trading as KATSEM COACHING

Last Updated: 01 December 2025

These Terms and Conditions ("Terms") govern your use of life coaching services provided by Kateryna Semenchenko, a sole trader, trading as KatSem Coaching ("we," "us," "our," or "the Coach"). By booking or attending any coaching session, you ("Client" or "you") agree to be bound by these Terms.

1. SERVICE DESCRIPTION

KatSem Coaching provides professional life coaching and mentoring services to individual clients for personal and professional development. Services may be delivered as one-to-one coaching, group coaching, workshops or programmes, primarily online via video platforms such as Zoom and, where applicable, via messaging platforms such as WhatsApp or Telegram for group discussions, Q&A and between-session support. Recording of sessions and the use of AI-powered tools to generate and store notes are integral parts of how these services are delivered and documented. References to “coaching” in these Terms include both one-to-one and group coaching unless stated otherwise, and where mentoring is mentioned in these Terms, it may also mean mentoring as applicable.

What Coaching Is NOT

Coaching is not therapy, psychotherapy, counselling, mental health treatment, medical advice, legal advice, or financial advice. The Coach is not a licensed therapist, psychologist, psychiatrist, medical doctor, lawyer, or financial adviser. Coaching does not replace professional medical, psychological, legal, or financial services.

Unregulated Profession

You understand that coaching is currently an UNREGULATED profession in the UK. Whilst I am working towards membership in the International Coaching Federation (ICF), coaching has no statutory regulation or mandatory licensing requirements in the UK. I am not regulated by any UK statutory body.

2. BOOKING AND PAYMENT

Payment Terms: Unless we agree otherwise in writing, you must pay either (a) a deposit to secure your booking for a package or programme, with the balance payable in accordance with an agreed payment schedule; or (b) the full fee in advance for single sessions and certain fixed-fee services. The amount of any deposit, the total price of the service and any instalment plan will be clearly stated at the point of booking. Payments are made via secure online payment (processed through Tide or another reputable provider) or by bank transfer where agreed.[KS1] 

Accepted Payment Methods: Online payment via secure link or bank transfer only. We do not accept cash or cheques.

Booking Confirmation: Upon payment, you will receive a booking confirmation specifying the service details, dates, and times.

Consumer clients and when the contract is formed: Our services are provided on a business to consumer basis to individual clients for personal and professional development, not to companies or organisations. A binding contract between you and us is formed when we issue a booking confirmation email following receipt of your payment or deposit, or when you first attend a coaching session under an agreed booking, whichever happens first. Nothing in these Terms affects your statutory consumer rights under UK consumer law.

Client Taxes: Clients are responsible for determining and paying any applicable taxes in their own jurisdiction related to coaching services received.

Coach's Right to Decline Services: I reserve the right to decline coaching services or refuse to enter into a coaching agreement before commencement if:

•         I determine coaching is not appropriate for your situation based on your intake form or initial consultation;

•         Your needs exceed the scope of coaching competence;

•         There is a conflict of interest;

•         Our Mental Health Screening indicates conditions unsuitable for coaching;

•         Proceeding would violate my professional ethics or legal obligations.

If I decline services before any sessions are delivered and within any applicable cooling-off period, you will receive a full refund. This right to decline is in addition to my right to terminate an ongoing coaching relationship as set out in Section 10.

3. CANCELLATION, REFUND AND PACKAGE TERMS

14-Day Cooling-Off Period

For services booked online, by phone, or email, you have the legal right to cancel within 14 days under the Consumer Contracts Regulations 2013. By requesting services to begin within this period, you expressly agree that you will lose your right to cancel once services are fully performed.

Session Process and Attendance

Format and Duration: Sessions are usually delivered online via Zoom or another secure video platform. Coaching may take place as one-to-one sessions or as group sessions, as described in your chosen package or programme. Some group elements (such as group Q&A, discussion circles or accountability check-ins) may also be delivered via messaging platforms such as WhatsApp or Telegram. The typical duration of a live online session and the structure of any group or programme will be outlined in your booking confirmation. In-person sessions may be arranged by mutual agreement, as set out in Section 8.

