These policies summarize how coaching services are delivered at Managing Mindspaces. All clients review and authorize the Coaching Partnership Agreement before coaching begins.

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

Coaching sessions are delivered primarily via Zoom unless otherwise agreed upon by the Coach and Client.

Between-session communication is welcomed by email or text during standard business hours. The Coach typically responds within one business day, and often sooner.

BILLING & PAYMENT

Coaching fees and billing arrangements are agreed upon at the time of purchase. Payment is due in advance of coaching services.

SESSION USAGE

Clients enrolled in an ongoing coaching program receive a defined number of coaching sessions during each billing period, as outlined in their selected program.

Sessions are intended to be used within the applicable billing period and do not carry forward to future billing periods unless otherwise agreed upon by the Coach. Unused sessions expire at the end of the applicable billing period.

These guidelines are intended to support consistency, maintain coaching momentum, and ensure availability for all clients.

PAUSING SERVICES

Clients may request to pause coaching services due to significant schedule changes, health needs, family leave, sabbatical, or other circumstances that temporarily affect their ability to participate fully.

Pause requests must be made in writing and approved by the Coach. During an approved pause, coaching sessions and billing may be placed on hold, and any unused sessions from the current billing period may be carried forward as agreed upon in writing.

If a pause extends beyond 45 days, the coaching program may be discontinued unless otherwise agreed upon by the Coach and Client.

Upon returning from a pause, the Coach and Client will review current goals, schedule, and coaching frequency to ensure the coaching plan still aligns with the Client’s needs.

INACTIVE COACHING

If coaching becomes inactive for more than 45 days without an approved pause or other written agreement, the coaching program may be considered concluded.

Clients are always welcome to resume coaching in the future, subject to current availability, programs, and pricing.

CANCELLATION & RESCHEDULING

Clients may reschedule or cancel a coaching session using the link provided in their confirmation email or calendar invitation.

Please provide at least 24 hours’ notice when rescheduling or cancelling whenever possible.

Sessions cancelled with very short notice, missed without notice, or not attended may be considered used, except in emergencies or at the Coach’s discretion.

REFUND POLICY

All coaching payments are non-refundable. By purchasing coaching services, the Client acknowledges and accepts responsibility for using the services within the agreed timeframe.

Refunds will only be issued in the event of a billing error, such as a duplicate charge or a payment processed after cancellation was confirmed in writing.

Refund requests due to changes in personal circumstances, scheduling conflicts, change of intent, lack of participation, or incomplete use of sessions will not be honored.

CONFIDENTIALITY

Coaching conversations are confidential and handled in accordance with the ICF Code of Ethics. Confidentiality may be limited where disclosure is required by law or where there is a reasonable belief of imminent harm.

PRIVACY/DATA PROTECTION

Personal information is handled in accordance with the Managing Mindspaces Privacy Policy. View full Privacy Policy at Mindspaces Coaching

CONTACT

These policies are provided for informational purposes and may be updated from time to time. Clients are governed by the Coaching Partnership Agreement in effect at the start of their coaching engagement.

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