A Stylish Mind

Emma Copping

Image Consultant, Hypnotherapist, Life Coach, Breathwork Practitioner

General Terms and Conditions for In-Person Services.

Contents

1. Introduction
2. Information we give you
3. Your privacy and personal information
4. Booking and walk-in services
5. Right to cancel – advance booking services
6. Right to cancel – walk-in services
7. Effects of cancellation
8. Carrying out services on our premises
9. Premises safety and access
10. Walk-in appointment procedures
11. Payment for premises-based services
12. Refunds for premises-based services
13. Nature of the services
14. Faulty services
15. Contract termination
16. Professional standards and safeguarding
17. Confidentiality and data protection
18. Accessibility and reasonable adjustments
19. Disclaimer
20. Limitation on our liability
21. Third party rights
22. Disputes

 

Please read the following important general terms and conditions before you visit our premises, book appointments, or proceed to purchase any services  A Stylish Mind.  It is suggested that you check that they contain everything you want and nothing that you are not willing to agree to.

Summary of some of your key rights:

Provision of Services - Advance Bookings:

The Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 say that for services booked in advance, you can cancel within 14 days in most cases.  If you agree the services will start within this time, you will be charged for what you've used.

Provision of Services - Walk-in Appointments:

Important: For walk-in appointments where services begin immediately, you do not have a 14-day cooling-off period under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, as these are face-to-face contracts performed immediately.

General Service Rights:

The Consumer Rights Act 2015 says:

• you can ask us to repeat or fix a service if it's not carried out with reasonable care and skill, or get some money back if we can't fix it;
• if a price hasn't been agreed upfront, what you're asked to pay must be reasonable;
• if a time hasn't been agreed upfront, it must be carried out within a reasonable time.

Premises Safety:

Under the Occupiers' Liability Act 1957, we owe you a duty of care while you are on our premises.  You also have responsibilities for your own safety and must follow any safety instructions given.

The information in this summary contains some of your key rights.  It is not intended to replace this contract, which you should read carefully.

This contract sets out:

• your legal rights and responsibilities;
• our legal rights and responsibilities; and
• certain key information required by law.

Definitions

In this contract:

• 'we', 'us' or 'our' means A Stylish Mind, Emma Copping
• 'you' or 'your' means the person using our premises and/or purchasing services from us;
• 'Premises' means our physical location at Emma Copping A Stylish Mind, The George Station Road, Old Harlow CM17 0AN
• 'Walk-in Services' means services requested and commenced during the same visit without prior booking;
• 'Advance Booking Services' means services booked in advance of the appointment date;
• ‘Services’ includes, and is not limited to: hypnotherapy/hypnosis, coaching services, breathwork, and image consultations.

If you have any questions about this contract, any appointments you have booked, and/or any services you have received, please contact us by:

• sending an email to [email protected]
• calling us during business hours; 07920103375

 

Do you need extra help?

If you would like this contract in another format (for example: audio, large print) or require reasonable adjustments under the Equality Act 2010, please let us know.

Who are we?

We are A Stylish Mind, Emma Copping

Our office is at A Stylish Mind, Emma Copping The George Station Road, Old Harlow CM17 0AN.

We are not VAT registered.

We subscribe to The Complementary Medical Association's code of ethics, which can be found at https://www.the-cma.org.uk/policies/code-of-ethics/.

We maintain appropriate professional indemnity insurance and public liability insurance for our premises and services.

1. Introduction

1.1 If you visit our premises and/or purchase services from us, you agree to be legally bound by this contract.

1.2 These terms and conditions apply only if you are purchasing services from us as a consumer (i.e., for purposes outside of your business, craft or profession).  

If you are purchasing services from us in the course of business, our business terms and conditions apply to such purchases.

1.3 When purchasing any services from us, you also agree to be legally bound by:

1.3.1 our website terms and conditions (if applicable) and any documents referenced in them;

1.3.2 any changes and updates that may occur (these will be communicated to you);

1.3.3 specific terms which apply to certain services i.e., hypnotherapy/hypnosis, coaching services, breathwork, and image consultations.  If you want to see these terms, please refer to your individual Service Agreement; and

1.3.4 any health and safety procedures, as communicated. 