Session Preparation: To maximise the effectiveness of your session, please send any specific questions, topics, or requests you wish to discuss at least 24 hours in advance via Whatsapp/Telegram or agreed communication channel.

Punctuality and Waiting Period: Please join your session on time. I will wait up to 10 minutes after the scheduled start time. If you have not joined after 10 minutes, the session will be considered a no-show and will be forfeited with no refund. The session will not be extended to compensate for late arrival.

Technical Issues: In the event of technical difficulties (internet outage, platform failure, etc.), we will make reasonable efforts to reconnect via the primary platform. If this is not possible, we will switch to a backup channel (phone call or alternative video platform) to complete the session. If technical issues prevent completion of the session and are beyond either party's control, we will reschedule at no additional cost.

In-the-Moment Adjustments: During sessions, I may adjust the pace, method, or focus of our work in response to your emotional state, intensity level, or emerging needs. This includes slowing down if you are experiencing heightened emotions, pausing to process insights, or modifying techniques to ensure your safety and the effectiveness of the coaching process. These professional adjustments are not a reduction in service quality but rather responsive coaching practice. You are always free to request adjustments or express concerns during the session.

Cancellation and Rescheduling

Notice Requirement: You must provide at least 48 hours notice to cancel or reschedule a session. Notice must be given via email to hello@katsemcoaching.com or agreed communication channel.

Late Cancellations and No-Shows: Cancellations with less than 48 hours notice, or failure to attend a scheduled session (no-show), will result in the session being considered completed and forfeited with no refund. This policy allows me to manage my schedule and offer appointments to other clients.

Refunds

Within Cooling-Off Period: Full refund if no services have been delivered. Pro-rata refund if services have commenced.

After Cooling-Off Period: Single sessions are non-refundable once booked and paid. Multi-session packages may be cancelled with a pro-rata refund for unused sessions. Refunds will be processed within 14 days of cancellation request.

Where you have paid a deposit for a package or programme and cancel within the 14-day cooling-off period before any sessions have taken place, your deposit will be refunded in full. Where you cancel after services have commenced, any deposit and other fees you have paid will be applied towards the cost of sessions already delivered and any applicable cancellation fees, and any remaining balance will be refunded to you. Deposits are otherwise non-transferable and non-refundable unless agreed otherwise in writing.

Package Terms

Rescheduling Packages: For multi-session packages, you may reschedule up to two sessions during the package period, subject to 48 hours notice, my availability, and mutual agreement on new dates. Additional rescheduling requests may be accommodated at my discretion.

Package Schedule and Expiry: Packages must be completed within the timeframe stated in your booking confirmation (for example, 3 months for a 12-session package). Extensions may be granted in exceptional circumstances (illness, bereavement) at my discretion. Unused sessions that expire due to non-attendance or failure to schedule within the timeframe are forfeited without refund.

Non-Transferable: Sessions are personal to you and cannot be transferred to another individual, except where purchased as a gift under Section 4.

Termination by Coach: If I determine that your needs exceed the scope of coaching competence and refer you to other professionals (as detailed in Section 10), you will receive a pro-rata refund for unused sessions calculated at the package rate. This does not affect your statutory rights.

4. GIFT SERVICES

Sessions or packages may be purchased as gifts for another individual. Once the gift recipient contacts us, we will liaise directly with them to arrange suitable dates and times for their sessions. All other terms apply to the gift recipient as if they were the original purchaser.

5. SESSION RECORDING AND DATA USAGE

Recording of Sessions: All coaching sessions (audio and/or video, as applicable) are recorded using Zoom or another secure video platform. Recordings, together with AI-powered notes and transcripts generated from them, are integral parts of how KatSem Coaching services are delivered and documented. Recording helps maintain accurate records of your coaching journey, supports quality and consistency of the service, and enables you to revisit key themes and insights.

Contractual basis and explicit consent: By entering into this Agreement and booking or attending sessions, you acknowledge and agree that your sessions may be recorded and that AI-powered tools may be used to generate and store notes and transcripts, as described in these Terms and in the Privacy Policy. Where session content includes information about your physical or mental health or other sensitive matters, you understand that such information may be captured in recordings and notes and you give your explicit consent to that processing to the extent required by UK GDPR and other applicable data protection laws.

