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1:1 Coaching Policies + Procedures

1:1 Coaching Policies and Procedures


The Stars' Seeds LLC dba Hey Kai, The Self-Love Hippie serves one-on-one clients in deep dives and in private coaching packages, and groups of students in workshops, retreats, social clubs, and other services.

The process of transforming your life, relationship, and career doesn't happen over night. Kaitlynn believes in order to become the best version of ourselves, self love, self worth, rewiring old beliefs, habits, and patterns via self development requires that we commit to the journey. It is imperative one invests consistent quality time, energy and resources to acquire the tools and self awareness to breakthrough the areas in our life that aren't working in order to create the changes necessary to live as our unapologetic true selves.

Coaching clients are 100% committed to themselves and willing to lean into discomfort and face off resistance and get support the support from Kaitlynn to follow through to completion.

Coaching Agreement Terms

This agreement between the Coach The Stars' Seeds LLC dba Hey Kai, The Self-Love Hippie and the Client is a binding agreement as of the date it is submitted electronically. As the Coach, Kaitlynn Stout will encourage, motivate, guide, and support client. The real work, results, and outcomes of personal success is the sole responsibility of the Client, and the Coach serves as a Mentor and Consultant.

RELEASE OF LIABILITY:

As the Client, I understand that these sessions are consultative in nature and that any actions and decisions made by me are solely my responsibility. My Coach shall in no way be held liable or responsible for any actions taken, or not taken, by me. My Coach makes neither guarantees nor warranties, expressed or implied, about any results to be achieved.

Coaches are neither trained psychologists nor counselors, or therapists. Kaitlynn Stout is a professional Coach trained in personal development, emotional intelligence, sales, live streaming, leadership, and success coaching who will support me with awareness,  tools, and said skills to apply in my life towards becoming the best version of myself.

CANCELLATION, REFUNDS, + FREEZE POLICY:

You acknowledge that Kaitlynn may choose to discontinue working with you at anytime and Clients may forfeit un-used paid sessions. Kaitlynn can only coach or support a client into getting results if they book and use their sessions.

If a Client has gone a 30 day period and chosen to not book their sessions with Kaitlynn, Kaitlynn will freeze their account until Client books and completes a re-commitment or completion call.  Client understands that should they choose to defer this call, sessions will be forfeited with no refunds. 

If at anytime Client wishes to discontinue coaching services, Client may cancel upon providing to Kaitlynn Stout thirty (30) days written notice at admin@theselflovehippie.coach IN SUBJECT: My desire to cancel. If cancelation email comes mid month, client is still responsible for the final months monthly payment. This will allow the Coach an opportunity to address any concerns you may have, and honor both parties' commitment, the policy along with both parties' time.

There will be no refunds for paid sessions, missed sessions, retreats, bootcamps, workshops, or other services. The Stars' Seeds LLC DBA Hey Kai, The Self-Love Hippie has a no refund policy and has the right to cancel or reschedule coaching sessions, retreats, workshops, bootcamps, or other services at any time. Should an event, coaching sessions, retreats, workshops, bootcamps, or other services need to be canceled or rescheduled due to force majeure circumstances out of our control, 50% of monies paid, less deposits to third parties involved with said coaching, event, retreats, workshops, bootcamps, or other services, are transferable for up to one year from date of said coaching session, retreat, workshop, bootcamp, or other service & may be used as a credit towards the rescheduled  or future retreat, any workshop, coaching program, event, bootcamp, or other service.

All scheduled sessions require a twenty-four (24) hour notice of cancellation or rescheduling via the online scheduler or you may risk forfeiting that paid session.

We understand life throws curve balls, so clients who've paid their agreement in advance, may wish to "freeze" their coaching services and redeem future unused sessions at a later agreed upon date with written notice to admin@theselflovehippie.coach.

Clients in a monthly agreement who've agreed to installments will be responsible for providing thirty (30) days written notice, and are still responsible for any and all payment(s) within the final thirty (30) day cycle. Clients who miss a payment installment are still responsible for months remaining in contract. However, those Clients who choose to redeem their final paid sessions may do so within 30 days following cancellation, or forfeit their remaining sessions.

Private Client Terms

SCHEDULING:

All coaching sessions are scheduled through Kaitlynn's easy online calendar a minimum of twenty-four hours in advance via https://www.theselflovehippie.coach/services.

All sessions must be booked by client within said calendar month and may not be carried over into future months unless communicated and agreed upon in advance. Should client not book sessions or communicate a freeze desire (see below) they will be forfeited. 