All of the documents referenced above form part of this contract as though set out in full.

1.4 We reserve the right to modify these terms and conditions at any time.  Any changes will be effective immediately upon display at our premises or direct notification to you. 

1.5 The completion of any booking process, attendance at our premises, and/or participation in any services constitutes acceptance of any prevailing terms and conditions.

1.6 If you do not agree to, or understand any, of the items contained within these terms and conditions, you are advised not to continue with your appointment or service and to contact us for clarification at [email protected]

1.7 If you do not agree to, or understand any updates or revisions as they may apply, you are advised not to continue with your appointment or service and to contact us for clarification at [email protected]

2. Information we give you

2.1 By law, the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 require us to give you certain key information.

For advance bookings, this information will be provided during the booking process.

For walk-in services, this information is available at our reception and includes:

2.1.1 our identity and contact details;

2.1.2 the main characteristics of the services;

2.1.3 the total price including all taxes;

 2.1.4 arrangements for payment, performance and complaint handling;

2.1.5 your cancellation rights (if applicable); and

2.1.6 information about our professional qualifications and insurance.

2.2 The key information we give you by law forms part of this contract (as though it is set out in full here).

2.3 If we must change any key information once a legally binding contract between you and us is made, we can only do this if you agree to it.

3. Your privacy and personal information

3.1 Our Privacy Policy is available at www.astylishmind.co.uk and at our premises reception.

3.2 Your privacy and personal information are important to us.  Any personal information that you provide to us will be dealt with in line with our Privacy Policy and the Data Protection Act 2018/UK GDPR, which explains what personal information we collect from you, how and why we collect, store, use and share such information, your rights in relation to your personal information and how to contact us and supervisory authorities if you have a query or complaint about the use of your personal information. 

3.3 Premises-specific data protection: We maintain secure storage for physical client records and consultation notes, at the business owner's registered address, not at the treatment premises.  These records are maintained in locked, secure storage with access restricted to authorised personnel only.  If CCTV is in operation, this will be clearly signposted and complies with UK GDPR requirements. Clients will be informed of off-site storage arrangements and their data protection rights via our Privacy Policy, and upon request.

3.4 Medical information: Given the nature of our therapeutic services, you may be asked to disclose sensitive personal information including medical conditions.  This information is processed under the legal basis of legitimate interests for the provision of appropriate care and is subject to enhanced security measures.

4. Booking and walk-in services

4.1 We offer both advance booking services and walk-in appointments, subject to availability.

4.2 Advance booking services: You may book services in advance by telephone, email, or through our website.  A confirmation will be sent to you confirming the appointment details.

4.3 Walk-in services: We accept walk-in clients subject to therapist availability.  Walk-in appointments are allocated on a first-come, first-served basis.

4.4 We may decline to provide services if:

4.4.1 no qualified therapist is available;

4.4.2 we cannot authorise your payment;

4.4.3 you are not suitable for the requested services on health and safety grounds;

4.4.4 you are under the age of 18;  

4.4.5 you appear to be under the influence of drugs or alcohol; or

4.4.6 providing the service would be inappropriate or unsafe (e.g., if you suffer from health conditions incompatible with our services).

4.5 A legally binding contract is formed when:

4.5.1 for advance bookings: when we confirm your appointment; or

4.5.2 for walk-in services: when you agree to proceed with the service and payment is processed.

4.6 If you are under the age of 18, you require parental or guardian consent to receive services.  Written consent must be provided.

5. Right to cancel – advance booking services

5.1 Under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, for services booked in advance, you have the right to cancel this contract within 14 days without giving any reason, unless you have requested for us to start providing the services during the cancellation period.

5.2 The cancellation period expires 14 days from the day the contract was concluded (when you received appointment confirmation).

5.3 To exercise the right to cancel, you must inform us of your decision to cancel by a clear statement sent to [email protected] or by calling us during business hours.

5.4 To meet the cancellation deadline, it is sufficient for you to send your communication concerning your exercise of the right to cancel before the cancellation period has expired.

