after the sessions will be for the Coach's own reference, will be held securely and will be available to the Client upon request.

8.4 EMCC Credential Verification: The Coach engages in training and continuing education pursuing and/or maintaining EMCC Credentials. That process requires the names and contact information of all Clients for possible verification by EMCC.

8.5 Where the Client has consented in the Term Sheet, only their name, contact information and start and end dates of coaching will be shared with EMCC staff members and/or other parties involved in this process for the sole and necessary purpose of verifying the coaching relationship. No personal notes will be shared.

9. PERSONAL DATA MANAGEMENT & GDPR COMPLIANCE

9.1 The Coach will collect and process personal data (e.g., name, contact information, session notes) solely for the purpose of providing coaching services.

9.2 The Coach will not share or sell personal data to third parties without the Client's consent.

9.3 The Client consents to the collection and processing of their personal data for coaching purposes by entering into this agreement.

9.4 The Coach will hold and process personal data in compliance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

9.5 Data Controller Registration: The Coach is registered with the Information Commissioner's Office (ICO) as a data controller and complies with all obligations under the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.

9.6 The Client has the right to:

• Request      access to their personal data
• Request      corrections to their personal data
• Request      deletion of their personal data (subject to legal retention requirements)
• Lodge      a complaint with the ICO if they have concerns about how their data is      being processed

9.7 For more information about data protection rights, the Client may visit www.ico.org.uk or contact the ICO directly.

10. USE OF ARTIFICIAL INTELLIGENCE AND TECHNOLOGY TOOLS

10.1 The Coach may use artificial intelligence (AI) tools and technology platforms to support the delivery of coaching services, including but not limited to session preparation, note-taking assistance, and administrative tasks.

10.2 No personal data or confidential information shared by the Client will be processed through AI tools without the Client's explicit consent, except where such tools are configured to maintain confidentiality and comply with GDPR requirements.

10.3 The Coach remains fully responsible for all coaching content, advice, and decisions, and AI tools are used solely as assistive technology under the Coach's direct supervision and professional judgment.

10.4 The Client may request information about specific AI tools being used and may opt out of any AI-assisted processes by notifying the Coach in writing.

11. TERMINATION

11.1 For Fixed Package Programmes: Either party may terminate the coaching relationship at any time by providing one week's written notice to the other party.

11.2 For Pay-As-You-Go Engagements: Either party may discontinue the coaching relationship at any time without notice, subject to honoring any sessions already booked and paid for.

11.3 If the Client terminates a Fixed Package Programme, any unused coaching sessions will not be refunded. The Client agrees to compensate the Coach for all coaching services rendered up to and including the effective date of termination.

11.4 The Coach may terminate any engagement with immediate effect if the Client violates this agreement or engages in harmful behaviour. For Pay-As-You-Go engagements, any payment made for future sessions not yet delivered will be refunded.

12. INTELLECTUAL PROPERTY

12.1 Any materials, tools, or resources provided by the Coach during coaching sessions are for the Client's personal use only.

12.2 The Coach retains ownership of all intellectual property, including but not limited to frameworks, methodologies, and proprietary materials.

12.3 The Client may not reproduce, distribute, or commercially exploit any materials provided by the Coach without prior written consent.

13. LIABILITY

13.1 The Coach does not guarantee any specific outcomes or results related to coaching services. Results depend on the Client's commitment, actions, and circumstances.

13.2 The Coach is not liable for indirect, consequential, or special damages, however arising.

13.3 The maximum liability of the Coach is limited to the total amount paid by the Client for coaching services under this agreement.

14. INSURANCE

14.1 The Coach maintains professional indemnity and public liability insurance. Confirmation of insurance cover is available on request.

15. DISPUTE RESOLUTION

15.1 In case of disputes, both parties agree to seek resolution through good faith negotiation in the first instance.

15.2 If negotiation fails, both parties agree to seek resolution through mediation or arbitration before pursuing legal action.

15.3 This agreement is governed by the laws of England and Wales.

16. PROFESSIONAL CODE OF CONDUCT

16.1 The Coach subscribes to the Global Code of Ethics of the European Mentoring and Coaching Council (EMCC). A copy of the Code is available at: EMCC Global Code of Ethics

16.2 If the Client has any concerns about the Coach's conduct or their work together, the Client should raise these with the Coach initially. If the Client remains unhappy with the Coach's response, the Client may contact the EMCC who will investigate the complaint.

17. ENTIRE AGREEMENT

17.1 This Agreement (comprising the Term Sheet and these Standard Terms and Conditions) constitutes the entire agreement between the parties and supersedes all prior agreements, understandings, and representations, whether oral or written, with respect to the subject matter hereof.

17.2 No other promises, warranties, or representations have been made except as set forth in this Agreement.

18. AMENDMENTS

18.1 No amendment or modification of this Agreement shall be valid unless made in writing and signed by both parties.

18.2 Any changes to the terms of this Agreement must be mutually agreed upon.

END OF STANDARD TERMS AND CONDITIONS

© Oceanus Leadership Development Ltd, October 2025