These are the standard terms and conditions for the services that House of Mind provides. We have done our best to tick all the necessary legal boxes whilst not taking away any unnecessary rights of service users. The following terms apply as the standard terms for all of House of Mind’s products and services.

Parties

1. User of the House of Mind website and services (“You”): and

2. House of Mind (Trading name for House of Mind Ltd.) of 86-90 Paul Street, London, EC2A 4NE.

Introduction

The following is intended to form the terms and conditions of the agreement relating to your professional relationship between You and House of Mind. If at any point either party believes that the other party might be in breach of this agreement, it is important that concerns are raised as soon as possible so that we can work together towards a resolution. We recommend that you raise any complaint in the first instance directly with the facilitator, therapist, course leader or person involved. If this does not resolve the matter, please e-mail emily@houseofmind.org and we will aim to respond to your complaint promptly, fairly and effectively.

Commencement Date

This agreement shall commence on the day that you use the House of Mind website. If you do not agree with any of the following terms, please stop using the website.

The Services

The services that will be provided under this agreement include individual mindfulness and yoga sessions, small group/community yoga and mindfulness sessions and/or corporate mindfulness training sessions/ workshops (“the Services”).

Confidentiality

The confidentiality of information relating to You is of paramount concern to House of Mind. House of Mind fully complies with data protection legislation and therapeutic confidentiality guidelines. We share information on a need to know basis and strict guidelines are in place to ensure the information remains secure.

Data Protection Act 2018

We are committed to meeting the provision of the Data Protection Act 2018. Everyone working at House of Mind has a legal duty to keep information about you confidential. In summary, this means that: • We will ask for information about you so that you can receive a good service. Contact information, registration details, emergency contacts, and very brief notes on individual and group sessions relating to You will be kept by House of Mind. • We keep this information securely with details of services you use because it may be needed when we see you again. • We will normally only provide information about your sessions to your GP if you provide us with written consent. There may be situations in which we are required by our legal, regulatory or professional obligations to inform your GP and/or other public bodies about certain matters, for example where there is a risk to life or physical harm to You or to a third party. • House of Mind may support audit projects intended to evaluate the health of the nation and the quality of related care, and ethically approved research projects which measure the long-term effectiveness of treatment. In the case of opportunity for participation, there will be a specific consent form for contribution to any research projects. • You may be receiving care from other people as well as employees of House of Mind. So that we can all work together for your benefit, we may need to share some information about you with those people. • The sharing of some types of very sensitive personal information is strictly controlled by law. Some pieces of information, for example religious beliefs and mental health, are termed “sensitive data” under the Data Protection Act. In general we do not record “sensitive data” unless it is directly relevant to your condition and its treatment. In such cases, we will ask your permission to hold this information. If we have to share this information with other professionals that do not work at House of Mind to facilitate your treatment, we will ask your permission whenever reasonably practicable before disclosing this information to any other individual. • You have a right of access to your records under the Access to Health Records Act as well as under the Data Protection Act 2018. For more information, you may like to consult the Information Commissioner’s website: www.ico.gov.uk

Access to Non-Therapeutic Information Access to non-therapeutic information may be granted to others by House of Mind on a strictly confidential basis in the course of and for the purpose of efficient administration, for example audit, financial management and credit control and managing or improving our services. This access may be given to any person or organisation involved in billing, processing, payment or collection of accounts or the provision of credit referencing. In some instances we are obliged by law to disclose information for example where it will assist in investigations into fraud or other criminal offences, or if there is an issue relating to your own safety or another individual’s safety.

CCTV, Telephone Call Recordings and Supervision The buildings where House of Mind operates from may use CCTV in some areas for security purposes only and areas monitored by CCTV are signposted. Your calls to House of Mind may be recorded for training purposes. The member of staff involved in your session may discuss the content of your session with a colleague in order to ensure quality of service provision. However, your name or other identifying information is not normally disclosed and protecting your personal data is taken seriously. Supervision is conducted in accordance with the UK College of Mindfulness Meditation guidelines for supervised work. As part of supervision, on-going professional training requirements, service evaluation or research, You may at the outset of the work be asked to consent to sessions being video and / or audio-recorded. You have the right to decline this request. Any recordings will be erased as soon as reasonably practicable after the purpose of the recording has been discharged in line with the requirements under the Data Protection Act 2018.