5.5 Express consent to commence services: When booking in advance, if your appointment is within the 14-day cancellation period, we will ask for your express consent to commence services, acknowledging that you will lose your right to cancel once services begin.

5.6 If you provide express consent for services to begin during the cancellation period, you lose your right to cancel once the services have started.

6. Right to cancel – walk-in services

6.1 Important: Under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, walk-in services that begin immediately during your visit do not have a 14-day cooling-off period, as these are face-to-face contracts where services are performed immediately.

6.2 However, if you change your mind before the service actually begins, you may cancel without charge provided you inform us immediately.

6.3 Once a walk-in service has commenced, no cancellation rights apply and full payment is due.

 

7. Effects of cancellation

7.1 If you cancel an advance booking contract under clause 5 during the cooling-off period, we will reimburse to you all payments received from you within 14 days.

7.2 If you requested services to start during the cancellation period but cancel before completion, you must pay us for the services we provided up to the time you cancelled, calculated proportionally.

7.3 We will make any reimbursement using the same means of payment as you used for the initial transaction.

7.4 For walk-in services, once commenced, no refunds are available except in cases covered by clause 12.

8. Carrying out services on our premises

8.1 We will carry out services at the agreed time for advance bookings.  For walk-in appointments, services will commence as soon as a qualified therapist is available.

8.2 Punctuality: Please arrive on time for advance bookings.  Late arrival may result in shortened session time or rescheduling, depending on subsequent bookings.

8.3 Preparation requirements: You must:

8.3.1 arrive in a suitable state for treatment (not under the influence of drugs or alcohol);

8.3.2 complete any required intake forms truthfully and completely;

8.3.3 disclose all relevant medical conditions and medications;

8.3.4 inform us of any changes to your health since booking and between appointments.

8.4 Professional conduct: You must maintain respectful and appropriate behaviour throughout your visit.  Inappropriate, disruptive, or abusive behaviour will result in termination of services without refund.

8.5 Consent for treatment: Before commencing any therapeutic service, you will be asked to provide informed consent, which includes understanding the nature of the treatment, any potential risks, and your right to withdraw consent at any time.

9. Premises safety and access

9.1 Our duties under Occupiers' Liability Act 1957: We will take reasonable care to ensure our premises are safe for visitors.  We will warn you of any known dangers and maintain our premises in a safe condition.

9.2 Your responsibilities: You must:

9.2.1 follow all safety instructions and signage;

9.2.2 report any hazards or accidents immediately;

9.2.3 not bring prohibited items onto the premises;

9.2.4 supervise any children accompanying you at all times;

9.2.5 comply with fire safety procedures.

9.3 Access and mobility: Please inform us in advance if you have any mobility issues or require reasonable adjustments under the Equality Act 2010.  We will make every effort to accommodate your needs.

9.4 Building access: Our premises are accessible during published opening hours.  Access outside these hours is not permitted unless specifically arranged.

9.5 Parking: Parking information will be provided.  We are not responsible for parking charges, fines, or vehicle security.

9.6 Emergency procedures: In case of emergency, follow staff instructions and building evacuation procedures.  Emergency exit is through the main door.

10. Walk-in appointment procedures

10.1 Availability: Walk-in appointments are subject to therapist availability and cannot be guaranteed.

10.2 Waiting times: You may be required to wait for an available therapist.  Estimated waiting times will be provided, but these are approximate only.

10.3 Priority system: Walk-in appointments are allocated on a first-come, first-served basis.

10.4 Assessment: All walk-in clients must complete an Intake Form to ensure suitability before we proceed with your session.

10.5 Minimum session times: Walk-in sessions have minimum time requirements.  Partial sessions will be charged at the full rate.

10.6 Booking conversion: Walk-in clients may book future appointments during their visit, which will then be subject to advance booking terms.

11. Payment for premises-based services

11.1 We accept payment via:

11.1.1 cash (exact change preferred);

11.1.2 recognised credit and debit cards (Visa, Mastercard); including bank transfers

11.1.3 contactless payments and mobile payment apps.  We do not accept cheques or PayPal.

