Terms and Conditions

1. Services 

The Consultant agrees to provide Sport Psychology Consulting services, including but not limited to:

• Mental skills training
• Use of Cognitive Behavioral Therapy (CBT) techniques, or similar psychological approaches, to support mental skills and performance enhancement
• Performance anxiety management
• Confidence building and resilience training
• Goal setting and motivation enhancement
• High Performance tools and techniques 
• Wellbeing advice 

2. Consultation Sessions

The parties agree to participate in an open-ended Sport Psychology Consultancy, conducted through in-person sessions, video calls, and/or telephone meetings.

The Sport Psychology Consultant will be available to the Client by e-mail and/or whatsapp in between scheduled meetings as defined by the Consultant. The Consultant may also be available for additional time, per Client’s request on a prorated basis rate of £99/hour (for example,reviewing documents, reading or writing reports, engaging in other Client related services outside of Consulting hours).

The Consultant may use secure online platforms or video conferencing tools to conduct consultations. The Client agrees to use these platforms responsibly and to follow the guidelines provided by the Consultant. The Consultant will take reasonable steps to ensure the security of all data transmitted or stored during online consultations. This includes using encryption technology and secure servers.

The Client is responsible for ensuring a secure and reliable internet connection during online consultations. The Client also agrees to keep their account information and passwords confidential. In the event of technical difficulties, the Consultant will make reasonable efforts to reschedule the consultation or find alternative arrangements.

3. Schedule and Fees 

This Consultancy agreement is valid from the first session. The fee is £99 per session to be paid within 7 days of the invoice.

The Consultations shall be 50 minutes. If rates change before this agreement has been signed and dated, the prevailing rates will apply.

The Client is not entitled to a refund after a session is completed or if they fail to cancel within 24 hours of the scheduled session. Pre-purchased session packages are also non-refundable. Our practitioners have a limited client load, so once you commit to a package of sessions, we may have to turn away new clients to accommodate you. This is why we do not offer any refunds following the purchase of a package, or after the session has been delivered.  

 Payments are due as specified in each invoice, and any overdue amounts will incur interest at the statutory rate of 8% per annum above the Bank of England base rate after 30 days. If payment is not received within 60 days, the Consultant reserves the right to pursue recovery of fees through a County Court summons.

 If the Client opts for a split payment arrangement, they agree to pay the full fee in two instalments. The first payment is due following the first session, and the second payment is due by the agreed date or one month after the initial payment. By selecting this payment option, the Client understands and accepts that they are legally obligated to complete both instalments. Failure to pay the second instalment by the due date may result in additional charges, suspension of services, and legal action to recover the outstanding balance.

4. Cancellation, Rescheduling & No-Show Policy 

The Client agrees to notify the Sport Psychology Consultant at least 24 hours in advance if they need to reschedule or cancel a session. If the Client cancels with less than 24 hours’ notice or does not attend a booked session, they will be charged 50% of the session fee or have one session deducted from their pre-purchased package. Exceptions may apply in cases of medical conditions, evaluated in good faith by the Consultant.

5. Client Responsibilities & Acknowledgement 

The Client is solely responsible for creating and implementing his/her own physical, mental and emotional well-being, decisions, choices, actions and results arising out of or resulting from the Sport Psychology Sessions and and interactions with the Sport Psychology Consultant. As such, the Client agrees that the Sport Psychology Consultant is not and will not be liable or responsible for any actions or inaction, or for any direct or indirect result of any services provided by the Sport Psychology Consultant. 

 The Client understands Sport Psychology Consultations are not a direct replacement or substitute for therapy, and sessions do not prevent, diagnose, cure or treat any mental health disorder or medical disease.

 The Client understands Sport Psychology Consultants are educated to an MSc level and have either completed or are currently undertaking the additional training pathway to become an accredited Sport and Exercise Psychologist. 

 The Client understands that in order to enhance the relationship, the Client agrees to communicate honestly, be open to feedback and assistance and to create the time and energy to participate fully in the program.

6. Confidentiality 

All professional interactions that take place between the Client and Sport Psychology Consultant are confidential. This includes requests by telephone, all interactions with the practitioner, any scheduling or appointment notes, all session content records, and any notes taken during your sessions. You may choose to give permission in writing to release any or specific information about you to any person or agency that you designate. 

However, there are limits to this agreement. In the event that the client’s safety, welfare or wellbeing are under threat or at risk, or the client is a risk to others, then the practitioner is obliged to report that to the relevant authorities and/or people. If you have any questions about this then please feel free to ask. This is in line with BASES and HCPC codes of conduct.

Confidential Information does not include information that: (a) was in the Consultant’s possession prior to being provided by the Client; (b) is generally known to the public or within the Client’s industry; (c) is obtained by the Consultant from a third party without breach of any obligation to the Client; (d) is independently developed by the Consultant without use of or reference to the Client’s confidential information; (e) the Consultant is required by statute, lawfully issued subpoena, or court order to disclose; (f) is disclosed to the Consultant, and as a result, the Consultant reasonably believes there to be an imminent or likely risk of harm to the Client or others; or (g) involves illegal activity. The Client also acknowledges their continuing obligation to raise any confidentiality questions or concerns with the Consultant in a timely manner.

