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Drafting General Terms and Conditions for a Coaching or Training Agency

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Mr. Jaime Boogaers
Mr. Jaime Boogaers
Corporate Law
Attorney, 16 years of experience

In coaching and training, it must be clear in advance what the client can expect. A coach or trainer guides and facilitates, but cannot guarantee every personal, business, or financial result

  • For coaches, trainers, educators, and training agencies
  • Attention to programs, sessions, cancellation, and no-show
  • Expected results, privacy, confidentiality, and liability regulated
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About us

Our expertise in general terms and conditions for coaching and training

Our lawyers and in-house counsel assist coaches, trainers, educators, and training agencies with general terms and conditions, training agreements, order confirmations, privacy documents, and intellectual property agreements. We examine programs, sessions, cancellation, payment, materials, confidentiality, privacy, expected results, and liability.

Custom solutions for your coaching or training agency

A business coach, career coach, educator, online trainer, or corporate training organization does not need the same terms and conditions. Therefore, we tailor the terms to your offering, participants, materials, pricing model, and risks.

Our facts

  • Active since 2001
  • Lawyers and in-house counsel
  • Experience with coaching, training, education, and service provision
  • Attention to cancellation, result, IP, privacy, and liability
  • Fixed rates in advance where possible
  • Customization
  • About us
from 99.- per document

Do you already have a document, but are unsure if it is still correct? We check content, risks, and practical usability.

  • Our legal expert spends 0.5 to 1.5 hours on the check
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from 199.- per document

Is your document outdated, copied, generated with AI, or no longer suitable? We check and adjust the document.

  • Our legal expert spends 1.5 to 2.5 hours checking and making adjustments
  • Telephone intake with a lawyer
  • Verification of the existing document
  • Adaptation to your business and working methods
  • Suitable for new services, customers, or risks
  • Delivered within 5 working days, express delivery possible

About us

Our expertise in general terms and conditions for coaching and training

Our lawyers and in-house counsel assist coaches, trainers, educators, and training agencies with general terms and conditions, training agreements, order confirmations, privacy documents, and intellectual property agreements. We examine programs, sessions, cancellation, payment, materials, confidentiality, privacy, expected results, and liability.

Custom solutions for your coaching or training agency

A business coach, career coach, educator, online trainer, or corporate training organization does not need the same terms and conditions. Therefore, we tailor the terms to your offering, participants, materials, pricing model, and risks.

Our facts

  • Active since 2001
  • Lawyers and in-house counsel
  • Experience with coaching, training, education, and service provision
  • Attention to cancellation, result, IP, privacy, and liability
  • Fixed rates in advance where possible

Reviews (21)

Liam

The proactive approach began even before the quotation was signed. The advice regarding the employment contracts was fully in accordance with the latest legislation. The final result aligns 100% with our high standards.

Jamal

The clear structure of the process was well communicated in advance. Coordination with our accountant was flawless and professional. A reliable partner who strives for perfection in their documents.

Tarik

The lawyer immediately asked the right, critical questions. The document contained handy fill-in fields for future use, making it highly reusable. Everything was delivered neatly and on time.

Sara

The intake was not only informative, but we learned a lot right away. We received an excellent explanation of the implications of the applicable law in our international contracts. The service was professional and personal.

Laura

The energetic and positive attitude of the employees was immediately noticeable. The comments were concrete and directly usable. The quality fully met our expectations.

Bass

The lawyer took a practical approach with our company. They flawlessly exposed the pain points in our current contract. The document was accepted flawlessly by our investors.

Luca

The clear structure of the process was well communicated in advance. The service felt personal and reliable. Our clients respond positively to the clear general terms and conditions.

Maysa

A very smooth onboarding as a new client. Throughout the process, we were constantly kept well informed of the progress. Our business partners were impressed by the professionalism of the contracts.

Patricia

Our company was carefully inquired about. The key points of attention were incorporated well. Our business partners were impressed by the professionalism of the contracts.

Rose

The lawyer's sharp questions immediately got us thinking. They managed to reduce an extremely tough file to manageable proportions. These documents will undoubtedly save us a lot of headaches in the future.

Lieke

The consultation provided immediate clarity. The lawyer needed only half a word to create the right context. A party that delivers on what it promises on its website.

Kevin

Our company was carefully inquired about. The guidance during the drafting of the general terms and conditions was invaluable. The quality fully met our expectations.

Rianne

My request via the website was picked up incredibly quickly. The flexibility to add an extra clause at the last minute was greatly appreciated. Fantastic value for money for this level of expertise.

Maha

The intake was personal and concrete. The fixed price upfront instilled confidence. The final result aligns 100% with our high standards.

