Terms & conditions

Body and Mind Therapy: Terms and Conditions

Body and Mind Therapy aims to provide welcoming, quality psychological therapy and yoga, in an environment that is inclusive and supportive. Whilst this will always remain the case, Body and Mind Therapy is a small business and needs some terms and conditions in place. The terms below cover individual psychological therapy first, and then yoga. Please get in touch with any questions — Kayleigh will always do her very best to help.

Individual psychological therapy

The following sections set out the terms for those undertaking individual psychological therapy through Body and Mind Therapy, online or in person.

Individual psychological therapy is offered by Dr Kayleigh Darch, a Clinical Psychologist registered with the Health and Care Professions Council (HCPC).

Should you be interested in working with Kayleigh for psychological therapy, please contact kayleigh@bamtherapy.co.uk or use the site's contact form.

What is expected of you

It is expected that you will be truthful and work in the best interests of the agreement between you and Kayleigh as your psychologist. As the client, you agree to provide all pre-session written work — such as the intake form, consent form and questionnaires (if applicable) — within the requested timeframe: 48 hours prior to the booked session.

What you can expect

You will be given realistic expectations of what can be achieved. Usually following an initial consultation, you will be provided with clear costings for any services recommended.

All work is carried out within the HCPC Standards of conduct, performance and ethics. Details of how this relates to what you can expect are found in the confidentiality policy, and your data is treated with care as set out in the privacy policy.

Initial consultation & assessment for therapy

Prior to any psychological intervention or therapy, you will have an initial consultation and assessment meeting to explore the problems you are facing and discuss the suitability of psychological therapy. The initial session lasts for either up to 60 minutes or up to 90 minutes and provides an opportunity for concerns, information and expectations to be shared. The initial discussion also includes time for reviewing previous reports, creating an action plan and email correspondence.

There is a flat fee for the initial consultation, communicated directly or via information on this website. The initial consultation must be paid for in advance.

Quotations

Following the initial consultation, you will be sent a quotation via email, itemising the costings for the services to be provided (if applicable, for example for therapy contracts). Work will not start until the quote has been accepted.

Payment

Payment is by bank transfer, made at the time of booking, using the discreet payment reference included on your invoice. Where a third party — such as a private health insurer, case-management company or other intermediary — is paying on your behalf, invoicing is arranged with them directly (see “Insurer and third-party funded therapy” below).

For the first appointment, payment is required at least 48 hours prior to the session start time to confirm your booking. Ongoing therapy appointments are charged on a session-by-session basis, with payment due 24 hours before the session start time. During the initial session and at review appointments, you will discuss and agree the number of sessions in your therapy block.

Invoices

You will be issued an electronic invoice to organise payment to confirm your first appointment. Payment terms are upon receipt of invoice, where possible, or within the timeframes outlined above. Prompt payment matters to a small business, and payment upon receipt also allows further therapy sessions to continue. Please use the payment information contained in your invoice to submit payments for future sessions.

Your right to cancel when booking online (cooling-off)

Where you book at a distance (online, by email or by phone), the Consumer Contracts Regulations 2013 give you a 14-day cancellation period. By booking a session that takes place within those 14 days, you expressly request that the service begins within the cancellation period and acknowledge that, once a session has been delivered, the right to cancel no longer applies to it. Sessions more than 14 days away can be cancelled under the standard terms below.

Cancellation and lateness

Cancellation charges for therapy sessions are tiered by notice given:

More than 7 days' notice — no charge; any payment made is refunded in full.
Between 48 hours and 7 days' notice — 50% of the session fee is payable.
Less than 48 hours' notice, or a missed session — 100% of the session fee is payable.

Refunds are returned to the original payment method, normally within 5–10 working days.

Sessions are booked at pre-agreed dates and times, with a defined duration of up to 60 minutes. As the client, you are responsible for attending your session on time. If you arrive late, the session cannot be extended and the missed time cannot be refunded.

In the event of a genuine emergency — such as a medical crisis or bereavement — please get in touch as soon as you are able. Such circumstances are considered individually, and wherever possible rescheduling will be offered as an alternative to a cancellation charge.

Insurer and third-party funded therapy

Where your sessions are funded by a private health insurer (such as Bupa, Aviva or WPA) or arranged through a third-party referrer or intermediary (such as Unite Professionals Case Management, Meela, or Prometheus Psychological Therapy Centre), the following applies:

You must provide valid membership and authorisation details before sessions begin, and it is your responsibility to keep your authorisation up to date (for example where an insurer approves a limited number of sessions).
Invoicing to insurers is submitted securely via Healthcode. Details of what is shared are in the privacy policy.
Any excess, shortfall, or sessions your insurer declines to cover remain your responsibility as the client.
Cancellations and missed sessions: where your referrer, intermediary or insurer has its own explicit cancellation or missed-appointment terms, those terms apply to your booking. Where no such terms exist, the cancellation terms on this page apply as the default. Insurers do not usually cover cancellation or missed-session fees, in which case they fall to you as the client.

Reviews and ending therapy

Kayleigh will review the need for ongoing sessions with you, as appropriate, through any ongoing therapy. You will discuss and agree a therapy contract outlining the number of sessions and frequency of appointments (weekly or fortnightly sessions). You are not tied into any long-term commitment and you may end your therapy contract by giving at least seven days' notice to Kayleigh. Note that an ending session to close your therapy journey is recommended, and a number of sessions may be advised for this depending on the length of treatment.