11.2 Payment timing:

11.2.1 Advance bookings: Payment is required at the time of service delivery;

11.2.2 Walk-in services: Payment is required before services commence.

11.3 Card payment security: We use encrypted secure payment systems.  However, in the absence of negligence on our part, we will not be legally responsible for any loss if a third party gains unauthorised access to payment information.

11.4 Failed payments: If payment is declined, services cannot commence or continue.  Alternative payment methods must be provided immediately before services can continue.

11.5 Receipts: Receipts can be provided for all payments and should be retained for your records.

11.6 All prices are in pounds sterling (£)(GBP) including VAT where applicable.

11.7 Price changes: Prices may change, but you will be informed of current prices before any service commences.

12. Refunds for premises-based services

12.1 Advance bookings: Refunds may be provided in accordance with your cancellation rights under clause 5.

12.2 Walk-in services: No refunds are available once services have commenced, except in the following circumstances:

12.2.1 services are not provided due to our fault or failure;

12.2.2 services are terminated by us for reasons not attributable to your conduct;

12.2.3 services are defective and cannot be remedied.

12.3 No refunds for:

12.3.1 late arrival or non-attendance;  

12.3.2 dissatisfaction with results (noting that outcomes cannot be guaranteed);

12.3.3 termination due to your inappropriate behaviour;

12.3.4 your inability to continue with treatment for whatever reason.

12.4 Any refund claims must be made within 14 days of the service date by contacting [email protected]

13. Nature of the services

13.1 The Consumer Rights Act 2015 gives you certain legal rights.  The services we provide must be carried out with reasonable care and skill using appropriate professional standards.

13.2 Professional standards: Our services are provided in accordance with:

13.2.1 The Complementary Medical Association's code of ethics;

13.2.2 recognised professional standards for hypnotherapy/hypnosis, coaching services, breathwork, and image consultations;

13.2.3 continuing professional development requirements.

13.3 Service characteristics:

13.3.1 Where no time has been agreed, services will be completed within a reasonable time;

13.3.2 Where no price has been agreed in advance, charges will be reasonable and in line with published rates.

14. Faulty services

14.1 Your legal rights under the Consumer Rights Act 2015 include the right to have services repeated or fixed if not carried out with reasonable care and skill.

14.2 If you consider our services to be faulty, please contact us immediately at [email protected]

14.3 We will investigate all complaints promptly and provide appropriate remedies where services have not met required standards.

14.4 Nothing in this contract affects your legal rights under the Consumer Rights Act 2015.

15. Contract termination

15.1 Either party may terminate ongoing treatment contracts with reasonable notice.

15.2 We may terminate services immediately if you:

15.2.1 behave inappropriately or abusively;

15.2.2 fail to follow safety instructions;

15.2.3 attend appointments under the influence of drugs or alcohol;

15.2.4 fail to disclose relevant medical information that affects safe treatment.

15.3 If services are terminated due to your conduct, including failure to provide accurate health and medical information, no refunds will be provided.

15.4 Contract termination does not affect our right to payment for services already provided.

16. Professional standards and safeguarding

16.1 Therapeutic boundaries: Our practitioners maintain appropriate professional boundaries at all times.  Any concerns about professional conduct should be reported immediately.

16.2 Informed consent: You have the right to:

16.2.1 understand the nature and purpose of proposed treatments;

16.2.2 ask questions about treatments and techniques;

16.2.3 withdraw consent at any time during treatment;

16.2.4 request a different practitioner if available.

16.3 Safeguarding: We have duties to report certain safeguarding concerns to appropriate authorities as required by law, including:

16.3.1 child protection issues;

16.3.2 vulnerable adult protection concerns;

16.3.3 serious threats to public safety.

16.4 Medical conditions: You must disclose:

16.4.1 all current medical conditions and treatments;

16.4.2 any mental health conditions or treatments;

16.4.3 pregnancy or possibility of pregnancy;

16.4.4 any medications or substances that might affect treatment.

16.5 Contraindications: We reserve the right to decline treatment where medical contraindications exist or where treatment may not be appropriate.

