1. Introduction to Privacy Policy and Terms and Conditions

This document outlines the privacy policy and terms and conditions of working with Wellbeing Mastery Academy. It includes my ethical commitments, the boundaries and structure of the coaching relationship, the tools and technologies I use, and your rights as a client. This policy applies to all coaching services, communications, and digital materials offered through Wellbeing Mastery Academy, including online sessions, email, and the website wellbeingmastery.academy.

2. Professional Ethics and Confidentiality

As a Valvira-registered professional, I follow strict ethical and confidentiality standards. Valvira is the official regulatory body for healthcare professionals in Finland.
My commitment is to create a space where you can share openly and safely, knowing your privacy and wellbeing are fully respected.

Everything shared in our coaching sessions is confidential and will never be disclosed to third parties unless:
– You give explicit written consent, or
– Disclosure is required by law (e.g. immediate risk of harm)

3. Coaching, Not Psychotherapy

This program is coaching, not medical or psychological treatment.
While I bring professional therapeutic tools into the work (see below), coaching is not a substitute for therapy or diagnosis, particularly when dealing with clinical depression, psychosis, or other similar medical diagnoses. If we uncover issues that may require licensed mental healthcare, I will gladly support you in finding the right resources. Clients are responsible for seeking appropriate medical or psychological care when needed, and Wellbeing Mastery Academy cannot be held liable for medical outcomes beyond the coaching scope.

4. Approaches Used in Coaching

Depending on your needs, I draw from a mix of evidence-based and somatic coaching approaches, including:
– Schema Therapy (for long-standing emotional patterns)
– Emotional Freedom Techniques (to reduce emotional reactivity)
– Visualization and reconditioning (to process and rewire emotional responses)
– Habit restructuring, lifestyle coaching, and practical planning
– Exercise coaching
– Nutrition coaching
– Communication coaching

These tools are always applied collaboratively, respecting your pace and capacity, and are meant to support insight, self-regulation, and growth.

5. Client Communication and Privacy Tools

You may contact me between sessions via:
– LinkedIn
– Signal
– Telegram
– WhatsApp
– ProtonMail (encrypted email)

I aim to respond within 24–48 hours on weekdays. Messages and emails may be deleted periodically (within 6–12 months) to protect your privacy.

6. Use of Questionnaires and Client Data

To tailor the work to you, you’ll complete:
– 2 long-form questionnaires at the start
– 2–3 targeted check-ins throughout the program (in some cases, more will be given)
– A follow-up reflection at the end to review your progress

I store your responses and session notes in an encrypted folder, accessible only to me. You may request to view or delete your data at any time. The data controller responsible for client information is Kevin Gibbs, Wellbeing Mastery Academy. You have the right to access, correct, or request deletion of your data at any time by contacting kevin@wellbeingmastery.academy. No data is shared or processed by third parties for marketing or analytics purposes.

7. Use of AI Tools (Safely and Transparently)

I sometimes use AI tools to:
– Summarize themes from anonymized notes
– Draft reflection prompts or worksheets
– Organize session insights

Importantly:
– I never upload identifiable client data (e.g. names, job titles, personal stories) into AI tools
– All content is generalized (e.g. “Client working on emotional eating linked to control”)
– AI is used only to support my work, not to replace personal insight or decision-making

8. Data Storage and Retention

All client data is stored:
– Locally in encrypted folders
– On secure, privacy-respecting platforms only
– With no cloud backups unless explicitly client-approved

Data is retained only as long as needed for coaching purposes and can be deleted at your request.

9. Terms and Conditions

By engaging in coaching services with Wellbeing Mastery Academy, you acknowledge and agree to the terms described in this document. You agree to attend scheduled sessions on time, communicate clearly regarding rescheduling, and actively participate in the coaching process. Cancellations made less than 24 hours before a session may be charged or deducted from the total program balance, though in reasonable cases (your children were ill, for example), concessions can be made.

Coaching is a collaborative, client-driven process. Your outcomes are shaped by your engagement and willingness to reflect, apply tools, and communicate honestly. Refunds or early termination of services are handled on a case-by-case basis depending on the stage and duration of coaching completed.

These terms may be updated periodically. Clients will be notified in writing of any changes relevant to their coaching experience. Updates may also include additions related to new services such as events, workshops, courses, podcasts, or company coaching, as these offerings are introduced on the website.

My goal is always to approach any issue, from scheduling to feedback, with fairness, transparency, and mutual respect.