HELD & SEEN COACHING

Coaching Services Agreement

Yoyce Geronimo Galvan, M.A.


This Coaching Services Agreement ("Agreement") is entered into between Held & Seen Coaching, operated by Yoyce Geronimo Galvan, M.A. ("Coach"), and the individual identified in the signature block below ("Client"). By signing this Agreement, Client acknowledges they have read, understood, and agree to all terms set forth herein.

1. NATURE OF COACHING SERVICES

1.1 Coaching Defined

Coaching is a professional relationship focused on supporting the Client in identifying goals, building skills, and moving forward in meaningful areas of their life. Coaching is collaborative, structured, and forward-facing.

1.2 Psychoeducation

Sessions may include psychoeducation, which includes the sharing of research findings, psychological concepts, and educational information relevant to the Client's lived experience. Psychoeducation is a standard component of coaching and peer education. It is not treatment.

1.3 This Is Not Therapy

Coaching is not therapy, counseling, or any form of mental health treatment. The Coach does not diagnose mental health conditions, provide clinical treatment, or prescribe any course of medical or psychiatric care. The Coach holds an M.A. in Clinical and Counseling Psychology and draws on that background for educational and framework purposes only. Coaching does not create a therapist-client or clinician-patient relationship of any kind.

1.4 When Therapy Is Appropriate

If, at any point, the Client’s needs appear to exceed the scope of coaching including but not limited to active psychiatric symptoms, suicidality, substance use requiring clinical management, or acute mental health crisis, the Coach will acknowledge this directly and support the Client in accessing appropriate clinical services. The Coach may choose to pause or discontinue coaching in such circumstances.

2. SERVICES AND FORMAT

2.1 Program Options
The following coaching formats are available under this Agreement. Client’s selected program is indicated in the Service Selection below.

1:1 Coaching — 3-Session Package

  • The first three sessions of the four-phase, twelve-session framework

  • 60 minutes per session via secure video call

  • Tailored between-session assignments after each session

  • Conducted in English or Spanish as agreed

1:1 Coaching — Full Framework (12 Sessions)

  • All four phases, Sessions 1–12

  • 60 minutes per session via secure video call

  • Tailored between-session assignments after each session

  • Conducted in English or Spanish as agreed

1:1 Coaching — Single Session

  • One standalone 60-minute session, no package commitment

  • Conducted in English or Spanish as agreed

  • Does not include a between-session assignment

Group Coaching — 12-Session Program

  • 12 live group sessions, 60 minutes each

  • Cohort limited to a maximum of 15 participants

  • Cohort is closed once it begins; new participants are not added mid-program

  • Shared workbook and/or weekly reflection materials provided

  • Group format does not include individual between-session assignments

  • Each cohort is built around a single shared experience

Group Coaching — Single Session

  • One standalone 60-minute group session, offered on a space-available basis

  • Does not reserve a place in an ongoing or upcoming cohort

Founding Cohort Group Coaching

  • Same structure and content as the Group Coaching, 12-Session Program described above

  • Offered at a discounted rate exclusively to participants of the first (“Founding”) cohort

  • The discounted rate applies only to this cohort and does not apply to future cohorts

  • All other terms governing Group Coaching apply equally to the Founding Cohort

2.2 Session Delivery

All sessions are conducted virtually via video call. Session links will be provided by the Coach prior to each scheduled appointment. The Client is responsible for ensuring a private, stable internet connection for each session.

2.3 Between-Session Work

For 1:1 coaching, the Coach will provide a tailored assignment after each session. These assignments are designed to support the work being done in sessions. They are not graded or evaluated. The Client engages with them at their own discretion; however, consistent engagement is strongly correlated with progress.


