Terms & Conditions
The Calm Instructor Group
Effective Date:13/09/2025
Last Updated: 13/09/2025
In these terms and conditions:
• “We,” “Us,” or “Our” refers to any and all approved coaches, trainers, or facilitators working in partnership with or on behalf of The Calm Instructor Group.
• “TRAINING MANAGER” or “DIRECTOR” refers to Steven King, Founder of The Calm Instructor Group, based at 8 Argyll Court, 130 Birchanger Road, London SE25 5DF.
• “You” refers to the participant, learner, or client receiving training, coaching, or support.
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1. Participation & Wellbeing
By enrolling in any course, programme, or workshop with The Calm Instructor Group, you confirm that you are mentally and physically able to participate.
Please inform us of any relevant health conditions, medications, or accessibility needs that may affect your engagement, and update us should this change during your time with us.
We reserve the right to decline participation if we believe it may not be safe or appropriate to continue, including in cases of suspected substance use, distress, or inappropriate behaviour.
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1-a. Code of Conduct
We ask that all participants treat others with respect, maintain confidentiality in group settings, and engage in a safe and professional manner. We reserve the right to remove participants from a session or programme if conduct is deemed harmful, inappropriate, or disruptive. No refund will be given in such cases.
We are proud to be fully signed up and committed to the Approved Driving Instructor (ADI) Code of Practice, which you can read in the link below.
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2. Payments & Cancellations
a) Payment Terms
• Payments must be made at least 48 hours in advance of any session or course start date.
• Accepted methods: Bank transfer or secure online payment.
• Block bookings, gift vouchers, or discounted packages must be used within six (6) months unless otherwise agreed in writing.
b) Cancellations by the Client
• 48 hours’ notice is required for cancellations or rescheduling of sessions.
• Cancellations made with less than 48 hours’ notice will be charged in full, except in exceptional or agreed-upon circumstances (e.g. illness or emergencies).
• For COVID-19 related cancellations, 24 hours’ notice is sufficient.
c) Cancellations by the Instructor
We aim to provide a consistent and reliable service, but on occasion, sessions may need to be cancelled or rescheduled due to illness, emergencies, or unforeseen events. In such cases:
• We will notify you as soon as possible.
• You will not be charged and your payment will be rolled over to a new date.
• If we are unable to reschedule, you will be refunded in full.
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3. Session Location & Format
Sessions may take place in-person, online via Zoom, or through blended learning. You will be informed of the session format and access details in advance.
For in-person events or retreats, the session location will be confirmed with full joining instructions. Travel costs and accommodations (where applicable) are the responsibility of the participant unless otherwise stated.
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4. Programme Materials & Resources
All resources, materials, and tools provided during training are for personal use only and may not be distributed, reproduced, or shared without permission.
We retain copyright on all original content unless otherwise indicated.
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5. Recordings & Confidentiality
Some sessions (especially webinars or workshops) may be recorded for training or replay purposes. You will be informed in advance. Participation in recorded sessions is optional.
All one-to-one sessions are confidential. Group sessions require mutual respect for privacy and non-disclosure of sensitive information shared by others.
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6. Refund Policy
Refunds are only issued:
• If cancellation is made at least 7 days prior to the start of a course or workshop.
• If the instructor cancels and cannot reschedule.
• In case of serious service delivery failure, at our discretion.
Where part of a block booking or course has been used, only unused sessions will be refunded minus an admin fee equivalent to one full session rate.
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7. Coaching Readiness & Ethical Practice
We reserve the right to assess participant readiness for certain programmes (e.g. instructor mentoring, coaching skills, trauma-aware work). This ensures safety and suitability for all parties involved.
We operate under professional coaching ethics and principles aligned with the EMCC, ICF, and NASP best practices. A copy of our code of conduct is available on request.
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8. Your Rights (UK Consumer & Data Protection Law)
These conditions do not affect your statutory rights under UK law. We comply fully with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
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Privacy Notice
The Calm Instructor Group – Privacy Policy
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1. Who We Are
The Calm Instructor Group
8 Argyll Court, 130 Birchanger Road, London, SE25 5DF
Email: info@calminstructor.co.uk
Director: Steven King
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2. What Personal Data We Collect
We may collect:
• Name
• Contact details (email, phone)
• Address (if required for billing or events)
• Professional background (for course placement)
• Payment details (handled by secure third parties)
• Any details you choose to share relevant to your learning goals or wellbeing
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3. Lawful Basis for Use
We collect and process your data:
• To deliver services you’ve requested
• To communicate with you regarding bookings or course content
• To meet legal obligations (e.g. financial records)
• With your explicit consent (e.g. newsletters)
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4. How Long We Keep Data
We retain your data for up to six (6) years to comply with HMRC requirements and for service records. After this, it is securely deleted unless you remain an active client.
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5. Data Storage & Security
Your data is securely stored:
• On encrypted, password-protected devices
• With trusted GDPR-compliant service providers (e.g. Mailchimp, Stripe, Google Workspace)
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6. Sharing Your Data
We do not sell or share your data with third parties for marketing. We may share it only:
• With consent
• If legally required (e.g. by HMRC or a court)
• With subcontractors under a confidentiality agreement (e.g. associate trainers)
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7. Your Rights
You have the right to:
• Access the data we hold about you
• Correct or delete it
• Withdraw consent
• Object to processing
• File a complaint with the ICO (Information Commissioner’s Office)
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8. Contact for Data Requests
Steven King
📞 07730 506 824
📍 8 Argyll Court, 130 Birchanger Road, London SE25 5DF
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9. Updates
This policy may be updated periodically. You will be notified of any significant changes affecting how your data is used.
