Policies & Terms

Last updated: October 2025

1. Purpose and Scope

These policies outline the terms under which coaching services are provided by Vantage Coaching, operated by Michael Densmore. They are designed to ensure clarity, transparency, and mutual respect throughout the coaching relationship. By engaging in coaching, you agree to these terms and conditions.

2. Nature of Coaching

Coaching is a collaborative process that supports reflection, awareness, and intentional action. It is designed to help you clarify goals, explore perspectives, and create meaningful change.

Coaching is not counselling, therapy, mentoring, or consulting. It does not involve the diagnosis or treatment of mental health conditions. Clients are fully responsible for their own choices, decisions, and actions before, during, and after coaching sessions.

If at any point it becomes apparent that coaching is not appropriate, I may recommend that you seek additional or alternative professional support.

3. Confidentiality

All coaching conversations are treated as strictly confidential in line with the Association for Coaching (AC) Global Code of Ethics.

Information shared in sessions will not be disclosed to any third party without your explicit consent, except in circumstances where:

  • There is an immediate risk of harm to yourself or others.

  • Disclosure is required by law.

  • Information is shared anonymously within professional supervision for quality assurance and development.

Any notes taken during or after sessions are stored securely and accessible only to the coach.

4. Coaching Sessions

Sessions are typically 60 minutes in length and may be conducted via video call (e.g., Zoom, Google Meet) or in person. The structure, frequency, and duration of your coaching programme will be agreed upon at the start.

You are encouraged to join sessions from a quiet and private space where you can focus without distraction. Coaching is most effective when you are fully present and engaged.

Between sessions, brief check-ins or progress updates may be agreed if appropriate.

5. Scheduling and Cancellations

Sessions are scheduled in advance by mutual agreement. You may reschedule a session with at least 24 hours’ notice (48 hours preferred).

Cancellations made with less than 24 hours’ notice, or non-attendance without notice, may be charged at the full session rate.

In the unlikely event that I need to reschedule a session, I will provide as much notice as possible and offer alternative times.

6. Fees and Payment

Fees for coaching services are confirmed in writing prior to the start of any coaching engagement. Payment is due in advance unless otherwise agreed.

Accepted payment methods will be shared in your onboarding materials or invoice.

Refunds are not offered for completed sessions. Prepaid sessions may be refunded at my discretion if the coaching relationship ends early, except where sessions were missed without notice.

7. Data Privacy and Protection

Vantage Coaching complies with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

Data collected:

  • Contact details (name, email, phone).

  • Session notes (minimal and anonymised where possible).

  • Coaching agreements and payment records.

How your data is used:

  • To deliver coaching services and maintain communication.

  • To manage scheduling, invoicing, and relevant administration.

  • To meet legal and ethical obligations under AC guidelines.

Your data is stored securely and will not be shared with third parties without your consent, unless required by law. You may request access, correction, or deletion of your personal data at any time by emailing [insert email].

A detailed Privacy Policy is available on request or accessible from this website.

8. Professional Conduct and Ethics

I adhere to the Association for Coaching (AC) Global Code of Ethics, which promotes integrity, competence, and respect in professional practice.

As part of this commitment:

  • I engage in regular professional supervision to ensure ethical and effective practice.

  • I maintain appropriate professional boundaries and confidentiality.

  • I commit to ongoing professional development to sustain high standards of coaching.

If you have a concern about the coaching process, you are encouraged to raise it directly with me in the first instance. If the matter remains unresolved, you may contact the Association for Coaching for independent guidance.

9. Client Responsibility

Coaching is a collaborative process that requires your active participation. You are responsible for your own learning, decisions, and actions arising from coaching.

You agree to:

  • Attend sessions punctually and prepared.

  • Engage in honest and reflective conversation.

  • Take responsibility for applying insights or actions between sessions.

10. Limitation of Liability

While every effort is made to provide high-quality coaching, Vantage Coaching makes no guarantees regarding specific outcomes.

To the fullest extent permitted by law, I accept no liability for any direct or indirect loss, damage, or injury arising from the use of coaching services. Clients accept full responsibility for their actions and decisions.

11. Termination of Coaching

Either party may choose to end the coaching relationship at any time, with reasonable notice.

If coaching is ended early, I may recommend suitable next steps or other professionals who can offer appropriate support.

Any outstanding sessions or fees will be reconciled at that time in accordance with section 6.

12. Accessibility and Inclusion

Vantage Coaching is committed to creating an inclusive, equitable coaching environment. I welcome clients from all backgrounds and strive to ensure accessibility for those with specific needs.

If you have any access requirements, please share them in advance so suitable arrangements can be made.

13. Governing Law

These terms are governed by the laws of England and Wales. Any disputes arising from these terms will be subject to the exclusive jurisdiction of the courts of England and Wales.

14. Updates to Policies and Terms

These policies may be updated from time to time to reflect changes in professional standards or legal requirements. The most current version will always be available on this website.