Terms & Conditions

These Terms and Conditions ("Terms") apply to all Services provided by Grounded Grace Collective, whether booked through our website or by any other agreed method. Please read these Terms carefully before booking a Service, as they explain your rights and responsibilities and form the agreement between you and us.


By booking a Service with us, you confirm that you have read, understood and agree to be bound by these Terms. These Terms apply to all Services we provide unless we agree otherwise in writing.

1. Information About Us

Grounded Grace Collective is operated by Linda Stevens, trading as a sole trader.

Address:
3 Southview Cottages
Beech Lane
Woodcote
Reading
Berkshire
RG8 0QA

Email:welcome@groundedgracecollective.co.uk

Telephone: 07841 847272 

2. Our Services

2.1 Reflexology

Reflexology is provided in person only.Treatment may be provided to the feet, hands and/or face, depending on the treatment agreed.Clients will normally be required to remove their shoes and socks for foot reflexology.Clients must inform us before treatment of any infections, verrucas, open wounds, recent fractures, recent surgery or any other condition that may affect the safety or suitability of treatment.We reserve the right to adapt, postpone or decline treatment where, in our professional judgement, it is not appropriate or safe to proceed.

2.2 Reiki

Reiki may be provided in person, online via a secure video platform, or as distance Reiki.Distance Reiki is offered as a complementary wellbeing practice. It may be provided during an agreed appointment using a secure video platform or remotely at a pre-arranged time, with or without the use of a photograph. As with all complementary therapies, individual experiences and outcomes vary and no guarantee of any particular result is given.

2.3 RTT Hypnotherapy

RTT Hypnotherapy may be provided in person or online via a secure video platform.Clients participating in online hypnotherapy must ensure that they are in a quiet, private environment where they will not be disturbed. They must not participate while driving, operating machinery or undertaking any activity that requires their full attention.

2.4 Online Appointments

Where a service is provided online, sessions will normally take place via Zoom or Microsoft Teams using a secure connection.

Clients are responsible for ensuring that they:

  • have a suitable internet connection and a working device with audio (and video where appropriate);participate from a safe, private and quiet location free from interruptions;

  • are able to take part without being responsible for children or other dependants during the session;

  • and are not driving or travelling in a vehicle whilst participating.

If a session is interrupted due to technical difficulties beyond either party's reasonable control, both parties will make reasonable efforts to reconnect. Where this is not possible, the remaining session will be rearranged at a mutually convenient time.

2.5 Confidentiality

All personal information and anything discussed during your appointments will be treated as confidential and handled in accordance with our Privacy Notice and applicable UK data protection legislation.Confidentiality may only be breached where:

  • we are required to do so by law;

  • there is a safeguarding concern;

  • there is a risk of serious harm to you or another person;

  • or disclosure is otherwise permitted or required by law. 

  • you have given your explicit consent. 

2.6 Information Commissioner's Office (ICO)

If you have any concerns about how we handle your personal information, we ask that you contact us first so that we can try to resolve the matter. If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent authority for data protection.

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: https://ico.org.uk

2.7 Recording Appointments

Clients must not record any appointment, whether in person or online, without our prior written consent. Likewise, we will not record any appointment without your prior consent unless required by law.

2.8 After Your Appointment

Following a Reflexology, Reiki or RTT Hypnotherapy session, some clients may feel deeply relaxed or drowsy.For your safety, we recommend that you:do not drive or operate machinery until you feel fully alert;avoid participating in your appointment if you are under the influence of alcohol or recreational drugs; andfollow any aftercare advice provided during your appointment.If you have any concerns following your treatment, or if your symptoms worsen or you develop new symptoms, you should seek advice from your GP or another appropriately qualified healthcare professional.

3. Medical disclaimer

  • Complementary therapies are not a substitute for medical care.·      

  • Where appropriate, we may recommend that you seek advice from your GP or another appropriately qualified healthcare professional. It remains your responsibility to obtain such advice and to follow any medical recommendations provided.

  • No guarantee of outcomes is made.

  • Clients must disclose any existing medical conditions, prescribed medication, recent surgery, pregnancy or any change in their health that may affect the safety or suitability of the Service.Medication should never be stopped without medical advice.

  • Certain conditions may require GP or consultant approval.

  • RTT hypnotherapy may not be appropriate for certain psychiatric conditions unless approved by a treating clinician.

  • Clients should disclose epilepsy, psychosis, schizophrenia, bipolar disorder.

3.1 Client Responsibilities

To help ensure your safety and the suitability of the Service, you must inform us of any relevant medical conditions, medications, recent medical treatment or changes to your health before each appointment. This enables us to assess whether treatment is appropriate or whether it should be adapted, postponed or declined.

