Contract and Terms & Conditions

Contracts and Agreements

Our Contract

One to One Contract

Support, Coaching and Consultancy: Terms & Conditions / Agreement / Acceptance

Thank-you for your instructions to provide a programme for ………………  I am writing to confirm those instructions, to advise you of the steps that we will take and to advise you about costs.  This letter also tells you who will be responsible for your work and what you can do to make the programme and sessions most effective.

Our terms of business are contained within this letter. These form part of your contract and should be read in conjunction with this letter.  If there is any conflict with this letter, this letter prevails.  Please read both carefully for they constitute a formal contract. Once an oral or written agreement has been made, we reserve the right to enforce our Terms and Conditions.

Your Requirements (What you want us to do)

It is our belief that you have instructed Mind Flow International Ltd  in connection with your concerns about …… ………………………., through ….. formal sessions as follows: –

• Provide specific help with advice on how to
• Provide support for longer-term Life Management Skills
• Help raise motivation, purpose and self-belief.
• Other

In order to attain the outcome you would like us to achieve, we will review each of these areas by way of a training overview and produce a short set of notes and objectives of sessions by way of bullet points.

Others’ Responsibilities: Professional support /  family / colleagues / employers etc (What we are NOT doing for you)

Although we provide the full range of services expected from a coaching, consultancy and training company, it is not our normal practice to provide specific advice, unless otherwise instructed, on:

• Tutoring in academic subject specific skills
• Provide detailed support other than the actual sections outlined in the Supporting Documentation (outline programme and this letter)
• Carry out psychometric assessments, or provide additional similar services that do not form a part of the supporting documentation
• Provide Advice or Support in areas where we are not qualified so to do. In these instances, we can provide appropriate professionals and support our clients with them

Your instructions

With regard to this programme, we are acting for ………………..            (recipient client) and for ………………….. (fee client), who will be responsible for payment of all costs unless we agree otherwise.  We understand that it is in order for us to report to and act upon your instructions and that we will not report to anyone else.

Who will do the work

……………………………. will carry out the day-to-day work on this matter.  …………. is ………………………………….and specialises in this area of work.

As Managing Director, I will have ultimate responsibility for your matter.  If you have any comments or concerns or are unhappy about the service we provide, please contact me.

Our Costs (EXAMPLE)

We charge for time on a half or full day rate depending upon distance travelled, plus travel expenses before discount.

On-line or Face-to-Face

Full Day                                   £450.00

Half Day Fee                            £225.00          

1 ½ Hours                               £175.00

40 minutes to 1 hour            £40.00 – 100.00      plus travel expenses (70p per mile)

Discount Example for multiple sessions (of 6 or more) on-line: 20% 

Full Day                                   £400.00                                   

Half Day                                  £200.00          

Face to Face

Discount Example (including reasonable travel expenses)

1½ Hours                                £215.00

2 Hours                                   £250.00      

This discount only applies for a minimum of 5 sessions

Corporate Consultancy

Full Day                                   £499.00

Half Day                                  £250.00          

1 ½ Hours                               £70.00

Please see the specific section for latest fees

Our terms of business provide for our charging rates to be reviewed from time to time.  This usually happens in January each year.  We do not expect the rates to change during 2023.

The total cost to you of our services is made up of our time charges (Inc VAT) and our disbursements (out of pocket expenses and money we pay on your behalf such as travel expenses, photocopying, books and postage), some of which are subject to VAT. 

Our estimate of costs

On the information available so far, we estimate that the total cost to you of this support is £……………….. plus expenses.  This estimate will be updated if necessary, as the matter proceeds.  If appropriate we shall give you a revised estimate if we decide to proceed to a further stage.  Please note that if the sessions are reduced from the number initially agreed, the discount will not apply and full payment per session is required.

E-mail/WhatsApp    

Please confirm that you happy for us to (continue) to communicate by e-mail/WhatsApp. 

Your ability to withdraw your instructions

You can terminate the work we are doing at any time, but you will need to pay our costs in full for the agreed programme, despite early termination.  There is no termination fee for withdrawal from this programme within 14 days of the date on this document. Please carefully note our terms and conditions in this respect.

