Soothing Touch Terms and Conditions of Business for Clients

 

1.    General

1.1  These terms and conditions apply to the services provided by Soothing Touch (‘ST’).

1.2  They are deemed to be accepted by the Client, and their representative upon ST accepting the Client, or their representative for Treatment, producing a Psychological Report or being an Expert Witness at Court.

1.3  No variation or alteration to these terms shall be valid unless approved in writing by a duly authorised official of ST on ST’s letter-headed stationery.  

1.4  All Treatments are conducted in either English or Gujarati.  Psychological Reports or being an Expert Witness are conducted in English only

1.5  We have an excellent reputation of providing high standards for our Clients, and their representatives, and, as such, we expect all Clients, and their representatives, to remain professional and ethical at all times, before, during and after commissioning services for treatment, a psychological report or being an expert witness at court.

1.6  Any Client, or their representative, demonstrating unprofessional or unethical behaviour towards staff of ST or their suppliers including sending threatening communications or persistently contacting ST, before or during services that have been commissioned will have all services automatically terminated.

1.8  If a Client’s services are terminated they will not be entitled to any refunds or credit notes.

1.9  By engaging the services of ST, it is assumed that Clients have read the terms and conditions and agree to abide by them.

1.10  ST reserves the right to refuse to offer services without reason.

 

2.    Attendance and Information Gathering

2.1  Clients, or their representatives must inform ST immediately of any medical conditions they may suffer from, which may affect their ability to engage in Services.

2.2  ST reserves the right to change the location of where Services are carried out.

2.3  ST will take all reasonable steps to ensure that no services are cancelled. If, however, a cancellation occurs due to unavoidable circumstances (eg therapist sickness) a new date for the Service will be provided.

2.4  ST will not accept responsibility for any loss, damage to, or theft of personal property whilst at various venues.

2.5  Clients, will provide ST with clear written instructions of their requirements, before any visits to Clients, or their representatives.

2.6  ST will provide the Client with costs of Services once written instructions have been agreed between ST and the Client.

2.7  Services will not commence until ST and the Client have agreed instructions, timelines and fees in writing.

2.8  Clients, or their represents will organise visits with ST within a two week period of services being confirmed in writing in order to ensure that ST has sufficient time for services to be completed

2.9  ST will require between 2 and 3 months to write Psychological Reports which will only commence after meetings with Clients, or their representatives have taken place.  

2.10  Clients will ensure that they and their representatives are available to meet within two weeks of services being agreed.  Delays in meetings will result in delays in services being delivered which ST cannot be held responsible for if this results in services not being able to be completed within the original timeframe.

2.11 Clients will still be liable to pay the agreed amount regardless of whether the work was completed, if the delay was due to the Client or their representative, not being available to meet within two weeks of services being agreed.

2.12  ST may from time to time, ask Clients, or their representatives, for additional information to help with Treatments or Psychological Reports. 

2.13  Failure of Clients, or their representatives. to provide information, may result in Services not being carried out and timelines getting missed.  In this event, Clients will still be responsible for payment of full service fees. 

2.14  Information gained by ST from external parties will remained privileged, unless and until, Clients comply with GDPR regulations to have access to that information.

2.15  Access to privileged information will incur additional fees and will not be provided until all original fees, including default payments have been made.

2.16  Fees for privileged information will need to made in advance of release of such information. 

2.17  Format of privileged information, including specific instructions and timeframes, will need to be agreed in advance as part of the additional fees

2.18  It will be the responsibility of the Student to contact the Principal Tutor to find out how many tuition hours will be required and to organise a date for the catch up session before the next course date.  

2.19 Services will be withheld from Clients, or their representatives, if instructions, including timelines are changed without prior agreement or extensions have not been agreed and paid for,

2.20  Services will be withheld from Clients, or their representatives, if relevant information needed to complete Services is not forthcoming from Clients within specified timeframes.    

2.21  All information needs to be provided to ST by Clients, or their representatives, by specific deadlines given to them during the course of commissioning services and it is the Client’s responsibility to manage their or their representatives, time and workload to meet every deadline as specified.  

2.22  Any information not provided by within a timely manner could result in suspension or termination of Services with immediate effect and will require further negotiation to re-engage Services.

2.23  Clients will be invoiced for any work carried out to date, if full payment has not already been made, which will become payable by bank transfer within 5 day of the invoice.

2.24  If the Client fails to pay the above invoice indicated in clause 2.23 within 5 days of the invoice date, a daily charge of £15 will be added as a late payment fee after 30 days of the date of the original invoice.