Clients agree to:

  • provide accurate health information

  • follow aftercare advicenotify changes in health

  • arrive on time

  • give informed consent and engage respectfully and appropriately with the Service and the practitioner.

4. Health Questionnaire

To help ensure that our Services can be provided safely and appropriately, all clients must complete a health questionnaire before their first appointment and provide updated information whenever there is a change to their health or personal circumstances.

Clients agree to:

  • complete the health questionnaire honestly and accurately;

  • notify us of any changes to their health, medication or personal circumstances before each appointment;

  • disclose any pregnancy, as certain therapies or techniques may need to be adapted, postponed or may not be suitable depending on the stage of pregnancy or individual circumstances;

  • disclose any prescribed medication, recent surgery, injury or relevant medical diagnosis;

  • disclose epilepsy, psychosis, schizophrenia, bipolar disorder or any other serious mental health condition which may affect the suitability of RTT Hypnotherapy;inform us of any relevant medical conditions, including but not limited to:

    • allergies;

    • implanted medical devices;

    • pacemakers;

    • current or recent cancer treatment;

    • infectious or contagious illnesses.

The information you provide enables us to assess whether treatment is suitable for you and whether it should be adapted, postponed or declined in the interests of your safety and wellbeing. Failure to provide accurate or complete information may result in treatment being adapted, postponed or declined. 

5. Right to Refuse or Discontinue Treatment

We reserve the right to adapt, postpone, decline or discontinue any Service where, in our professional judgement:

  • the treatment is not safe or appropriate for the client;

  • sufficient health or medical information has not been provided;

  • GP or specialist approval is required but has not been obtained;

  • the client appears to be under the influence of alcohol or non-prescribed recreational drugs;

  • the client behaves in a threatening, abusive or inappropriate manner;

  • continuing the treatment could place the client, the practitioner or another person at risk;

  • or any other circumstance arises which, in our reasonable opinion, makes it inappropriate to proceed. 

  • the client refuses to provide informed consent.

Where treatment cannot safely proceed, we will explain the reasons where appropriate and, where possible, discuss alternative options or recommend that the client seeks advice from their GP or another suitably qualified healthcare professional. 

6. Data Protection and Privacy

We are committed to protecting your privacy and handling your personal and health information responsibly.

Any personal information, including health information that you provide, will be collected, used, stored and processed in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable data protection legislation.

We will only use your information for purposes connected with the provision of our Services, the administration of your appointments and where required by law. Further information about how we collect, use and protect your personal information, together with your rights, is available in our Privacy Notice. 

7. Eligibility to Book Our Services

By booking a Service with us, you confirm that:

a. you are legally capable of entering into a binding contract; and

b. you are at least 18 years of age.

7.1 Booking Documentation

Before receiving one of our Services, you may be required to complete or acknowledge certain documents, including our Health Questionnaire, Client Consent Form and Privacy Notice. These documents are designed to help ensure that our Services are provided safely, appropriately and in accordance with applicable legal and professional requirements.

By booking and attending an appointment, you confirm that you have read, understood and, where applicable, completed these documents and agree to the collection and processing of your personal information in accordance with our Privacy Notice.

8. Formation of the Contract

8.1 Booking Confirmation

When you book a Service, whether through our website or by another agreed method, your booking constitutes an offer to purchase that Service.

We will acknowledge receipt of your booking request. This acknowledgement does not constitute acceptance of your booking.

A binding contract between you and us is formed only when we confirm your appointment by email, text message or WhatsApp.

8.2 Scope of the Contract

The contract applies only to the Service(s) confirmed in your booking. We are not obliged to provide any additional Services unless separately agreed.

9. Consumer Cancellation Rights

If you are booking as a consumer, you have statutory cancellation rights under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.

9.1 Your Right to Cancel

You have the right to cancel your contract within 14 days of entering into it without giving any reason.

To exercise this right, you must notify us before the cancellation period expires by emailing welcome@groundedgracecollective.co.uk or by using the cancellation form included at Annex 1.

Where no Service have been provided, any payment received will be refunded within 14 days using the original payment method unless otherwise agreed.

9.2 Service Requested During the Cancellation Period

If you ask us to provide your appointment during the 14-day cancellation period, you expressly request that we begin providing the Service before your statutory cancellation period has expired.

If you do so:

  • where the Service has been fully completed during the cancellation period, your statutory right to cancel will end once the Service has been completed; and

  • if you cancel after the Service has started but before it has been completed, you may be required to pay for the proportion of the Service already provided

  • Your express request for us to begin providing the Service during the cancellation period will normally be obtained at the time of booking.

Nothing in these Terms affects your statutory consumer rights. 

10. Appointment Cancellation and Rescheduling

We understand that circumstances sometimes change. If you need to cancel or rearrange an appointment, please let us know as soon as possible.