Terms & Conditions    Please read these carefully

Mind Flow International Ltd ’s Commitment

Mind Flow International Ltd undertakes to make all reasonable endeavours to meet the stated objectives of the programme and the stated contents as outlined on this contract and Terms and Conditions of Business.

Terms of Payment

Mind Flow International Ltd requires full payment of the programme fee 14 working days before the beginning of the programme. A receipted invoice can be issued upon request when full payment is made.  If a discount is offered, Mind Flow International Ltd reserves the right to withdraw this discount and request payment in full if the payment is not made by the due date Mind Flow International Ltd also reserves the right to charge interest on late payments at the rate of 10% compound interest per day from the due date to the date of actual payment. Mind Flow International Ltd regrets that no services or further services will be supplied until all payments are made in full.

The various levels of programme and fees are outlined in a separate document.

Please note the following carefully:

Discounts, by arrangement, and if offered, are available based on economies of scale.

We will offer a discount for settlement of fees in full prior to 3 weeks before the start of the programme. Full fees are required at the outset of the programme.

Late fees will be subject to a monthly 10% compound interest charge.Fees must be paid by the fee payer

The first meeting / assessment will be without fee if a programme then evolves, otherwise hourly fees apply – please see below.

Cancellation Fees

Mind Flow International Ltd reserves the right to charge the full programme fee for the cancellation by the client or the client’s employer / other for a programme once an oral or written agreement has been made.  Any cancellation must be in writing.  If a session (being part of the programme) cannot be rearranged within the immediate few days, Mind Flow International Ltd reserves the right to charge the full session fee. Once a programme of sessions and individual session, a half or a full day has been agreed we consider this binding. On occasions, there may be extenuating circumstances and we always try to re-arrange a time within a few days of the original and we endeavour to be flexible. If this is not possible,Mind Flow International Ltd regret that the cancellation policy is invoked.

Mind Flow International Ltd reserves the right to cancel any session or a programme in the event of being prevented from performing it obligations in respect of running the same by reason of the unavailability of the location.  In such circumstances Mind Flow International Ltd will make reasonable efforts to make arrangements to relocate the programme/session to another location able to accept the session or programme.

If Mind Flow International Ltd cancels a session, Mind Flow International Ltd will offer alternative dates or, if dates are not suitable, refund the session fee.

Each programme requires a separate Terms and Conditions/Booking Form because the fee for services for different programmes may differ.

Each programme is a separate event in its own right.  The details of each programme are supplied to the client in the “programme information” leaflet.  All reasonable endeavours will be used to meet the stated content.

Mind Flow International Ltd reserves the right to make appropriate discounts for a full year of sessions (30).  Should the programme be cancelled or terminated before the end of the year without mutual agreement, Mind Flow International Ltd reserves the right to charge the full programme fee without discount.

Liability

Mind Flow International Ltd does not accept responsibility for client’s personal property and clients will be liable for any breach of the terms and conditions applying to their accommodation, should this apply.

Clients undertake to indemnify and hold harmless Mind Flow International Ltd in respect of any claim for death, bodily injury or damage to or loss of property occurring in connection with the programme (other than when such damage to or loss of property is caused by the negligence of Mind Flow International Ltd ).

In respect of Course and Consultancy and Public Examinations or Qualifications, Mind Flow International Ltd cannot and does not guarantee a “pass” or a particular level of grade resulting from advice towards qualifications in the programme.

Mind Flow International Ltd does not accept responsibility or liability for any failure or delay in carrying out the programme due to circumstances beyond its control.

Insurance

Mind Flow International Ltd holds combined liability insurance (details of which are available to the clients on request) and each trainer has professional indemnity insurance. Mind Flow International Ltd requires that clients are fully insured in all relevant respects in relation to the programme.

