Legal Disclaimer

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Rainbow Trees Pathway – Terms and Conditions

Last updated: Nov 2025

Welcome to Rainbow Trees Pathway. These Terms and Conditions govern your use of our website and services. By accessing our site or engaging with our services, you confirm your acceptance of these terms in full. If you do not agree, please do not continue to use the website or our services.

1. Introduction

Rainbow Trees Pathway provides 1:1 support, therapeutic services, and advice clinics for children, young people, and adults. All services are delivered in accordance with our professional and ethical responsibilities under UK law.

2. Sessions

The referral process must be followed before any sessions are arranged. During 1:1 sessions, we monitor the young person's wellbeing. If a young person becomes too fatigued or disengaged to benefit from the session, the practitioner may end the session early at their discretion. This will be discussed with parents or carers beforehand.

We reserve the right to discontinue support if it is deemed reasonable, ethical, or necessary for safeguarding or wellbeing purposes. This is discussed with parent/carers at every stage. 

3. Communication

Our main contact email is Hello@rainbowtreespathway.co.uk.

The registered office address is:

116 Brize Norton Road

Minster Lovell

OX29 0SQ

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Our response time for an enquiry is 48 hours. If you have not had a response please let us know. We appreciate your support. Reliable communication is key to successful relationships and we pride ourselves on this. 

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4. Billing and Payment

Payment terms are outlined in your Service Level Agreement (SLA). Invoices are issued by email in accordance with the agreed payment schedule, and payment is due within seven (7) days unless otherwise agreed in writing.

Late Payment Policy:

• A 15% surcharge will apply if payment is overdue by 14 days.

• A 20% surcharge will apply in the case of a second late payment.

• If payment remains outstanding after 60 days, we may initiate debt recovery via a collection agency or the Small Claims Court. Any additional administrative or legal costs will be your responsibility.

• Services will be paused until full payment is received.

5. Cancellation Policy

We require a minimum of 72 hours' notice to cancel a session. If less than 72 hours’ notice is given, the session will be charged in full. If a session is cancelled by the practitioner, you will not be charged unless the session is rescheduled within the same invoice period.

Termination of ongoing services requires a minimum of four (4) weeks' written notice unless otherwise stated in your SLA.

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Brick-by-Brick® Programme & Advice Clinics

If less than 72 hours’ notice is given before the start of a block, the full 6-week block is payable in full. If more than 72 hours’ notice is given, we will do our best to transfer your place to the next available block. If this is not possible, 70% of the fee will be refunded, and a 30% non-refundable deposit will be retained.

Once a 6-week block has started, no refunds will be issued for missed or withdrawn sessions. In exceptional circumstances, and solely at our discretion, a voucher or credit may be offered as a gesture of goodwill. This may be used toward future services but is not guaranteed and will be considered on a case-by-case basis.

All cancellations must be made in writing. Email or text is acceptable but must be confirmed in writing.

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6. Safeguarding

All our practitioners hold valid DBS checks and complete safeguarding training every three years. They are trained and familiar with key safeguarding legislation and guidance, including:

• Keeping Children Safe in Education (KCSIE)

• Prevent Duty

• Working Together to Safeguard Children (2023)

Under the Children Act 1989 & 2004 and the Children and Social Work Act 2017, we are legally obligated to share information where there is a risk of harm to a child or vulnerable person.

Our designated safeguarding contacts are:
Designated Safeguarding Lead (DSL): Jemma Quarterman
Deputy DSL: Kate Squires

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7. Personal Data and Confidentiality

We collect and process personal data only when necessary, and always in accordance with UK GDPR, the Data Protection Act 2018, and ICO guidelines.

We use personal data for three main purposes:

• Administrative: such as bookings, invoicing, and communication

• Therapeutic: including communication via tapestry

• Marketing: only with prior written consent

All session notes are anonymised and securely stored. We retain clinical records for seven (7) years after the end of service, or from the age of 18 for minors. Financial records are also stored for seven years to comply with HMRC regulations. Short-term communications (e.g. appointment confirmations) are deleted or shredded when no longer needed.

We only share data in the following cases:

• With your explicit consent

• When legally required (e.g. for safeguarding, a court order, terrorism-related matters, or money laundering concerns)

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If you have concerns about your data, you may contact the Information Commissioner’s Office (ICO).

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8. Privacy Statement

Data Controller: Jemma Quarterman
 

Your personal data will only be used for the purpose for which it was collected. We do not use your data for marketing unless you have given separate written consent. You may withdraw this consent at any time by contacting Hello@rainbowtreespathway.co.uk.

We follow data minimisation principles and store all data securely.

Under GDPR, you have the right to:

• Access the personal data we hold about you

• Request corrections to inaccurate or outdated information

• Request deletion of your data (where legally permissible)

• Restrict or object to certain types of data processing

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9. Copyright

All text, branding, content, and intellectual property related to Rainbow Trees Pathway  remains the sole property. No part of our website, printed materials, or digital content may be copied, reproduced, or distributed without our express written permission.

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10. Changes to These Terms

We reserve the right to update these Terms and Conditions at any time. If any material changes are made, we will:

• Post a notice on our website

• Notify users directly about any significant changes to how personal data is handled

All changes will take effect 30 days after publication. We recommend reviewing this page regularly to stay informed.

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11. Agreement to Terms & Use of Information

By submitting a referral form, feedback form, or otherwise engaging with our services, you agree to the terms outlined in this document.

If you do not consent to the use of anonymised feedback, testimonials, artwork, or photographs on our website or social media platforms, you must let us know in writing. We will always respect your preferences, and no identifying information will be shared without your explicit written consent.

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