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Terms & Conditions

Home > Terms & Conditions – Mind, Body, Earth, Mindfulness

Introduction

These Terms & Conditions outline the policies for booking and attending mindfulness workshops, coaching sessions, and taster sessions with Vanessa Matthews, trading as Mind, Body, Earth, Mindfulness. By booking a session, you acknowledge and agree to the terms below.

1. Nature of Sessions

  • Mindfulness workshops and coaching sessions are educational and supportive in nature.
  • They are not a substitute for medical or psychological treatment.
  • The techniques and practices shared aim to promote well-being, resilience, and self-awareness, though individual experiences may vary.

2. Booking & Payment

  • Payment is required at the time of booking via Stripe.
  • Sessions must be booked through our online scheduling system.
  • Individual coaching sessions and group workshops require a discovery call before booking to ensure suitability.
  • Taster sessions can be booked directly without a discovery call.

3. Cancellation & Rescheduling Policy

  • Cancellations made more than 48 hours in advance will receive a credit valid for 6 months, which can be used for a future session.
  • Cancellations due to extenuating circumstances (e.g., medical emergencies) will be reviewed on a case-by-case basis. Please contact info@mindbodyearthmindfulness.com to discuss your situation.
  • If a session is cancelled or rescheduled by the facilitator, participants may transfer to another session or receive a credit.
  • No refunds are offered.

4. Health & Well-Being

  • You are responsible for your own well-being during the sessions and should practise within your comfort level.
  • If you have any medical conditions, injuries, or concerns, please consult a healthcare professional before attending a session.
  • Participants must not attend sessions under the influence of alcohol or drugs, as this may impair your ability to engage safely in mindfulness practices.
  • If you are feeling unwell or are experiencing distress during a session, you are encouraged to pause or step away as needed and advise the facilitator where possible.

5. Participation & Confidentiality

  • Workshops and coaching sessions may involve sharing experiences vocally or via chat. Participation is voluntary.
  • Respect confidentiality by not sharing personal information discussed during the session.
  • Be on time & create a supportive space – Please join the session on time, or a few minutes early, to ensure a smooth start. Choose a quiet, comfortable space with minimal distractions so you can fully engage in the session.

6. Technology Requirements (For Online Sessions)

  • You must have a reliable internet connection and a device capable for accessing Zoom.
  • We recommend testing your setup before the session to avoid disruptions.
  • The facilitator is not responsible for participant-side technical issues.

7. Data Protection (GDPR Compliance)

  • Personal information is collected solely for booking and participation purposes.
  • Data is stored securely and will not be shared with third parties.
  • Retention Period: Participant records (including booking details and communication history) will be kept for 12 months from the date of the last session for administrative purposes. After this period, personal data will be securely deleted unless continued contact has been requested (e.g., for future workshop notifications).
  • Participants have the right to access, update, or request the deletion of their data by contacting info@mindbodyearthmindfulness.com.

8. Liability Waiver

  • Mindfulness practices may evoke emotional or physical responses. Participants are encouraged to practise within their limits.
  • By participating, you release Vanessa Matthews, Mind, Body, Earth, Mindfulness, and any co-facilitators from liability for any injury, loss, or harm arising from the session, to the fullest extent permitted by law.
  • The facilitator is fully insured for providing mindfulness services.

9. Intellectual Property

  • All materials, including handouts, guided practices, and recordings, are the intellectual property of Mind, Body, Earth, Mindfulness.
  • Participants agree not to reproduce, distribute, or share materials without prior written consent.

10. Parental / Caregiver Consent

  • Participants under 18 or those requiring additional support must have parental or caregiver consent before attending a session.

11. Duty of Care & Safeguarding

  • Vanessa Matthews and Mind, Body, Earth, Mindfulness are committed to creating a safe, inclusive, and respectful learning environment for all participants.
  • While mindfulness sessions can be beneficial for mental well-being, they are not a substitute for professional medical, psychological, or crisis support. If you are experiencing significant distress, please seek guidance from a qualified healthcare provider.
  • If a participant discloses information that raises safeguarding concerns (e.g., risk of harm to themselves or others), appropriate action may be taken in line with professional safeguarding guidelines.
  • If you have any concerns about your well-being or that of another participant, please contact info@mindbodyearthmindfulness.com for further support.

12. Changes to Terms

Mind, Body, Earth, Mindfulness reserves the right to update these terms as needed. Any changes will be reflected on this webpage.

If you have any questions, please contact us at:
info@mindbodyearthmindfulness.com

Your information is collected and securely stored in compliance with the General Data Protection Regulations (GDPR).

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