Mandatory condition of service: Recording and structured note-taking are a mandatory condition of receiving coaching services. If you do not agree to sessions being recorded and processed in this way, I will not be able to provide coaching. If you notify me that you do not agree to recording before your first session takes place, any fees or deposits you have paid will be refunded in full, including within the 14 day cooling-off period where applicable. If, after coaching has commenced, you withdraw your agreement to recording in a way that prevents me from recording further sessions, this Agreement will terminate and you will receive a pro-rata refund for any unused pre-paid sessions, calculated in accordance with the cancellation and refund provisions in Section 3.

Use of Recordings: Recordings and AI-generated notes are used to create and maintain session notes and track your progress; to review and enhance KatSem Coaching services; and to support our professional development, including confidential intervisions, supervisions and accreditation processes with reputable professional coaching organisations. Wherever reasonably possible, material shared for professional development or accreditation will be anonymised or pseudonymised so that you are not readily identifiable. Any such professionals or organisations will be subject to professional confidentiality obligations and, where appropriate, written data-processing agreements.

Client Access: You may request access to your session recordings and AI-generated notes. The Coach's personal notes are confidential and will not be shared, except where required by law.

Client Recording of Sessions: You may only record sessions with my explicit prior written consent. Any recordings you make with my consent are for your personal use only and must not be shared publicly, posted on social media, or used to train others. Unauthorized recording or public sharing of session content is a material breach of this Agreement.

Data Retention: Session recordings and identifiable data will be retained for 7 years from the date of your final session for quality assurance, client access and legal compliance. After this period, recordings will be securely deleted and notes will be anonymised for ongoing professional development. Anonymised data may be retained indefinitely.

Intellectual Property: All recordings, AI notes, session notes, and materials created by the Coach remain the intellectual property of Kateryna Semenchenko trading as KatSem Coaching.

6. DATA PROTECTION AND PRIVACY

GDPR Compliance: We process your personal data in accordance with UK data protection law and our Privacy Policy, which forms part of these Terms and should be read alongside them. The Privacy Policy explains in detail what personal data we collect, how we use it, the legal bases we rely on (including for session recordings and AI-powered notes), the third-party service providers we use (such as video platforms, AI transcription tools, cloud storage, payment processors and messaging platforms), and your rights in relation to your personal data.

Your Rights: You have the right to access, correct, delete, or restrict the processing of your personal data, subject to legal limitations. You may also object to processing or request data portability. To exercise these rights, please contact us at the details provided in Section 20.

Limitations on Deletion: Whilst you have the right to request deletion of your data, we may retain data where we have legitimate grounds to do so, such as defending legal claims or complying with legal obligations.

7. BETWEEN-SESSION SUPPORT

Where a package or programme includes between-session support via messaging platforms such as WhatsApp or Telegram, this support is intended for brief check-ins, accountability, clarification of actions and sharing minor updates. It is not a substitute for scheduled coaching sessions and does not provide crisis or emergency support. If the support is provided in a group chat or community space, other participants will see your name, profile information and the content you choose to share. We ask all participants to respect the confidentiality of others, but we cannot control how other participants may use or disclose information shared in group environments. You are responsible for the extent to which you choose to share personal information in such group settings.

8. IN-PERSON SESSIONS

By Mutual Agreement: In-person sessions may be arranged by mutual agreement. All in-person sessions are subject to these Terms and the same cancellation, payment, and process rules as online sessions.

Venue and Safety: In-person sessions will take place at a mutually agreed venue. You are responsible for ensuring the venue is safe, suitable, and appropriate for coaching. I reserve the right to decline any venue if I determine it is unsuitable.

Insurance Coverage: I maintain Professional Indemnity Insurance covering my coaching services. However, I do not maintain Public Liability Insurance for in-person venues. You attend in-person sessions at your own risk regarding venue-related injuries or accidents.

Travel Costs: Travel costs for in-person sessions may be chargeable and will be agreed in writing before the session takes place.

Recording In-Person Sessions: In-person sessions will be audio recorded (with your consent as detailed in Section 5) using agreed recording equipment. The same recording consent, data protection, and retention policies apply to in-person sessions. If for technical or practical reasons an in-person session cannot be recorded, we will make written notes instead.