In alignment with professional ethics, topics may be anonymously and hypothetically discussed with other Sport Psychology professionals for training, supervision, mentoring, evaluation, and professional development and/or consultation purposes.

7. Record Retention & Data Storage 

The Consultant will securely retain records of the Client’s sessions and relevant communications for 3 years from the date of the last session, in line with professional and legal standards. During this period, all records and data will be stored securely, using encrypted digital storage and/or secure physical filing methods to protect confidentiality. After the retention period, records will be securely disposed of.

The Consultant also commits to ensuring any personal data collected and stored will be managed in compliance with applicable data protection laws, such as the UK GDPR, and will not be shared with third parties without the Client’s explicit consent, except as required by law. The Client may request copies of their records within the retention period by submitting a written request.

Special Considerations for Data Storage of Clients Under 18 Years of Age

• Clients Aged 13 to 17:
  For Clients aged 13 to 17, the Consultant will apply heightened privacy protections, recognizing their increased rights under the UK GDPR. Records for these clients will be securely stored with additional safeguards, including restricted access protocols. These records will be retained for a minimum of 3 years from the date of the last session.
  The Consultant will ensure that Clients in this age group are aware of their data protection rights, including their right to access, rectify, or request the deletion of their personal data. The Consultant will also seek to obtain the informed consent of the Client, where appropriate, in addition to parental consent.
• Clients Under 13 Years of Age:
  For Clients under the age of 13, the Consultant will store data with enhanced security measures, in compliance with the ICO’s Children’s Code. Records for these clients will be retained for a minimum of 3 years from the date of the last session or until the Client reaches the age of 16, whichever is longer. Data for Clients under 13 will be stored with stricter access controls, such as advanced encryption and limited personnel access, to ensure their protection.
  Parents or legal guardians must provide consent for data collection and processing for Clients under 13. They may request access to their child’s records by submitting a written request. However, the Consultant will take steps to ensure that such requests align with the best interests of the child, following safeguarding principles.
• Data Access Requests: The Client, or the Parent/Guardian of a Client under 18, has the right to access their personal data and may request copies of their records during the retention period by submitting a written request. Such requests will be fulfilled within one month of receipt, in accordance with the data protection rights outlined in the UK GDPR.

8. Limited Liability

The Consultant does not guarantee specific results from the services provided. The Client understands that the effectiveness of sport psychology consulting relies on the Client’s commitment and engagement.

To the fullest extent permitted by law, the Client hereby releases and agrees to hold the Consultant harmless from any and all claims, causes of action, or liabilities arising from the Consultant’s services, including (without limitation) any act, omission, opinion, advice, suggestion, information, or service provided by the Consultant. The Consultant disclaims responsibility for any direct, indirect, incidental, or consequential damages resulting from the services or any information accessible through any communication platform.

9. Dispute Resolution 

In the event of any dispute arising out of or relating to this Agreement, the parties agree to first attempt to resolve the issue through informal negotiation in good faith. If the dispute cannot be resolved through negotiation, the parties agree to participate in mediation before pursuing any formal legal action. Mediation will be conducted by a neutral third-party mediator agreed upon by both parties.

If mediation fails to resolve the dispute, either party may pursue further legal remedies available under the laws governing this Agreement. Each party will bear its own costs related to dispute resolution unless otherwise agreed.

10. Termination

Either party may terminate this Agreement by providing 7 days written notice. The Client is responsible for any outstanding fees incurred up to the termination date.

11. Waiver

Failure by either party to enforce any term or condition of this Agreement at any time shall not be considered a waiver of that party’s right to enforce each and every term and condition of the Agreement in the future. Any waiver must be in writing and signed by both parties to be effective, and such waiver shall not constitute a waiver of any subsequent breach or default.

12. Governing Law 

This Agreement shall be governed by and construed in accordance with the laws of England and Wales. Any disputes arising out of or relating to this Agreement shall be subject to the exclusive jurisdiction of the courts of England and Wales.

13. Acknowledgement

By partaking in any of our services, the Client (or Parent/Guardian if the Client is a minor) acknowledges that they have read, understood, and agree to all terms outlined in this Agreement with Mindframe Performance.

In the event that a Parent or Guardian is providing consent for a minor, they agree to ensure that the minor adheres to the terms of this Agreement and accept responsibility for all obligations on behalf of the minor.

These terms and conditions govern your use of this website (the “Website”). By using the Website, you agree to these terms and conditions in full. If you disagree with these terms and conditions or any part of them, you must not use the Website. 

The Website is only available to users who are 18 years of age or older. By using the Website, you represent and warrant that you are 18 years of age or older. 

All content on the Website, including text, images, and videos, is our intellectual property. You may not use any of this content without our prior written permission. 

We will not be liable for any loss or damage, whether foreseeable or otherwise, arising out of or in connection with your use of the Website. 

We may update these terms and conditions from time to time. The most up-to-date version of the terms and conditions will always be available on the Website. 

If you have any questions about these terms and conditions, please contact us at team@mindframeperformance.com