3. SCHEDULING, CANCELLATION, AND ATTENDANCE

3.1 Scheduling

Sessions are scheduled through the Coach’s booking system or by mutual agreement via email. The Client is responsible for scheduling in a timely manner. Unless otherwise agreed in writing, sessions not scheduled within 21 days of the prior session are at risk of forfeiture. After that time, the Coach will send one written notice to the Client's email of record. If the Client does not schedule within 14 days of that notice, the session(s) may be considered forfeited.

3.2 Cancellation and Rescheduling

The Client may cancel or reschedule a session with at least 48 hours’ advance notice at no charge. Cancellations with less than 48 hours’ notice, or no-shows, will be charged the full session fee unless the Coach determines extenuating circumstances apply. The Coach will make reasonable accommodation for genuine emergencies.

3.3 Coach Cancellations

If the Coach must cancel or reschedule a session, the Client will be notified as early as possible and offered the next available appointment at no additional charge. The Coach will not charge for any session cancelled by the Coach.

3.4 Late Arrivals

If the Client is more than 15 minutes late to a session without prior notice, the session may be treated as a no-show at the Coach’s discretion. Sessions will not be extended to compensate for late arrival.

4. CONFIDENTIALITY

4.1 Coach’s Obligation

The Coach will maintain the confidentiality of all information shared by the Client in connection with coaching services. Information shared in sessions will not be disclosed to any third party without the Client’s prior written consent, except as described in Section 4.2.

4.2 Limits of Confidentiality

Confidentiality has limits. The Coach may disclose information without Client consent in the following circumstances:

  • The Client discloses a credible, imminent risk of harm to themselves or another identifiable person

  • Disclosure is required by applicable law or court order

  • The Coach reasonably believes disclosure is necessary to prevent serious harm

In such circumstances, the Coach will, where safely possible, inform the Client before making any disclosure. The Coach is not a licensed therapist and does not carry all the same legal duties as a licensed clinical practitioner; however, the Coach takes seriously any indication of imminent risk and will respond accordingly.

4.3 Group Coaching Confidentiality

In group coaching, each participant agrees to hold in confidence all personal information shared by other group members. The Coach cannot guarantee the confidentiality of other participants. Clients in group coaching should share only what they are comfortable having other group members hear.

4.4 Business Consultation

The Coach may consult with a supervisor, mentor, or legal or professional advisor regarding coaching practice. In such consultations, identifying information will be removed or minimized to the extent practicable.

4.5 Payment Dispute Records
In the event of a payment dispute, chargeback, or fraud investigation initiated by the Client or a financial institution, the Coach may disclose limited administrative records including session dates, attendance, and confirmation that services were rendered to the payment processor, card issuer, or relevant financial institution as necessary to respond to the dispute. Such disclosures do not include the content or substance of coaching sessions.

5. CRISIS PROTOCOL

Held & Seen Coaching is not a crisis service. If the Client is experiencing a mental health emergency, active suicidal ideation, or imminent risk of harm to themselves or others, the Client should contact

  • 988 Suicide and Crisis Lifeline: call or text 988 (free, confidential, 24/7; press 2 for Spanish-language services)

  • Crisis Text Line: text HOME to 741741

  • National Domestic Violence Hotline: call 1-800-799-7233 or text START to 88788 (24/7, confidential, multilingual)

  • RAINN National Sexual Assault Hotline: 1-800-656-4673

  • Trans Lifeline: 877-565-8860 (24/7 peer support by and for trans people; oprime 2 para español)

  • Emergency services: call 911 if there is immediate risk to life

If a Client discloses active suicidal ideation or imminent harm during a session, the Coach will pause the session, provide crisis resources, and encourage the Client to contact emergency services or a crisis line. The Coach may choose to discontinue or suspend coaching services if ongoing safety concerns exceed the scope of the coaching relationship.

6. PAYMENT TERMS

6.1 Fee Agreement

The fee for coaching services is as agreed upon between the Coach and Client prior to the commencement of services and confirmed in a separate written communication or invoice. By signing this Agreement, the Client confirms they have received and agreed to the applicable fee schedule.