Retention, Storage and Destruction of Information Information about You is stored in a confidential manner whether it is in manual or computerised form and it will be kept for the specific retention periods outlined by the relevant professional bodies. Destruction of data, either manual or digital is undertaken using documented procedures with an audit trail of activity and destruction.

Use of our websites and our online content (e.g. Blogs, Instagram, Facebook, LinkedIn) The materials contained on House of Mind websites and on our other online content are for general information only and should not be relied upon as legal, medical, therapeutic or other professional advice. We make no warranty as to whether the information is accurate or up to date. We do not accept any responsibility for any loss which may arise from accessing information that House of Mind puts either on its websites or on any other online forum. We hereby exclude all liability for losses or damages that are direct or indirect arising from use of any online material relating to House of Mind including but not limited to House of Mind websites. Changes may be made to our online content, the content may be deleted and our online content may be removed at any time without notice.

Access of service online We aim to make our website and online material and communication (e.g. e-mail, social media, and video conferencing such as Zoom) as accessible as possible to all service users. However, we cannot guarantee that the website or online services will always operate correctly, will necessarily be compatible with all clients’ hardware and software, or will be secure over your internet connection. We will not be held responsible for any loss of data, damage to data, unlawful interception of data, viruses or interruption of access.

Intellectual Property Any online or physical property associated with us, including any trade mark, logos, copyright, patents and software, and all information and other content online relating to House of Mind (including, but without limitation, text copy, graphics, images, recordings and videos) or as hard copy (including, but without limitation, workbooks, worksheets, diagrams and handouts) is and remains at all times property of House of Mind. You may not download, copy, alter, post, reproduce, republish, broadcast, sell, distribute, forward or use in any way material or property belonging to House of Mind without prior written consent. Any written content and images relating to House of Mind must also be properly attributed to the author and properly referenced and all copyright and proprietary notices kept intact. All Intellectual Property Rights in or arising out of or in connection with the Services shall be owned by the Supplier. All materials relating to House of Mind are the exclusive property of House of Mind.

ONE-TO-ONE-CLASSES ONLY

Fees and payment The rate for one-to-one mindfulness classes will be agreed ahead of the session (which normally last 60 minutes) and the rate is usually advertised on the House of Mind website scheduling system. Payment is required prior to each session by booking online; or at the beginning of the session in person if you prefer to pay by cash. Fees are reviewed annually in March of each year and You will be provided with written notice of any changes in the fees charged.

Sessions and cancellations
Sessions are 60 minutes in duration and the same day and time will be reserved for You each week, unless we agree otherwise. Since an ongoing mindfulness course involves the reservation of a time specifically for each client, a minimum of 24 hours’ notice is required for rescheduling or cancelling an appointment. Unless a different agreement is reached and confirmed in writing, the full fee will be charged for sessions that you do not attend or arrive at later than the start time without providing at least 24 hours’ of notification of cancellation. It is expected that the session will begin at the agreed time. Any session that begins after this time due to your late arrival for whatever reason cannot be extended beyond the agreed finish time. If you do not arrive or telephone House of Mind within 15 minutes of the agreed appointment, this will be considered as a cancellation without the required 24 hour notice being provided and the instructor/teacher will not be available for the remainder of the session. If for any reason the teacher has to cancel a session, they will aim to provide you with 48 hours’ notice where this is possible and you will not be charged for the session. The therapist will also give a minimum of 4 weeks’ notice of any planned holiday dates when they will be unavailable where possible. You are required to provide at least 2 weeks’ notice in relation to any holiday dates.

Issues specific to Video-call (e.g. Zoom) sessions Video-call sessions can reduce the ability to pick up on communication signals. For example, the technology might distort the tone of voice, facial expressions are not as clear and body language is not as visible. Video calling may not be as effective as in-person contact. Because of this, it is more likely for misunderstandings or communication difficulties to arise. Should these occur, both parties are responsible for openly identifying any issues as soon as possible in order to mutually reach an agreed resolution. Should either You or the mindfulness teacher experience difficulties ‘attending’ a session because of technical reasons, You should both endeavour to let the other person know straight away by telephone and allow time to try to connect again or to have the session via an ordinary phone call. In the event that you have paid for a session but were unable to attend the session at the agreed time, the full fee charged for the session will be retained and will not be refundable. It is important for you to ensure that the environment you work and live in allows you the physical and emotional safety and privacy to express yourself freely in order for a beneficial video-call exchange to take place. It is Your responsibility to ensure that the video-call technology that You use is secure and that precautions are put in place in Your surroundings to safeguard confidentiality of information relating to You.

