Terms and Conditions
These Terms & Conditions apply to coaching and related services provided by Jen Fairbairns through Jen Fairbairns Coaching.
Where another coach is involved in delivering any part of a service, these Terms & Conditions will also apply to that coach's delivery of the service where relevant.
By booking, purchasing or participating in a coaching service, programme, event or other offering provided through Jen Fairbairns Coaching, you agree to these Terms & Conditions, together with any specific terms presented at the point of booking and, where applicable, your individual Coaching Agreement.
1. About the coaching
Jen Fairbairns Coaching provides professional coaching services designed to support self-awareness, personal development, identity work, behaviour change, decision-making and self-leadership.
Coaching is a collaborative process. Jen, or another coach where applicable, may provide observations, questions, frameworks, challenges, exercises and suggestions, but you remain responsible for your own decisions, actions and outcomes.
Coaching requires active participation and no particular result or outcome can be guaranteed.
2. Coaching is not therapy or medical treatment
The Deep Dive, Deep Dive LIVE, the Four Behavioural Archetypes Framework™, the Five Layers Method™, and all coaching and educational services provided through Jen Fairbairns Coaching are designed to support self-awareness, personal development and behaviour change.
They are not therapy, counselling, psychotherapy, psychiatry, medical treatment, or a substitute for professional mental health or medical care.
Jen Fairbairns Coaching does not diagnose or treat mental health conditions or provide medical, psychiatric, legal, financial or other regulated professional advice.
If Jen, or another coach providing the service, believes that your needs fall outside the appropriate scope of coaching, they may recommend that you seek support from an appropriately qualified professional and may pause or discontinue coaching where appropriate.
If you have concerns about your physical or mental health, you should seek advice from an appropriately qualified healthcare professional.
3. Bookings and payment
Unless otherwise agreed with Jen in writing, payment is required in accordance with the price and payment terms shown at the time of purchase.
Payments may be processed through third-party payment providers such as Stripe.
Where a payment plan has been agreed, the payment plan represents a commitment to pay the full agreed programme fee. Choosing to stop participating in a programme does not automatically cancel any outstanding payments.
Any alternative payment arrangement must be agreed with Jen in writing.
4. Deep Dive bookings
A Deep Dive is a standalone coaching session and requires a minimum of 48 hours' notice if you wish to cancel or reschedule.
If you cancel or request to reschedule with less than 48 hours' notice, or fail to attend your appointment, the session will normally be treated as used and the fee will not normally be refunded or transferred.
Jen recognises that genuine emergencies and exceptional circumstances can occur and may make exceptions at her discretion.
Where the Deep Dive offer includes the option to apply the cost of the Deep Dive as credit towards a longer coaching programme, the applicable eligibility period and conditions will be stated at the time of purchase.
5. Ongoing 1:1 coaching sessions
Ongoing 1:1 coaching sessions require a minimum of 24 hours' notice if you wish to cancel or reschedule.
Sessions cancelled or rescheduled with less than 24 hours' notice, or missed without notice, will normally be treated as used and deducted from your coaching package.
Jen recognises that genuine emergencies and exceptional circumstances can occur and may make reasonable exceptions at her discretion.
6. Refunds and commencement of coaching
Unless otherwise required by applicable law, coaching programmes and packages are non-refundable once coaching services have commenced.
For the purposes of these Terms, commencement is not limited to the completion of the first scheduled coaching session.
Coaching services will be considered to have commenced once substantive coaching-related interaction or delivery has begun. This may include, where applicable:
- an initial coaching session;
- review of completed intake or assessment materials;
- personalised preparation undertaken specifically for you;
- substantive coaching communication between sessions;
- provision of personalised coaching materials; or
- other agreed coaching work undertaken specifically for you.
Once coaching services have commenced, choosing not to attend, continue with or complete the coaching programme does not create an entitlement to a refund.
Where a payment plan has been agreed, choosing not to continue participating does not automatically cancel the remaining payments due under that agreement.
Nothing in these Terms is intended to remove or restrict any statutory consumer rights that cannot legally be excluded.
7. Programme duration and use of sessions
Where coaching is purchased as a package or programme, sessions are intended to be completed within the timeframe specified at the time of purchase or in the applicable Coaching Agreement.
Clients are responsible for booking and attending their sessions within the agreed period.
Unused sessions do not automatically create an entitlement to a refund or extension.
Any extension to the agreed programme period is at Jen's discretion and should be agreed in writing.
8. Client responsibility
You are responsible for your participation in the coaching process and for deciding what actions you take as a result of it.
You are responsible for whether and how you implement ideas, observations, exercises or suggestions discussed during coaching and for seeking appropriate specialist or professional advice where necessary.
You remain responsible for your own decisions, actions, wellbeing, relationships, employment, business and financial decisions during and following the coaching process.
9. Confidentiality
Information shared with Jen during individual coaching will be treated as confidential and will not normally be disclosed to third parties without your permission.
Where another coach is providing part of the service, the same expectation of confidentiality applies.
There may be circumstances in which confidentiality cannot reasonably or legally be maintained, including where disclosure is required by law or where there is a serious and immediate concern relating to safety or risk of significant harm.
