Coaching Agreement

The parties

This Coaching Agreement ("Agreement") is between Hope & Strength Coaching, owned and operated by Vineca Allen-Hodge ("Coach"), and [CLIENT NAME] ("Client"). It takes effect on the date the Client signs it.

Scope of coaching

Coaching is a collaborative, forward-looking partnership. Together, Coach and Client identify what matters most to the Client, set realistic goals, build sustainable wellness habits, prepare for conversations with the Client's medical team, and create practical next steps that fit the Client's life and current season.

Coaching supports people who are recently diagnosed, in active treatment, moving into survivorship, or caring for someone with cancer.

What coaching is not

Services and what is included

The Client is enrolling in: [JOURNEY NAME — Hope Foundations / The Hope & Strength Journey / Thrive Forward].

That journey includes: [LIST SESSIONS AND MATERIALS, e.g. number of coaching sessions, welcome workbook, wellness assessment, reflection pages, trackers, resource library, email support between sessions].

Sessions are delivered virtually or by phone, with limited in-person availability in Southern California. Session length is approximately [ADD LENGTH] minutes.

Sessions, scheduling and attendance

• Sessions are scheduled by agreement between Coach and Client.
• Please give at least [ADD NOTICE, e.g. 24 hours] notice to reschedule.
• Sessions missed without notice may be counted as used. [CONFIRM.]
• If the Client is unwell, hospitalised or dealing with a treatment complication, the Coach will work with the Client to reschedule. [CONFIRM HOW FLEXIBLE TO BE IN WRITING — this matters a great deal to this client group.]
• Package sessions expire [ADD PERIOD] after purchase.
• If the Coach cancels, the session is rescheduled at no cost.

Fees and payment

Total fee: [AMOUNT]. Payment schedule: [IN FULL / INSTALMENTS — ADD DETAIL]. Accepted methods: [ADD METHODS].

Refunds: [ADD POLICY. State clearly whether unused sessions are refundable, and any cooling-off period.]

Late or missed payments may pause coaching until the account is current. [CONFIRM WHETHER ANY LATE FEE APPLIES AND WHETHER IT IS PERMITTED.]

Confidentiality

What the Client shares in coaching is treated as confidential. The Coach will not disclose the Client's participation or the content of sessions except as described in the next section, or with the Client's written permission.

The Client may share whatever they wish outside of sessions.

Limits of confidentiality

The Coach may disclose information without permission where she reasonably believes it is necessary to:

• prevent serious and imminent harm to the Client or another person;
• report suspected abuse or neglect of a child, elder or dependent adult, as required by California law;
• comply with a subpoena, court order or other legal requirement.

[HAVE COUNSEL CONFIRM WHICH MANDATORY REPORTING OBLIGATIONS APPLY TO A NON-LICENSED COACH IN CALIFORNIA, AND WHETHER THE COACH'S SEPARATE CLINICAL LICENSURE CREATES ADDITIONAL DUTIES.]

Your role in the process

Coaching works best when the Client participates actively. The Client agrees to:

• be honest about goals, circumstances and capacity;
• tell the Coach about relevant changes in health or treatment;
• take responsibility for their own decisions and actions;
• maintain their relationship with their medical team;
• contact their healthcare provider or emergency services in urgent situations rather than waiting for a session.

The Client understands that results are not guaranteed and depend substantially on their own participation and circumstances.

Vineca’s commitments

The Coach agrees to:

• provide coaching with care, respect and professionalism;
• keep the Client's information confidential within the limits described above;
• stay within the scope of coaching and say so when something falls outside it;
• be prepared for sessions and give the Client her full attention;
• recommend other appropriate professionals where that would serve the Client better.

Referral and ending the engagement

If the Client's needs fall outside the scope of coaching — for example, if the Client would be better served by a licensed mental health professional, dietitian, or their oncology team — the Coach will say so and may recommend that the Client seek that support. Coaching continues only while it is safe, appropriate and within the agreed scope.

Either party may end this Agreement by giving [ADD NOTICE, e.g. written notice at any time]. On termination, [ADD WHAT HAPPENS TO UNUSED SESSIONS AND ANY REFUND].

Records

The Coach keeps notes and records relating to coaching in order to provide continuity of support. These are stored securely and retained for [ADD PERIOD]. The Client may request a copy of information held about them; see the Privacy Policy.

Communication between sessions

Where the Client's journey includes email support, the Coach will aim to respond within [ADD RESPONSE TIME, e.g. two business days]. Email is not monitored continuously and must not be used for urgent matters.

Assumption of risk and liability

The Client acknowledges that coaching involves making personal decisions and taking action, and that the Client is responsible for those decisions and their outcomes. The Client agrees that the Coach is not liable for decisions the Client makes, or for any outcome relating to the Client's health or treatment.

To the fullest extent permitted by law, the Coach's total liability under this Agreement will not exceed the fees paid by the Client under it.

General terms

• Entire agreement. This Agreement, with the Terms & Conditions, Privacy Policy and Medical & Coaching Disclaimer, is the entire agreement between the parties.
• Amendments. Changes must be in writing and agreed by both parties.
• Severability. If any provision is unenforceable, the remainder stays in effect.
• Governing law. California law governs this Agreement. Venue is [ADD COUNTY] County, California.
• Assignment. The Client may not assign this Agreement.

Acknowledgement and signatures

By signing, the Client confirms that they have read and understood this Agreement, including that coaching is not medical or mental health care and does not replace treatment from licensed professionals, and that they have had the opportunity to ask questions.

Client name: [________________________]
Client signature: [________________________]
Date: [____________]

Coach: Vineca Allen-Hodge, Hope & Strength Coaching
Signature: [________________________]
Date: [____________]