Legal documents for coaches toolkit – see what’s included:
Working with your clients
1. Non-Disclosure Agreement (NDA) between two businesses
Use this agreement to protect confidential business information when sharing with clients, potential clients and suppliers. As a result, you will all be clear about how and when confidential business information can be used and what will happen if there’s a problem.
2. Terms and Conditions of your business
Your Terms and Conditions lay out how you do business and is the backbone of your relationship with your client. Our terms are written for a coaching business like yours and covers
- Fees and payment, including late payment
- Cancellation and ending services
- Responsibilities and obligations of both you and your client
- Limiting your liability/responsibility (if something goes wrong, including if the client doesn’t do what they’re supposed to)
- Data Protection
3. Optional Policies including
- Retainer – what work can/ and cannot be carried over
- Minimum contract times
- Venue clause – if, for example, you hire somewhere to deliver services
- Late Attendance clause (if you hold meetings/conference calls and a client is late/doesn’t show up) and
- Facebook Group clause (if you have or host private business groups in your business or on behalf of a client.
Together, your Terms and Conditions and our Retainer Proposal/ Schedule of Work below makes up your contract with your clients.
Other legal documents for a coach
4. Proposal/ Schedule of Work
Use this Proposal for a new client, new project, or a retainer to explain exactly what you have agreed with them, including
- What coaching services you are providing – including retainer and minimum contracts and cancellations and programs
- When/how often you will do work
- Your charges and when the client needs to pay
5. Complaints Policy
A complaints policy gives you have a clear process to deal with complaints meaning that both you and the client know what to expect. It helps you avoid problems like a client stopping a payment to you or ending a contract/retainer early.
6. Data Protection Agreement
As a coach you will be processing personal data. This might include you processing personal data which belongs to a client – for example, your client is an employer and you are coaching employees. Data Protection law says that you would be a data processor so must have a data Protection Agreement (known as a DPA) in place. This easy to use DPA contains everything that the law says must be included.
Essential legal documents for your website
If you operate a website, there are some essential documents that you must clearly display to comply with your own business obligations. Having these policies reassures potential clients that you understand this and respect the rights of website users/clients and are running your business properly.
Websites need cookies to operate properly and you need to tell users about them so that they trust your business. The law says that your policy must explain essential information on the cookies you use to anyone using your website.
9. Website Use Policy
This is essential for any website because it tells users who owns the website and other important information that you must provide.
10. Acceptable Use Policy
This policy tells your users what is and is not acceptable when using your website. For example, it protects your content by telling users they can’t copy your content. It limits your liability if, for example, a user post unacceptable comments or uses someone else’s content (copyright).
Essential Legal documents for your Business
11. Data Protection Policy
This is a great start to help your business be data protection compliant.
12. Individual Rights Request Form
You must have this available if anyone asks you about what personal data you hold about them.
13. Company Law Checklist
A handy list which tells you the important things you must do if you are running a limited company in England and Wales
14. Director’s Guarantee Mini Agreement
An essential agreement if you are giving a limited company time to pay your invoice (credit). It means that the company directors will guarantee to pay you if the company doesn’t.
Legal documents for a coach working with others
15. Working with another business – Joint Venture Heads of Terms checklist
This checklist is essential if you want to work with another business in a joint project because it takes you through the issues which you need to agree before you work together.
16. Hire A Freelancer/subcontractor Pack
This pack has exactly what you need when you need to hire a freelancer or other business to help you in your business. Start with the main agreement, then use project sheets each time you need work completing.
QUICK FIX BUSINESS VIDEOS
The toolkit also comes with guidance videos which cover the following common legal problems including:
- How to introduce your terms and conditions of business to a client
- How you deal with Late payments
- Consumer Cancellations
- Dealing with a client who wants to end a retainer early
- What to do when an existing client who wants more work /hours
- Working together – Joint ventures – What you must do before asking another business to do work with your clients
One essential toolkit
It’s a great way to get your essential legal documents and take control of your business