terms and conditions

​​

1. Our Services

• Rounded Performance and its employees (The Consultant) work with athletes, coaches and other sporting stakeholders aged 10 or older, who have the ambition to perform at an elite level (The Client).

​

• The Consultant provides support which aims to improve The Client's performances and experiences by helping them deepen their understanding of their internal experiences (i.e., their thoughts, feelings and physical sensations) and how they affect their behaviours, performances and development.​

​

• During consultancy, The Client and The Consultant (HCPC registered Sport and Exercise Psychologists, or Stage 2 Trainee Sport and Exercise Psychologists) will collaborate to uncover, apply and refine strategies which develop more effective ways to manage thoughts, feelings and behaviours with the ultimate goal of improving The Client’s performances and wellbeing.

​

• The Consultant works from an ACT (Acceptance and Commitment Therapy) approach. This requires active participation from the Client within sessions and between sessions.​​

​

• The Consultant does not guarantee results from their services.

​

• The Client agrees to show openness and commitment to an Acceptance and Commitment Therapy approach, which requires them to take an active role during and between sessions.

​

• The Client agrees to demonstrate realistic expectations concerning the time and effort they will need to invest to successfully implement, practice and see the impact of the program and strategies provided by The Consultant.

​

• The Client will remain mindful that the potential impact of The Consultant's support will also be influenced by their technical, tactical and physical capabilities.

​

• The Client understands that they must communicate with openness and honesty to receive the most appropriate and effective support from The Consultant.

​​

• The Consultant will remain committed to the conviction that The Client will never be adversely affected by judgements made by The Consultants which relate to protected characteristics including religion, gender, sex, sexual preferences, age or disability.

​

• The Client can expect The Consultant to provide confidential, professional and personal services within the bounds of their competency and in a timely manner.

​

• The Client will understand that confidentiality will only be breached on such occasions when The Consultant has genuine and serious concerns concerning the wellbeing or safeguarding of the client or any other person.

​

• The Client, if aged under 18, will have their right to confidentiality respected by The Consultant insofar as The Consultant believes that HCPC guidelines, BPS guidelines and Gillick competency assessments suggest that they are able to cognitively and emotionally comprehend, understand and cope with topics arising during consultancy. This right to confidentiality will be balanced with parental involvement on a case-by-case and issue-by-issue basis considered in light of HCPC guidelines, BPS guidelines and Gillick assessment.

​

• The Client will accept that, in accordance with industry best practices, The Consultant may discuss topics emerging from the consultancy with other professionals to triangulate ideas, inform consultancy decisions and aid professional development. The Client's details and identifying features will be anonymised in such cases.

​

• The Client accepts sole responsibility for the decisions they make, both in relation to consultancy and more generally. The Client understands and accepts that they are solely responsible for their physical health, mental wellbeing and behaviours related to their consultancy. The Client acknowledges and agrees that The Consultant is not and will not be liable for any and all of the Client's choice of actions or their inaction. 

​

• The Client understands that consultation with The Consultant does not constitute therapy and relatedly that it will not represent or replace the diagnosis, prevention or treatment of cognitive conditions, mental health disorders and/or medical disorders. 

​

• The Consultant will commit to working in accordance with best practice guidelines from the Health and Care Professions Council (HCPC) and the British Psychological Society (BPS).​​​​​

​

• The Client agrees to hold The Consultant harmless and without liability from any claims, causes of action, or liabilities related to services and support provided by The Consultant. The Client agrees that this includes (without limitation) any act, omission, opinion, advice, suggestion, information, or service provided by The Consultant.

​

• The Consultant rejects any and all responsibility for any direct, indirect, incidental, or consequential damages resulting from the use of their services and/or any and all information received via any of their communications.

​

• The Consultant agree to provide sport, performance and wellbeing psychology consultancy services to The Client. The Client agrees that this may include, but is not limited to:

• The provision of Acceptance and Commitment Therapy (ACT) techniques, including, but not limited to, defusion exercises, values identification and mindfulness.

• The provision of Focussed Acceptance & Commitment Therapy (fACT) techniques, including, but not limited to, defusion exercises, values identification and mindfulness

• The provision of other Cognitive Behavioral Therapy (CBT) and Rational Emotional Behavioural Therapy (REBT) techniques and psychological approaches.

• The provision of Mental Skills Training (MST) strategies and techniques including, but not limited to, performance profiling. performance analysis, breathing exercises, attentional control, reflection, journalling, mindfulness, progressive muscle relaxation, technology plans, relaxation, leadership training, values identification, routines, music, support-seeking, mental rehearsal, strengths audits, competition planning, goal-setting, resilience training and self-talk.​

​​​

​

2. Consultation Sessions

• The Consultant is responsible for providing The Client with access to an additional Client Information Sheet and Consultancy Agreement belonging to Rounded Performance in advance of the Client's first support session. The Client is responsible for their understanding of these forms and for providing their signature, or e-signature, in advance of their first support session.​ The Consultant and The Client accept that the additional consultancy agreement is valid from the beginning of the first support session.​

​

• The Client and the Consultant agree to take on roles as active participants in a psychology consultancy. Consultancy will typically be conducted through online sessions.