16A. Adverse Effects and Treatment Risks

16A.1 Nature of therapeutic interventions: You acknowledge that Hypnotherapy, NLP and/or Breathwork can occasionally trigger unexpected emotional, psychological, or physical responses, even when conducted professionally and appropriately.

16A.2 Potential adverse reactions: While uncommon, potential adverse reactions may include but are not limited to:

16A.2.1 emotional responses such as unexpected crying, anxiety, or distress;

16A.2.2 physical responses such as dizziness, nausea, headaches, or hyperventilation;

16A.2.3 psychological responses such as temporary confusion, vivid dreams, or recall of uncomfortable memories;

16A.2.4 temporary worsening of symptoms before improvement occurs;

16A.2.5 fatigue or emotional sensitivity following sessions.

16A.3 Pre-existing conditions: You must inform us of any:

16A.3.1 history of mental health conditions including depression, anxiety, PTSD, or psychosis;

16A.3.2 current or previous psychiatric treatment or medication;

16A.3.3 seizure disorders, epilepsy, narcolepsy, or other neurological conditions;

16A.3.4 heart conditions, blood pressure issues, diabetes, or breathing difficulties;

16A.3.5 pregnancy or any medical condition that may affect your response to treatment.

16A.4 Contraindications: We reserve the right to decline or modify treatment if you have conditions that may increase the risk of adverse reactions, including but not limited to:

16A.4.1 active psychosis or severe mental illness requiring medical supervision;

16A.4.2 certain personality disorders or conditions affecting reality;

16A.4.3 severe trauma disorders requiring specialist medical care;

16A.4.4 substance abuse or dependency issues;

16A.4.5 any condition where NLP, Hypnotherapy and/or Breathwork may be contraindicated.

16A.5 During treatment: If you experience any adverse reactions during a session:

16A.5.1 inform the practitioner immediately;

16A.5.2 the practitioner has the right to modify or terminate the session for your safety;

16A.5.3 we will provide appropriate immediate support and aftercare guidance.

16A.6 Post-treatment care: Following treatment:

16A.6.1 you should follow any aftercare instructions provided;

16A.6.2 contact us if you experience persistent or concerning reactions;

16A.6.3 seek appropriate medical attention if you experience severe or prolonged adverse effects;

16A.6.4 inform us of any significant adverse reactions for our records and your ongoing care.

16A.7 Emergency situations: In the event of serious adverse reactions:

16A.7.1 we will provide immediate first aid and support within our competence;

16A.7.2 we will contact emergency services if required;

16A.7.3 we will notify your emergency contact if provided and appropriate;

16A.7.4 you consent to necessary disclosure of relevant treatment information to medical professionals in emergency situations.

16A.8 Informed consent and acknowledgment: By proceeding with treatment, you acknowledge that:

16A.8.1 you have been informed of potential risks and adverse reactions;

16A.8.2 you understand that therapeutic work can sometimes trigger unexpected responses;

16A.8.3 you accept responsibility for honestly disclosing relevant medical and psychological history, and any relevant changes;

16A.8.4 you understand that while adverse reactions are uncommon, they cannot be entirely prevented;

16A.8.5 you consent to treatment despite these potential risks.

16A.9 Limitation of liability for adverse reactions: While we will provide treatment with reasonable care and skill:

16A.9.1 we cannot guarantee that adverse reactions will not occur;

16A.9.2 provided we follow appropriate professional standards, we are not liable for adverse reactions that are a known potential consequence of therapeutic interventions;

16A.9.3 our liability is limited to ensuring appropriate professional response to any adverse reactions that do occur;

16A.9.4 this clause does not limit our liability for negligence in the delivery of therapeutic services.

16A.10 Support resources: We maintain appropriate professional relationships and referral pathways to ensure you can access additional support if needed, including counselling services, medical practitioners, and crisis support resources.

17. Confidentiality and data protection

17.1 Professional confidentiality: All information disclosed during treatment is confidential, subject to legal exceptions including safeguarding duties.

17.2 Record keeping: We maintain confidential records of treatments in compliance with professional requirements and data protection law.

