📝 How to Book

Bookings are made via telephone or email confirmation with Karma Mind. Once your booking is confirmed, you will receive an appointment email and an invoice detailing the session.

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💳 Payment for Training

Full payment must be received and cleared prior to the start of your chosen training course. If payment is not received, we reserve the right to refuse access to the session.

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🔄 Cancellation Policy

Workshops

• All workshops must be paid for in advance, unless otherwise agreed.

• For multi-date courses, all dates must be paid for in advance.

• No refunds will be given for missed or partially attended dates.

• Cancellations made less than 48 hours before the session are non-refundable.

• If Karma Mind needs to cancel a workshop, we will provide at least 24 hours’ notice and issue a full refund.

• No-shows are not eligible for refunds.

 

Coaching & Counselling Sessions

• All therapy sessions must be paid for at least 24 hours in advance via bank transfer.

• If payment is not received in time, we reserve the right to cancel the session.

• Cancellations must be made in writing via email to karmamindsinfo@gmail.com.

• Cancellations made with less than 48 hours’ notice will incur a 100% cancellation fee.

• We will always do our best to reschedule your session to a mutually convenient time.

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EAP Clients

• Missed sessions will be charged in accordance with the terms agreed in your EAP contract.

• Please refer to your provider’s cancellation and attendance policy for full details.

 

🗂️ Counselling Notes & Record Keeping

• Karma Mind keeps brief, relevant notes of counselling sessions to support continuity of care, supervision, and professional standards.

• Notes may include session summaries, observations, and agreed goals. These are stored securely and confidentially, in line with the UK GDPR and Data Protection Act 2018.

• We are registered with the Information Commissioner’s Office (ICO) as a data controller.

• Notes are stored either electronically in encrypted files or physically in a locked cabinet.

• Access to notes is strictly limited to the therapist and, where applicable, clinical supervisors.

• Clients have the right to request access to their notes, and we will respond within one calendar month.

• Notes are retained for a minimum of 7 years after the final session, unless otherwise required by law or professional guidance.

• We will only release notes if legally required (e.g. via court order) or with the client’s explicit written consent.

• If you have any questions about how your information is stored or used, please contact us directly.

 

🌧️ Unforeseen Events

In the event of circumstances beyond our control (e.g. illness, extreme weather, technical issues), Karma Mind may delay, reschedule, or adjust the scope of services. We’ll communicate clearly and compassionately if this occurs.

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📜 General Terms

• This agreement represents the full understanding between you and Karma Mind regarding the services provided.

• Neither party shall rely on any prior statements or representations unless explicitly included in this agreement.

• This agreement does not limit liability for fraud.

• A delay or waiver in enforcing any part of this agreement does not affect future rights or enforcement.

• If any part of this agreement is found to be invalid or unenforceable, the remaining terms will continue in full effect.

• This agreement is not intended to benefit any third party under the Contracts (Rights of Third Parties) Act 1999.

• These terms apply only to the specific booking made and do not extend to future bookings unless otherwise agreed.

 

🔐 Data Protection & Privacy

• Karma Mind is committed to protecting your personal data and complying with the UK GDPR and the Data Protection Act 2018.

• We are registered with the Information Commissioner’s Office (ICO) as a data controller.

• Personal information collected during bookings, sessions, or communications will be processed lawfully, fairly, and transparently.

• We only collect data that is relevant and necessary for the provision of our services, and we do not share your information with third parties unless legally required or with your explicit consent.

• You have the right to access, correct, or request deletion of your personal data at any time.

• For full details, please refer to our Privacy Policy or contact us directly.