Materials

All materials, logos and trademarks used by Mind Flow International Ltd given and used freely in the programme must not be reproduced in whole or in part without the express permission of Mind Flow International Ltd with regard to any Mind Flow International Ltd products, ALL RIGHTS ARE RESERVED.  No part of any publication or product may be reproduced in whole or part, in any form or by any means, without prior permission in writing of the publisher, nor be otherwise circulated in any form of binding or cover other than that which it is published and without a similar condition including this conditions being imposed on the subsequent purchaser.  This includes photocopying, audio tape, video recording and so on which has been published by Mind Flow International Ltd

Materials supplied by Mind Flow International Ltd but that do not belong to Mind Flow International Ltd should not be reproduced without the express permission of the publisher or copyright holder of that product.  The client indemnifies Mind Flow International Ltd for any liability for such breaches of the publisher’s intellectual property rights of whatever nature.

Any materials used in the programme, of any kind, must not be passed on to any third party for any purpose.

Attendance

Mind Flow International Ltd reserves the right to ask any client to leave any programme, should their behaviour disrupt the smooth running of the programme/session, the progress of other individuals or affect the use or enjoyment of the location.

At no time shall one of our employees be left alone with individual clients under 18 without prior agreement in writing; we do not work with clients under 18.

Mind Flow International Ltd reserves the right to abandon any session or the programme without forfeiting any fees should the same be disrupted, other than by failure of the trainer to fulfil the programme description or by the action of any associate or employee of Mind Flow International Ltd

Mind Flow International Ltd reserves the right to subcontract any programme to any associate of Mind Flow International Ltd, with prior agreement with the client.

Mind Flow International Ltd requires a signed feedback sheet from each student as a record of attendance and satisfaction with the service provided.

Programme Requirements / Arrangements

Timings:  Sessions are normally weekly, with additional sessions by arrangement. These are agreed at the beginning of the programme and once settled are binding. Holiday dates should be agreed at least 6 weeks in advance.

Feedback:  With sessions we provide a feedback document that is a copy of the notes our Consultant will have taken, including targets and plans. These are normally emailed. Please read these each week as they form an integral part of the programme. There are often tasks that need to be performed prior to the next session. 

Communication:  Please feel able to contact our consultant via phone or email as arranged between you. Where reasonably possible, we consider ourselves ‘on call’ for our clients. Please confirm timings and dates if indicated on the session feedback form. This is your responsibility. Failure to do so may result in a forfeit of fees of the session.

 Research:  As a part of our research and development we ask that student’s progress and assessments are included in our research data. The information will be treated anonymously according to data protection.

End of programme / end of year sessions outstanding

If sessions are not completed within the timescale, and this is for good reasons, sessions are carried over to the following support if required or are refunded in full. A full fee statement is available upon request. 

Referrals / recommendations:

For referrals we will offer one of the following:

We will provide a cashback fee to the fee payer per successful referral to a coaching programme or

We will agree a discount with the fee payer for any following programme

* The exact discount will depend upon the extent / number of sessions in the original programme.

General

Mind Flow International Ltd reserves the right to terminate any programme if the client breaches any of the above conditions, or if the client becomes bankrupt or insolvent, or Mind Flow International Ltd believes the client cannot or will not pay.

Any notice shall be served by recorded delivery post and shall be deemed to have been received 48 hours after posting.

No delay or forbearance in exercising any rights under these terms shall operate as a waiver of such rights.

These terms shall be interpreted under English law.

The signature on behalf of a client by an employer, professional, parent or guardian shall bind the client to observe and perform these conditions. In addition, the employer, professional, parent or guardian undertakes to observe and perform the financial obligations hereof and to use reasonable endeavours to procure the client’s observance and performance of these conditions.

These conditions are binding on the parties once an oral/written agreement to the programme has been received by Mind Flow International Ltd.

Other

If there is any aspect of this letter that causes you may wish to discuss or that you do not understand, please contact us as soon as possible.

Yours Sincerely,

I, ………………….., accept the terms of this letter and the terms of business enclosed with it.

Signed by fee payer                                                  Signed on behalf of Mind Flow International Ltd

………………………………………………….                        …………………………………………………………..

Dated this                     day of                      202                                  

Please return one copy to the office: with payment for the programme as per invoice.