Client Agreement: Coaching Code of Care
Click here to download the PDF version.
Welcome to your coaching journey! This agreement provides a framework for how we will work together in the months ahead. Having a clear Coaching Agreement establishes a foundation for our work together. This agreement is entered into by you (the “client”) and myself, Amy Armstrong of The Executive Alchemist (the “coach”).
Client
Contact details
Email: _____________________________________________________________
Mobile: _____________________________________________________________
| Code of Ethics | You will be treated with respect and care at all times. I comply with the Code of Ethics of the International Coaching Federation Code of Ethics, and the National Council of Hypnotherapy. |
| Confidentiality | The coaching relationship is confidential and I regard anything that you share as confidential, whether it is business or personal information. I will not disclose information which you share with me during our sessions at any time, either directly or indirectly, except with your permission, or for the purposes of International Coaching Federation (ICF) credentialing, mentor coaching, supervision and reflective practice, or in cases where there is a legal/moral obligation on me to do so, such as if there is a risk of harm to yourself or others. Session recordings will be deleted once they have fulfilled this purpose. Email correspondence may be kept for up to 10 years as per my Privacy Policy. |
| Recording Permission | You give permission for our sessions to be recorded for the purposes of mentoring, supervision, ICF Credentialing and reflective learning only. During recordings, I request that only first names are used to protect all participants’ identities. Your anonymity and that of your clients will be preserved. When this learning is completed, the recorded sessions will be destroyed. |
| Nature of coaching | Professional coaching provides an ongoing partnership designed to help clients produce fulfilling results in their personal and professional lives. I seek to help my clients improve their performance and enhance the quality of their lives through listening, observing and partnering with them to help them to design solutions and strategies which meet their unique needs. I believe you are naturally creative and resourceful. It is my job as your Coach to provide support to enhance the skills, resources, and creativity that you already have. I won’t solve your problems for you, but will guide you to solving them. |
| Coaching Objectives | Please set out your primary objectives for your coaching sessions:
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| Overall Intention | We will revisit your coaching objectives throughout our coaching work together. It is important that you feel committed to the objectives, plan and evaluation methodology for your coaching. It is also important that you work towards your goals between coaching sessions. You agree as the Client to coaching with the understanding that you are responsible for creating results and that it is important that you work towards your goals between coaching sessions. You agree I am not and will not be liable or responsible for any actions or inaction, or for any direct or indirect result of any services provided. You acknowledge that coaching is a comprehensive process that may involve different areas of your life, including work, finances, health, relationships, education and recreation. You agree that deciding how to handle these issues, incorporate coaching principles into those areas and implementing choices is exclusively your responsibility. You acknowledge that coaching does not involve the diagnosis or treatment of mental disorders and that coaching is not to be used as a substitute for counselling, psychotherapy, psychoanalysis, mental health care, substance abuse treatment, or other professional advice by legal, medical or other qualified professionals and that it is your exclusive responsibility to seek such independent professional guidance as needed. If you are 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. In order to enhance the coaching relationship, you agree to communicate honestly, be open to feedback and assistance and to create the time and energy to participate fully in |
| Therapeutic coaching | If appropriate, I will follow a therapeutic coaching approach with you, which will include the benefit of trance to help you start to develop and embed the positive changes you seek in your thinking and behaviours. I will agree with you clearly in advance if we adopt this therapeutic approach to coaching. It is advised that you consult your doctor before having complementary therapy, including hypnotherapy. It’s important to note that results may vary from person to person. |
| Schedule | We will meet for one hour coaching sessions online via Zoom or another appropriate online provider, or face to face at The Family Practice, 116 Gloucester Road, Bristol BS7 8JH or at another venue/online as best suits, at intervals which you decide. You will book your sessions when you believe they would be of most value to you. It is recommended you book ahead. |
| Changes | If you need to reschedule or cancel a session, please let me know 24 hours in advance to avoid a cancellation charge of 50% – 100%. |
| Charges | £600 for a block of three coaching sessions of one hour, to be paid prior to the start of coaching unless an alternative payment plan has been agreed in writing. |
| Problems | Of course, I want your coaching to go well and to create outstanding value for you, so if you have any concern about the way we are working, please tell me as soon as possible so we can discuss the issue in order to make the coaching work effectively for you. |
| Termination | You acknowledge that either one of us (the Client or the Coach) may terminate this Agreement at any time. You agree to compensate me for all coaching services rendered through and including the effective date of termination of the coaching relationship. |
| Recording | Our sessions will be recorded for the sole purpose of learning, development, and ongoing coach supervision and mentoring requirements. The Client’s anonymity will be preserved. When the learning is completed, the recorded sessions will be destroyed. Your initials here indicate consent to sessions being recorded for these purposes only. |
| Data protection and privacy | Each party is responsible for writing and keeping notes of the sessions. The Executive Alchemist keeps confidential records for the purposes of service provision, service evaluation, promotion, and maintenance of accounts and records as per our Privacy Policy overleaf. Session recordings will be deleted once they have fulfilled the purposes of mentoring, supervision, ICF Credentialing and reflective learning only. Should you wish to see the personal information held about you please email amy@amyarmstrongcoaching.com and I will respond in accordance with the GDPR. By accepting this Agreement you acknowledge you have reviewed and accepted the terms provided in our Privacy Policy as well. |
Explicit Consent
I have read the Agreement above and accept coaching on these terms.