2.25  The Client will have a further 5 days from the revised invoice date to make payment.  Failure to make this payment by bank transfer will result in all services to the Client being suspended, but the Client will still be liable for the full service fees and additional late fees, with legal action including court claims being pursued to recover all monies.

2.26  Services will not be resumed, including providing any information gathered during the course of providing services, without all extra charges being paid within the timescales of clauses 2.24 or 2.25. 

 

3.    Fees and Cancellation

3.1  Full fees are payable 48 hours before the commencement of any of the above Services, unless otherwise agreed in writing. 

3.2  Fees can be paid as one single payment, or by instalments agreed with ST.

3.2  The instalment plan is a concession by ST to help a Client with their payments and, the balance of the outstanding fees will become payable immediately even if the Clients services are terminated by either party.

3.3  Any Client who fails to keep to the instalment plan as agreed with ST will incur further charges as follows.  If a payment is missed as indicated on the instalment plan above, a missed daily payment fee of £15 will be charged.  An invoice for this amount including the daily charges will be generated which will become payable by bank transfer within 5 days of the invoice date.  Failure to pay this invoice will result in all Services being suspended until the account is fully up to date.  Any discounts offered at time of booking services will also become null and void if a payment is missed on the instalment plan.  The Client will lose the right to pay the remaining service fees by instalments.  The service fee will be recalculated to the original fee at time of booking in order to recalculate any outstanding balance of the Service which will become immediately payable.  A final invoice indicating this will be generated which the Student will be required to pay by bank transfer within 7 days from the date of the invoice to avoid further action to recover the full outstanding balance together with any interest and legal costs incurred by Soothing Touch.

3.4  When Services are confirmed with a Client, all deposits are non-refundable and non-transferable unless the Client gives Soothing Touch 14 days’ notice in writing of cancellation, from the date of booking with them or until the working day before the Service starts, whichever comes first.

3.5  Once the deposit has been paid, if a Client provides a minimum of 14 days’ written notice of cancellation,  or until the working day before the course starts, depending on whichever comes first, a cancellation fee of £80 will be charged before any refunds of the deposit are authorised.  Where payment has been made by PayPal, Iban, credit or debit card the transaction fee / costs will also be deducted from the refund.

3.6  If the full Service fees have been paid and a Client provides a minimum of 14 days’ written notice of cancellation from the date of booking or until the working day before the Service starts, depending on whichever comes first, a cancellation fee of £80 will be charged before any refunds are authorised.  If the full Service fees have been paid by PayPal, Iban, credit or debit card, the transaction fee / costs will also be deducted from the refund.  The Client will be entitled to a refund of 50% of the remainder of the Service fee after all deductions have been finalised unless the booking has been made less than 14 days before the Service is going to start at which point, no refunds will be given. 

3.7  All Service fees including the deposit are non-refundable after the cooling off period has expired. 

3.8  If a Client, or their representative, is not available at the agreed time or day and / or have given no written notice that the Client, or their representative will not be available within 14 days of booking the Service, then the Client becomes immediately liable for the full Service fee including any outstanding balance which is non refundable and non transferable.

3.9  In the event of a Client, or their representative, failing to be available for Services to be carried out through illness or non-attendance, the Client becomes immediately liable for the balance of the course fee, regardless of whether they have paid in instalments previously unless the Client can satisfy the conditions of clause 3.10 below

3.10  Where a Client is unable to complete a course of Treatment or becomes unavailable for providing information for a Psychological Report due to illness, a repayment of a proportion of service fees may be made by ST less an admin charge of £100.  To be eligible for a refund, the Client must submit a medical certificate stating that they are not fit enough to continue with receiving the services.  A rebate is not payable for absences from Services in any other situation.

3.11  Treatments will not be carried out if Clients are contraindicated.  Clients are responsible for providing all medical information to ensure they are not contraindicated for Treatment before commissioning any Services.  No refunds will be made if this information is later determined by ST after Services have  been commissioned by the Client.

3.12  Soothing Touch cannot accept responsibility for Clients', or their representative, changes to work commitments, illness or personal circumstances and will not transfer or refund fees.

3.13  The Client will be liable for any expenses incurred by ST once Services have been commissioned, even if Services are terminated or are not completed due to unforeseeable factors. 

3.14  Clients will ensure that they and their representatives are available to meet within two weeks of services being agreed.  Delays in meetings will result in delays in services being delivered which ST cannot be held responsible for if this results in services not being able to be completed within the original timeframe.

3.15  Clients will still be liable to pay the agreed amount regardless of whether the work was completed, if the delay was due to the Client, or their representative, not being available to meet within two weeks of services being agreed.

3.16  If the Client, or their representative, changes the dates or times of Services, this may incur further costs to the Client.  All changes must be agreed in writing before they take effect. 

