Therapy Agreement and Terms and Conditions

Therapy Agreement

  1. Introduction and binding effect
    1.1 The Agreement: This is a mutual agreement between APF Wellness (a trading and trading name of APF Business Ltd) and the Client. It outlines the Therapist’s professional responsibilities and the Client’s obligations throughout the therapeutic relationship.
    1.2 Identification of the Client: For the purposes of this Agreement, “the Client” refers to the individual who has completed the booking process via the APF Wellness website or booking platform. The Client’s identity, contact details, and session-specific information are legally incorporated into this Agreement through the digital transaction record, booking confirmation email, and/or the data captured at the time of the appointment reservation.
    1.3 Incorporation of Terms: This Therapy Agreement is subject to, and forms an integral part of, the APF Wellness Terms and Conditions. By clicking “Confirm and pay”, “Book Now”, or otherwise proceeding with a booking (including via voucher or corporate code), the Client acknowledges they have read, understood, and agree to be bound by both this Agreement and the overarching Terms and Conditions.
    1.4 Hierarchy of Documents: In the event of any conflict between the terms of this Therapy Agreement and the APF Wellness Terms and Conditions, the provisions of the Terms and Conditions shall prevail in respect of all commercial, financial, and liability matters.
  2. The Parties
    The Therapist:
    Full Name:
    Email:
    Phone:
    The Client:
    Full Name:
    DOB:
    Address
    Emergency Contact:
    Full Name:
    Phone:
    GP Details:
    Practice Name:
    GP Name:
    Address:
  3. The Therapeutic Relationship
    • Duration: Sessions typically involve between four and twenty appointments, depending on the agreed therapy plan.
    • Format: All sessions are delivered strictly online via the Zoom platform.
    • Session Structure: Sessions last 60 minutes. The Therapist will be present for the entire duration. If the Client arrives late, the session will still end at the scheduled time.
    • Online Environment: The Client is responsible for ensuring they are in a private, safe, and quiet environment. It is recommended to use a secure device and clear browsing history after sessions if using a shared device.
  4. Confidentiality and Supervision: Everything discussed is kept in the strictest confidence. To maintain professional standards, the Therapist undergoes regular clinical supervision. During supervision, the Client’s identity will never be disclosed.
    • Data Sharing: The Therapist will not contact your GP without your express permission, except where required by law.
  5. Exceptions to Confidentiality: Confidentiality may be breached without consent only where:
    • The Client provides explicit permission.
    • A court of law compels disclosure.
    • There is an imminent risk of serious harm to the Client or others. The Therapist will endeavour to inform the Client before any breach occurs.
  6. Acceptance: By ticking the box at the point of booking, you confirm that:
    • You are aged 18 years or older.
    • You have read, understood, and agree to be bound by this Therapy Agreement and the APF Wellness Terms and Conditions.

Terms and Conditions

  1. About Us and Application of Terms
    These Terms and Conditions (“Terms”) apply to all services provided by APF Business Ltd (trading as APF Wellness). By booking a session, whether via direct payment or via a voucher/corporate code, you agree to these Terms.
    Definitions:
    • “Client”: An individual booking therapy for personal use (B2C).
    • “Payer”: A third party (e.g., an Employer or Insurance Company) responsible for the fees of a session.
    • “Voucher/Code”: A digital credit used to reduce the booking fee to £0.
  2. Online Service and Technical Requirements
    • Platform: Services are delivered via Zoom. APF Wellness is not liable for third-party platform outages.
    • Technical Failure (Therapist): If a technical issue on the Therapist’s end prevents the session, the session will be rescheduled free of charge or credited.
    • Technical Failure (Client): If the Client cannot connect due to their own internet/hardware issues, the session remains chargeable as per the Cancellation Policy.
  3. Fees and Payment
    • Payment Methods: Payments are accepted via card at the time of booking or via invoice (Bank Transfer/Card) prior to the session.
    • B2C (Individual): Payment is due at the time of booking or as per the invoice date.
    • B2B/Insurance (Third-Party): Where a Payer (Employer/Insurer) is responsible for fees, the appointment is subject to the Payer’s commitment to settle invoices within [e.g., 30] days.
    • Late Payment: We reserve the right to charge interest on all overdue accounts in accordance with the Late Payment of Commercial Debates (Interest) Act 1998.
  4. Cancellation and Rescheduling (Liquidated Damages)
    To maintain a sustainable practice, we apply the following policy for all cancellations:
    • Notice > 24 Hours: Full refund or free reschedule.
    • Notice < 24 Hours (or No-Show): The full session fee is retained. This is not a penalty, but a pre-agreed amount of liquidated damages to compensate APF Wellness for the loss of the booking opportunity and the inability to reallocate the time slot at short notice.
  5. Limitation of Liability
    • Professional Indemnity: APF Business Ltd maintains Professional Indemnity insurance.
    • Cap on Liability: Subject to Clause 5.2, our total liability for any claim arising from these Terms shall not exceed the total fees paid by the Client (or Payer) for the specific session giving rise to the claim.
    • Exclusions: We are not liable for indirect, consequential, or special losses, nor for failures caused by the Client’s internet connectivity or third-party software.
    • Statutory Rights: Nothing in these terms excludes liability for death or personal injury caused by our negligence, or fraud.
  6. Data Protection and Privacy
    We process personal data in compliance with the UK GDPR and Data Protection Act 2018.
    • Clinical Data: Handled under strict medical confidentiality.
    • Administrative Data: We may share “Administrative Information” (e.g., date of session, attendance status, and billing amounts) with the Payer (Employer/Insurer) to facilitate payment and verification.