6.2 Payment Schedule

Payment terms will be specified in the Client’s invoice or fee confirmation. The Coach reserves the right to pause scheduling if an account becomes overdue.

6.3 Non-Refundable Packages

The 3-Session Package, the 12-Session Full Framework, the Group Coaching 12-Session Program, the Founding Cohort Group Coaching, single-session purchases (1:1 or Group), and any other package or service offered by the Coach are non-refundable once payment has been made, regardless of whether the Client attends or completes all sessions. The Client acknowledges this policy prior to purchase and agrees it is a material term of this Agreement.

6.4 Exception: Coach-Initiated Termination

If the Coach terminates this Agreement pursuant to Section 10 for reasons other than Client conduct described in Section 10, the Coach will refund a prorated amount for sessions purchased but not yet held, calculated at the per-session rate of the package purchased.

No refund, prorated or otherwise, is available if the Client chooses to discontinue services, or if the Coach terminates this Agreement due to Client conduct described in Section 10.

7. CLIENT RESPONSIBILITIES

By entering into this Agreement, the Client agrees to:

  • Engage honestly and openly in sessions to the extent they are comfortable

  • Take responsibility for their own decisions and actions throughout the coaching engagement

  • Maintain their own mental health care with a licensed professional if clinically indicated, separate from coaching

  • Disclose to the Coach at the outset any circumstances that may affect the coaching relationship, including current mental health treatment or active crisis

  • Provide adequate notice for cancellations as described in Section 3

  • Maintain respectful communication with the Coach and, in group contexts, with fellow participants.

8. LIMITATION OF LIABILITY

Coaching is not a substitute for professional medical, psychiatric, psychological, legal, or financial advice. The Coach makes no guarantees regarding specific outcomes. Results from coaching depend substantially on the Client’s own engagement, effort, and circumstances, which are beyond the Coach’s control.

To the fullest extent permitted by applicable law, the Coach’s total liability to the Client for any claim arising out of or related to this Agreement shall not exceed the total fees paid by the Client in the three months immediately preceding the claim.

The Coach is not liable for any indirect, incidental, consequential, or punitive damages arising from or related to coaching services.

9. INTELLECTUAL PROPERTY

All materials provided by the Coach including workbooks, reflection prompts, frameworks, and written assignments are the intellectual property of Held & Seen Coaching. The Client may use these materials for personal use only. They may not be reproduced, distributed, or used commercially without prior written permission from the Coach.


10. TERMINATION

Either party may terminate this Agreement at any time with written notice. Upon termination:

  • Packages and sessions are non-refundable as described in Section 6.3, except where Section 6.4 applies

  • Confidentiality obligations survive termination

The Coach reserves the right to terminate this Agreement immediately if the Client engages in abusive, threatening, or otherwise harmful conduct toward the Coach or, in a group setting, toward other participants.

11. GOVERNING LAW AND DISPUTE RESOLUTION

This Agreement shall be governed by the laws of the State of New Jersey, without regard to its conflict of law provisions.

In the event of a dispute arising from this Agreement, the parties agree to first attempt resolution through good-faith communication. If informal resolution is not reached within 30 days, the parties agree to non-binding mediation before pursuing any other legal remedy.

12. ENTIRE AGREEMENT

This Agreement constitutes the entire agreement between the Coach and Client regarding coaching services and supersedes all prior discussions, representations, or agreements. Amendments to this Agreement must be made in writing and signed by both parties.

If any provision of this Agreement is found to be unenforceable, the remaining provisions shall remain in full force and effect.


13. ACKNOWLEDGMENT

If you are reviewing this Agreement before booking, this document outlines the terms that will govern your coaching engagement with Held & Seen Coaching. By booking a session or package, you agree to be bound by the terms of this Agreement. A copy will be provided for your review and signature before your first scheduled session, and sessions will not be held until it has been signed.