Signed: ________________________________ Date: _____________________
Print Name: _____________________________________________________________
Coach: ________________________________ Date: _____________________
Print Name: Amy Armstrong MA (Oxon) DSFH HPD MNCH (Reg) CNHC
Promotional information
For the purposes of promoting leadership and wellbeing, The Executive Alchemist would like to stay in touch with you with information that may be of interest to you. (For example, occasionally we send past and current clients links to free webinars, new relaxation tracks and resources to reduce stress). You can change your mind at any time by contacting Amy Armstrong as per our Privacy Policy or clicking the unsubscribe option included in our emails. We will treat your information with respect.
Please sign below if you would like us to stay in touch.
I confirm I would like you to stay in touch with me for the purpose of providing promotional information using the following methods.
- Telephone
- Text
- Post
- Other (please state) __________________________________________________
Signed: ________________________________ Date: _____________________
Privacy Policy
Who are we? You know me as Amy Armstrong, and work with me via ‘The Executive Alchemist’, which is a trading name for ‘QA Solutions (Associates) Limited.’ I am the data controller of QA Solutions (Associates) Limited and can be contacted via amy@amyarmstrongcoaching.com.
At The Executive Alchemist, we are committed to maintaining the trust and confidence of our clients. We want you to know that we are not in the business of selling, renting or trading email lists with other companies and businesses for marketing purposes. We just don’t do that sort of thing. This Privacy Policy provides lots of detailed information on when and why we collect your personal information, how we use it, the limited conditions under which we may disclose it to others, and how we keep it secure.
What types of data do we collect? As part of the registration process for working with us, and our ongoing work with you, we collect personal information. This might include any or all of the following personal information about you: identity details such as your name, gender, age, data of birth, email address, postal address, or mobile number; name and address of your doctor and surgery; employment details such as your employer, your job title, responsibilities, length of service, history, feedback and appraisal data, key work issues and plans; personal details about your physical and mental health issues, medication and treatment, relationships, family, lifestyle and social circumstances, your life story, your ambitions, concerns and plans.
What do we use this information for? Primarily the information is used to provide the services specified under our contract with you i.e. to help us tailor your hypnotherapy, coaching, and teaching to support you to meet your goals for working with us.
In addition, we use it to contact you to arrange sessions; to send you additional information to support your work with us; to send you the occasional email or newsletter about topics you’ve said you’re interested in; to contact you if we need to obtain or provide additional information; to check our records are right and to check every now and then that you’re happy and satisfied. We also use it as necessary to comply with any present or future law, rule, regulation, guidance or directive; to comply with industry or professional rules and regulations including voluntary codes, and discussions with our supervisors; to comply with demands or requests made by any relevant insurance process, or in connection with any litigation. We will hold your personal information for as long as it is necessary for the relevant service to be provided, and for eight years thereafter (or until you reach 25 in the case of someone 18 years old and below) as required by relevant professional codes of practice.
We use third-party provider, Acuity Scheduling to manage our online bookings and Cliniko to manage bookings at The Family Practice. You can do this yourself and register for an account with them. Otherwise, we will enter your name, email and sometimes phone number to book you onto the system. For more information about how Acuity uses and protects data, please visit https://acuityscheduling.com/privacy.php. For Cliniko, please visit https://www.cliniko.com/policies/privacy/.
We use a different third-party provider, MailChimp, to deliver the occasional newsletter or group email to those of you who have opted in for these services. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our online communications. For more information, please see MailChimp’s privacy notice at https://mailchimp.com/legal/privacy/. You can unsubscribe to general mailings at any time of the day or night by clicking the unsubscribe link at the bottom of any of our emails or by emailing Amy Armstrong at amy@amyarmstrongcoaching.com.
We will use one of the following technology platforms to enable your online sessions: Cliniko, Zoom, MSTeams or WhatsApp. We will only share your name and possibly with these providers. Please review the individual privacy policy of each of these providers for details of how they ensure the security of their service provision. Should we lose connectivity during our sessions together, I will try to reconnect with you immediately, and again after a further minute. Should this fail, I will call you and we will agree whether to continue by phone, try to reconnect once more, or reschedule the remainder of your session.
To record, transcribe and summarise online sessions, we use two third-party providers: Fathom AI and Heidi. You will be given the opportunity to accept or decline the recording of your session at the start of the meeting. Session recordings will be deleted once they have fulfilled the purposes of mentoring, supervision, professional credentialing and reflective learning. We will delete any recordings manually within 12 months if not before, although written notes of your session will be retained for eight years (or until you reach 25 in the case of someone 18 years old and below) as required by relevant professional codes of practice (as per the above). Privacy and security are taken very seriously by Fathom AI, which you can learn more about in their Trust Centre. They are fully HIPAA compliant, which means they meet US legal standards to protect sensitive patient health information. For further information please read their BAA here (which is linked to their Terms and Conditions). Heidi complies with the UK's stringent compliance frameworks and standards as detailed here: https://www.heidihealth.com/en-gb/compliance/uk.
We invite you to pay for your sessions via Bank Transfer. Alternatively, you can pay by debit or credit card in person at The Family Practice, 116 Gloucester Road, Bristol BS7 8NL.
What are your rights about the personal information you have shared with us? You are entitled to view, amend, or delete the personal information that we hold. Email your request to our data protection officer Amy Armstrong at amy@amyarmstrongcoaching.com.
How do we keep your information safe? We have appropriate technical and physical security measures to protect your personal information against accidental loss, damage, destruction or unauthorised processing.
Changes to this Privacy Notice. This policy was updated on 17 April 2026. It will be reviewed on an annual basis.