Last Updated: 23 October 2025
1. DESCRIPTION OF GROUP COACHING
1.1 Group coaching is a collaborative learning experience where the Coach works with multiple participants simultaneously in a structured programme.
1.2 It is a thought-provoking and creative process that inspires and supports participants to maximize personal and professional potential through shared learning, peer support, and collective wisdom.
1.3 The goal is to help participants create and develop personal, professional, or business goals and strategies to achieve them, while benefiting from the perspectives and experiences of other group members.
1.4 Group coaching differs from individual coaching in that participants share coaching time and benefit from group dynamics, peer learning, and collective insights.
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 Each Client is responsible for their own well-being, decisions, actions and outcomes.
2.3 Group 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. Group coaching is a developmental process that requires each Client's active participation and commitment.
2.5 Participants are expected to contribute to a respectful, supportive, and confidential group environment.
3. PROGRAMME STRUCTURE
3.1 The group coaching programme will run for the duration and frequency specified in the Term Sheet, starting from the programme start date.
3.2 The programme consists of a fixed number of group sessions delivered at scheduled times as specified in the Term Sheet.
3.3 Sessions will be conducted in the format specified in the Term Sheet (virtually or in person).
3.4 Sessions will typically last the duration specified in the Term Sheet.
3.5 The Coach will conduct sessions at the scheduled day and time. Sessions will not be rescheduled to accommodate individual participants' availability.
3.6 The programme structure, content, and delivery method are at the Coach's discretion and may be adjusted to meet the needs of the group as a whole.
3.7 Group size will not exceed the maximum number of participants specified in the Term Sheet.
4. FEES & PAYMENT TERMS
4.1 The total programme fee is specified in the Term Sheet.
4.2 Payment in full must be received before the programme commencement date by bank transfer as detailed on the invoice.
4.3 The Client's place in the programme is not secured until full payment has been received.
4.4 Failure to pay by the due date specified in the Term Sheet may result in the Client's place being offered to another participant.
4.5 The Coach reserves the right to cancel the programme if minimum participant numbers are not met. In this event, all fees paid will be refunded in full.
5. ATTENDANCE AND PARTICIPATION
5.1 Participants are expected to attend all scheduled sessions.
5.2 No individual rescheduling: Group sessions cannot be rescheduled to accommodate individual participants. Sessions will proceed at the scheduled times regardless of individual attendance.
5.3 Missed sessions: If a participant misses a session for any reason, the session cannot be made up, rescheduled, or refunded.
5.4 If sessions are recorded (as specified in the Term Sheet), recordings will be made available to participants who miss sessions. However, the availability of recordings does not constitute a replacement for live participation.
5.5 Participants are expected to arrive on time and remain for the full duration of each session.
5.6 Active participation, engagement, and completion of any programme activities or assignments are the responsibility of each participant.
6. CANCELLATION AND REFUND POLICY
6.1 No refunds: Once payment has been made, no refunds will be provided for any reason, including but not limited to:
6.2 Programme cancellation by Coach: If the Coach must cancel the entire programme before it commences (for example, due to insufficient participant numbers or unforeseen circumstances), all fees paid will be refunded in full.
6.3 Programme interruption: If the Coach must cancel or postpone one or more individual sessions due to unforeseen circumstances, the Coach will make reasonable efforts to reschedule those specific sessions. If rescheduling is not possible, a pro-rata refund may be offered at the Coach's discretion.
6.4 No partial refunds will be provided for individual missed sessions or partial programme attendance.
7. COMMUNICATION BETWEEN SESSIONS
7.1 The Coach will be available to the group by email between scheduled sessions for brief queries related to the programme content, typically responding within the timeframe specified in the Term Sheet.
7.2 Individual coaching or extended one-to-one communication is not included in group coaching programmes and may be arranged separately if required.
7.3 If a group communication platform is specified in the Term Sheet, participants are expected to use this appropriately and respectfully.
7.4 The Coach reserves the right to set boundaries around communication frequency and response times to ensure equitable access for all participants.
8. CONFIDENTIALITY AND GROUP AGREEMENTS
8.1 The Coach agrees to maintain strict confidentiality regarding all information shared during group coaching sessions, except where disclosure is required by law or when there is a risk of harm to a participant or others.
8.2 Group confidentiality: All participants are expected to maintain strict confidentiality regarding:
8.3 Participants agree that "what is said in the group stays in the group" and will not disclose information about other participants outside the coaching environment.
8.4 The Coach will facilitate the establishment of group agreements at the first session, which may include guidelines on confidentiality, respect, participation, and group norms.