In order to accommodate your ideal appointment times, we strongly advise you to schedule all paid sessions as far in advance as possible immediately after remitting your payment.

PAYMENTS:

All payments/deposits are non-refundable. Paid in full payments or the first month deposits are made through https://www.theselflovehippie.coach or over the phone with Kaitlynn during the initial discovery call. 

Automated credit card payments are made through https://www.theselflovehippie.coach, via debit card or major credit card. 

For every payment that misses a payment date you will have to pay an extra fee of $100.

If an alternative method of payment is necessary, kindly schedule a call with Kaitlynn to discuss possibilities.

SESSION & COMMUNICATION EXPECTATIONS:

It is Client's responsibility to book their sessions. Please arrive ON TIME (either in person, or CALL KAITLYNN by Zoom or phone) at your scheduled appointment. Clients call Kaitlynn at 913-717-5727 or via Telegram. Sessions started late may need to be ended at the scheduled time in consideration of those with appointments following your session. It is your responsibility to initiate the call at your scheduled time. Kindly keep calling and/or send a text to make sure your calls went through.


In between sessions communication support procedure: Kaitlynn is committed to communicating with all clients often and being in constant communication in between sessions in order to create maximum results. Kaitlynn is not into email, therefore, our sole communication platform will be Telegram. Download the Telegram app through the Apple Store or Google Play Store for Android. 

Connect with her via voice text for encouragement and support from your Life, want to share a BIG win, running late, brainstorm ideas, and to give updates from growth work assignments and so on.

All specified private coaching contracts come with UNLIMITED text and voice messaging support via the TELEGRAM app. Please allow 24-48 hours reply especially over the weekend or when Kaitlynn travels. EMERGENCY? CALL ME DIRECT AND TEXT MY CELL! I AM HERE FOR YOU! (Of course if these are medical or life-threatening emergencies, please call 911 to reach your local authorities)

APPOINTMENT POLICY, UN-USED SESSIONS, LATE & NO-SHOW POLICIES:

Cancellation of paid and scheduled appointments require at least twenty-four (24) hours advance notice, and may be rescheduled at any available time within the current coaching month via the schedule system. Please be advised that unscheduled, cancelled, or unused monthly sessions will not be eligible for refunds nor carried over to future months unless discussed and agreed to in advance. Exceptions may be granted in cases of holiday, vacations, illness, bereavement, or surgeries per Kaitlynn's discretion.

A "no-show" is defined as failing to show up for your scheduled coaching call, and not communicating your cancellation at least (24) twenty-four hours in advance. A ten (10) minute maximum grace period is acceptable for instances when a client is running late and informed Amber accordingly. However, after 10 minutes into your scheduled time, your session will be forfeited and considered a "no-show".

Exceptions may be made for emergencies when Kaitlynn has been notified. An emergency is otherwise defined as you or a family member becoming physically incapacitated at the time of your scheduled call due to an unexpected illness, injury, or unforeseen life work obligation.

In the event a client is a "no-show" and has missed scheduled coaching calls up to three (3) times during their six (6) month coaching contract, Kaitlynn reserves the right to cancel or freeze the client's account, and all future paid sessions may be forfeited until a commitment call is conducted.

After the third no-show and or 30 days with not booking a session, and as a final courtesy, Client will have 14 days to schedule and complete a re-commitment or completion call with Amber. If this call is not completed, client will forfeit all remaining paid sessions and no refund. This commitment call will count towards your paid coaching sessions. Kaitlynn reserves the right to discontinue coaching at that time if you're not committed to continuing life coaching, and there will be no refund for paid sessions.

If Client is out of communication and thirty (30) days delinquent of final monthly payment account may be referred to collection.

90-DAY FREEZE OPTION

Client's who have paid in full for coaching packages and haven't reached the maximum number of three (3) no-shows may choose to "freeze" their account for up to a maximum of ninety (90) days if requested in writing. After ninety (90) days of inactivity (meaning a re-commitment call has not been completed) all paid and unscheduled sessions will be forfeited.

By submitting this agreement, you are acknowledging that you have read and understand the Policies & Procedures and agree to them. Client agrees to not use Kaitlynn's tools, practices, slogans, affirmations, teachings, and content to repurpose and claim as their own. 

A final word from Kaitlynn Stout:

Thank you for your commitment to doing the work to be the best version of you and allowing me to support you in creating transformation in your life. I'm honored to be part of your transformative journey and look forward to celebrating your accomplishments! You are incredible, beautiful, worthy, and loved. Let's go!

Yes, I have read and agree to these terms, conditions, and policies!

Thank you! I look forward to working with you!

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