Organisational Coaching Agreement

Learn about the coaching agreement and gain clarity regarding plans, cancellation, confidentiality and more for a smooth experience.

Description

The coaching agreement establishes a collaborative relationship between the Coach and the Organisation. It is not a legal partnership, but a shared commitment to supporting development and wellbeing across the organisation.

Coaching provides a reflective and creative space that helps individuals enhance their personal and professional potential. It supports the clarification of goals, increases self-awareness, and strengthens the skills needed for growth and effective performance.

The agreement outlines how the Coach and the Organisation work together to help employees define meaningful objectives and implement practical strategies to improve them.

Interpersonal Effectiveness Skills Product

1. Purpose of Engagement

This Agreement defines the terms under which the Organisation engages the Coach to provide coaching services to its employees through a monthly retainer model. The aim is to enhance employee wellbeing, leadership capability, performance, communication, and organisational health.

2. Scope of Work

The Organisational Retainer includes:

  • Up to 20 × 45-minute 1:1 coaching sessions per month
  • A weekly office-hours block for drop-in support
  • In-between session actions and personalised resources
  • Monthly anonymised insights report summarising developmental themes
  • Access to coaching tools, frameworks, and the resource library

Additional services (workshops, leadership development, or extra coaching blocks) may be added as outlined in Section 6.

3. Coaching Structure

3.1 Session Delivery
  • Sessions last 45 minutes and are delivered via Google Meet or onsite by agreement.
  • Employees schedule sessions through a shared link unless agreed otherwise.
3.2 Office Hours
  • Weekly office-hours provide short conversations for quick support.
  • Office hours do not replace scheduled sessions.
3.3 In-Between Session Support
  • Employees may receive written actions, exercises, or reflections as relevant.
  • Light communication between sessions may occur for clarity or accountability.

4. Confidentiality

4.1 Employee Confidentiality
  • Individual coaching conversations are confidential.
  • No personal, identifiable, or sensitive information about employees will ever be shared with the Organisation.
4.2 Reporting to the Organisation
  • The Coach will provide monthly anonymised insights summarising themes such as communication, engagement, resilience, strengths, and developmental needs.
  • These reports protect individual anonymity at all times.
4.3 GDPR

The Coach commits to handling all personal data of employees in accordance with the EU General Data Protection Regulation (GDPR) and applicable Spanish/EU data protection laws.

  • Personal data (e.g. names, contact information, session notes, coaching reflections) will be stored securely and used exclusively for the purpose of delivering coaching services.
  • The Coach will not share any personal, identifiable or sensitive information about employees with the Organisation or any third party. Only anonymised aggregate data or themes may be shared in monthly insight reports.
  • Sessions will not be recorded unless explicit prior consent is given by the employee.
  • Personal data will be retained only while actively needed for coaching services and deleted or anonymised when no longer required (or upon employee request), except when retention is legally required.

Each employee (data subject) has the right to:

  • Access their personal data held by the Coach,
  • Request correction of inaccurate data,
    Request restriction of processing,
  • Request deletion of their personal data,
  • Withdraw consent at any time for future processing (without affecting prior lawful processing).

A full Privacy Notice, detailing what data is collected, processed, stored, and how employees’ rights can be exercised, is available on request.

4.4 Intellectual Property

All coaching tools, exercises, worksheets, frameworks, resource library content and other materials provided by the Coach remain the exclusive intellectual property of the Coach.

The Organisation and its employees may use such materials solely for their internal development and coaching purposes. Redistributing, sharing, reproducing, or commercial use of these materials outside the Organisation without written permission from the Coach is prohibited.

5. Retainer Fee & Payment Terms

  • Monthly retainer invoiced in advance.
  • Payment due within 14 days of invoice.
  • VAT/IVA will be added where applicable.
  • The retainer reserves monthly coaching capacity for the Organisation.
  • Non-payment may result in services being paused.

6. Additional Coaching Capacity (Add-Ons)

The Organisation may add additional coaching sessions as needed:

  • +20 sessions €2,100
  • +40 sessions €3,800
  • +60 sessions €5,100

Unused sessions do not roll over unless agreed in writing. Workshops, group sessions, or leadership programs can be added at agreed rates.

7. Scheduling, Cancellations & No-Shows

7.1 Employee Cancellations
  • Employees may cancel/reschedule sessions with 24 hours’ notice.
  • Late cancellations or no-shows count toward the Organisation’s monthly capacity.
7.2 Coach Cancellations

If the Coach must reschedule, a new time will be arranged promptly.

8. Term & Termination

8.1 Agreement Term
  • The standard retainer term is 6 months.
  • New clients may choose to discontinue at the 3-month review point, provided written notice is given at least 14 days before the end of month 3.
  • If no notice is given, the agreement continues to full term (6 months) and may not be terminated early.
8.2 Early Termination
  • Early termination is not permitted after the 3-month review point.
  • The Organisation remains responsible for all retainer fees due for the full 6-month term.
  • Any month already commenced is payable in full.

9. Primary Contact & Communication Flow

The Organisation will appoint a primary contact (typically HR/People) responsible for:

  • Scheduling or distributing session links
  • Receiving monthly insights
  • Managing internal communication
  • Handling invoicing and administrative matters
  • Email and WhatsApp are available for brief clarifications or scheduling. All substantive coaching topics will be addressed during scheduled sessions or office-hours.

The Coach will not share employee-specific details with managers or colleagues.

10. Liability

The Organisation acknowledges that employees are responsible for their own decisions and actions. The Coach is not liable for any direct or indirect consequences of coaching.

11. Governing Law

This Agreement is governed by the laws of Spain and applicable European Union regulations. Any disputes arising from or in connection with this Agreement will be subject to the exclusive jurisdiction of the courts of Spain.

12. Entire Agreement

This document forms the full agreement between the parties and supersedes any prior discussions or proposals.

13. Acceptance of Terms

The Organisation confirms its acceptance of the terms of this Agreement by signing below, or by written e-mail confirmation if this Agreement is sent digitally. Once accepted, this Agreement constitutes a binding engagement between the Coach and the Organisation.

Scroll to Top