Coaching Policies, Terms, and Conditions

Transparency is a key element of trauma-informed care, and for that reason I want to be clear and up front about what you can expect of me as your coach, and what I expect of you as my client.

Coaching Approach and Relationship

Coaching is a collaborative process that amplifies self-awareness and authenticity, and accelerates self-actualization. The purpose is to inspire your personal, professional, or business goals, and to support you in developing and carrying out a plan for achieving those goals.
I use a trauma-informed, client-led approach which integrates coaching, mentoring, educating, and resourcing. A coach is not a licensed medical professional, therapist or counsellor, and coaching is not intended as a replacement for, nor should it be construed as, counselling, psychiatric interventions, treatment for mental illness, or professional medical advice.
As your coach, I am on this journey with you as a peer and equal, and our relationship will evolve through ongoing feedback and growth of your coaching goals. We will jointly set the agenda for each session, and you will be asked to define goals and try new approaches. I commit to being 100% present and focused on you during our sessions, and to compassionately encourage you on your journey.
Ultimately you are solely responsible for making your own decisions, choices, actions, and results throughout the process. Accordingly, you agree that I, as the Coach, am not and will not be liable or responsible for any actions or inaction, or for any direct or indirect result of any coaching services provided.

Coach and Client Expectations

As your coach, you can expect me to:

Be on time for sessions and 100% focused on you for its entirety;
Be honest and direct, ask straightforward questions, and offer ideas to help you keep moving forward;
Be knowledgeable about trauma, and share evidence-based research and resources about trauma with you;
Honour your voice, choice, and agency throughout our time together. I will share tools and exercises that I believe could help you reach your goals, but these are always options, not requirements. You know yourself best, and have the power to choose what resonates most for you.

As my client, I expect you to:

Be on time for sessions and 100% focused for its entirety;
Fully commit to working on your goals and action steps;
Be open to trying new ideas and challenging old ways of doing things;
Communicate openly and respectfully about your needs, wants, triggers, and what is or isn’t working well for you in our coaching relationship.

General Coaching Expectations

Coaching may result in changes in the way you interact with your family, friends, and colleagues. This may lead to unexpected termination of some existing relationships, as well as healthy changes in the types of relationships you form moving forward.
Third parties (e.g. partner, family, friends) should not be invited to a coaching session without my express agreement. We first need to discuss your goals, purpose, and confidentiality before a third party is included in any way.
Please do not be under the influence of alcohol or drugs during our coaching sessions. If you are struggling with any substance abuse issues I welcome you to let me know so we can talk about it and work to get you any help that you might need. If you repeatedly come to a session under the influence but do not tell me, or fail to acknowledge that you are impaired if I ask you whether you are, this may result in my ending our coaching relationship.

Coaching Scope and Limitations

I believe in a collaborative and multidisciplinary team approach to meeting your personal, professional, and mental health needs. As a coach, there are certain areas which are outside my scope of expertise to work with you on in your journey, including:

treating or diagnosing mental illness;
giving advice or information about medication, including psychotropics;
working with minors, families, or couples.

If you choose to also see a therapist or other health practitioners, we can discuss how to integrate our respective services so that you receive the holistic care you deserve.

Client Safety Protocols

Your safety is of utmost importance to me. If you are in a place where there are risks to your health and/or safety (such as suicidal thinking, self-harm, addiction or substance abuse, or criminal activity), we will immediately implement the client safety protocols which I’ll explain during our initial sessions. My professional standards also require that I help you find someone who is competent to deal with the
particular safety issues you’re experiencing. We can continue our coaching sessions, but we must also bring in another professional who has the expertise with to help you with those issues.

Confidentiality and Data Privacy

Please be aware that the Coach-Client relationship is not considered a legally confidential relationship (unlike medical or legal professions) and thus communications are not subject to the protection of any legally recognized privilege.
That being said, I do respect and protect your privacy and confidentiality at all times. Anything you share with me (written, verbal or otherwise) as part of our coaching relationship (“Confidential Information”) is kept strictly between us, unless I have your prior informed and written consent to share it with a third party. There are a few exceptions when I am required to break confidentiality, including but not limited to:
- If I have been issued a court order, subpoena, or other legal mandate;
- If I have reason to believe you are at imminent risk of harming yourself or another person;
- If I become aware that a minor, elderly person, or person with disabilities is currently being abused, or may be in danger of being abused, I am mandated to report the abuse to the appropriate governing agency (i.e. I act as a Mandatory Reporter).
  