​

• Where it is outlined in the Client's Performance Plan, The Consultant can also offer additional services to The Client which include contact via WhatsApp, text message, video calls, in-person sessions, and the analysis of videoed or in-person training and competition performances of The Client.​​

​

• Where consultancy takes place online, The Client is responsible for ensuring that they have access to a device with a secure, strong and stable internet connection. The Client is also responsible for ensuring they are aware of how to use the video conferencing software relevant to the session, for example, Zoom and Microsoft Teams. Where The Client will be required to use new software for the first time during consultancy, The Consultant will make them aware of their intent to use this software at least 24 hours before the session. ​

​​

• The client is responsible for confidentially and securely storing and/or remembering their account information and passwords for the Rounded Performance website and any other software deemed relevant to their role in the consultancy process.

​​

• Where The Client and/or The Consultant experience technical difficulties, The Consultant will act in good faith to make reasonable efforts to reschedule the consultation.

​

3. Costs, Cancellation​​ and Rescheduling

• The Consultant will offer each new client a free discovery call, spanning up to 20 minutes. This will be used to explore whether The Client wishes to pursue support from The Consultant and whether The Consultant believes they have the required expertise to support The Client. This is typically conducted on a video call, usually via Zoom.

​

• On occasions when both The Consultant and The Client wish to proceed with support, and following a discovery call, The Client will engage in an Intake Session, spanning up to 90 minutes, and costing £125. This is typically conducted on a video call, usually via Zoom.

 

• Following the Intake session, The Client will be presented with a proposal of work. This proposal of work, which is typically referred to as an Elite Performer Program Plan, outlines a package of Sport and Performance Psychology services. The Consultant will clearly outline the cost and duration of all program content within this proposed plan. 

​​

• Alternatively, The Client has the option of booking 1 session at a time at a cost of £75 for each online 50-minute session.

​

• After each session, The Consultant will provide The Client with a note of the training exercises they should aim to complete before the next session. These exercises will have been practised and/or discussed within the most recent session.

​​

• At The Client's request and where The Consultant deems it appropriate and has sufficient capacity, consultancy may be conducted in person. On such occasions, the Consultant will calculate and present additional on-costs to The Client which account for travel expenses and working hours lost to travel.

​​

• Clients must pay for sessions in advance of the session date or, where an invoice has been issued no later than the date specified on the invoice.

​​

• Any overdue payments will incur interest at the statutory rate of 8% per annum above the Bank of England base rate after 30 days. If the overdue payment is not resolved within 60 days of the initial due date, The Consultant reserves the right to recover all fees and interest via a County Court summons.

​

• The Consultant and The Client may agree that the cost of consultancy can be split across multiple payments, for instance via an Elite Performer Program Plan. In these cases, The Client understands and accepts that they are legally obliged to complete each and every instalment outlined in this plan, regardless of whether or not they uptake all services offered. This is because The Consultant has deligated time to deliver this service which they may not be able to recoup from alternative income streams. The Client accepts that their failure to pay may result in additional charges, their support being suspended or terminated, and / or legal action to recover any and all of the outstanding balance.​

​

• To rearrange a session, The Client must provide a minimum of 24 hours of notice before their allocated session start time. If The Client provides less than 24 hours of notice to The Consultant, The client will not be afforded the opportunity to rearrange their session and they will not be offered a refund. Any one session can be rearranged a maximum of two times. Where a session included within an Elite Performer Program package is not attended or is cancelled with less than 24 hours of notice before the session start time, this one session will be deducted from their package. The Client accepts that the Consultant does not and will not offer refunds for purchased sessions or plans. This is because The Consultant has deligated time to deliver this service which they may not be able to recoup from alternative income streams. The Client is also not entitled to a refund after a session is completed. Exceptions to this cancellation policy may apply (e.g., medical emergencies) and will be evaluated by The Consultant in good faith, on a case-by-case basis.​

​

• Where The Client and/or The Consultant experience technical difficulties, the Consultant, in good faith, will make reasonable efforts to reschedule the consultation.

​

• On the unlikely occasion when The Consultant cannot meet their commitments to complete a session or plan of support, The Consultant will provide alternative dates and times to The Client. If a satisfactory agreement cannot be found, The Client may be entitled to a partial or full refund at the discretion of The Consultant.

 

4. Termination & Disputes

​

• Both the Client and The Consultant have the right to terminate the consultancy agreement. Where they wish to do so, they must provide one weeks written notice. The Client will bear the cost of all fees issued before the termination date, even whereby the date. of consultation or scheduled payment date falls after the termination date.

​​

• In the instance that there is a dispute related to this agreement, The Client and The Consultant agree to attempt to resolve all concerns initially via informal negotiation and in good faith. If the parties cannot find a resolution, they agree to select and work with a neutral third party who will engage them in mediation. Only when mediation by this third party is unsuccessful, will either party commence with legal action. The Client accepts they will be responsible for their own legal costs.