9. CLIENT RESPONSIBILITIES

As a Client, you agree to:

•         Participate actively and honestly in coaching sessions;

•         Take full responsibility for your own decisions and actions;

•         Arrive on time for scheduled sessions with a stable internet connection (for online sessions);

•         Ensuring your environment is comfortable, private, quiet and without distraction;

•         Inform the Coach of any changes to your circumstances that may affect coaching;

•         Complete the Mental Health Screening questionnaire honestly before the first session and notify the Coach immediately if your mental health situation changes;

•         Seek appropriate professional help (medical, psychological, legal, or financial) when needed;

•         Maintain respectful and professional behaviour towards the Coach at all times.

I am committed to providing coaching services free from discrimination on the grounds of race, gender, sexual orientation, age, disability, religion, or any other protected characteristic under the Equality Act 2010. I strive to create inclusive coaching environments and will make reasonable adjustments to support clients with disabilities or additional needs where practicable.

10. UNSUITABLE SITUATIONS FOR COACHING

Life coaching is not appropriate for individuals experiencing certain conditions or situations. The following list is indicative and non-exhaustive. Coaching is NOT suitable for individuals who:

•         Are experiencing active suicidal ideation or self-harm;

•         Have unmanaged severe mental health conditions (such as severe depression, anxiety, PTSD, bipolar disorder, schizophrenia, or personality disorders);

•         Are experiencing active substance abuse or addiction without professional support;

•         Have active eating disorders without professional treatment;

•         Are in immediate crisis or danger;

•         Are experiencing domestic violence or abuse without professional support;

•         Have severe financial distress requiring debt counselling or legal advice;

•         Are in acute grief following recent bereavement (within 6 months);

•         Require medical, psychological, legal, or financial advice or intervention;

•         Are at the time of the session, under the influence of drugs or alcohol.

Important: If the Coach becomes aware during coaching that you require therapeutic, medical, legal, or other professional support, she reserves the right to pause or terminate coaching immediately and refer you to appropriate professionals. When coaching is terminated because your needs exceed coaching scope, I will provide contact information for 2-3 appropriate licensed professionals (therapists, counsellors, or other specialists) to support your transition to appropriate care. This is not a breach of contract but a fulfilment of professional and ethical obligations. You will receive a pro-rata refund for any unused pre-paid sessions when coaching is terminated for this reason.

Immediate Action on Disclosure: If you disclose any of the above conditions during our intake process or at any point during coaching, I will immediately pause coaching and provide you with contact information for 2-3 appropriate licensed professionals (therapists, counsellors, psychiatrists, or other specialists as appropriate). Coaching will not resume until you have engaged appropriate professional support and can provide evidence (such as a letter from your healthcare provider) that coaching is suitable as a complement to, not a replacement for, that professional support. If you choose not to engage appropriate professional support, our coaching relationship will terminate with a pro-rata refund as detailed above.

11. CRISIS AND EMERGENCY SITUATIONS

Coaching is not emergency support. If you are experiencing a mental health crisis, suicidal thoughts, or any emergency situation, you must:

•         Contact emergency services (999 in the UK, or your local emergency number);

•         Contact the Samaritans (116 123 in the UK) or an equivalent crisis helpline;

•         Seek immediate help from a medical or mental health professional.

The Coach is not trained or equipped to provide crisis intervention or emergency support. In the event of a crisis disclosed during a session, the Coach may terminate the session and direct you to appropriate emergency resources.

Force Majeure Events: Neither party shall be liable for delays or failure to perform obligations under this Agreement due to force majeure events, including but not limited to: illness, war, natural disasters, pandemic, government restrictions, communication infrastructure failures, power outages, or other events beyond reasonable control.

Notice and Rescheduling: If a force majeure event prevents either party from attending a scheduled session, the affected party will notify the other as soon as reasonably practicable. We will make reasonable efforts to reschedule the session within a reasonable timeframe. Sessions cancelled due to force majeure will not be considered forfeited and will be rescheduled at no additional cost.