Marouane

We didn't feel like a number, but received truly personal attention. We didn't have to figure out much ourselves. The quality fully met our expectations.

Guus

The approachability of this firm is a real plus. It was nice that complex legal theories were explained with simple practical examples. Everything was delivered neatly and on time.

Marco

I couldn't see the wood for the trees, but the first meeting immediately provided clarity. The documents were neatly formatted and delivered directly in our house style. Everything was delivered properly and on time.

Ilham

The document aligned well with our wishes. They flawlessly managed to expose the pain points in our current contract. The quality fully met our expectations.

Petra

The working method was clear from the start. The expertise regarding e-commerce legislation was clearly the added value in this process. The service was professional and personal.

Pepijn

I received a call back within half an hour of my online request. The transparency during the writing process provided a great deal of peace of mind and clarity. These documents will undoubtedly save us a lot of headaches in the future.

Nabil

I noticed how customer-oriented the initial approach was. The adjustment round also went smoothly. It is clear that they have a passion for entrepreneurship.

Meet our office

Our ContractCheck, simply explained what can all go wrong.

Why MKB Juristen?

Since 2001, we have been active as a no-nonsense legal firm for entrepreneurs. We quickly get to the heart of the matter: with a thorough assessment, clear answers, and a document that works practically.

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What you can expect from us

We translate your situation into a legal document that you can actually use. You won't receive a loose template, but a document tailored to your business, agreements, and risks.

  • A clear roadmap: intake, concept, revision round, and final version
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Are you unsure whether you should have the document drafted, checked, or amended?
During the initial consultation, we will determine the sensible course of action together. Afterward, you will know exactly where you stand.

Why customization?

A legal document only works well if it aligns with your business, agreements, risks, and industry. That is why we do not work with a standard generator, but with legal experts who assess your situation.

  • Prepared for your company
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What do you get?

You will receive a legal document that is practical and aligns with the agreements you wish to make.

  • Draft document or legal review
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The founders of MKB Juristen

Our organization consists of several small teams working within various legal fields. Each legal field has its own senior in-house counsel and/or lawyers.

Denian Wielhouwer

Corporate lawyer in corporate law & business expert

Denian Wielhouwer

Annelore Hendriks

Corporate lawyer, corporate law, administrative law

Annelore Hendriks

Ilja van Driel

Corporate law attorney, employment law

Ilja van Driel

Jaime Boogaers

Corporate law, ICT & privacy law, energy law attorney

Jaime Boogaers
Custom choices

Which choices determine the content?

No two agencies are alike. The following choices determine which stipulations you need and how strictly you formulate them.

Choice or question Why this matters legally
Do you provide coaching, training, or a combination? Individual coaching requires different cancellation and privacy arrangements than group training with registrations and participant lists.
Do you work with consumers or business clients? For consumers, mandatory consumer law applies, which often includes a statutory cooling-off period for online registration; with business customers, you have more freedom.
Do you require prepayment or payment later? Prepayment limits your credit risk but requires clear agreements regarding refunds in the event of cancellation.
How strict do you want to be regarding cancellations and no-shows? A tiered structure with percentages per term protects your schedule; overly strict terms may be rejected by consumers as unreasonably burdensome.
Do you offer guarantees or do you work purely on effort? A results guarantee increases your sales power but significantly increases your liability.
Clauses and provisions

Which elements belong in the general terms and conditions for a coaching or training agency?

The components below form the core of workable general terms and conditions for coaching and training. You determine for each component how strict or flexible you make it, as long as the agreements remain clear and reasonable.

Provision Relevant to Legal point of attention
Applicability and acceptance With every quote and booking Stipulates that your terms and conditions apply and that deviating terms and conditions of the customer are excluded; terms and conditions must be available in advance.
Description of the service With every program or training Document what you deliver (sessions, program, materials) and make it clear that you are making an effort but do not guarantee a specific result.
Obligation of best efforts For coaching and advice Emphasize that this concerns an obligation of effort, not an obligation of result; this limits claims in the event that the desired effect is not achieved.
Cancellation and rescheduling For no-shows and changes Indicate the percentage due for each installment and how far in advance rescheduling or cancellation is free of charge.
Prices and payment Upon invoicing State amounts, VAT, payment term, any advance payment, and the consequences of late payment.
Liability In case of damage or complaints Limit your liability to a reasonable amount, usually the invoice amount, and exclude indirect damages to the extent permitted by law.
Intellectual property For teaching materials and models Stipulate that materials remain your property and may only be used by the customer for their own use.
Privacy and confidentiality Regarding personal information Refer to your processing of personal data in accordance with the GDPR and establish confidentiality regarding what is discussed in sessions.
Use in practice

How do you use this document correctly?

