Individual coaching with Dr Helen Machen-Pearce
Last updated: September 2026
This agreement explains how we will work together. Please read it before agreeing to begin coaching.
How I collect and handle your personal information is set out separately in my Privacy Notice, which covers everything I offer and is available at helenmachenpearce.com.
Individual coaching is booked as four 60-minute sessions, held online by Zoom.
There are two fees for the same coaching: £500 for the block, or £320. The lower rate is yours to choose, without evidence or explanation.
The block fee is paid in advance. Please give 48 hours’ notice to move a session.
This agreement is between you, the client, and Dr Helen Machen-Pearce, a sole trader based in England. It applies to individual coaching for adults aged 18 and over, delivered online by Zoom.
By accepting this agreement, you confirm that you have read it, had the opportunity to ask questions and wish to enter into coaching on these terms. It continues to apply to future blocks unless I provide a materially revised agreement for you to accept.
Coaching is a collaborative process that supports reflection, awareness, choice and action. It may include conversation and, where appropriate and agreed, optional embodied practices, breath awareness or gentle movement.
Coaching is not medical care, psychotherapy or another form of therapy, and it is not an emergency or crisis service. Although I am a retired doctor, I work with you solely in my role as a coach. I do not diagnose, prescribe, provide medical opinions or replace care from an appropriately qualified health professional.
No particular result can be guaranteed. You remain responsible for your own choices, decisions and actions. I am responsible for providing the agreed coaching service with appropriate care, skill, professional boundaries and regard for my competence.
• A block consists of four 60-minute sessions, held online by Zoom.
• Appointments may be arranged through TidyCal, email or WhatsApp, or agreed directly as a regular meeting time.
• Sessions are personal to you and may not be transferred to another person.
• Sessions are not recorded by me. Please do not record a session without discussing and agreeing this with me beforehand.
Coaching does not have to follow a rigid format. We can discuss reasonable adjustments to the way we work, including pacing, breaks, movement, camera use, processing time or other considerations that may make coaching more accessible.
A block of four sessions is normally intended to be used within three months of the first session. This provides enough continuity for coaching to be useful while still allowing flexibility.
I recognise that health, energy, caring responsibilities and life circumstances can be unpredictable. If something means that this timeframe becomes difficult, please contact me before the three months end and we can agree an extension. I will not withhold this unreasonably.
If three months pass with sessions unused and without contact between us, I will get in touch before treating the block as closed. Where sessions remain unused after that, we will agree what is fair, which may include extending the period or refunding the unused sessions at the rate you paid.
Individual coaching is offered at two fees for a block of four 60-minute sessions:
• £500 for the block — £125 per session
• £320 for the block — £80 per session
Both fees buy exactly the same coaching. The lower fee exists so that cost is less of a barrier, and it is yours to choose. You do not need to explain your circumstances, provide evidence or discuss it with me. Please simply choose the fee that is right for you.
The fee you have chosen will be confirmed in writing before the block is booked. The full fee is payable in pounds sterling (GBP) before the first session, unless an alternative payment arrangement has been agreed in writing. If instalments are agreed, this changes only the timing of payment, not the commitment to the full block fee.
Payment may be made by bank transfer, PayPal or card through Stripe. You are responsible for any currency-conversion, bank or international transaction charges. I am not registered for VAT, so the stated fee is the total amount charged by me.
If you book online, by telephone or away from my business premises, you will normally have a legal right to cancel the contract within 14 days of entering into it, without giving a reason.
If you ask me to begin coaching during those 14 days and then cancel within the period, you will pay a proportionate amount for any session already provided, calculated using the per-session rate for the block you purchased. If the coaching service is completed in full during the 14-day period following your express request, you acknowledge that your statutory right to cancel may be lost once the service has been fully performed.
You may use the cancellation form in Appendix B, but you do not have to. An email clearly stating that you wish to cancel is enough. Nothing in this agreement limits any statutory rights you have as a consumer.
Please give at least 48 hours’ notice if you need to cancel or rearrange a session. A session cancelled with less than 48 hours’ notice, or missed without notice, will normally be counted as used.
I also recognise that illness, disability, fluctuating health and unexpected circumstances do not always provide 48 hours’ notice. Please contact me when you can. I will use reasonable discretion rather than applying the policy without regard to your circumstances.
If repeated cancellations are making coaching difficult to sustain, we may usefully review what is happening. This might include considering the timing or rhythm of sessions, or intentionally pausing coaching.
If you arrive late, the session will still end at the scheduled time, because another commitment may follow. If I am responsible for a late start, you will receive the full agreed session time or we will make another arrangement. If I cancel a session, it will be rearranged at no additional cost and will not be deducted from your block.
Sessions take place through Zoom and are not recorded. You are responsible for choosing a suitably private space at your end of the call, and we are both responsible for taking reasonable steps to have a suitable internet connection.
Occasionally technology fails. If a session is significantly disrupted, we will first try a reasonable alternative such as reconnecting, and otherwise agree fairly what should happen, which may include rearranging the remaining session time. If the problem is on my side and the session cannot proceed, it will be rearranged without charge.
Any embodied, breath-based or movement practice is optional. You may decline, adapt, pause or stop at any time without needing to explain why.
