TERMS & CONDITIONS: MINDFRAME PERFORMANCE LTD

Last Updated: February 2026

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 & DEEMED ACCEPTANCE

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

2.2 Availability: 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.

2.3 Administrative Time: 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).

2.4 Deemed Acceptance & Implied Consent: By booking a consultation, paying an invoice, or attending a session, the Client (or Parent/Guardian if the Client is a minor) signals clear affirmative action and intent to be bound by these Terms and our privacy policy in full. Participation in any service constitutes “Implied Consent.”

2.5 Technical Security: 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.

2.6 Client Responsibility: 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

3.1 Rates: This Consultancy agreement is valid from the first session. The fee is £99 per session to be paid within 7 days of the invoice. Consultations shall be 50 minutes. If rates change before this agreement has been signed and dated, the prevailing rates will apply.

3.2 Refunds: 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.

3.3 Packages: Pre-purchased session packages are 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.

3.4 Late Payments: 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.

3.5 Split Payments: 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 & NO-SHOW POLICY

4.1 The Client agrees to notify the Consultant at least 24 hours in advance of the scheduled session to reschedule or cancel.

4.2 Cancellations made with less than 24 hours’ notice, or instances where the Client fails to show up for a scheduled session (“no-show”), will be charged 50% of the session fee or have one session deducted from a pre-purchased package.

4.3 Exceptions to this policy may be made for emergency situations or unavoidable medical conditions, which will be evaluated in good faith by the Consultant.

5. CLIENT RESPONSIBILITIES & ACKNOWLEDGEMENT

5.1 Self-Responsibility: 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 interactions with the Sport Psychology Consultant.

5.2 Not Therapy: 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.

5.3 Professional Status: The Client understands Sport Psychology Consultants are educated to an MSc level and are either accredited or currently undertaking the additional training pathway to become an accredited Sport and Exercise Psychologist (HCPC/BPS).

5.4 Engagement: 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 (BASES & HCPC)

6.1 Scope: All professional interactions between the Client and Consultant are confidential. This includes telephone requests, scheduling or appointment notes, all session content records, and any notes taken during your sessions.

6.2 Mandatory Disclosure: In line with BASES and HCPC codes of conduct, confidentiality is absolute except where the client’s safety, welfare or wellbeing are under threat or at risk, or the client is a risk to others. In such events, the practitioner is obliged to report to relevant authorities.

6.3 Exclusions: 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;

• (c) is obtained from a third party without breach of any obligation;

• (d) is independently developed by the Consultant;

• (e) is required by statute, subpoena, or court order to disclose;

• (f) involves imminent risk of harm to the Client or others;

• (g) involves illegal activity.

6.4 Supervision: In alignment with professional ethics, topics may be anonymously discussed with other Sport Psychology professionals for training, supervision, and professional development.

7. RECORD RETENTION & MINOR PROTECTIONS (GDPR COMPLIANCE)

7.1 Standard Retention: To comply with UK legal limitation periods and professional insurance requirements, all client records are securely retained for a period of 7 years from the date of the last session.

7.2 Clients Aged 13 to 17: For Clients aged 13 to 17, we apply heightened privacy protections. Records will be securely stored with additional safeguards, including restricted access protocols. These records will be retained until the client’s 25th birthday (7 years after reaching age 18). We ensure Clients in this age group are aware of their rights as outlined in our privacy policy, including the right to access, rectify, or request deletion. We seek informed consent from the Client, where appropriate, in addition to parental consent.

7.3 Clients Under 13 Years of Age: In compliance with the ICO’s Children’s Code, data for Clients under 13 is stored with enhanced security measures, including advanced encryption and limited personnel access. Records are retained until the Client reaches their 25th birthday. Parents or legal guardians must provide consent for data collection as detailed in our privacy policy. Access requests by parents will be evaluated to ensure they align with the best interests of the child and safeguarding principles.

7.4 Data Access Requests: Clients, or Parents/Guardians of a Client under 18, have the right to access personal data. Requests will be fulfilled within one month of receipt, in accordance with UK GDPR.

8. LIMITED LIABILITY

8.1 No Guarantees: The Consultant does not guarantee specific results. Effectiveness relies on the Client’s commitment and engagement.

8.2 Hold Harmless: 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 services, including (without limitation) any act, omission, opinion, advice, suggestion, or information provided.

8.3 Damages: The Consultant disclaims responsibility for any direct, indirect, incidental, or consequential damages resulting from the services.

9. DISPUTE RESOLUTION

9.1 Negotiation: Parties agree to first attempt to resolve issues through informal negotiation in good faith.

9.2 Mediation: If unresolved, parties agree to participate in mediation by a neutral third-party before pursuing legal action. Each party will bear its own costs related to dispute resolution.

10. TERMINATION & WAIVER

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

10.2 Waiver: Failure to enforce any term at any time shall not be considered a waiver. Any waiver must be in writing and signed by both parties.

11. WEBSITE TERMS

11.1 Eligibility: The Website is only available to users who are 18 years of age or older.

11.2 Privacy: Use of the website is governed by our privacy policy.

11.3 Intellectual Property: All content on the Website (text, images, videos) is our intellectual property and may not be used without prior written permission.

11.4 Governing Law: This Agreement is governed by the laws of England and Wales.

Contact Information: Mindframe Performance LTD (Company No: 14681843) Address: Flat 11, 7 Windmill Drive, London, SW4 9DE Email: jake@mindframeperformance.com | ICO: ZB598160