Provider Temporary Incapacity: If I am temporarily unable to deliver coaching services due to illness, injury, or other incapacity lasting more than 14 days, I will notify you as soon as practicable. We will agree either to:

•         Reschedule your remaining sessions to dates after my recovery; OR

•         Receive a pro-rata refund for uncompleted sessions if you do not wish to wait.

Provider Death or Permanent Incapacity: In the event of my death or permanent incapacity preventing me from continuing coaching services, this Agreement will automatically terminate. You will receive a pro-rata refund for any unused, pre-paid sessions. Your session recordings and data will be handled in accordance with our Privacy Policy and UK GDPR requirements.

Client Death or Incapacity: In the event of your death or permanent incapacity this Agreement will automatically terminate. A pro-rata refund for unused, pre-paid sessions will be provided to your legal representative. Your session recordings and data will be retained or deleted according to the instructions of your legal representative and in accordance with UK GDPR.

Continuation of Data Protection Obligations: Notwithstanding termination of this Agreement due to death or incapacity of either party, my data protection obligations under UK GDPR and my Privacy Policy will continue to apply. Your data will be handled securely and confidentially, and your rights (or those of your legal representatives) under data protection law will be preserved.

12. TESTIMONIALS AND MARKETING

We may request your permission to use a testimonial, your name, a photograph or short video for marketing purposes on social media platforms (including Instagram, YouTube, TikTok, and LinkedIn). Your consent is entirely optional and will be requested separately. You may withdraw consent at any time, although previously published content may remain online. Providing or withholding consent will not affect the quality of coaching services you receive.

13. LIMITATION OF LIABILITY

No Guarantees: Coaching outcomes depend on many factors, including your commitment, effort, and circumstances. We make no guarantees about specific results or outcomes from coaching.

Client Decisions: You are fully responsible for all decisions and actions you take as a result of coaching. The Coach provides support, guidance and accountability, but you retain sole responsibility for your choices and their consequences.

Monetary Liability Cap: Subject to the mandatory exclusions below, my total aggregate liability to you under this Agreement, whether arising from breach of contract, negligence, or otherwise, shall be limited to the LOWER of:

•         The total fees you have actually paid to me for coaching services in the 12 months immediately preceding any claim; OR

•         £10,000

I shall not be liable for any indirect, consequential, special, or punitive damages, including but not limited to loss of profits, loss of business, loss of anticipated savings, loss of opportunity, or reputational damage.

Insurance: I maintain Professional Indemnity Insurance of £2 million to cover professional services provided under this Agreement and Cyber and Data Protection Insurance. You may request a copy of the insurance certificates at any time by emailing hello@katsemcoaching.com. This insurance provides financial protection for claims of professional negligence and cyber security incidents.

Exclusion of Liability: To the fullest extent permitted by law, Kateryna Semenchenko trading as KatSem Coaching excludes all liability for any loss, damage, or harm arising from or in connection with coaching services, whether direct, indirect, consequential, or otherwise.

Statutory Rights: Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded or limited under applicable law.

14. CONFIDENTIALITY

The Coach will maintain confidentiality regarding the content of coaching sessions, except where:

•         Required by law or court order;

•         There is a risk of serious harm to you or others;

•         You provide explicit consent to share information;

•         Information is used for professional development, supervision, intervision or quality improvement.

In group coaching sessions and group messaging spaces, we will remind participants to maintain confidentiality, but we cannot guarantee that other participants will not disclose information shared by you; you should take this into account when deciding what to share in those settings.

15. COMPLAINTS AND DISPUTE RESOLUTION

Internal Complaints Process

If you are dissatisfied with my coaching services, please contact me immediately at hello@katsemcoaching.com. I aim to resolve all concerns promptly and fairly. Please:

•         Raise your concern directly with me (verbal or written)

•         I will acknowledge within 5 working days

•         I will investigate and respond within 21 days

•         If not resolved, I will provide formal written response with proposed resolution.

Alternative Dispute Resolution (ADR)

If we cannot resolve your complaint through direct discussion, you have the right to refer the matter to certified Alternative Dispute Resolution providers. ADR is typically free for consumers and provides a faster, lower-cost alternative to court proceedings.