Further confidentiality provisions may be included in an individual Coaching Agreement.
10. AI note-taking and transcription
With your consent, Jen may use AI-enabled technology during coaching sessions to assist with note-taking, transcription, summarisation and the preparation of session reflections or other coaching-related records.
Where an AI note-taking or transcription service is used, audio, transcript and related data may be processed by the relevant third-party technology provider for the purpose of providing that service.
AI-generated transcripts, notes and summaries may contain errors and are used as an administrative and coaching-support tool. They should not be regarded as an authoritative, medical or clinical record.
Where consent is requested for the use of an AI notetaker, you may decline. If you do not consent, an AI notetaker will not be used during your session.
Personal information processed in connection with these tools will be handled in accordance with the Jen Fairbairns Coaching Privacy Policy and the applicable privacy practices of the relevant third-party provider.
11. Recording of sessions
You may not record, reproduce, publish, distribute or share coaching sessions without Jen's prior written permission.
The use of an AI notetaker or transcription service for coaching-support purposes does not mean that a session is being recorded for publication or wider use.
Where Jen wishes to intentionally record a session, event or other interaction for a purpose beyond AI-assisted note-taking or transcription, this will be communicated separately and appropriate consent will be obtained.
12. Group coaching, Deep Dive LIVE and other events
Where you participate in group coaching, a workshop, Deep Dive LIVE or another group environment provided through Jen Fairbairns Coaching, you agree to respect the privacy and confidentiality of other participants.
You must not record, screenshot, reproduce, publish or share another participant's personal information, contributions or experiences without their explicit permission.
Jen will establish reasonable expectations around confidentiality within group environments but cannot guarantee the actions or conduct of individual participants.
Specific cancellation, transfer or refund terms may apply to individual events and will be stated at the point of booking where applicable.
13. Intellectual property
Unless otherwise stated, the Four Behavioural Archetypes Framework™, the Five Layers Method™, coaching frameworks, exercises, worksheets, written materials, videos, resources, programme content and other original materials provided through Jen Fairbairns Coaching remain the intellectual property of Jen Fairbairns.
Materials provided as part of coaching are for your personal use only.
They may not be copied, reproduced, sold, distributed, published, taught, commercially exploited or shared with third parties without Jen's prior written permission.
14. Technology and online coaching
Coaching is generally delivered online using third-party technology such as Zoom.
While reasonable steps are taken to provide a reliable service, Jen Fairbairns Coaching cannot guarantee uninterrupted access to third-party platforms, software or internet services.
If a significant technical problem on Jen's side prevents a scheduled coaching session from taking place, the session will be rearranged and will not be treated as used.
15. Changes to appointments by Jen
Occasionally, Jen may need to reschedule a session due to illness, emergency or other circumstances outside her reasonable control.
Where this occurs, Jen will provide as much notice as reasonably possible and arrange an alternative appointment. You will not lose the affected session.
Where another coach is delivering the service, the same principle applies if that coach needs to reschedule.
16. Ending a coaching relationship
Either you or Jen may decide that continuing the coaching relationship is no longer appropriate.
Jen reserves the right to pause or end a coaching relationship where she reasonably believes that coaching is no longer appropriate, where professional boundaries have been breached, where there is abusive, threatening or inappropriate behaviour, where payment obligations have not been met, or where another form of professional support would be more suitable.
Where another coach is delivering a service, they may also raise concerns or discontinue their involvement where continuing the coaching relationship would not be appropriate.
Ending or choosing not to continue a coaching relationship does not automatically create an entitlement to a refund or cancel outstanding payment obligations, subject to applicable consumer law and the circumstances in which the coaching relationship ends.
17. Limitation of liability
Nothing in these Terms excludes or limits liability where it would be unlawful to do so.
To the fullest extent permitted by law, Jen Fairbairns Coaching will not be responsible for indirect or consequential losses arising from decisions, actions or outcomes connected with participation in coaching.
You remain responsible for your own decisions and actions during and following the coaching process.
18. Third-party services
The website and coaching services may use or link to third-party platforms and services, including scheduling, video conferencing, payment processing, forms, video hosting, email services and AI-enabled technology.
Jen Fairbairns Coaching is not responsible for the availability, content, security or independent practices of third-party services.
Personal information controlled by Jen Fairbairns Coaching will be handled in accordance with the Privacy Policy.
19. Privacy and data protection
Personal information is handled in accordance with the Jen Fairbairns Coaching Privacy Policy and applicable UK data protection law.
The Privacy Policy explains what personal information may be collected, why it is collected, how it is used and stored, the involvement of third-party service providers, your data protection rights and how to contact Jen regarding your personal information.
20. Changes to these Terms
These Terms & Conditions may be updated periodically to reflect changes to services, business practices, technology or legal requirements.
The version applicable to a particular purchase or Coaching Agreement will be the version in effect at the relevant time, unless otherwise agreed in writing.
21. Governing law
These Terms & Conditions are governed by the laws of Scotland.
Nothing in these Terms affects any mandatory consumer rights or rights relating to jurisdiction that apply to you under applicable law.
22. Contact
If you have questions about these Terms & Conditions, please contact:
Jen Fairbairns Coaching
Email: [email protected]