Coaching Agreement
What is a Coaching Agreement?
Your coaching sessions may begin once your Coaching Agreement is signed. A coaching agreement is a signed document that elaborates on legal specifications and restrictions of coaching. A coaching agreement is there to protect both the client and the coach's partnership. A coaching agreement will go over what a session is on paper, informing a client of subjects such as privacy information, which state laws coaching sessions exist under, how long we keep a client's information before safely disposing of it, and more.
Do I need to sign a Coaching Agreement for each session?
No, generally a coaching agreement only needs to be signed once. If for some reason or rate or policies change, a client will then be notified to resign a coaching agreement to reflect the new policy or pricing structures as implemented by our company. This also protects a Client that we will not change our policies or pricing structures without notification to the clients that have signed the agreement. A coaching agreement is set up to automatically terminate itself if any information in the agreement is subject to change, which also protects the client from any sudden changes.
Does a Coaching Agreement mean I am signing up for a specific amount of sessions or that I am contractually obligated towards sessions?
Absolutely not. A coaching agreement does not contractually obligate anyone to sessions. Instead, there exists a legal structure that you are your coaching work within while participating in practices within our organization. A coaching agreement also does not guarantee a specific number of sessions. A coaching agreement simply remains there while someone is working with our organization and can be terminated at any time by either the coach or the client.
Signing Before Scheduled Session Date
What happens if I do not sign the Coaching Agreement before the start date of my first session?
If the Coaching Agreement is not signed 24 hours before your first session start date, your session will be automatically set up for rescheduling.
If a Client fails to (1) reschedule within two weeks of the first missed session date, or (2) Client fails to sign this Coaching Agreement within two weeks following, any purchased session(s) will be automatically refunded.
If a Client fails to sign the Coaching Agreement within 30 days of the agreement being first sent, a Client will lose access to sign this document. A client will then have to email thesubcodex@gmail.com to begin the process again.
Contract Terminiation
Is there ever a case when I need to terminate my coaching contract?
A client can terminate a coaching contract at any time. If you plan to not work with us for a while, you are more than welcome to keep your coaching agreement open. Keeping a coaching contract open does not impact anything other than allowing a client to come back whenever they want to continue sessions and one-on-one services within our company. When you return, those policies remain intact for whenever you decide to come back. A coaching contract does not bind a collect to booking sessions at all. There is no issue leaving a coaching agreement open, as it does not obligate a client to any sessions. However, if a client wishes to terminate it just for the sake of it, you can email thesubcodex@gmail.com. A client can always come back and resign a coaching agreement to start sessions again or keep the last coaching agreement open without termination to continue sessions whenever they wish.
In the case of policy or rate changes:
If our policies or rates change, the Client will be notified to sign a new Coaching Agreement. Otherwise, a Client only needs to sign a Coaching Agreement once to book a session with us in the future.
In the case of a policy rate or change, this Coaching Agreement is set up to terminate itself automatically, protecting a client from any sudden changes. Upon booking a new session, clients will be informed of the specific policy and rate changes and prompted to sign a new agreement if they wish to continue sessions with our organization.
Logistics & Policies
No Cancelation Fee: There will be no cancelation fee during our beta development period of the sessions. This is subject to change.
Refund Policy: There are no refunds for completed sessions during the beta development period of our sessions. We welcome feedback sent to the following email address thesubcodex@gmail.com.
Rescheduling: We are happy to accommodate reschedules.
Rescheduling: You can reschedule or cancel your call with the "Manage Session" button within your Client Portal. You must be signed into an account with the same email you scheduled your appointment with before trying to access the page to reschedule or cancel.
Privacy Policy: Please see your Coaching Agreement for information on our privacy policy and in what cases we may have to share information with state officials.
How long do you hold onto client information?
We hold client information to continue a reference database for our clients. This allows a coach to keep track of client information and progress as several sessions go by over weeks, months, or years. We will keep your records for up to two years after a client's last posted session date. This allows a client to return and continue their active session profile a different stages of their life. After the two-year mark, we safely dispose of any files collected, deleting them from our server. For more information on record retention and privacy, please read your Coaching Agreement.
Why do I have to be 18 or older to participate in sessions?
At this time, we are only serving people who are 18 or older. Younger individuals are still under the care and guidance of their respective guardians and are at an incredibly development time in their lives. In the future, we may offer services to those under the age of 16-18 with permission and the signature of a guardian.
Sharing Permissions & Testimonials
Sharing Permissions: We may contact you to share experiences in sessions with our following online. In these specific cases, we will contact you to receive written permission to share our coaching experience. In this case, we will not disclose client information and will strictly inform a client of what experiences and information we intend to share. A client can also refuse permission.
Can I share experiences about my sessions with others and online?
Though it is a coach's job to protect the private information shared with your session, clients are free to share their experiences as much as they want. We encourage one to share their experiences, what they learned, how they felt, and honest experiences online for others. This not only helps others to feel safe and excited about starting their nervous system regulation journey but also allows us to see what clients enjoyed in their sessions to strengthen the user experience over time.
I want to give a review or testimonial about my experience. Where can I do this?
You can send testimonials to thesubcodex@gmail.com. We are working on a location to place reviews. If we wish to use your testimonial or review in a social media post, we will email to get written permission first. Thank you for considering to write one for our organization, we are very grateful.
What email can I contact you at for questions, comments, and concerns?
You can contact us at thesubcodex@gmail.com.