8.5 Breach of confidentiality by a participant may result in immediate removal from the programme without refund.
8.6 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 are available to individual participants upon request (relating to their own information only).
8.7 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.
8.8 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 group 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 group coaching purposes by entering into this agreement.
9.4 Participants may be visible or audible to other participants during sessions (particularly in virtual sessions). By participating, clients consent to this necessary sharing of their presence, image, and voice with other group members.
9.5 The Coach will hold and process personal data in compliance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
9.6 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.
9.7 The Client has the right to:
9.8 For more information about data protection rights, the Client may visit www.ico.org.uk or contact the ICO directly.
10. RECORDINGS AND INTELLECTUAL PROPERTY
10.1 If specified in the Term Sheet, the Coach may record group sessions and make recordings available to participants for the duration of the programme or a specified period thereafter.
10.2 Participants consent to being recorded if recordings are part of the programme as specified in the Term Sheet.
10.3 Recordings are for participants' personal use only and must not be shared, distributed, or made publicly available.
10.4 Participants may not make their own recordings of group sessions without the express written consent of the Coach and all other participants.
10.5 Any materials, tools, or resources provided by the Coach during the programme are for participants' personal use only.
10.6 The Coach retains ownership of all intellectual property, including but not limited to frameworks, methodologies, programme content, and proprietary materials.
10.7 Participants may not reproduce, distribute, or commercially exploit any materials provided by the Coach without prior written consent.
11. USE OF ARTIFICIAL INTELLIGENCE AND TECHNOLOGY TOOLS
11.1 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.
11.2 No personal data or confidential information shared by participants will be processed through AI tools without explicit consent, except where such tools are configured to maintain confidentiality and comply with GDPR requirements.
11.3 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.
11.4 Participants may request information about specific AI tools being used and may opt out of any AI-assisted processes by notifying the Coach in writing.
12. PARTICIPANT CONDUCT AND REMOVAL
12.1 Participants are expected to:
· Treat the Coach and other participants with respect
· Maintain appropriate professional boundaries
· Contribute to a positive and supportive learning environment
· Comply with group agreements established at the first session
· Maintain confidentiality as outlined in clause 8
12.2 The Coach reserves the right to remove a participant from the programme with immediate effect and without refund if the participant:
12.3 The decision to remove a participant is at the Coach's sole discretion.
13. TERMINATION
13.1 Participants may withdraw from the programme at any time by providing written notice to the Coach.
13.2 Withdrawal from the programme does not entitle the participant to any refund of fees paid.
13.3 The Coach may terminate the entire programme with immediate effect in exceptional circumstances. In such cases, participants will receive a pro-rata refund for sessions not delivered.
14. LIABILITY
14.1 The Coach does not guarantee any specific outcomes or results related to group coaching services. Results depend on each participant's commitment, actions, and circumstances.
14.2 The Coach is not responsible for the actions, advice, or interactions between participants outside of scheduled coaching sessions.
14.3 The Coach is not liable for indirect, consequential, or special damages, however arising.
14.4 The maximum liability of the Coach is limited to the total amount paid by the Client for the programme.
14.5 Participants are responsible for ensuring they have adequate internet connectivity and appropriate technology for virtual sessions. The Coach is not liable for technical issues on the participant's end.
15. INSURANCE
15.1 The Coach maintains professional indemnity and public liability insurance. Confirmation of insurance cover is available on request.
16. DISPUTE RESOLUTION
16.1 In case of disputes, both parties agree to seek resolution through good faith negotiation in the first instance.
16.2 If negotiation fails, both parties agree to seek resolution through mediation or arbitration before pursuing legal action.
16.3 This agreement is governed by the laws of England and Wales.
17. PROFESSIONAL CODE OF CONDUCT
17.1 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
17.2 If a participant has any concerns about the Coach's conduct or the programme, they should raise these with the Coach initially. If the participant remains unhappy with the Coach's response, they may contact the EMCC who will investigate the complaint.
18. ENTIRE AGREEMENT
18.1 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.
18.2 No other promises, warranties, or representations have been made except as set forth in this Agreement.
19. AMENDMENTS
19.1 No amendment or modification of this Agreement shall be valid unless made in writing and signed by both parties.
19.2 Any changes to the terms of this Agreement must be mutually agreed upon.
19.3 The Coach reserves the right to make reasonable adjustments to programme content, structure, or delivery methods to meet the needs of the group, provided the overall programme objectives remain substantially the same.
END OF STANDARD TERMS AND CONDITIONS
© Oceanus Leadership Development Ltd, October 2025
We comply with the European Mentoring and Coaching Council (EMCC) Global Code of Ethics
EMCC Global Code of Ethics (pdf)
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