Terms of Service

1. Introduction
Victoria Onken Coaching (“I”, “me”, “my”) provides coaching services in the field of relationships, dating, and personal development, with a specialization in ethical non-monogamy. By engaging my services, you (“you”, “the Client”) accept these Terms of Service (“Terms”).

2. Services
I offer personal, relationship, and dating coaching aimed at supporting clients in emotional growth, clarity, and transformation.
Delivery modes are

• Primarily online coaching sessions (video call).
• In-person sessions may be offered in the Netherlands by agreement.

Formats: one-to-one coaching, couple coaching, or small group sessions.

Digital support: agreed follow-ups via email or secure messaging, and where applicable, written summaries of sessions.

No guarantee of specific results. Coaching is a collaborative process. While I support you in creating change, I cannot promise particular outcomes, results, or timelines.

Third-party tools disclaimer: I rely on services such as Zoom, Google Workspace, Calendly, Stripe, and others. While I choose reputable providers, I am not liable for outages or data breaches beyond my control.

3. Eligibility
By booking a coaching service, you confirm that you are at least 18 years old (or have guardian consent) and legally able to enter into this agreement.

4. Booking, Cancellation & Rescheduling

• Sessions are booked in advance via my scheduling system.
• Rescheduling: at least 24h notice required – free reschedule.
• Late cancellation (<24h): charged in full, unless otherwise agreed.
• No-shows & late arrivals: session ends at the scheduled time and is charged in full.
• Coach cancellation: you may reschedule at no extra cost.

5. Fees & Payment

• Current rates are communicated on request.
• Fees are payable in advance unless otherwise agreed.
• Invoices are compliant with Dutch tax law.
• Accepted payment methods include SEPA transfer, iDEAL, credit card, PayPal, or Stripe.
• Late payment: Invoices overdue by 14 days may accrue interest at 1% per month plus reasonable collection costs.

6. Packages & Scheduling

• The number of sessions, included support, price and validity period are stated before purchase.
• The twelve-session coaching package is intended to be completed within six months of the first session in that package. We agree the starting date together. Sessions are normally held weekly or every two weeks.
• Holidays, illness and occasional breaks can be accommodated. Please contact me when a pause is needed so we can plan the remaining sessions. Extensions beyond six months must be agreed and confirmed by email. Delays caused by my own unavailability will not reduce your opportunity to use the package.
• Other packages follow the timeframe stated at purchase. These changes do not shorten the validity of packages already purchased.

7. Confidentiality
Everything shared in coaching is treated as confidential. Exceptions:

• Where required by law,
• Where there is serious risk of harm to yourself or others,
• Where you provide explicit written consent.

8. Session Summaries, Transcripts & AI-Assisted Reviews
Why I use these tools

• Written summaries give you something to return to after a session, without needing to take notes or remember every detail.
• With your permission, I use Fathom to create a transcript and ChatGPT to help prepare summaries and compare material across sessions. This allows me to give our conversation my attention and return to the detail afterwards.
• During longer programmes, I may review four or five sessions together. Looking at those conversations side by side helps us explore recurring concerns, familiar exchanges, changes in how you describe a situation, and moments when something began to work differently. It also helps us revisit earlier agreements and notice progress that might otherwise be overlooked.
• Where useful, this can include checking how often particular words or phrases appear in the transcripts. Any counts are checked before sharing and considered in context, rather than treated as a measure of someone’s feelings or character.
• I personally review and edit every summary and pattern review. These observations help us decide what to explore together. They are not diagnoses or conclusions you are expected to accept. Please tell me when something is missing or does not reflect your experience.
  
  What is recorded and retained
• Before using Fathom, I explain whether the session will involve transcription, audio recording or video recording, and obtain each participant’s written consent. Recordings are not automatically shared with attendees.
• Once I have completed and checked your summary, I delete any saved session recording from my Fathom account. With your separate consent, written transcripts may remain in ChatGPT, including relevant conversations and uploaded files, for reviews across sessions. Their retention and deletion are explained in the Privacy Policy.
• Before uploading transcripts to ChatGPT, I remove names, recording links and unnecessary identifying details. The remaining material is still treated as personal information.
• Reviewed summaries are shared through a restricted-access Google Doc. For couples, both partners have access to the joint session summaries.
  
  Your choice
• Transcription, recording and AI-assisted processing are optional. I ask for the relevant permissions separately from accepting payment terms, and each participant makes their own choice.
• You may decline or withdraw permission by emailing victoria@victoriaonken.com. Coaching can continue without these tools, using notes I prepare myself. Further information about service providers, retention and your rights is set out in the Privacy Policy.
  

9. Intellectual Property
All materials, exercises, methods, or resources shared in coaching remain my intellectual property. You may use them for your own personal development but not reproduce, distribute, or commercialize them.

10. Liability

• Coaching is not therapy, medical treatment, or financial/legal advice.
• To the fullest extent permitted by Dutch law, my total liability for any claim is limited to the amount paid for the service in question.
• I am not liable for indirect, incidental, or consequential damages.

11. Termination

• You may terminate services at any time, subject to cancellation rules in §4.
• I may terminate services with immediate effect if you materially breach these Terms (e.g., harassment, non-payment >14 days). Outstanding fees remain payable.

12. Force Majeure
Neither party is liable for non-performance caused by events beyond reasonable control (illness, internet outages, strikes, natural disasters). Sessions will be rescheduled in good faith.

13. Governing Law & Disputes
These Terms are governed by Dutch law. Disputes are under the jurisdiction of the courts of Amsterdam, unless mandatory consumer law requires otherwise. Consumers may also use the EU Online Dispute Resolution platform: https://ec.europa.eu/consumers/odr/

14. Miscellaneous

• Severability: if one clause is invalid, the rest remain valid.
• Entire agreement: these Terms plus the Privacy Policy (http://victoraonken.com/privacy-policy) form the entire agreement.
• No waiver: failure to enforce any right does not waive future enforcement.

15. Amendments
I may update these Terms. Material changes will be notified at least 14 days before taking effect. Continued use after that date constitutes acceptance.

16. Contact
Victoria Onken Coaching
Registered in the Netherlands: NL002413098B06
victoria@victoriaonken.com