Terms & Conditions and Privacy Policy

In these terms, "I", "me", "we" and "Headacity" refer to Edacity Ltd trading as Headacity. "You" refers to the client, or the person making an enquiry or booking. By booking a consultation or a session, you agree to these terms.

1. Who we are

Headacity is a coaching and mentoring practice and a trading name of Edacity Ltd, a company registered in England and Wales (company number 09380627), registered office 76 Arden Way, Market Harborough, Leicestershire, LE16 7DD.

You can reach us at contact@headacity.com or on +44 (0)7380 347750.

2. The services

Headacity provides one-to-one coaching and mentoring for individuals and for professionals whose development is arranged by their organisation. Services include professional coaching, executive and senior leadership coaching, and professional mentoring, delivered online or, by arrangement, in person.

Coaching and mentoring are developmental and forward-looking. They are not therapy, counselling, psychological treatment, or medical, legal or financial advice, and are not a substitute for any of these.

3. The free consultation

The initial 30-minute consultation is provided free of charge and without obligation. It is an opportunity for both of us to understand your situation and decide whether working together is the right step. Booking a consultation does not commit you to any paid service.

4. Booking & sessions

• Sessions are 60 minutes, held online via Google Meet, or in person in Leicestershire by arrangement.
• Sessions are usually weekly or fortnightly, scheduled to suit you.
• Once a programme is agreed and the first payment received, you'll receive a private link to book your sessions.
• It is your responsibility to attend booked sessions at the agreed time and to have a suitable, private space and connection for online sessions.

5. Fees & payment

• Fees depend on the service and the programme chosen, and are confirmed with you before any work begins.
• Payment is due before the first session of a programme, or before each single session, unless otherwise agreed in writing.
• Accepted methods are bank transfer, PayPal, and card via a secure payment provider. Organisational invoicing is available for sponsored clients.
• Where an instalment plan is agreed, each instalment falls due on the dates set out in your plan. Sessions may be paused if an instalment is overdue.

6. Cancellation & rescheduling

• Sessions may be rescheduled at no charge with at least 24 hours' notice.
• Sessions cancelled, or missed, with less than 24 hours' notice are treated as taken and are not refunded.
• If you arrive more than 10 minutes late for a session without notice, the session may be treated as taken.
• Programmes paid in full may be refunded for sessions not yet taken, less any sessions already delivered at the single-session rate, at my discretion and where reasonable.

7. Programme expiry

Five-session programmes are valid for six months, and ten-session programmes for twelve months, from the date of the first session. Extensions can be agreed in advance where there is good reason.

8. Sponsored coaching

Where an organisation sponsors your coaching, a separate tripartite agreement between you, the sponsoring organisation and Headacity will set out the scope, the fees, and what is and isn't shared with the sponsor. The content of your sessions remains confidential in line with section 10, and only agreed information (such as attendance or high-level progress) is shared with the sponsor with your knowledge.

9. Your responsibilities

Coaching and mentoring work best as an active partnership. You remain responsible for your own decisions, actions and results. Nothing said in a session is advice or instruction to act in a particular way; choices about your life, health, career and work remain yours.

10. Confidentiality

What you share in sessions is treated as confidential. A coaching or mentoring agreement is completed before we begin. Notes are kept securely and are not shared without your consent, except where I am required to disclose information by law, or where I reasonably believe there is a risk of serious harm to you or another person.

Where it helps, I may use a note-taking tool (Fathom) to record, transcribe and summarise a session and to track goals, milestones and action points, but only with your prior consent, which you are free to decline. Any recordings, transcripts and notes are held under the confidentiality terms above.

11. Nature of the work & limitation of liability

Coaching and mentoring can support meaningful change, but outcomes depend on many factors, including your own engagement, and specific results cannot be guaranteed. The services are not therapy or medical treatment. If you are unwell, or in crisis, please contact your GP or the emergency and NHS crisis services.