  • Appointments cancelled or rearranged at least 48 hours before the scheduled appointment will receive either a full refund or be transferred to another mutually convenient appointment.

  • Appointments cancelled with less than 48 hours' notice may be charged in full, as the appointment time has been reserved exclusively for you and may not be possible to offer to another client.

  • Failure to attend an appointment without prior notice ("no-show") will normally result in the full appointment fee remaining payable.

  • Where exceptional circumstances apply, we may, at our discretion, offer a refund or transfer the appointment.

If we need to cancel or rearrange your appointment, you will be offered the choice of a full refund or an alternative appointment at no additional cost.


11. Availability

We will use reasonable endeavours to provide your booked Service at the date and time confirmed in your appointment confirmation. If we are unable to do so, we will contact you as soon as reasonably practicable to rearrange your appointment or offer a refund where appropriate.


12. Intellectual Property and Information

12.1 All written materials, resources, exercises, handouts and other content provided by us remain our intellectual property unless otherwise stated. They are supplied for your personal use only and must not be copied, reproduced, distributed or used for commercial purposes without our prior written permission.

12.2 Any information or guidance provided as part of our Service is intended to support your general wellbeing. It is not medical, legal or financial advice and should not be relied upon as a substitute for advice from an appropriately qualified professional.

12.3 We take reasonable care to ensure that any information we provide is accurate and up to date at the time it is given. However, we cannot guarantee that all information will remain current or applicable to your individual circumstances.

13. Price and Payment

13.1 The price of any service will be as quoted on our site, except in cases of obvious error.

13.2 Prices are liable to change at any time, but changes will not affect bookings in respect of which we have already sent you a confirmation.

13.3 Payment must be made using one of the payment methods specified on our website or otherwise agreed with us.

13.4 Payment for in-person Reflexology and Reiki is due at the time of the appointment unless otherwise agreed. Payment for online Reiki and all RTT Hypnotherapy appointments must be received before the appointment takes place. 

14. Refunds

14.1 Our Services are provided either in person or online. Refunds will be provided where required by law and in accordance with the cancellation rights and appointment cancellation policy set out in these Terms.

14.2 Where a refund is due, it will normally be made using the same payment method used for the original booking, unless otherwise agreed.

14.3 Where a service has been provided, either in full or in part, refunds will not normally be available unless required by law or where we determine, at our reasonable discretion, that exceptional circumstances apply. 

15. Our Liability

15.1 We will provide our Services with reasonable care, skill and professional competence, in accordance with generally accepted standards of good practice for complementary therapists.

15.2 Our Services are complementary therapies intended to support relaxation, wellbeing and personal development. They are not a substitute for medical diagnosis, treatment or advice. We do not guarantee any particular outcome, improvement or result from any treatment or session, as individual responses vary.

15.3 Nothing in these Terms excludes or limits our liability for:

  • death or personal injury caused by our negligence;

  • fraud or fraudulent misrepresentation; or

  • any other liability which cannot be excluded or limited under applicable law.

15.4 Subject to clause 15.3, our total liability for any claim arising out of or in connection with the Service shall be limited to the amount paid by you for the relevant Service giving rise to the claim.

15.5 Subject to clause 15.3, we shall not be liable for any indirect, incidental or consequential loss or damage, including (but not limited to):

  • loss of income or revenue;

  • loss of business or business opportunity;

  • loss of profits;

  • loss of anticipated savings; or

  • loss of data,

arising out of or in connection with the provision of our Services, except where such liability cannot lawfully be excluded.

15.6 Nothing in these Terms affects your statutory rights as a consumer. 

16. Communications

We will normally communicate with you by email, telephone, text message or WhatsApp, unless we agree another method with you.

By booking a Service with us, you agree that electronic communications satisfy any legal requirement for communications to be made in writing.

It is your responsibility to ensure that the contact details you provide are accurate and kept up to date. We are not responsible for any delay or failure to communicate where incorrect or outdated contact information has been provided.

Nothing in this clause affects your statutory rights.

17. Notices

Any formal notice relating to these Terms must be given in writing.

Notices to us should be sent by email to welcome@groundedgracecollective.co.uk or by post to the business address stated in these Terms.

We may send notices to you using the email or postal address you have provided when booking a Service.

Unless evidence to the contrary is provided:

  • an email will be deemed received on the day it is sent, provided it is sent before 5.00 pm on a Business Day; otherwise it will be deemed received on the next Business Day; and

  • a letter sent by first-class post will be deemed received two Business Days after posting.

18. Transfer of Rights and Obligations

These Terms are personal to you and may not be transferred or assigned to another person without our prior written consent.

We may transfer, assign or subcontract any of our rights or obligations under these Terms where this does not adversely affect your rights or the quality of the Services provided. 