If Kayleigh considers your needs are beyond the limits of her competence, she reserves the right to end the therapeutic contract. She will discuss this with you in the session, and further recommendations for accessing alternative support will be provided where possible. If Kayleigh decides to end the therapeutic agreement with you due to unforeseen circumstances, she reserves the right not to disclose the reason for this decision.

Outcomes

Therapy will always be provided with reasonable care and skill, in line with the Consumer Rights Act 2015 and HCPC standards. However, it is not the responsibility of Kayleigh as the psychologist to achieve a particular outcome for you as the client, and no specific outcome can be guaranteed or promised — it would be unethical to do so. Dissatisfaction with the outcome of competently delivered therapy is not, of itself, grounds for a refund.

Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, for fraud, or for any other liability that cannot be excluded or limited by law. Subject to that, Body and Mind Therapy is not liable for indirect or consequential losses arising from the therapy and modalities used in session.

Reports

Reports are charged for. Where a report is agreed, the price will differ per report and will be agreed with you in advance. Reports are based on a professional opinion; it is not possible to change a professional opinion within a piece of work, and as such reports are not amendable or refundable.

Yoga sessions, courses & workshops

All yoga bookings

Thank you for booking yoga with Body and Mind Therapy. These terms cover individual yoga sessions, small group yoga, and yoga courses and workshops.

All yoga is arranged directly rather than booked through the website. To arrange a session, course or workshop, please use the contact form or email kayleigh@bamtherapy.co.uk. Dates, times and fees are agreed with you before anything is confirmed, and are paid for in advance of the agreed start date by bank transfer.

Body and Mind Therapy reserves the right to change agreed dates and times as necessary. Although every effort will be made not to, where unavoidable this may be at short notice. Where you can no longer make a rearranged date, a refund will be issued.

In the case that Kayleigh is unwell, the session will be rearranged for another date wherever possible. Where a rearranged date does not work for you, or the session cannot be rearranged, it will be cancelled and a refund issued. Where a course or workshop runs across more than one date and part of it is postponed or cancelled, you will receive a refund equal to the proportion that you are unable to attend.

For small group yoga, courses and workshops, please arrive at least 5 minutes before the scheduled start time — ideally 10 minutes, to give yourself time to settle. If you arrive later than this, your place may be offered to someone else. You cannot join a session once it has started unless Kayleigh agrees and there is space available. Where you do not arrive on time, or are late, a refund cannot be offered.

Waiting lists for small group yoga, courses and workshops are available by contacting Body and Mind Therapy via the contact form or emailing kayleigh@bamtherapy.co.uk.

Disclaimer and privacy policy

When you book a yoga session, course or workshop you will be asked to acknowledge that you accept Body and Mind Therapy's yoga student disclaimer and waiver (which applies to yoga services only). It is important that you read this disclaimer each time, as Body and Mind Therapy reserves the right to change it. Please also ensure you have read the privacy policy, which amongst other things details how your data is managed.

Cancellations: small group yoga, courses and workshops

Cancellations are made the same way bookings are: by emailing kayleigh@bamtherapy.co.uk or using the contact form.

21 days or more before the start date — cancelled and refunded in full.
Less than 21 days before the start date — the booking cannot be refunded. These sessions are arranged for a specific group on agreed dates, so a late cancellation cannot be filled and the time is lost. Where a booking is made less than 21 days before the start date, it is non-refundable if cancelled by you.

If your circumstances change, please get in touch as early as you can — where it is possible to rearrange rather than cancel, that will always be attempted. Genuine emergencies are considered individually.

Cancellations: individual yoga sessions

More than 7 days' notice — no charge; any payment made is refunded in full.
Between 48 hours and 7 days' notice — 50% of the session fee is payable.
Less than 48 hours' notice, or a missed session — 100% of the session fee is payable.

Applies to all services

Sharing of information

Details of how your information may be used, including sharing of information, are outlined in the privacy and confidentiality policies.

Complaints

Body and Mind Therapy aims to always provide a positive service, but there may be times when someone is unhappy with the service they have received. Complaints are handled as follows:

First, raise it directly. Please contact Dr Kayleigh Darch in person, by phone, or in writing to kayleigh@bamtherapy.co.uk. Written complaints are acknowledged within 5 working days and answered within one calendar month. This includes complaints about how your data has been handled, which you have a legal right to raise directly (Data Protection Act 2018, section 164A).
Professional conduct. Concerns about professional practice can be raised with the regulator, the Health and Care Professions Council (HCPC).
Data protection. Complaints about the handling of your personal data can be made at any time to the Information Commissioner's Office: www.ico.org.uk, 0303 123 1113, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

Governing law

These terms are governed by the law of England and Wales, and any dispute is subject to the jurisdiction of the courts of England and Wales. Nothing in these terms affects your statutory rights as a consumer.

Contact

Please contact Body and Mind Therapy with any questions - it's good to talk!

kayleigh@bamtherapy.co.uk

Psychologist-Led Mental Health & Wellbeing Support

Contact: kayleigh@bamtherapy.co.uk

Privacy Confidentiality Terms and Conditions Yoga Student Disclaimer and Waiver