Terms & Conditions

These Terms & Conditions explain the basis on which Carbon Sun provides its services. Please read them before booking or entering into an engagement. Any individual therapeutic agreement, organisational proposal or other written agreement provided to you will form part of these terms. If there is a conflict, the more specific written agreement will take precedence.

1. About Carbon Sun

Carbon Sun is an executive psychotherapy practice operated by Chris Woodruff. It provides executive psychotherapy, individual reflective practice and psychologically informed organisational services.

Contact: Chris Woodruff
Email: chriswoodruff@carbon-sun.com
Website: carbon-sun.com

2. Scope of services

Services may include initial consultations, executive psychotherapy, individual reflective practice, leadership-team reflection, workshops and organisational consultancy. The nature, purpose, frequency and format of the work will be discussed before it begins and may be recorded in a separate agreement or proposal.

Psychotherapy and reflective practice are collaborative processes. No particular outcome can be guaranteed. They are not substitutes for emergency, medical, psychiatric, legal, financial or other specialist advice.

3. Suitability and emergencies

Carbon Sun services are not an emergency or crisis service. If you or another person is at immediate risk, call 999 or attend the nearest Accident & Emergency department. For urgent mental-health support, contact NHS 111 and select the mental-health option where available, or contact an appropriate local crisis service.

An initial consultation is used to consider whether the proposed service is suitable. Carbon Sun may decline or discontinue work where it is outside the practitioner’s competence, where another service would be more appropriate, where safe or ethical practice cannot be maintained, or where the working relationship is no longer considered therapeutically appropriate. Where possible, this will be discussed and reasonable signposting may be offered.

4. Booking an appointment

Appointments may be booked through the website, by email, by telephone or by another agreed method. A booking is not confirmed until confirmation has been issued by Carbon Sun or its booking system.

You are responsible for providing accurate contact information and checking the date, time, format and location shown in the confirmation. Appointment availability displayed online may change until the booking is completed.

5. Fees and payment

The applicable fee, session length and whether VAT is included will be shown during booking, set out on the relevant website page or agreed in writing. Payment is due at the time stated during booking or on the invoice.

Online card payments are processed securely by Stripe. Carbon Sun does not directly store complete payment-card details. Where an organisation is funding the work, responsibility for payment will be confirmed in the relevant agreement.

Carbon Sun may change fees from time to time. A change will not alter the price of an appointment already confirmed, unless both parties agree otherwise.

6. Rescheduling, cancellation and missed appointments

Please provide at least 48 hours’ notice if you need to cancel or rearrange an appointment. Where less than 48 hours’ notice is given, the full appointment fee may be payable because the reserved time may not reasonably be offered to another client.

No charge will normally be made where an appointment is cancelled more than 48 hours in advance. Any refund due will normally be returned using the original payment method. A reasonable exception may be considered where exceptional circumstances make enforcement of the cancellation charge unfair.

If you arrive late, the appointment will normally finish at the originally agreed time and the full fee will remain payable. If Carbon Sun needs to cancel, you will be offered a replacement appointment or a refund of any fee paid for that appointment. Carbon Sun is not responsible for reasonable consequential costs arising from a cancelled appointment.

7. Consumer cancellation rights

If you book as a consumer at a distance, for example online or by telephone, you may normally have a statutory right to cancel the service contract within 14 days without giving a reason.

If you ask for an appointment or other service to begin within that 14-day period, you expressly request early performance. If you then exercise a statutory right to cancel after the service has begun, you may be required to pay a proportionate amount for the service already supplied. Once a service has been fully performed following your express request and acknowledgement, the statutory cancellation right may be lost.

Nothing in these terms affects rights that cannot lawfully be excluded under consumer law.

8. Online and telephone appointments

For an online or telephone appointment, you are responsible for joining at the agreed time from a private, safe and suitably confidential place, using reliable equipment and connectivity. Please do not participate while driving or in circumstances where your attention is required elsewhere.

