Coaching Agreement & Conditions of Service

SWI Coaching Agreement & Conditions of Service

(Individuals, Coaches, Teams, Clubs, Schools, and Organizations)

This Coaching Agreement & Conditions of Service (the “Agreement”) governs your purchase and participation in any Sports Wellness Institute (“SWI”) program, coaching package, workshop, subscription, or related service (collectively, the “Services”). By purchasing, enrolling, registering, or checking the box at checkout, you agree to these terms.

If you are purchasing or participating on behalf of a school, athletic department, club, team, organization, or other entity, you represent that you have authority to bind that entity to this Agreement. In that case, “you” and “Client” refer to both the individual participant(s) and the purchasing entity, as applicable.

1. Purpose

SWI provides coaching and education intended to support health, wellness, performance-related well-being, and sustainable lifestyle and behavior change for individuals and groups within the sports ecosystem, including athletes, coaches, teams, parents, and organizations.

2. Nature of Coaching & Services

Coaching is client-centered. SWI coaching is a collaborative process that supports self-awareness, values-based goal setting, accountability, and behavior change.
Not medical or mental health care. Coaching does not diagnose, treat, cure, or prescribe for any medical, psychological, or psychiatric condition.
Not a substitute for professional care. Coaching is not a substitute for medical care, mental health treatment, physical therapy, nutrition therapy, or other licensed professional services.
Consult appropriate professionals. Participants should consult a qualified healthcare provider before making significant changes to exercise, nutrition, sleep, supplementation, medication, or mental health care, and should seek professional support for conditions outside the scope of coaching.

3. Who This Agreement Covers

This Agreement applies to:

Individuals purchasing coaching for themselves.
Sports coaches and staff participating individually or in groups.
Teams and group programs (team sessions, coach cohorts, workshops).
Organizations and institutions (clubs, schools, high school athletic departments, academies, leagues, and other sports organizations) purchasing Services for participants.

4. Responsibilities & Commitments

A. Participant / Client Commitments

By participating in SWI Services, you acknowledge and agree:

You will engage in the process with good faith effort, including arriving on time and participating respectfully.
You are responsible for your own choices, actions, and results.
You will communicate relevant context, constraints, and concerns that may impact your coaching experience.
You understand that progress may include setbacks and that setbacks can be used as learning opportunities.
You will request the resources, support, and feedback you need from your coach.
You may pause or discontinue participation at any time, but purchases remain subject to the payment and refund terms in Section 7.

B. Organization / Purchasing Entity Commitments (when applicable)

If a school, club, team, or organization purchases Services, it agrees to:

Designate a primary point of contact for scheduling, coordination, and communications.
Ensure participants understand the scope and nature of coaching described in this Agreement.
Support reasonable scheduling logistics (e.g., access to meeting links, attendance expectations, and basic coordination).
Maintain appropriate supervision and safeguarding practices for minors (if applicable) as outlined in Section 10.

C. SWI / Coach Commitments

SWI and its coaches agree to:

Clearly explain the coaching process and session expectations.
Support participants in creating their own plan and path to change.
Listen attentively and without judgment; maintain a respectful, psychologically safe environment.
Provide honest, forthright feedback and promote realistic expectations.
Use questions, reflections, and evidence-informed strategies to support behavior change.
Ask permission before offering advice or direction when appropriate.
Refer out when issues fall outside the scope of coaching or when a higher level of care is needed.

5. Confidentiality & Privacy

General confidentiality. Information shared in coaching is treated as confidential and will not be intentionally disclosed outside SWI except:

as required by law (e.g., court order), or
in situations involving credible risk of harm to self or others, abuse/neglect reporting obligations, or other legal duties.

Group settings. In team or group coaching, SWI will maintain confidentiality consistent with this Agreement; however, SWI cannot guarantee that other participants will maintain confidentiality. Participants agree to respect the privacy of others and not share personal information discussed in group sessions outside the group.
Organizational reporting. If Services are purchased by an organization, SWI may provide high-level, non-identifying program insights (e.g., attendance, engagement themes, general progress patterns). SWI will not share an individual’s personal content without written permission, unless required by law.
Records and communications. SWI may maintain brief internal notes for continuity and quality of service. Communications may occur via email, SMS, or platform tools used for scheduling and delivery.

6. Program Delivery, Scheduling, and Participation

Format. Services may be delivered virtually and/or in-person, individually and/or in groups, as described in the purchased offering.
Scheduling. Session frequency, duration, and program length follow the purchased program description unless otherwise agreed in writing.
Attendance. Participants are expected to attend sessions as scheduled. Chronic lateness or disruptive behavior may result in removal from a session or program at SWI’s discretion, without refund.

7. Fees, Payment Terms, Refunds, and Expiration

Fees. Fees are communicated at purchase or in the applicable program proposal/order.
Payment timing. Payment is due before Services begin unless SWI agrees otherwise in writing.
No refunds. All purchases are non-refundable, including programs, subscriptions, packages, workshops, and prepaid sessions, except where required by law or explicitly stated in writing by SWI.
Session use window. Unless otherwise stated in the purchased offering, sessions must be used within six (6) months of purchase. Unused sessions expire at the end of that period.
Subscriptions. Subscription access and billing cadence follow the terms presented at checkout. If a subscription is canceled (where cancellation is permitted), access continues through the end of the paid period unless otherwise stated at checkout.

8. Cancellations & Rescheduling

24-hour policy. Individual sessions canceled with at least 24 hours’ notice may be rescheduled, subject to availability and within the session use window.
Late cancellations / no-shows. Cancellations with less than 24 hours’ notice, or no-shows, may be forfeited and counted as used.
Group and team sessions. Group/team sessions generally cannot be rescheduled due to attendance variability. If a session must be rescheduled due to SWI, SWI will coordinate a reasonable alternative date/time.

9. Term & Termination

This Agreement remains in effect until the Services are completed, the subscription term ends, or the relationship is terminated.
Either party may terminate with written notice. If terminated after purchase, fees remain non-refundable (Section 7).
SWI may terminate or suspend Services if there is unsafe conduct, harassment, repeated disruption, nonpayment, or violation of this Agreement.

10. Minors (If Applicable)

If participants are under 18:

The purchasing adult/organization represents it has obtained any required parental/guardian consent and approvals.
SWI coaching is not a substitute for counseling or mental health treatment for minors.
Organizations remain responsible for participant supervision and safeguarding policies during sessions, unless otherwise agreed in writing.

11. Assumption of Risk & Liability

You acknowledge and agree:

You are responsible for your health, decisions, participation, and actions during and after Services.
Coaching may involve discussion of lifestyle, stress, habits, recovery, and performance-related well-being; outcomes vary by individual and context.
To the fullest extent permitted by law, SWI and its coaches are not liable for any direct or indirect outcomes, losses, or damages arising from participation in the Services.

12. Acknowledgment & Acceptance

By checking the box at checkout, signing, or otherwise purchasing/enrolling in SWI Services, you confirm that you have read, understood, and agreed to this Agreement on behalf of yourself and/or the purchasing organization.