Clients sign a coaching agreement to begin their personal coaching program. Clients work directly with Jessica Manca, International Coaching Federation Professional Certified Coach ICF PCC (Credential ID: 0090278801) of Managing Mindspaces Coaching.

The purpose of the coaching agreement is to be clear in all policies and terms that affect the partnership, services and payments plus agree to the nature of the professional coaching work itself. Below is an excerpt of a sample coaching agreement, in accordance to ICF best practices.

PROFESSIONAL COACHING

Coaching is a partnership (defined as an alliance, not a legal business partnership) between the Coach and the Client in a thought-provoking and creative process that inspires the client to maximize personal and professional potential. Coaching facilitates the development of personal, professional or business goals and to develop and carry out a strategy or action plan for achieving those goals.

PROGRAM OVERVIEW

The Coach and Client intend to engage in a results-based coaching program to help the Client achieve personal, professional or business goals with support (commitment, structure and accountability) from the Coach. The Client will acquire strategies, habits and skills for lasting personal change. Together, they create a safe space for coaching and reflection using mutual trust, respect and open communication for joint success.

The coaching agreement describes the terms for initial coaching programs and subsequent programs or phases of work. Milestones at the first month and every three months are in place to ensure services are provided within a mutually agreed to predetermined schedule.

Each coaching partnership is intentionally selective so I can bring full presence and support to your goals. In return, clients commit to showing up fully for the process — even when it challenges them. This shared commitment builds trust, consistency, and real progress.

COACH-CLIENT RELATIONSHIP

1. Coach agrees to maintain the ethics and standards of behavior established by the International Coaching Federation “(ICF)”. www.coachingfederation.org/ethics. It is recommended that the Client review the ICF Code of Ethics and the applicable standards of behavior.

2. 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 coaching relationship and his/her coaching calls and interactions with the Coach. As such, the Client agrees that the Coach 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 Coach. The Client understands that coaching is not therapy and does not substitute for therapy if needed, and does not prevent, cure, or treat any mental disorder or medical disease.

3. Client further acknowledges that he/she may terminate or discontinue the coaching relationship at any time.

4. Client acknowledges that coaching is a comprehensive process that may involve different areas of his or her life, including work, finances, health, relationships, education and recreation. The Client agrees that deciding how to handle these issues, incorporate coaching principles into those areas and implementing choices is exclusively the Client’s responsibility.

5. Client acknowledges that coaching does not involve the diagnosis or treatment of mental disorders as defined by the American Psychiatric Association and that coaching is not to be used as a substitute for counseling, psychotherapy, psychoanalysis, mental health care, substance abuse treatment, or other professional advice by legal, medical or other qualified professionals and that it is the Client’s exclusive responsibility to seek such independent professional guidance as needed. If Client is currently under the care of a mental health professional, it is recommended that the Client promptly inform the mental health care provider of the nature and extent of the coaching relationship agreed upon by the Client and the Coach.

6. Feedback is always welcome and encouraged. Our partnership works best when you share openly about what’s helping and where we can adjust to keep the work aligned with what matters most to you. The Client understands that in order to enhance the coaching 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.

SERVICES (DELIVERY POLICY)

The parties agree to engage in a coaching partnership delivered via Zoom.

Coach will be available to Client by email or message during standard business hours (8am-5pm PST). Responses are expected within 2 business days.

Because coaching is a partnership based on mutual commitment, the following policies ensure fairness and consistency for all clients.

SESSIONS

Sessions shall be 30 or 60 minutes.

Clients may renew coaching (rate changes may apply) for continued services with more frequency or reduce frequency, as desired.

Clients are encouraged to choose a recurring day and time for sessions to maintain consistency. This regular rhythm supports deeper reflection and steady progress.

SCHEDULE & FEES

Monthly billing or one-time payments are available. Advanced payment is required.

COACHING RETAINER

Effective November 1, 2025, monthly program clients will have a set number of coaching sessions per billing cycle, defined within the program. Sessions do not carry over to the next month with exception for pause (see below), health reasons, medical leave or sabbatical. Unused sessions expire at the end of that cycle unless paused or rescheduled for approved reasons.

These guidelines aren’t meant to be rigid — they’re here to protect the rhythm and results of our work together. When you show up consistently, the momentum compounds and transformation takes root.

Coaching retainer does not apply to single sessions or mini-packages.