  Please be aware that Confidential Information does not include information that:
- Was already in my possession before you shared it with me;
- Is generally known to the public or in your industry;
- Was obtained by me from a third party, without breach of any obligation to you;
- Is independently developed by me without use of or reference to your Confidential Information; or
- Involves illegal activity.
All virtual coaching sessions take place via Zoom. I use a paid version of Zoom which is covered by a Personal Health Information Annex that complies with Canadian Data Protection regulations, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and (in Ontario) the Personal Health Information Protection Act (PHIPA). For more information, please refer to this document (also accessible from Zoom’s Trust Center site).
Coaching files, forms, contracts, and notes on client sessions are stored on a PIPEDA and PHIPA compliant cloud software platform called Owl Practice. I retain client data on PIPEDA and PHIPA compliant systems for three years after the coaching agreement has terminated. You may request a copy of your files at any time up to three years after the termination date of our coaching agreement. You may be required to pay any costs associated with providing this data, e.g. shipping or storage fees.
In between scheduled appointments, I may email you with follow up resources relevant to our discussions. Please be aware that I use Gmail which is not PIPEDA/PHIPA compliant, and I can’t guarantee the privacy or confidentiality of communications sent via email.
I cannot and do not guarantee the security, privacy or confidentiality of any third party service providers such as Zoom and Owl Practice.
I do not record our Zoom coaching sessions unless we both mutually agree to do so. If a session is recorded, I will share the recording with you and with no one else unless you give me written consent. By accepting the Zoom notification of the recording and proceeding with our coaching session, you agree to being recorded. If at any time you wish to stop the recording, I will do so immediately at your request. Recordings are stored on Zoom’s cloud platform and deleted within 14 days after the appointment.
From time to time, I may consult with other coaches or mental health professionals in peer or supervisory capacities, without revealing personally identifiable information, to improve the quality of your care.
Testimonies, stories and feedback given during our coaching sessions may be anonymized and shared publicly for advocacy, educational and promotional purposes.

Session Appointments, Cancellations, and Refunds

No refunds are provided for cancelled or missed Coaching Sessions.
Every effort should be made to join all sessions as scheduled. Sessions should not be cancelled or rescheduled except in the case of an emergency. I understand that last minute things come up, and ask that you provide at least 48 hours notice if you do need to cancel or reschedule a session. I will do my best to accommodate unexpected circumstances via make-up appointments (see next paragraph).
Upon my agreement, you can schedule a make-up appointment within two weeks from the original missed appointment date. If you don’t reschedule within that time, the coaching session is considered complete.

Limited Liability

I make no guarantees, representations, or warranties of any kind or nature, express or implied, with respect to the coaching services provided. In no event shall I be liable to you for any indirect, consequential, or special damages.

Professional Code of Ethics and Complaint Protocols

I am required to let you know that I am a Certified Trauma Recovery Coach credentialed by The International Association of Trauma Recovery Coaching. As part of my certification, I am bound to uphold the Association’s Code of Ethics.

If at any time you feel I have failed to abide by the Association’s Code of Ethics or wronged you in another way you are welcome to contact the Chairperson of the Association’s Professional Standards Committee by e-mailing grievance@iaotrc.com. The Chairperson can send you a grievance form to complete and submit, as well as let you know the process that will take place after they receive your grievance. All reports and grievance actions are held confidential by the Professional Standards Committee.

Changes to these Policies, Terms, and Conditions

I may update policies, terms, and conditions from time to time. I will notify you of any changes by posting the new policies, terms, and conditions on this page.

You are advised to review this page periodically for any changes. Changes to the policies, terms, and conditions are effective when they are posted on this page.

Applicable Law

This Agreement shall be governed by and construed in accordance with the laws of the Province of Ontario, Canada, and the applicable federal laws of Canada. Any actions or proceedings arising in connection with the Agreement will be conducted in the courts of Ontario, which will have exclusive jurisdiction over such proceedings.

Client Acceptance

By booking and paying for a coaching session, you acknowledge that you have read and accept these policies, terms, and conditions in their entirety.

Questions?

If you have any questions about these policies, terms, and conditions, please contact me.

These policies, terms, and conditions were last updated January 1, 2024.