GROUP SESSIONS & WORKSHOPS

Participants attending group trainings and classes may share personal information with other participants. All Participants are expected to treat this as confidential and to maintain each other’s confidentiality both during and after the course. Anyone disclosing personal information to anyone outside of the group sessions shall be asked to leave the course and may be committing a criminal offence under the Data Protection Act 2018.

Influence of alcohol or substances If it is reasonably suspected that You are under the influence of alcohol or any illegal substances, You will be asked to leave and forfeit your session or course attendance that day. If this behaviour continues, it may lead to therapy being terminated or you being asked to leave the course.

Contact between sessions In instances where You need to contact a consultant between sessions, you can call 07875720667 or send an e-mail to emily@houseofmind.org. If nobody can take your call, you may leave a voicemail message. All calls and messages will be responded to as soon as reasonably practicable as time permits between sessions within normal opening hours. House of Mind does not operate a crisis or emergency service. If you need to speak to someone immediately please contact your GP, the NHS Non-Emergency Number by dialling 111 or in the event of an emergency you may also call an ambulance on 999.

GROUP YOGA AND MINDFULNESS SESSIONS

Fees and payment The rate for group yoga and mindfulness classes will be agreed ahead of the session, and the rate is usually advertised on the House of Mind website scheduling system. Payment is required prior to each session by booking online; or at the beginning of the session in person if you prefer to pay by cash. Fees are reviewed annually in March of each year and You will be provided with written notice of any changes in the fees charged.

Cancellations For group yoga and mindfulness sessions, if you booked a class but can no longer attend, you must cancel the class. The easiest way to cancel is via the House of Mind website. You can also cancel via email (emily@houseofmind.org) but please be aware of our policy below. The group class cancellation policy is 12 hours. Cancellations made with less than 12 hours notice will result in the loss of your booking fee. ‘Early cancel’ (up to 12 hours before class) will put the class fee back into your account. If you ‘late cancel’ (i.e. after the 12-hour cancellation period) no credit will be returned to your account.

CORPORATE MINDFULNESS BOOKINGS

Online bookings If you have not received an e-mail confirmation directly from us within 48 hours’ of booking, please contact us immediately. Please also retain the e-mail confirmation as evidence of your registration when arriving at your first group training or course.

Cancellations In the case that the entire course is cancelled by us in advance of the course commencement, any fee paid in advance will be refunded. Any further expenses you have incurred in connection with the course will not be reimbursed. If a single class or classes are cancelled due to an unforeseeable circumstance, another teacher may need to take the class and / or the class will be rescheduled where this is reasonably practicable. All cancellations made with more than 14 days’ notice will be refunded (minus a 15 percent administration charge). The full fee in respect of any cancellations made with greater than 14 days’ notice can also be used as payment towards another course subject to availability however the 15 percent administration charge will still be applied. We regret that no fees can be refunded or transferred to another course or event if the participant cancels with less than 14 days’ notice before the commencement of a course or group training.

Suitability for a group course or a group session You are assumed to believe that You are physically and psychologically fit to participate in any class, group course or training. It is also Your responsibility to assess Your suitability to take part in activities suggested. If You are in any doubt, we encourage You to seek advice from health professionals on this. If for any reason, it is decided that You are not fit to attend a course or training, we reserve the right to cancel any booking made by You either before classes commence or during the course. This might, for example, be ascertained by information You provide through a pre-course questionnaire or through a discussion that You have with the course leader. No refunds of any fees will be due in the event that you attend all or part of a course. If You are concerned about Your suitability for the program, either before or during the course, You should ask for a confidential discussion with the course leader. Some information You provide on a pre-course entry questionnaire might be made available to the course leader to assist them towards facilitating wherever possible individual participant needs. If it is decided that You should not participate in a class or remainder of the course, You are obliged to leave.