To the fullest extent permitted by law, Headacity's total liability arising from the services is limited to the fees you have paid for them. Nothing in these terms limits liability for death or personal injury caused by negligence, or for anything that cannot lawfully be excluded.

12. Intellectual property

Any materials, frameworks, exercises or resources I share with you remain the intellectual property of Headacity and are provided for your personal use in connection with our work. Please don't reproduce or distribute them without permission.

13. Complaints

If something isn't right, please tell me. Email contact@headacity.com with the details and I'll respond promptly and work with you to put it right.

14. Changes & governing law

These terms may be updated from time to time; the version in force is the one published here on the date of your booking. These terms, and any dispute arising from them, are governed by the law of England and Wales, and subject to the jurisdiction of its courts.

15. Privacy policy

This policy explains how Headacity (Edacity Ltd) collects and uses your personal information, and your rights under UK data protection law (UK GDPR and the Data Protection Act 2018). Edacity Ltd is the data controller.

What we collect

• Identity and contact details: your name, email address and phone number.
• Enquiry details: what you tell us through the contact form, by email, or on the consultation.
• Booking details: the information you provide when booking via our scheduling tool.
• Session records: notes and, where you have given consent, recordings, transcripts and summaries of your sessions, kept to support your coaching or mentoring.
• Payment details: processed by our payment providers; we do not store your full card details.
• Website data: limited technical and usage information, and any cookies described below.

How we collect it

We collect information directly from you: through the website contact form, our scheduling tool, email or phone, and during sessions. Where an organisation arranges coaching for you, we may receive limited details from them.

Why we use it, and our lawful basis

• To respond to your enquiry and arrange a consultation: our legitimate interests in answering people who contact us.
• To provide and administer coaching or mentoring, including scheduling and payment: performance of a contract with you.
• To meet legal and accounting obligations: legal obligation.
• To send occasional updates, only where you have asked to receive them: consent, which you can withdraw at any time.

Who we share it with

We use a small number of trusted service providers who process data on our behalf under written data processing agreements: Google Workspace (Gmail, Google Sheets and Google Meet, used for correspondence, secure records and online sessions), Calendly (booking), Make (which automates the booking and payment-link workflow), and Stripe (payment processing). We do not sell your personal information, and we only share it where necessary to deliver the service or where required by law.

With your consent, I also use Fathom to record, transcribe and summarise sessions and to help track goals, milestones and action points. We have a signed data processing agreement with Fathom; session recordings are retained only for a limited period. Your session data is not made available to third parties to train their AI models, and we have opted out of its use for training Fathom's own AI models. You can decline the use of Fathom, or ask for it to stop, at any time.

Where it helps me prepare for and follow up on sessions, I may also use Claude, an AI assistant made by Anthropic, to work with session notes, transcripts and summaries, again only with your consent. This data is handled under Anthropic's data protection terms and is not used to train its AI models. You can decline this, or ask me to stop using it for your data, at any time.

International transfers

Some providers process data outside the UK. For example, Fathom and Anthropic are based in the United States. Where information is transferred outside the UK, we rely on appropriate safeguards, such as the UK Extension to the EU-U.S. Data Privacy Framework and Standard Contractual Clauses, to keep it protected.

How long we keep it

We keep enquiry information for up to 12 months if we don't go on to work together. Client and financial records are kept for as long as needed to provide the service and to meet legal and tax obligations (generally up to six years), after which they are securely deleted.

Your rights

You have the right to access the personal information we hold about you, and to ask us to correct it, delete it, restrict or object to its use, or provide it in a portable form. Where we rely on consent, you can withdraw it at any time. To exercise any of these, email contact@headacity.com.

Cookies

The website uses only the cookies needed for it to work and, where present, those set by embedded tools such as the Calendly booking widget. We don't use advertising cookies. You can control cookies through your browser settings.

Security

We take reasonable technical and organisational measures to keep your information secure, including access controls and reputable, secured platforms.

Complaints

If you have a concern about how your data is handled, please contact us first so we can help. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

Contact

For any question about these terms or your personal information, email contact@headacity.com.