General terms and conditions only work if you make them known at the right time. Ensure that the customer receives them before or at the time of concluding the agreement.

Situation What should you do? Point of attention
Upon quotation or tender Add the terms and conditions or refer to them with a direct link The conditions apply in this way; sending them afterwards renders them inapplicable in principle.
Upon online registration Have the customer actively check a box indicating that he accepts the terms and conditions Demonstrable agreement prevents disputes as to whether the conditions have been accepted.
In the event of a change to your offer Adjust the terms and conditions and inform existing customers Outdated terms and conditions do not cover new services or rates.
In the event of a dispute Refer to the applicable provision and your recorded agreement You substantiate your position and strengthen your position in the event of a challenge.
Common mistakes

Common mistakes

In practice, the following errors often cause coaches and training agencies to end up in a conflict or be unable to invoke their terms and conditions.

Wrong Consequence Better approach
Mention conditions only on the invoice The terms and conditions do not apply because they were not accepted in advance Provide the terms and conditions with the quotation or tender and have them accepted.
Do not include a cancellation policy In the event of no-shows, you miss out on revenue and cannot charge anything Include a sliding scale with percentages per cancellation period.
Promising results instead of effort A dissatisfied customer can hold you liable for the failure to achieve results Clearly state that you are entering into a best-efforts obligation.
Do not limit liability In the event of damage, a high claim may arise Limit liability to the invoice amount and exclude indirect damages.
Ignoring consumer law Unreasonably burdensome clauses may be annulled Take into account the cooling-off period and reasonable cancellation conditions for consumers.
Risk profile

What is your situation and what do you pay attention to?

The type of coaching or training you offer determines where the risk lies and which provisions deserve extra attention.

Risk profile Example Focus in the document
Individual coaching Personal tracks with individual sessions Cancellation and rescheduling of appointments, confidentiality and handling of personal data.
Open training courses with registration Participants register individually Payment in advance, cancellation by participant, and a minimum number of participants to proceed.
In-company training A tailored program for a company Clear quotation, additional work, liability, and planning in case of rescheduling by the client.
Online program or e-learning Digital access to content Intellectual property, right of use, cooling-off period for consumers, and handling of personal data in accordance with the GDPR.
Additional documents

When is this document not enough?

General terms and conditions govern your standard agreements. For specific situations, you require a supplementary or different document.

Situation Supplementary document Why
Situation Related document Explanation
You work structurally with another coach or trainer Cooperation Agreement In this document, you set out tasks, the division of income, and liability between you and your partner.
You process personal data via an external platform or CRM Data Processing Agreement Required under the GDPR as soon as an external party processes data for you.
A customer does not pay your invoice despite reminders Debt collection To actually collect outstanding amounts, you engage our collection service.
Explanation of this document

Drafting General Terms and Conditions for a Coaching or Training Agency: why?

Not every entrepreneur knows exactly what general terms and conditions for a coaching or training agency are, when you need them, and which risks they must cover. That is why we explain below what this document entails, what you should look out for, and why customized legal drafting is important.