Liability Group courses and trainings are not intended as group therapy or to substitute psychological and / or medical interventions. You are expected to continue your ongoing treatment. It is at Your own risk that You may become aware of the need for psychological or medical intervention as a result of participating in a group programme. It is also Your responsibility to raise this with the course leader. It may be decided that You need to leave the course and / or a referral may be discussed with You. Any additional treatment needed will be at Your own risk and expense. Any additional treatment will not be carried out by any teacher associated with House of Mind to ensure confidentiality and to limit any issues of conflict of interest or dual relationships.

If you are a corporate client, please note that we will not be liable for: loss of profits, sales or revenue; business interruption; loss of anticipated savings; loss of business opportunity or reputation; or any indirect or consequential loss or damage.

OTHER CONSIDERATIONS

Nothing in these terms shall limit or exclude House of Mind’s liability for death or personal injury caused by its negligence, or the negligence of its employees, agents or subcontractors; or fraud or fraudulent misrepresentation. Subject to this, House of Mind shall under no circumstances whatever be liable to You, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, for any loss of profit, or any indirect or consequential loss arising under or in connection with this agreement. This clause shall survive termination of this agreement. We will not be liable for any failure or delay in the delivery of the Services due to circumstances beyond our reasonable control, including but not limited to acts of God, acts of terrorism, war, riot, civil commotion, malicious damage, compliance with a law or governmental order, rule, regulation or direction, accident, labour dispute, strike, insolvency or bankruptcy of either party or any third party, fire, flood, snow and storm, exceptional weather conditions, difficulty or increased cost in obtaining workers, goods or transport and other circumstances affecting the supply of goods or services. We will not be liable to business clients for the loss of data, profits, business, revenue, opportunity, reputation, goodwill, indirect or consequential loss or damage. Further, we will not be liable for any interruption to your business howsoever caused.

Severance If any provision or part-provision of this agreement is or becomes invalid, illegal or unenforceable, it shall be deemed modified to the minimum extent necessary to make it valid, legal and enforceable. If such modification is not possible, the relevant provision or part-provision shall be deemed deleted. Any modification to or deletion of a provision or part-provision under this clause shall not affect the validity and enforceability of the rest of this agreement.

Waiver A waiver of any right under this agreement or law is only effective if it is in writing and shall not be deemed to be a waiver of any subsequent breach or default. No failure or delay by a party in exercising any right or remedy provided under this agreement or by law shall constitute a waiver of that or any other right or remedy, nor shall it prevent or restrict its further exercise of that or any other right or remedy. No single or partial exercise of such right or remedy shall prevent or restrict the further exercise of that or any other right or remedy.

Dispute Resolution The parties this this Agreement agree that prior to commencing any litigation arising from or in connection with this agreement, they shall enter into an alternative dispute resolution process for the purposes of resolving any disputes between them. This may initially involve an informal settlement meeting between You and House of Mind to attempt to resolve the matter. If any dispute arises in connection with this agreement and this is not resolved at an informal settlement meeting as aforementioned, the parties will attempt to settle it by mediation in accordance with the Centre for Effective Dispute Resolution (CEDR) Model Mediation Procedure. Unless otherwise agreed between the parties within 14 days of notice of the dispute, the mediator will be nominated by CEDR. To initiate the mediation a party must give notice in writing (ADR notice) to the other party to the dispute requesting a mediation. A copy of the request should be sent to CEDR. Unless otherwise agreed, the mediation will start not later than 28 days after the date of the ADR notice. No party may commence any court proceedings in relation to any dispute arising out of this agreement until it has attempted to settle the dispute by mediation and either the mediation has terminated or the other party has failed to participate in the mediation, provided that the right to issue proceedings is not prejudiced by an unreasonable delay by reason of the failure of the other party. Nothing in this Agreement shall affect House of Mind’s ability to commence litigation in respect of recovering any outstanding fees owed by You or any third party in respect of therapy sessions or other services without the need to engage in Alternative Dispute Resolution as described in this Agreement.

Governing law and Jurisdiction This agreement, and any dispute or claim arising out of or in connection with it or its subject matter or formation (including non-contractual disputes or claims), shall be governed by, and construed in accordance with the law of England. Each party irrevocably agrees that the courts of England shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with this agreement or its subject matter or formation (including non-contractual disputes or claims).

Acceptance You agree that your continued use of the services of House of Mind constitutes approval and acceptance of the terms of this agreement.

Please do not hesitate to contact us if you have any questions, or if any of these terms are not clear. We look forward to welcoming you into the House of Mind community.