Terms & Conditions
Privacy Policy

Terms & Conditions

Last Updated: January 2026

Welcome to the practice of Mind Your Sophrology Limited. By booking a session, purchasing a package, or utilizing my services, you agree to be bound by the following Terms & Conditions. These terms are designed to ensure a professional, safe, and transparent relationship between practitioner and client.

1. Professional Status & Scope of Practice

1.1 General: I am a qualified Sophrologist and a Registered Social Worker in the United Kingdom. 1.2 Non-Medical Disclaimer: Sophrology is a complementary wellness and personal development method. It is not a substitute for medical diagnosis, psychiatric treatment, or clinical therapy. 1.3 Medical Consultation: Clients with pre-existing medical conditions, particularly those relating to eating disorders, clinical depression, or addictions, must remain under the care of a GP or specialized medical professional while practicing Sophrology.

2. Services & Bookings

2.1 Individual Sessions: Standard 1:1 sessions are 60 minutes and are charged per hour. 2.2 Booking Confirmation: A booking is only considered "confirmed" once the session fee or a deposit has been received.

3. Financial Terms & Payments

3.1 Payment Methods: All payments must be made via Bank Transfer, Online Booking or cash prior to the session. 3.2 Package Validity: Prepaid packs must be used within the validity of the purchase date. Unused sessions are non-refundable. 3.3 Price Adjustments: I reserve the right to amend my rates with 30 days’ notice to existing clients.

4. Client Responsibilities, Professional Boundaries & Conduct

4.1 Nature of the Relationship: While my background includes experience as a Registered Social Worker and a Governess for UHNWIs, the service provided under this agreement is strictly Sophrology and Wellbeing Coaching. Our relationship is professional and therapeutic in nature. No other professional relationship (social, commercial, or otherwise) shall be entered into during the course of the sessions. 4.2 High-Profile & UHNWI Confidentiality (Non-Disclosure): I recognize the unique privacy requirements of International Business Leaders, Athletes, and Performers.

All information regarding your identity, family, residence, and professional affairs remains strictly confidential.
I am happy to review and sign client-specific Non-Disclosure Agreements (NDAs) where required, provided they do not conflict with my legal safeguarding obligations under UK law. 4.3 Safeguarding & Duty of Care: Consistent with my professional standards as a Social Worker:
For Minors: I reserve the right to pause or terminate a session if the environment is deemed unsuitable or if the child appears distressed beyond a therapeutic level.
Mandatory Reporting: I have a legal "Duty of Care." If I believe a client (child or adult) is at immediate risk of serious harm to themselves or others, I am professionally and legally bound to notify the relevant authorities (GP, Social Services, or Emergency Services). 4.4 Client Commitment: The success of Sophrology is dependent on the client’s active participation. You agree to inform me of any change in your medical status. 4.5 Respectful Conduct: I maintain a zero-tolerance policy regarding verbal or physical abuse, or inappropriate behavior. I reserve the right to terminate any session or contract immediately, without refund, if I feel my safety or professional boundaries are compromised.

5. Cancellation & Rescheduling Policy

5.1 The 24-Hour Rule: I require a minimum of 24 hours' notice for any cancellation or rescheduling request. 5.2 Late Cancellations: Cancellations made with less than 24 hours’ notice, or "no-shows," will be charged the full session fee. 5.3 Late Arrivals: If you arrive late, the session will conclude at the originally scheduled time to ensure the punctuality of subsequent clients. No partial refunds are provided for late arrivals.

6. Special Provisions for Schools & Workspaces

6.1 Safeguarding Compliance: All school-based sessions are conducted in accordance with the school’s specific safeguarding and DBS policies. 6.2 Inclusivity & Adaptation: For sessions involving children with ADHD or Special Educational Needs (SEN), I reserve the right to adapt session duration or techniques to ensure the safety and comfort of the participants.

7. Intellectual Property

7.1 All materials, audio recordings, and worksheets provided during sessions are for your personal use only. They may not be reproduced, shared, or used for commercial purposes without my express written consent.

8. Limitation of Liability

8.1 To the maximum extent permitted by law, Mind Your Sophrology Limited shall not be liable for any direct or indirect loss or damage resulting from the client's failure to follow medical advice or the improper use of the techniques taught.

9. Governing Law

9.1 These Terms & Conditions are governed by the laws of England and Wales. Any disputes arising under these terms shall be subject to the exclusive jurisdiction of the English courts.

Last Updated: January 2026

Your privacy is of the utmost importance to my practice. This policy explains how Mind Your Sophrology Limited collects, uses, and protects your personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. The Data Controller

The "Data Controller" for this practice is Mind Your Sophrology Limited. If you have any questions regarding your data or this policy, you may contact me at contact@mindyoursophrology.com.

2. Information I Collect

I collect only the information necessary to provide you with a professional and safe Sophrology service:

Identity Data: Name, date of birth.
Contact Data: Email address, telephone number, and home/billing address.
Health & Wellness Data: Information regarding your sleep patterns, stress levels, eating habits, lifestyle, and relevant medical history (specifically for the purpose of tailoring Sophrology sessions).
Session Notes: Brief, factual records of our sessions to track your progress.
Financial Data: Records of payments (processed securely via Bank Transfer/etc.); I do not store full credit card details on my own servers.

3. How Your Data Is Collected

Direct Interaction: When you fill out an intake form, book a session via the website, or communicate with me via email/phone.
Third-Party Services: When you pay via a secure payment processor or use an online booking system.

4. Lawful Basis for Processing

I process your data under the following legal frameworks:

Contractual Necessity: To perform the service you have booked.
Consent: Your explicit consent is required for me to process "Special Category Data" (health information).
Legal Obligation: To comply with UK tax laws or safeguarding regulations.
Legitimate Interests: To maintain records that ensure the continuity and quality of your care.

5. High-Profile & UHNWI Confidentiality

As a professional with extensive experience serving UHNWIs, International Athletes, and Performers, I implement enhanced privacy measures:

Strict non-disclosure of your identity or professional affiliations.
Anonymized session notes where requested.
Willingness to integrate with private security protocols or sign specific NDAs.

6. Safeguarding & Disclosure (The Social Work Standard)

While your data is strictly confidential, my background as a Registered Social Worker means I adhere to mandatory UK safeguarding protocols. I may be legally required to share your information without your consent if:

I believe there is a risk of serious harm to you or another person.
There is a disclosure or suspicion of child abuse or neglect.
I am compelled to do so by a court of law.

7. Data Storage & Security

Digital Records: All digital data is stored on encrypted, password-protected platforms that are GDPR compliant.
Physical Records: Any paper-based notes are stored in a locked filing cabinet within a secure premises.
Data Transfers: I do not transfer your data outside of the UK or the EEA unless the recipient ensures an equivalent level of protection.

8. Data Retention

Adults: I retain records for 7 years after our final session, in accordance with UK insurance and tax requirements.
Minors: Records for children are retained until the individual reaches the age of 25, as per standard safeguarding best practices in the UK.
After this period, all data is securely destroyed or permanently deleted.

9. Your Legal Rights

Under the UK GDPR, you have the following rights:

Access: You can request a copy of the data I hold about you.
Correction: You can ask me to correct inaccurate information.
Erasure: You can ask me to delete your data (subject to my legal requirements to keep records for insurance/tax).
Portability: You can request that I transfer your data to another provider.

10. How to Complain

If you have concerns about how I handle your data, please contact me first. If you are not satisfied, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.

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