Terms of Service & Cancellation Policy

Terms of Service


1. Introduction

Welcome to Wellness in Minds. These Terms of Service ("Terms") govern your use of our website, services, and any other offerings (collectively, the “Services”). By accessing or using the Services, you agree to comply with and be bound by these Terms. If you do not agree with any part of these Terms, you must not use our Services.

2. Eligibility

  • By using our Services, you confirm that you are at least 18 years of age, or have Parent/Legal Guardian permission in the case of Students requesting Further Education Mentoring or EMDR Therapy, and legally capable of entering into binding contracts.

  • If you are using the Services on behalf of an organisation, you represent that you have the authority to bind that organisation to these Terms.

3. Services Overview

Wellness in Minds provides a variety of well-being services, including but not limited to Mentoring, EMDR Therapy, workshops, and wellness programs. The scope, format, and fees for these Services are provided on our website or communicated directly.

4. Booking and Payments

  • Bookings: All requests for bookings for Services such as consultations, workshops, and classes must be made directly via email contact at info@wellnessinminds.co.uk.

  • Payments: Payments for Mentoring/EMDR services must be made in full within 24 hours of the session taking place, unless otherwise agreed upon. For Training and Away days, a 25% deposit is required at the time of booking, with full payment due 21 days prior to the course commencing. Payments can be made by Bank Transfer or Cheque. Payments should always reference the Invoice Number.

  • Refunds: Refunds will be handled in accordance with our Cancellation Policy, as detailed below. For eligible cancellations, refunds will be processed within 3-5 business days.

  • Late Payment: We will exercise our statutory right to claim interest (at 8% over the Bank of England base rate) and compensation for debt recovery costs under the Late Payment legislation if we are not paid according to our agreed credit terms.

5. User Responsibilities

  • You agree to provide accurate, current, and complete information during registration and booking.

  • You agree to not use the Services for any unlawful or unauthorised purpose.

  • You are responsible for maintaining the confidentiality of any account information, such as login details, and for any activities that occur under your account.

6. Health Disclaimer

  • The information and services provided by Wellness in Minds are not a substitute for professional medical advice, diagnosis, or treatment. If you have any health concerns, please consult a medical professional.

  • By using our Services, you acknowledge that Wellness in Minds is not responsible for any adverse effects resulting from the use of our well-being programmes or recommendations.

7. Limitation of Liability

  • Wellness in Minds is not liable for any indirect, incidental, special, or consequential damages arising from the use of our Services, including but not limited to health risks, business losses, or any other financial or personal damages.

  • Our total liability in any matter arising out of or related to these Terms is limited to the amount you paid us for the specific Service.

8. Privacy Policy

Our collection, use, and storage of your personal information is governed by our Privacy Policy. By using our Services, you consent to the collection and use of your information as described in the Privacy Policy.

9. Cancellation and Rescheduling

Our cancellation and rescheduling policies are detailed in our Cancellation Policy. Please review the policy for information on refunds, rescheduling, and penalties for missed appointments.

10. Changes to Services

We reserve the right to modify, suspend, or discontinue any aspect of the Services at any time without prior notice. Any changes will be communicated through our website or directly to affected clients.

11. Termination

We reserve the right to terminate or suspend access to our Services for any reason, including violation of these Terms. Upon termination, you will no longer have access to our Services.

12. Amendments

We may update or modify these Terms at any time. When changes are made, the updated Terms will be posted on our website, and continued use of the Services will constitute acceptance of the updated Terms.

13. Contact Information

If you have any questions or concerns regarding these Terms, please contact us at: info@wellnessinminds.co.uk.

Cancellation Policy

At Wellness in Minds, we understand that unforeseen circumstances can arise, making it necessary to cancel or reschedule an appointment or session. To accommodate all clients fairly and ensure the smooth operation of our services, we have established the following cancellation policy:

1. Cancellation Notice

  • Individual Appointments: We kindly ask that you provide at least 24 hours' notice if you need to cancel or reschedule your appointment without charge. Cancellations made within this time frame allow us to offer the slot to other clients who may be in need of the service. 

  • Workshops, Classes, and Group Sessions: For group-based services, please see the below table for any cancellation charges or changes. 

2. Late Cancellations or No-Shows

  • Individual Appointments: If you cancel your appointment with less than 24 hours' notice or fail to attend without prior notification, you will be charged 100% of the session fee.

  • Workshops and Group Sessions: Cancellations made within 48 hours of the start time, or failure to attend without notice, will result in 100% of the session fees being charged, as these sessions often have limited availability and impact the entire group.

3. Rescheduling Policy

  • Individual appointments: Rescheduling an appointment with more than 24 hours is allowed without penalty. We will make every effort to accommodate your preferred new time slot, subject to availability.

  • Workshops and Group Sessions: If you reschedule with less than the required notice, it may be treated as a late cancellation and the associated fee will apply.

4. Emergency Situations

We understand that emergencies and exceptional situations do occur. In the case of illness, family emergencies, or other unexpected circumstances, please contact us as soon as possible. We will assess such cases individually and may offer flexibility in rescheduling or waiving cancellation fees.

5. Refund Policy

  • If you have pre-paid for a session, workshop, or program and cancel with sufficient notice, a full refund or credit for future use will be issued.

  • Late cancellations or no-shows are non-refundable unless an emergency exception is granted.

6. How to Cancel

Cancellations can be made by email: Send a cancellation request to info@wellnessinminds.co.uk.

7. Changes to Policy

We reserve the right to amend this cancellation policy at any time. Any changes will be communicated through our website and directly to clients as necessary.

Contact Us

If you have any questions regarding this policy, please contact us at info@wellnessinminds.co.uk