Client Consent Form – Speaking Of Words
About the service
I understand that Speaking Of Words provides English communication coaching to adults. In the Netherlands this is coaching, not clinical speech and language therapy. Coaching is not medical care and is not a substitute for diagnosis or treatment. Sessions are delivered online via Zoom.
What I consent to
I consent to receive online coaching sessions of approximately 45 minutes each. I agree that coaching will be tailored to my goals (for example confidence, clarity, fluency, job interview preparation, presentations). I understand that reasonable between-session exercises may be provided.
I consent to Speaking Of Words keeping essential records about my contact details, sessions and progress to provide the service, administer bookings and invoicing, and to meet legal obligations.
I consent to being contacted by email for scheduling, invoices and resources. I can withdraw consent to non-essential communications at any time.
I consent to the possibility of brief audio or screen recordings during sessions, for the strict purpose of feedback and practice. My agreement will always be requested again in the session before any recording takes place. I may refuse or withdraw consent at any time without affecting my access to coaching.
I consent to receiving occasional updates about services and resources if I choose to opt in. I can opt out at any time.
Fees and payment
I understand that current fees and packages are shown on the website and are inclusive of BTW at the standard Dutch rate, unless otherwise stated. Payment is due before each session or as specified for packages. An invoice will show net amounts, the BTW rate and amount, and the total including BTW, and will include the provider’s KVK and BTW numbers.
Cancellations, rescheduling and refunds
I will give at least 24 hours’ notice to cancel or reschedule a session. Late cancellations or non-attendance may be charged at the full fee. If the coach must cancel, I will be offered a reschedule or refund of any prepayment.
If I am a consumer buying at a distance, I may have a 14-day right to withdraw from a new contract. If I book sessions to begin within 14 days, I can ask for early performance and acknowledge that I will owe a proportionate amount for any sessions delivered, and that the right to withdraw ends once the service is fully performed.
My responsibilities
I will ensure I have a stable internet connection and a quiet space. I will arrive on time and participate respectfully. Coaching outcomes depend on my participation and practice between sessions.
Data protection
Speaking Of Words will handle my personal data lawfully and securely in line with GDPR. I can request access to my data and ask questions about privacy at any time.
Complaints
If I have a concern or complaint, I will email george@speakingofwords.nl so it can be addressed promptly.
Agreement
By submitting this form electronically I confirm that I have read and understood this consent, had the opportunity to ask questions, and agree to proceed with coaching under these terms.
Terms & Conditions – Speaking Of Words
1. Who we are
Speaking Of Words is registered in the Netherlands.
Contact: george@speakingofwords.nl KVK: 96383577. BTW: NL005207355B10.
2. What we provide
We provide English communication coaching for adults, including confidence, clarity, workplace communication, public speaking and job interview preparation. Coaching is provided online via Zoom and is not healthcare or medical advice.
3. Booking and sessions
Sessions are usually 45 minutes. Bookings are confirmed once payment is received, unless otherwise agreed. You are responsible for joining on time with suitable internet, audio and video.
4. Fees and BTW
Current prices and packages are listed on the website and are inclusive of BTW unless stated. Invoices will itemise net amounts, the BTW rate and amount, and the total including BTW, and will include our KVK and BTW numbers. The standard Dutch BTW rate applies to these services.
5. Payment terms
Payment is due before the session or as specified for packages. We may suspend or decline further bookings until overdue amounts are paid. Bank transfer or other methods may be offered on the invoice.
6. Cancellation and rescheduling
You may cancel or reschedule with at least 24 hours’ notice. Cancellations with less than 24 hours’ notice or non-attendance may be charged at the full fee. If we cancel, you may choose a reschedule or a refund of any prepayment.
7. Consumer right of withdrawal (distance contracts)
If you ask for sessions to begin within this 14-day period, you agree that you will pay for any sessions already delivered before cancellation. Once all sessions in a package have been delivered, the right to cancel no longer applies.
8. Packages
Packages are for individual use and are non-transferable. A three-session package should normally be used within two months of the first session. A six-session package should normally be used within three months of the first session. Sessions not used within these periods may expire. We will use reasonable discretion if illness, holidays or other unavoidable events prevent attendance.
9. Conduct and safeguarding
We aim to provide a professional, respectful coaching environment. We may discontinue coaching if behaviour is abusive, discriminatory or otherwise inappropriate.
10. Recordings and materials
We do not record sessions without your explicit consent. By agreeing to these terms, you give advance consent for the possibility of short audio or screen recordings to support your coaching. We will always confirm your agreement again during the session before any recording begins. Recordings are used only for practice and feedback and are never shared outside the coaching process.
11. Data protection and confidentiality
We will process personal data in accordance with GDPR for the purposes of providing and administering coaching and complying with legal obligations. Access to data is limited to what is necessary. Please contact us with any privacy questions or requests. Speaking Of Words will handle your personal data lawfully and securely in line with GDPR. We keep invoices and financial records for 7 years in line with Dutch tax law. Session notes and coaching records are normally kept for 2 years after your final session, unless we are required to retain them longer by law. You have rights under GDPR to access, correct, or request deletion of your data, and to restrict or object to certain processing. Personal data may be processed by trusted third-party services we use (for example WriteUpp, Zoom, and payment providers) under GDPR-compliant agreements. If you have concerns, you can contact us or make a complaint to the Autoriteit Persoonsgegevens, the Dutch Data Protection Authority.
12. Liability
We will provide services with reasonable care and skill. To the extent permitted by law, we do not accept liability for indirect or consequential loss. Nothing in these terms excludes liability that cannot be excluded by law.
13. Force majeure
Neither party is liable for delay or failure caused by events beyond reasonable control, such as widespread internet outages, platform failures or other force majeure events. Sessions will be rescheduled where possible.
14. Changes to terms
We may update these terms to reflect law or service changes. The version published on the website at the time of booking applies. We will notify clients of any material changes affecting existing bookings.
15. Governing law
These terms are governed by the laws of the Netherlands and disputes are subject to the jurisdiction of the Dutch courts.
By submitting this form electronically I confirm that I have read and understood this consent, had the opportunity to ask questions, and agree to proceed with coaching under these terms. I also confirm that I have read and agree to the Speaking Of Words Terms & Conditions, which are available at www.speakingofwords.nl/terms