​

• This agreement is subject to the governing laws of England and Wales. Disputes related to this Agreement will therefore be subject to the exclusive jurisdiction of the courts of England and Wales.​

​​​​​​​​

Privacy and Data Policy

​1. Summary

• The Consultant is committed to protecting The Client's confidentiality, their privacy and their personal data. This section explains how The Consultant will protect The Client's personal data while they interact with this website and when they agree to become a client.

​

• The Consultant retains responsibility for any data which The Client provides, whether that be online or in person.

​​

• Business owner, Kieran Porter (kieran@roundedperformance.com) is the data protection officer (DPO) for The Consultant and he is happy to answer any questions or requests you have in this area.

​

• It is the responsibility of The Client to ensure that all of the personal data they provide is accurate and up to date to the best of their knowledge. This includes updating The Consultant with any changes across the duration of the consultancy.

 

2. Personal Data

• The Consultant will take all reasonable measures to ensure that any and all of The Client's data is stored, accessed and deleted in accordance with data protection laws and industry best practices.

​

• Personal data refers to any identifying information about an individual. The Consultant will only ever collect this type of data about you during their direct interactions with The Client. This includes when The Client provides The Consultant with their name and contact details via this website's online forms. The Rounded Performance website, a WIX site, collects and stores your Identity and contact information.

​​

• Once The Client begins consulting with Rounded Performance, the Consultant will keep more in-depth contact details and professional notes derived from interactions  during sessions and other agreed mediums of consultancy such as training and competition observations. The Consultant will store these notes locally on a password-protected device which is accessed via the ClientSphere operating system and backed up on a password-protected Microsoft OneDrive account. This is to be done to help The Consultant protect The Client's personal data and decrease the risk of accidental data loss. Video recordings of consultations are stored by The Consultant for a maximum of 1 year on Microsoft OneDrive. By engaging in consultations, the Client agrees to the use of the aforementioned platforms.

​​

• All physical notes created by The Consultant which may contain personal data about The Client are stored in a locked drawer in a locked office. On any occasion when these notes need to be removed from the office, for instance, to be used during consultancy, it will be kept on the person of The Consultant at all times.

​

• Any digital data that The Consultant receives via Email is stored on a password-protected email and only accessible to Kieran Porter.

​

• In the unlikely event of a suspected personal data breach, The Consultant will notify The Client immediately.​

​

• All personal data that a potential client provides via the Rounded Performance website when they enquire about services is only ever utilised by The Consultant to provide them with a response. When a potential client does not proceed to engage with support, The Consultant will delete their data after 12 months. Should The Client agree to engage with support, in line with BPS reccomendations and industry best practice guidelines, The Consultant will keep The Client's personal data for up to seven years after their consultancy ends. 

​

• The Rounded Performance website stores aggregated usage data to be used for analytics. This is not linked to any individual person.​

​

• The Consultant is not liable for any losses or damage which arise from your use of our website. 

​

3. Third Parties

• The Consultant will only ever share the personal and contact data provided by The Client with third parties on a case-by-case basis when The Client provides their consent and both the Client and Consultant agree it will be beneficial. For example, where you wish to involve a coach, family member or additional professional support.​​​

​​​

• This confidentiality will only be breached on such occasions when The Consultant has genuine and serious concerns concerning the wellbeing or safeguarding of The Client, or any other person. In such instances, The Consultant may contact emergency services, other professionals (e.g., your GP), or a next of kin. The Consultant will endeavour to contact The Client in advance of doing so.

​

• The Rounded Performance website includes some hyperlinks to a limited number of reputable websites. The Consultant is not responsible for the privacy, safety or data collected on individuals who click these links.

​​

4. Marketing

• Rounded Performance will never contact The Client or those who enquire about services via our website for marketing purposes.​ The Consultant therefore will never use your personal data or contact data for this purpose.

​​

5. Data Requests

• The Consultant is committed to doing our utmost to action any requests to access or delete personal and contact data. This will never come at a financial cost to those submitting data requests.​ You have the right to request:

• Access to a copy of your personal and contact data that we hold and an account of how we processed it.

• The adaptation of incorrect or outdated personal and contact data.

• Deletion of your personal and contact data.

​​​​​​​​​​​​​​

​6. Intellectual Property

• All content on the Rounded Performance Website constitutes the intellectual property of The Consultant. You may not use any of this content without gaining written permission from The Consultant beforehand. 

​​

​​7. Changes to Our Terms and Conditions 

• Rounded Performance may change our terms and conditions whenever we deem it appropriate.  We will always ensure that the latest version of our terms and conditions is available to access via our website. ​

​

8. Acknowledgement

• Engaging with Rounded Performance's services is considered an acknowledgement from The Client (or their parent or guardian where they are acting on behalf of The Client) that they have read, understood, and agree to each and all terms and conditions outlined within this Agreement.

• Where a parent or guardian is providing consent on behalf of a young person, the young person's engagement with our services is an acknowledgement that this parent or guardian takes full responsibility for the young person's adherence to each and all of the terms and conditions stated within this Agreement.

​​

​​9. Contact Us

• If you have any questions, you can contact kieran@roundedperformance.com

​

Last updated and effective from 17/03/2025.