Terms and Conditions – Well Minds Psychological Therapy Service (Well Minds PTS)

Fresh Air, Strong Steps, Well Minds

These Terms and Conditions apply to all services, programmes, groups, workshops and events delivered by Well Minds Psychological Therapy Service (Well Minds PTS). By making a booking, attending an event, or engaging in any service we offer, you agree to the following.

1. Who We Are

Well Minds Psychological Therapy Service (Well Minds PTS) provides psychological therapy, EMDR, CBT, couples therapy, sports psychology sessions, workshops, groups and wellbeing events.

Our practitioners are accredited and work within their professional Codes of Ethics (BABCP, EMDR UK, relevant governing bodies).

 

2. What These Terms Cover:

These Terms apply to:

  • Individual therapy sessions (alongside your therapy agreement)

  • Group therapy

  • Workshops

  • Outdoor sessions or events

  • Psychoeducational courses

  • Wellbeing programmes

  • Any event or service you book with us

If anything in a specific therapy agreement contradicts these Terms, the therapy agreement takes priority for clinical work.

 

3. Booking and Payment

3.1 Individual Therapy

  • Sessions must be paid for at least 24 hours before the appointment.

  • The current fee for therapy is £95 per session unless agreed otherwise.

  • All payments are made electronically unless agreed otherwise.

3.2 Groups, Workshops and Events

  • Full payment is required at the time of booking unless the event states otherwise.

  • Your place isn’t confirmed until payment is received.

  • Prices for each event or group will be clearly stated at the point of booking.

 

4. Cancellations and Refunds

4.1 Individual Therapy

  • Less than 24 hours’ notice: 50% of the session fee is charged.

  • Two consecutive late cancellations/DNAs may result in discharge.

 

4.2 Groups, Workshops and Events

Because group and event places are limited and our costs remain the same whether or not someone attends, we do not offer refunds unless Well Minds Psychological Therapy Service cancels the group or event.

Tickets are non-transferable between attendees.

Refunds are not provided for reasons such as:

  • forgetting the date

  • a change of mind

  • choosing not to participate fully

  • being unable to attend part of a multi-week course

  • any other personal circumstance that prevents attendance

If we cancel an event, you’ll receive a full refund or the option

 

5. Safety, Behaviour and Respect

We aim to create a safe, respectful environment. We may withdraw services if:

  • you behave aggressively, threateningly or abusively

  • you attend under the influence of alcohol or non-prescribed drugs

  • your behaviour disrupts the group/event

  • boundaries or confidentiality expectations are repeatedly breached

No refund will be offered if you are asked to leave for these reasons.

 

6. Outdoor and Nature-Based Activities

Many Well Minds PTS services involve being outdoors (walk-and-talk therapy, wellbeing walks, group events).

By attending, you acknowledge:

  • You are responsible for appropriate clothing, footwear, hydration and personal safety.

  • Outdoor activities carry inherent risks (weather, terrain, slips/trips).

  • You must inform us of any medical or accessibility needs relevant to participation.

We will risk assess activities, but participants remain responsible for choosing an activity suitable for their health and fitness.

 

7. Confidentiality

7.1 Therapy Clients

Confidentiality follows professional codes and your therapy agreement.

7.2 Groups and Events (Non-Therapy)

While we encourage confidentiality, we cannot guarantee that other participants will not share information outside the session.
We ask every attendee to respect privacy, but personal sharing is voluntary.

7.3 Legal Exceptions

Confidentiality may be broken when required by law or when there is a risk of serious harm to you or someone else.

 

8. How We Store Your Data

  • Clinical notes are stored in WriteUpp, a GDPR-compliant clinical records system.

  • Notes are encrypted, password-protected and accessible only to authorised Well Minds PTS clinicians.

  • We do not keep paper clinical notes or store your number on personal devices.

  • For groups and events, we store only essential booking information. Bookings are taken through third-party platforms such as Billetto, so any information you provide at the point of booking is stored within their system.

For full details, see our Privacy Policy.

 

9. Liability

We will always deliver services with professionalism and reasonable care. However:

  • We are not liable for accidents resulting from failure to follow guidance, instructions or safety information.

  • We are not responsible for personal property lost, damaged or stolen during events or sessions.

  • For outdoor events, you participate at your own risk and must assess your own ability to take part.

 

10. Complaints

If you’re unhappy with any aspect of our service, please speak to us as soon as possible so we can try to resolve the issue.

For therapy clients, you may escalate concerns to the BABCP or relevant professional body.

 

11. Changes to Terms

We may update these Terms occasionally. The version on our website will always be the most current.