19. Events Outside Our Reasonable Control

We will not be liable for any failure or delay in performing our obligations under these Terms where this is caused by circumstances beyond our reasonable control. Such circumstances may include, but are not limited to:

  • illness or injury;

  • severe weather;

  • fire, flood or other natural events;

  • power failures;

  • internet or telecommunications outages;

  • government restrictions or public health emergencies; or

  • any other event that could not reasonably have been anticipated or avoided.

Where such circumstances prevent or delay the provision of a Service, we will make reasonable efforts to contact you as soon as possible and, where appropriate, rearrange your appointment at a mutually convenient time.

20. Waiver

If either party chooses not to enforce any provision of these Terms, or delays in exercising any right or remedy, this will not prevent that party from enforcing the same or any other provision at a later date.

Any waiver of a provision of these Terms will only be effective if it is made expressly and in writing.

21. Severability

If any provision of these Terms is found by a court or other competent authority to be invalid, unlawful or unenforceable, that provision shall, to the extent necessary, be treated as severed from the remaining Terms. The remaining provisions shall continue in full force and effect.

22. Entire Agreement

These Terms, together with any documents expressly referred to within them, constitute the entire agreement between you and us in relation to the Service.

They supersede any previous discussions, correspondence, understandings or agreements relating to the Service, whether made orally or in writing.

Nothing in this clause limits or excludes liability for fraud or fraudulent misrepresentation.

23. Changes to These Terms

We may update these Terms from time to time to reflect changes in our Services, business practices or legal requirements.

The version of the Terms in force at the time your booking is confirmed will apply to your booking, unless a change is required by law or regulatory authority.

Any revised Terms will be published on our website and will apply to future bookings. Where a significant change affects an existing booking, we will notify you as soon as reasonably practicable.

24. Complaints

We are committed to providing a professional service. If you are dissatisfied with any aspect of our Service, please contact us as soon as possible so that we can seek to resolve your concerns promptly and fairly. Complaints should be submitted in writing to welcome@groundedgracecollective.co.uk and will normally be acknowledged within five working days.

25. Insurance

We maintain appropriate professional indemnity and public liability insurance for the Services we provide.  

26. Governing Law and Jurisdiction

These Terms, and any contract between you and us for the provision of our Services, shall be governed by and interpreted in accordance with the laws of England and Wales.

Any dispute or claim arising out of or in connection with these Terms, or the Services we provide (including any non-contractual dispute or claim), shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Nothing in this clause affects any statutory rights you may have as a consumer.

27. Subject Access Requests and Your Data Protection Rights

Under the UK General Data Protection Regulation (UK GDPR), you have the right to request access to the personal information we hold about you. This is known as a Subject Access Request (SAR).

You may also have the right to:

  • request that inaccurate or incomplete personal information is corrected;

  • request the deletion of your personal information where we are no longer required to retain it;

  • request that we restrict the way we process your information in certain circumstances;

  • object to the processing of your personal information where applicable; and

  • request a copy of your personal information in a portable electronic format where this right applies.

To make a Subject Access Request or exercise any of your data protection rights, please contact us using the details provided in this Privacy Notice.

To help protect your personal information, we may ask you to provide proof of your identity before responding to your request.We will normally respond within one calendar month of receiving your request.

Where a request is particularly complex or involves a large amount of information, this period may be extended by up to a further two months. If an extension is required, we will inform you within one month of receiving your request and explain the reasons.

There is normally no charge for making a Subject Access Request. However, where a request is manifestly unfounded, excessive or repetitive, we reserve the right to charge a reasonable administrative fee or refuse the request where permitted by law.

Certain information may be withheld where we are legally entitled or required to do so, including where disclosure would adversely affect the rights of another individual or where professional or legal obligations prevent disclosure.

If you are dissatisfied with the way we have handled your request, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).

28. Website and Third-Party Services

To help us deliver our Services efficiently and securely, we use carefully selected third-party service providers. These organisations only process your personal information where necessary to provide their services and are required to do so in accordance with applicable data protection legislation.

These providers may include:

Acuity Scheduling (part of Square) – for online appointment booking, appointment management and client communications.Square – where applicable, for secure payment processing.

Zoom and Microsoft Teams – for online Reiki and RTT Hypnotherapy appointments.

Email service providers – to communicate with you about enquiries, appointments and administrative matters.

Website hosting providers – to operate and maintain our website.

Each of these providers has its own privacy policy explaining how it collects, uses and protects personal information. We encourage you to read these policies when using their services.

Our website may also contain links to external websites or third-party services. Once you leave our website, we are not responsible for the privacy practices, content or security of those external websites. We recommend that you read the privacy notice of any website you visit before providing personal information.

Where personal information is transferred outside the United Kingdom, we will take reasonable steps to ensure that appropriate safeguards are in place to protect your information in accordance with UK data protection legislation.