3.17  If ST changes the dates or times of Services, this will be informed to the Client in writing.  ST will not be liable for any additional expenses resulting from those changes.

3.18  If Services are extended between the ST and the Client, or their representative, additional fees will be applied.  No Services will be extended until all original fees, including default payments have been made by bank transfer. 

3.19  If there is an increase in the price of additional Services, the Client will be liable for all extra charges at least one month before the Service commences. 

 

4.     Cancellation Policy

4.1  All deposits are non-refundable and non-transferable unless the Client gives Soothing Touch 14 working days’ notice in writing, from the date of commissioning Services with them or until the working day before the Service starts, whichever comes first.

4.2  Once the deposit has been paid, if a Client provides a minimum of 14 days’ written notice of cancellation, or until the working day before the Service starts, depending on whichever comes first, a cancellation fee of £80 will be charged before any refunds of the deposit are authorised.  Where payment has been made by PayPal, Iban, credit or debit card the transaction fee / costs will also be deducted from the refund.

4.3  If the full Service fees have been paid and a Client provides a minimum of 14 days’ written notice of cancellation from the date of commissioning Services, or until the working day before the Service starts, depending on whichever comes first, a cancellation fee of £80 will be charged before any refunds are authorised.  If the full Service fees have been paid by PayPal, Iban, credit or debit card, the transaction fee / costs will also be deducted from the refund.  The Client will be entitled to a refund of 50% of the remainder of the Service fee after all deductions have been finalised unless the Service has been commissioned less than 14 days before the Service is going to start at which point, no refunds will be given. 

4.4  All Service fees including the deposit are non-refundable after the cooling off period has expired. 

4.5  If a Client, or their representative, does not turn up on the first day or cancels their attendance on the first day of the Service and / or have given no written notice that the Client, or their representative, will not be attending the Service within 14 days of commissioning the Service, then the Client becomes immediately liable for the full service fee, including any outstanding balance, which is non refundable and non transferable.

4.6  In the event of a Client, or their representative, failing to complete a course of treatment or comply with the requirements for a psychological report through illness or non-attendance, the Client becomes immediately liable for the balance of the course fee, regardless of whether they have paid in instalments previously.

4.7  Soothing Touch cannot accept responsibility for Clients' changes to work commitments, illness or personal circumstances and will not transfer or refund fees.

4.8  The Client will be liable for any expenses incurred by ST once Services have been commissioned, even if Services are terminated or are not completed due to unforeseeable factors. 

4.9  Clients will ensure that they and their representatives are available to meet within two weeks of services being agreed.  Delays in meetings will result in delays in services being delivered which ST cannot be held responsible for if this results in services not being able to be completed within the original timeframe.

4.10  Clients will still be liable to pay the agreed amount regardless of whether the work was completed, if the delay was due to the Client or their representative, not being available to meet within two weeks of services being agreed.

4.11  If the Client, or their representative, changes the dates or times of Services, this may incur further costs to the Client.  All changes must be agreed in writing before they take effect. 

4.12  If ST changes the dates or times of Services, this will be informed to the Client in writing.  ST will not be liable for any additional expenses resulting from those changes.

4.13  If Services are extended between the ST and the Client, or their representative, additional fees will be applied.  No Services will be extended until all original fees, including default payments have been made by bank transfer. 

4.14  If there is an increase in the price of additional Services, the Client will be liable for all extra charges at least one month before the Service commences. 

4.15  If the Client, or their representative, chooses not to extend Services that have not been completed within the original time frame, the service fees will remain non refundable and non transferable.  The Client will still be liable for full payment of the original service fees and any late charges, or legal fees applied.

 

5.    Copyright

5.1  All literature and reports supplied by ST is copyright to Soothing Touch and Clients are not authorised to use this material unless approval has been sought in advance from Soothing Touch, by complying with GDPR regulations.

5.2  Due to the strict copyright we have on all of our material, no paragraph, photographs from our website or reports or any written material given out may be copied, reproduced or transmitted without the written permission of the authors or in accordance with the provisions of Copyright, Designs and Patents Act 1988.

5.3  Any person breaching copyright may be liable to criminal prosecution and a claim for civil damages.

 

6.    Terms 

6.1  This Agreement contains the entire terms of agreement between the parties relating to the subject matter contained in it, and supersedes all prior and contemporaneous agreements, representations, warranties and understandings of the Parties. ST's Services and Terms and Conditions of Business are correct at the time of printing and may be subject to alteration without prior notice.

 

I have read and understood the Soothing Touch Terms and Conditions of Business and agree to be bound by them.