Please share anything you choose and consider relevant to safe participation. I will use that information only to decide whether or how to offer or adapt a practice. I am not assessing your medical fitness; if you are uncertain whether a practice is suitable, please seek appropriate medical advice.
If you attend while intoxicated or otherwise unable to participate safely, I may end the session. The first occurrence within a block may be rearranged once without penalty. If it happens again within the same block, the session will be counted as used.
You are welcome to contact me by email or WhatsApp between sessions. This is primarily for practical matters such as arranging sessions, and for brief messages relating to our coaching. I will normally respond within two working days.
Between-session contact is not continuous coaching support and must not be used for urgent, emergency or crisis needs.
I will treat what you share in coaching as confidential. I may discuss aspects of my coaching work with my professional supervisor to support safe, ethical and effective practice. I will share only what is necessary and protect your identity wherever possible. My supervisor is also bound by confidentiality.
I may need to share relevant information without your consent where there is a serious safety concern, a safeguarding responsibility or a legal requirement. Where it is safe and appropriate, I would normally discuss the need to share information with you first.
Coaching is not an emergency service. If you are in immediate danger or need urgent medical or mental-health support, contact the emergency or crisis services where you are located. If you are outside the UK, you are responsible for using the appropriate services in your own country.
You may optionally provide an emergency contact. I will use this only if I reasonably believe there is an immediate and serious safety concern. Please ensure that the person knows you have given me their details.
You may choose to end coaching at any time. Sessions already provided, missed, or cancelled with less than 48 hours’ notice remain payable.
After any applicable statutory cancellation period, if you end coaching before completing the block, the unused sessions will be refunded at the per-session rate for the block you purchased. Refunds will normally be made within 14 days of the agreement ending.
I may end or suggest pausing coaching if continuing would be unsafe, inappropriate, outside my competence or inconsistent with professional boundaries, or if coaching no longer appears to be serving you. If I end coaching, I will refund the unused sessions on the same basis. Where appropriate, I may suggest another source of support, but I cannot guarantee another provider’s availability or suitability.
If I become unable to complete your block, I will refund the sessions I cannot provide.
Coaching works best within a relationship of mutual respect, and either of us may raise concerns about the way we are working together.
Discrimination, harassment, threatening behaviour or abusive communication will not be accepted and may result in the coaching relationship being ended.
I am a member of the Association for Coaching (membership number 67540886) and work in accordance with the Global Code of Ethics for Coaches, Mentors and Supervisors, to which the Association is a signatory. The Code is available at globalcodeofethics.org. I hold professional indemnity insurance.
If something about our work together does not feel right, I would rather hear about it than not. Please raise it with me first where that feels appropriate. I will acknowledge your concern within five working days and respond fully within ten, and I will aim to resolve things with you.
You may also use the Association for Coaching complaints procedure for matters within its remit. Current information is available at associationforcoaching.com.
I may update this agreement from time to time. The version you accepted when you purchased your block will apply to that block, unless a change is subsequently agreed between us or is required by law.
This agreement is governed by the laws of England and Wales. If you live elsewhere, this does not remove any mandatory consumer protections that apply to you in your own country. Nothing in this agreement excludes or limits liability where it would be unlawful to do so.
If you have a question about this agreement, wish to cancel, or need to contact me about your coaching:
• Email: YogaRogueUK@gmail.com
• Postal address: Brisbane Grove, Stockton-on-Tees, TS18 5BW, United Kingdom
• Website: helenmachenpearce.com
I aim to respond to emails within two working days.
These statements appear as separate required or optional items in the client form. Consent boxes are not pre-ticked.
Required acknowledgements
• I confirm that I am aged 18 or over.
• I have read and agree to the Coaching Agreement.
• I have read the Privacy Notice.
• I understand that coaching is not medical care, therapy or a crisis service.
• I understand that individual coaching is booked as four sessions and that the agreed block fee is payable in advance unless an alternative arrangement has been agreed in writing.
• I understand the 48-hour cancellation policy and that a late-cancelled or missed session will normally be counted as used.
Required only if coaching will begin within 14 days
I expressly request that coaching begins before the end of the 14-day cancellation period. I understand that if I cancel during that period, I must pay a proportionate amount for any session already provided, and that I may lose the right to cancel once the service has been fully performed.
Optional explicit consent for sensitive information
I explicitly consent to Dr Helen Machen-Pearce processing sensitive personal information that I voluntarily choose to share, where this is necessary to provide coaching or respond to a safety concern. I understand that I do not have to share this information and may withdraw my consent at any time.
Optional marketing consent
I would like to receive occasional news and information from Dr Helen Machen-Pearce by email. I understand that this is optional, is not a condition of coaching and that I may unsubscribe at any time.
Optional emergency contact
If I provide an emergency contact, I confirm that the person knows I have shared their details. I understand that Dr Helen Machen-Pearce will contact them only where she reasonably believes there is an immediate and serious safety concern.
You do not have to use this form. You may simply email me and clearly state that you wish to cancel your coaching agreement.
To: Dr Helen Machen-Pearce, YogaRogueUK@gmail.com
I hereby give notice that I wish to cancel my contract for coaching services.
• Name:
• Address:
• Date coaching was purchased or agreed:
• Date of this notice:
• Signature (only if submitting on paper):
© 2026 Helen Machen-Pearce
