Terms & Conditions Generator for coaches
Written for session notes, intake forms, professional confidentiality and the advice-versus-information line.
Coaching and therapy terms are the contracting conversation written down. The clauses that get used are cancellation, no-show, fees and the boundary of the service - not intellectual property.
Coaching, counselling and therapy practices hold some of the most sensitive records a small business will ever handle, usually in tools designed for something else - a booking app, a notes app and an email inbox. Session notes about mental health are special category data under GDPR and UK GDPR, needing an Article 9 condition rather than just a lawful basis.
Professional confidentiality runs alongside data protection rather than inside it. Membership bodies impose their own duties on record-keeping, supervision and disclosure, and those obligations survive independently of any privacy notice.
The second exposure is the content side. Practitioners publish extensively - blogs, newsletters, free guides, social posts - and the line between general information and personalised advice is exactly where a disclaimer does real work.
What a terms and conditions for a coaching or therapy practice has to cover
What the service is and explicitly is not - coaching, counselling, therapy, or clinical treatment
Session length, frequency, fees and payment timing
Cancellation and no-show policy, with the notice period and any charge
Confidentiality and its limits, consistent with the privacy notice
Ending the relationship, referral, and what happens to records
How a coaching or therapy practice actually moves personal data
Intake and assessment forms
Health history, presenting issues, medication and emergency contacts, collected before any therapeutic relationship exists.
Session notes
The most sensitive record in the practice, often held in a general-purpose notes app with no access control.
Booking and reminder systems
Appointment data reveals that a person is receiving a particular kind of care, which is itself health data.
Supervision records
Case discussion with a supervisor, usually pseudonymised but still traceable within a small practice.
Payment and insurance claims
Where a session is claimed through insurance, the claim links identity to a category of treatment.
Newsletter and content lists
Marketing to people who have disclosed a health concern requires particular care about segmentation.
Third parties the draft will ask you about
a booking platform such as Acuity or Cliniko · Stripe · Google Workspace or Microsoft 365 · a notes or practice-management app · Mailchimp · Zoom or a secure video platform
The rules that apply
Special category data
Health, including mental health, requires an Article 9 condition. Explicit consent or the health and social care condition are the usual routes, each with its own requirements.
Professional body requirements
Membership bodies set their own standards on record-keeping, retention, supervision and the circumstances in which confidentiality may be broken.
Confidentiality and its limits
Safeguarding disclosures and legal obligations override confidentiality, and clients should be told this before the first session rather than at the point of disclosure.
Supervision
Discussing cases in supervision is processing, and clients should know it happens even when identifying details are removed.
Advertising and testimonial rules
Several professional bodies restrict testimonials, and consumer protection rules apply to outcome claims regardless.
What the generated terms and conditions contains
Who the contract is with and how it is formed
Your legal entity, and the exact moment acceptance happens - account creation, checkout, or continued use.
The service, the licence and its limits
What you are actually providing, what the user may do with it, and what they may not.
Price, payment, renewal and cancellation
Billing cycle, auto-renewal, price-change notice, and how either side ends the arrangement.
Acceptable use and enforcement
The behaviour that gets an account suspended, and the process you follow before you suspend it.
User content and intellectual property
Who owns what, the licence you need to run the service, and the takedown route for infringing material.
Warranties, liability and indemnity
Disclaimers that survive local consumer law, and caps that are actually enforceable rather than theatrically broad.
Governing law, jurisdiction and disputes
The law that applies, the courts that hear it, and any pre-litigation steps you require.
The practitioner document set
Identify and record the Article 9 condition
Before the first client, and revisit it if you start taking insurance work.
Move session notes into a system with access control
And set a retention period that matches your professional body’s guidance.
Put confidentiality limits in the contracting conversation
Safeguarding, legal obligation, and supervision - explained before the first session.
Check the video platform settings
Recording, transcription and cloud retention, all off unless deliberately used with consent.
Separate the marketing list from the client record
Different purpose, different basis, different system if possible.
Publish a disclaimer on published content
Distinguishing general information from a therapeutic relationship.
Where this usually goes wrong
Session notes in a general notes app
No access control, no retention rule, and usually synced to a personal account.
No Article 9 condition identified
A lawful basis alone does not permit processing health data.
Confidentiality limits explained only after a disclosure
The limits belong in the contracting conversation and in the privacy notice, before the first session.
Marketing segmented by presenting issue
Using a health disclosure to target content is processing special category data for a new purpose.
Video sessions on a consumer platform
Recording defaults, transcript features and account settings can retain far more than the practitioner realises.
No retention schedule for closed cases
Professional bodies usually set one; the practice usually does not follow it.
Frequently asked questions
Are therapy notes special category data?
Yes. Notes about mental or physical health are health data under GDPR and UK GDPR, requiring an Article 9 condition in addition to a lawful basis, and in the UK usually a Schedule 1 condition with an appropriate policy document.
Can I use a normal booking app for a therapy practice?
You can, if it offers access control, a retention setting and a processor agreement - and if you keep clinical notes out of free-text fields that everyone in the account can read.
Do I have to tell clients about supervision?
You should. Supervision is processing, and clients are entitled to know that their case may be discussed even where identifying details are removed.
How long should I keep client records?
Your professional body usually specifies a period, and it is often long - several years after the last session, and longer where the client was a minor. That guidance is the starting point, not general minimisation instincts.
Are terms and conditions legally binding?
They are when the user had a genuine opportunity to read them and took a positive step to accept. Clickwrap - a ticked box next to a visible link - holds up far more reliably than a "by using this site you agree" line in the footer.
What is the difference between terms of service and terms and conditions?
Nothing substantive. "Terms and conditions" is the more common phrasing in the UK and Commonwealth markets, "terms of service" in the US and in SaaS. The clauses do the same job.
Can I limit my liability to zero?
No. Most consumer regimes void attempts to exclude liability for death, personal injury or fraud, and unfair-terms rules strike out caps a court considers unreasonable. A cap that is drafted to survive review is worth more than one that is struck out entirely.
Do I need terms if I sell nothing?
If users can register, post, comment or upload, yes - the terms are what let you moderate, suspend and remove content without being in breach of contract yourself.
Terms & Conditions Generator for coaches
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PolicifyAI is a technology provider, not a law firm, and this page is not legal advice. Generated documents are a structured starting point that a qualified adviser should review before you publish or rely on them.