17.3 Third party disclosure: We will not disclose confidential information to third parties without your consent, except where required by law.

17.4 Data retention: Treatment records are retained in accordance with professional guidelines and legal requirements.

17.5 Your rights: Under UK GDPR, you have rights to access, correct, and request deletion of personal data, subject to professional record-keeping requirements.

18. Accessibility and reasonable adjustments

18.1 Under the Equality Act 2010, we will make reasonable adjustments to ensure our services are accessible to people with disabilities.

18.2 Physical adjustments: We will consider modifications to physical access, seating arrangements, and treatment environments where reasonably practicable.

18.3 Communication adjustments: We can provide information in alternative formats and accommodate communication needs where feasible.

18.4 Service adjustments: Treatment approaches may be modified to accommodate individual needs while maintaining therapeutic effectiveness.

18.5 Advance notice: Please inform us of accessibility requirements when booking to ensure appropriate arrangements can be made.

18.6 For accessibility queries, please contact [email protected]

19. Disclaimer

19.1 We will apply our professional skills, knowledge, and expertise to achieve agreed therapeutic goals within reasonable timeframes.

19.2 No guarantee of results: It would be unethical and unprofessional to guarantee specific outcomes.  Treatment effectiveness varies between individuals. 

19.3 Client responsibility: The ultimate responsibility for change and improvement rests with you as the client.  We provide professional support and guidance.

19.4 Treatment duration: Estimates of treatment duration are based on professional experience but cannot be guaranteed, as individual responses vary.

19.5 Medical advice: Our services do not replace medical or psychological treatment.  You should:

19.5.1 consult your GP before commencing treatment if you have medical concerns;

19.5.2 continue with any prescribed medical treatments unless advised otherwise by your doctor or other health professional;

19.5.3 inform us immediately of any changes to your medical condition. 

19.6 Emergency situations: If you experience a medical emergency, contact emergency services immediately.  Our services are not suitable for crisis interventions.

20. Limitation on our liability

20.1 Except for any legal responsibility that we cannot exclude in law (such as for death or personal injury caused by our negligence, fraud, or misrepresentation), we are not legally responsible for any:

20.1.1 losses that were not foreseeable to you and us when the contract was formed;

20.1.2 losses that were not caused by any breach on our part;

20.1.3 business losses; or

20.1.4 losses to non-consumers.

20.2 Premises liability: While we maintain our premises safely under the Occupiers' Liability Act 1957, you are responsible for your own safety and must follow all safety instructions at all times when on our premises.

20.3 Professional indemnity: We maintain appropriate professional indemnity insurance for our therapeutic services.

20.4 Maximum liability: Our total liability to you under this contract, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, shall not exceed the amount you paid for the specific service that gave rise to the claim.

20.5 Time limits: Any claims must be notified to us within a reasonable time of the incident giving rise to the claim.

21. Third party rights

No one other than a party to this contract has any right to enforce any term of this contract.

22. Disputes

22.1 We will try to resolve any disputes with you quickly and efficiently.  If you are unhappy with our services or any other matter, please contact us as soon as possible at [email protected]   

22.2 Complaints procedure: Our formal Complaints Policy is available on request and outlines our internal procedures for investigating and resolving complaints. 

22.3 Professional body complaints: You may also complain to the relevant professional body if you believe we have breached professional standards.

22.4 Legal jurisdiction: The laws of England and Wales apply to this contract, although if you are resident elsewhere you will retain the benefit of any mandatory protections given to you by the laws of that country.

22.5 Any disputes will be subject to the non-exclusive jurisdiction of the courts of England and Wales.  This means that you can choose whether to bring a claim in the courts of England and Wales or in the courts of another part of the UK in which you live.

Last updated: 06/10/2025

A Stylist Mind, Emma Copping
Registered Office: Emma Copping A Stylish Mind, The George Station Road, Old Harlow CM17 0AN
Email: [email protected]      Tel:07920103375

 

By signing below, I acknowledge that I have read, understood, and agree to be bound by the above terms and conditions before commencing any treatment or services with Emma Copping A Stylist Mind.

Signature: _________________________  Date: _____________

Print Name: _________________________