Certified ADR providers are listed at: www.tradingstandards.uk/ADRbodies. I am willing to participate in ADR to resolve disputes amicably.

Mandatory Mediation

Before either party commences court proceedings, any dispute arising from or in connection with this Agreement shall be referred to mediation. Either party may initiate mediation by written notice to the other. Within 14 days of such notice, the parties shall use reasonable endeavours to agree on a mediator. If no agreement is reached, either party may request CEDR (Centre for Effective Dispute Resolution - www.cedr.com) to appoint a mediator.

Neither party may commence litigation until:

•         60 days have passed since the written notice of dispute; OR

•         The mediator confirms mediation has terminated; OR

•         Both parties agree in writing that mediation has failed.

This clause does not prevent either party from seeking urgent interim relief (injunctions) where necessary to prevent irreparable harm. Each party shall bear their own costs of mediation. The mediator's fees shall be shared equally unless otherwise agreed.

This does not affect your legal rights. You may still pursue court proceedings if ADR or mediation is unsuccessful.

16. GOVERNING LAW AND JURISDICTION

These Terms and Conditions shall be governed by and construed in accordance with the laws of England and Wales.

The parties irrevocably submit to the exclusive jurisdiction of the courts of England and Wales to settle any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with this Agreement or its subject matter or formation.

Consumer Rights Savings Clause: If you are a consumer (an individual acting for purposes wholly or mainly outside your trade, business, or profession), nothing in this clause affects your rights under the mandatory consumer protection laws of the country where you habitually reside. You retain the benefit of any such mandatory provisions which cannot be excluded by agreement. However, any court proceedings should be brought in England and Wales unless your local law requires otherwise.

17. CHANGES TO THESE TERMS

We reserve the right to update or modify these Terms at any time. Changes will be effective immediately upon posting on our website or notification to clients. Your continued use of services after changes constitutes acceptance of the revised Terms. We recommend reviewing these Terms periodically.

18. SEVERABILITY

If any provision of these Terms is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.

19. ENTIRE AGREEMENT

These Terms, together with our Privacy Policy and any booking confirmation, constitute the entire agreement between you and Kateryna Semenchenko trading as KatSem Coaching regarding coaching services and supersede all prior agreements, understandings, or representations.

20. CONTACT INFORMATION

If you have any questions about these Terms or wish to exercise your data protection rights, please contact us at:

Kateryna Semenchenko

Trading as: KatSem Coaching

Email: hello@katsemcoaching.com

Instagram: @katesemenchenko

ACKNOWLEDGMENT

By booking and paying for coaching services, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions.

QUICK REFERENCE GUIDE

Please read the full Terms and Conditions for complete details.

Cancellation Notice Required

48 hours (email to hello@katsemcoaching.com)

Late Cancellation / No-Show

Session forfeited, charged in full, no refund

Waiting Period for Late Arrivals

10 minutes maximum

Session Duration

As specified in booking confirmation

Session Preparation

Send topics/questions 24 hours in advance (recommended)

Package Rescheduling Limit

Up to 2 sessions per package period

Recording Retention Period

7 years, then securely deleted

Recording Download Access

Available upon request during retention period

Data Retention (Notes)

7 years, then anonymized

14-Day Cooling-Off Period

Yes

Refund Processing Time

Within 14 days of cancellation

Coach Liability Limit

Lower of: fees paid (12 months) OR £10,000

Professional Indemnity Insurance

£2 million per claim

Mediation Before Court

Mandatory - 60 days or until mediator confirms termination

Governing Law

England and Wales (with consumer rights savings clause)

Emergency Support

999 / NHS 111 / Samaritans 116 123 (Coaching is NOT crisis service)

REQUIRED DOCUMENTS Before First Session

✓ Read Terms & Conditions

✓ Read Privacy Policy

✓ Completed Client Intake Form

CONTACT INFORMATION

 Email - hello@katsemcoaching.com

Instagram - @katesemenchenko

Complaints Response Time

5 working days (acknowledgment), 21 days (investigation)

Document Retention: Keep these Terms and related documents for at least 7 years.

Legal Review: These Terms are prepared per UK law. Seek independent legal advice if you have concerns.