Online appointments may be delivered through Zoom or another agreed secure platform. Although reasonable care is taken, no electronic system can be guaranteed to be entirely secure or uninterrupted. If a connection fails, the parties will attempt to reconnect, continue by telephone or rearrange as appropriate.

You must not record a session without prior written agreement. Carbon Sun will not record a session without your explicit agreement.

9. In-person appointments

In-person appointments may be offered in Southam, London or another agreed location. Please check the address in the booking confirmation before travelling. Accessibility requirements should be raised in advance so that reasonable arrangements can be considered.

You are responsible for your own travel arrangements and expenses. Carbon Sun cannot guarantee reimbursement of travel or accommodation costs if an appointment must be rearranged, except where required by law.

10. Confidentiality and privacy

Information shared during psychotherapy or reflective practice is treated as confidential, subject to legal, ethical and safeguarding limits. Those limits and any arrangements involving an organisational sponsor will be explained before or at the start of the work.

Where an organisation funds an individual engagement, the organisation will not automatically receive information about the content of sessions. Any information to be shared, such as attendance or an agreed review, should be discussed and recorded in advance.

Further information is available in the Confidentiality statement and Privacy Policy.

11. Your responsibilities

You agree to engage respectfully, provide information that is accurate to the best of your knowledge, notify Carbon Sun of relevant changes, attend appointments in an appropriate condition and make payments when due.

Threatening, abusive, discriminatory or unlawful behaviour will not be accepted and may result in an appointment or engagement being ended.

12. Organisational services

Organisational services will normally be governed by a written proposal or statement of work covering scope, deliverables, fees, expenses, timing, cancellation arrangements, confidentiality and any agreed reporting. Changes to scope or timing may require a revised fee and must be agreed in writing.

The organisation is responsible for ensuring that it has an appropriate basis for sharing personal information and for explaining the engagement to participating employees or representatives.

13. Intellectual property

Unless agreed otherwise in writing, Carbon Sun retains ownership of its original website content, frameworks, written materials, exercises, workshop materials and other intellectual property. Materials supplied to you may be used for your own personal or agreed internal organisational purposes but must not be copied, published, sold, adapted or distributed without permission.

14. Liability

Carbon Sun will provide services with reasonable care and skill. Nothing in these terms excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or your statutory consumer rights.

Subject to those protections, Carbon Sun is not responsible for losses that were not reasonably foreseeable when the agreement was made, losses caused by inaccurate or incomplete information supplied by you, or business losses arising from services purchased wholly or mainly for personal purposes.

Where services are provided to an organisation, any additional limitations of liability will be set out in the relevant proposal or contract.

15. Events outside reasonable control

Neither party will be responsible for delay or failure caused by events genuinely outside reasonable control. This may include serious illness, transport disruption, failure of essential communications, extreme weather, governmental action or venue closure. The parties will take reasonable steps to minimise disruption and rearrange the affected service.

16. Complaints

If you are dissatisfied with a service, please raise the concern with Chris Woodruff so that it can be considered promptly and constructively. Details of the applicable professional complaints route will be provided where relevant.

A concern about personal information may also be raised under the Privacy Policy and, where appropriate, with the Information Commissioner’s Office.

17. Ending the work

You may end therapeutic or reflective work at any time, subject to payment for services already provided and any applicable cancellation terms. Where possible, a planned ending session is encouraged.

Carbon Sun may end or pause work for the suitability, safety, ethical or payment reasons described in these terms. Wherever reasonably possible, this will be discussed before the work ends.

18. Changes to these terms

These terms may be updated to reflect changes in services, professional practice or the law. The version applying to a confirmed appointment or engagement will be the version in force when the agreement was made, unless a change is required by law or is subsequently agreed.

19. Governing law

These terms and any non-contractual dispute arising from them are governed by the law of England and Wales. If you are a consumer, you retain any mandatory right to bring proceedings in the part of the United Kingdom in which you live. Otherwise, the courts of England and Wales will have jurisdiction.