Clients who complete all sessions within the planned timeframe will receive a complimentary Momentum Session (30 minutes) to reflect on progress and clarify next steps. This session must be scheduled within 30 days of program completion.

PAUSING SERVICES

Transformation requires consistent engagement, however clients may request to pause services at any time. During the pause, coaching sessions and billing will be on hold.

If a pause exceeds 45 days, a $100 hold fee will be charged to keep your spot and current billing rate active. This ensures your space remains reserved without interruption to ongoing clients.

Upon re-entry, we’ll review your goals and current circumstances to ensure your coaching plan and frequency still align. Adjustments or upgrades can be made at that time as needed.

If no hold is secured, the membership will be cancelled and a new schedule and updated rate (if applicable) will apply to returning clients.

INACTIVE PERIOD

If communication lapses or coaching becomes inactive for more than 45 days without a pause request, the program will be considered discontinued.

CANCELLATION POLICY (COACHING SESSION)

A minimum 24 hours’ notice is required to reschedule or cancel a session. Use the “Reschedule/Cancel” link in calendar invites or confirmation emails to change a session.

If less than 1 hour’s’ notice is given or the Client is a no show, that session will be marked as used (with exception for documented emergencies).

REFUND POLICY

All coaching program payments are non-refundable. By enrolling, the Client commits to the full program, regardless of participation level or completion.

Refunds will only be issued in the event of a billing error (e.g., duplicate charge or payment processed after cancellation confirmed in writing). Requests for refunds due to changes in personal circumstances, scheduling conflicts, or change of intent will not be honored.

CONFIDENTIALITY

This coaching relationship, as well as all information (documented or verbal) that the Client shares with the Coach as part of this relationship, is bound by the principles of confidentiality set forth in the ICF Code of Ethics. However, please be aware that the Coach-Client relationship is not considered a legally confidential relationship (like the medical and legal professions) and thus communications are not subject to the protection of any legally recognized privilege. The Coach agrees not to disclose any information pertaining to the Client without the Client’s written consent. The Coach will not disclose the Client’s name as a reference without the Client’s consent.

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

PRIVACY/DATA PROTECTION

Coach will not disclose any personal data/personal identifiable data pertaining to the Client without the Client’s written consent.

View full Privacy Policy at Mindspaces Coaching

PROFESSIONAL STANDARDS & RECORDS

1. RELEASE OF INFORMATION

The Coach engages in training and continuing education pursuing and/or maintaining ICF (International Coach Federation) Credentials. That process requires the names and contact information of all Clients for possible verification by the ICF. By signing this agreement, you agree to have only your name, contact information and start and end dates of coaching shared with ICF staff members and/or other parties involved in this process for the sole and necessary purpose of verifying the coaching relationship, no personal notes will be shared.

According to the ethics of our profession, topics may be anonymously and hypothetically shared with other coaching professionals for training, supervision, mentoring, evaluation, and for coach professional development and/or consultation purposes.

1. RECORD RETENTION POLICY

The Client acknowledges that the Coach has disclosed his/her record retention policy with respect to documents, information and data acquired or shared during the term of the Coach-Client relationship. Such records will be maintained by the Coach in a format of the Coach’s choice (print or digital/electronic) for a period of not less than 5 years.

TERMINATION/DISPUTE RESOLUTION

Either Client or Coach may terminate this agreement at any time with one week written notice. If a dispute arises out of this Agreement that cannot be resolved by mutual consent, the Client and Coach agree to attempt to mediate in good faith for up to 30 days after notice given. If the dispute is not so resolved, and in the event of legal action, the prevailing party shall be entitled to recover attorney’s fees and court costs from the other party.

LIMITED LIABILITY

Except as expressly provided in this Agreement, the Coach makes no guarantees, representations or warranties of any kind or nature, express or implied with respect to the coaching services negotiated, agreed upon and rendered. In no event shall the Coach be liable to the Client for any indirect, consequential or special damages. Notwithstanding any damages that the Client may incur, the Coach’s entire liability under this Agreement, and the Client’s exclusive remedy, shall be limited to the amount actually paid by the Client to the Coach under this Agreement for all coaching services rendered through and including the termination date.

Thank you for choosing to partner in this work. My goal is to help you create lasting change and confidence. These terms protect the integrity of that work for both of us..

CONTACTING US

If you have any questions about these terms, please reach out via our contact form for assistance.