What are the general terms and conditions for a coaching or training agency?
General terms and conditions for a coaching or training agency are the standard clauses that a coach, trainer, or agency declares applicable to all agreements with clients and participants. The coaching and training industry has its own liability profile that differs from both the consulting and education sectors: you work intensively with people's behavior, motivation, and personal development; you build a relationship of trust that is sensitive to unexpected outcomes; and you operate at the intersection of professional services and personal guidance. Without a solid set of general terms and conditions, you are legally vulnerable in the event of a complaint of dissatisfaction or a liability claim—even if you have acted with due care as a coach or trainer. Our lawyers draft custom-made general terms and conditions for your coaching or training agency that limit your liability, protect your confidential information, safeguard your revenue in the event of cancellation, and protect your methods as intellectual property.
What is the difference between coaching, training, and advice, and why does this determine your liability?
This distinction is legally decisive for the nature of your obligation and the extent of your liability. In training , you transfer knowledge and skills to participants — the effort is aimed at a transferable result, and your obligation contains elements of both effort and result. In coaching , you guide an individual in achieving their own goals — the result depends on the commitment, willingness, and personal circumstances of the person being coached, and your obligation is almost always a pure obligation of effort. In consultancy, you provide professional recommendations based on your expertise upon which the client bases decisions — here, your liability for incorrect advice is most direct. Your general terms and conditions must explicitly define the nature of the obligation for each type of service and stipulate that you do not provide a result guarantee for coaching and training outcomes. Our lawyers will formulate the appropriate liability clause for you for each type of service.
How do you protect your coaching methods and training materials as intellectual property?
The methods, models, working forms, questionnaires, assessment tools, and training materials you have developed constitute your core competence. Under the Copyright Act, the copyright to material developed by you rests with you as the creator. Your general terms and conditions must explicitly state that the intellectual property rights to all coaching materials, training manuals, workbooks, e-learning modules, and models remain with you, that the client and participants acquire a limited right of use for internal use, and that reproduction, forwarding to third parties, or use in other programs is prohibited without your written permission. Particular point of attention: when you develop custom materials commissioned by an organization—a tailor-made leadership program or a company-specific coaching model—it must be contractually clear whether the copyright remains with you or transfers to the client. Without explicit agreements on this matter, it may lie with the client if it qualifies as commissioned work. Our lawyers will handle this to your advantage.
How do you manage the confidentiality of coaching sessions and sensitive business information?
By definition, coaching takes place in a confidential setting. Coachees share personal information, professional doubts, and business-sensitive context. Clients—usually the employer—sometimes want to know what was discussed during the coaching sessions. This tension calls for a clear contractual arrangement. Your general terms and conditions must stipulate that the content of individual coaching sessions is confidential and is not to be reported to the client without the coachee's permission. At the same time, as a coach, you have a duty to report in certain situations—for example, in the event of a threat of serious harm to the coachee or third parties. The GDPR applies to the notes and files you maintain regarding participants: you process personal data and are obliged to be transparent about which data you process, how long you retain it, and to whom you provide it. Our lawyers will draft both a confidentiality clause and a GDPR-compliant privacy paragraph for you.
How do you set up a workable cancellation policy for individual coaching and group training?
Different cancellation policies apply to individual coaching and group training. In the case of individual coaching, your loss of income in the event of a late cancellation is immediate: a session slot that cannot be filled generates no alternative revenue. Your general terms and conditions must establish a reasonable cancellation period—typically 48 hours—and stipulate that in the event of a late cancellation or no-show, the session costs will be charged in full. For group training , similar principles apply as for educational programs: a tiered system of free cancellation before a certain deadline, partial costs for shorter notice, and full costs for cancellation just before the start. Also include a substitution policy: is the client allowed to send another participant? Your general terms and conditions must also regulate what applies in the event of illness of the coach or trainer: is the participant entitled to a replacement session or a refund, and within what timeframe? Our lawyers formulate a cancellation policy that limits your loss of revenue.
How do you manage liability for disappointing coaching results and personal impact?
The limitation of liability is critical for coaches and trainers on two fronts. The first is liability for disappointing results: a coachee who fails to achieve their career goal, a team that malfunctions after team training, or a manager whose leadership style does not improve as a result of the training. Your general terms and conditions must explicitly stipulate the obligation of effort and state that you do not guarantee the achievement of the intended objectives, as these depend on the commitment and circumstances of the participant. The second front is liability for the personal impact of the coaching: emotional reactions provoked by a confrontational coaching exercise, or psychological strain caused by intensive feedback sessions. For consumers, liability for injury cannot be fully excluded pursuant to Article 6:236 sub f of the Dutch Civil Code. Your liability must be limited to the amount of your professional liability insurance, with the explicit exclusion of consequential damages. Our lawyers draft a limitation of liability that holds up even in the event of complaints regarding personal impact.
What are the specific risks of coaching programs that border on psychological counseling?
Coaches focusing on stress, burnout, career issues, or personal crises sometimes operate at the intersection of coaching and psychological care. This distinction has direct consequences for your liability and your professional liability insurance. Coaching does not fall under the BIG Act (Healthcare Professions Act) and does not require BIG registration. As soon as you provide treatments reserved for recognized healthcare providers—psychological diagnostics, treatment of mental disorders—you exceed your authority and also incur an insurance gap. Your general terms and conditions must explicitly define that you offer coaching as professional guidance aimed at functioning and development, and that coaching is not a substitute for psychological or medical treatment. Participants with mental health issues requiring treatment must be referred to recognized care providers. Our lawyers advise you on the legally correct positioning of your services.
What are the most common mistakes in the terms and conditions of coaches and trainers?
In practice, our lawyers consistently observe the same shortcomings among coaches and trainers. The first is the lack of a distinction between coaching, training, and advice in the liability clause, meaning that overly broad liability for results is not excluded. The second is an intellectual property clause that does not cover custom-made materials , thereby unintentionally placing the copyright on custom-developed programs with the client. The third is the absence of a confidentiality clause governing the client-participant relationship. The fourth is a cancellation policy for individual sessions without a no-show provision . The fifth is the use of GDPR-non-compliant coaching files, where it is not regulated how long notes are retained or how participants can access or have their data deleted. And the sixth is the lack of a demarcation from psychological assistance, meaning that in the event of a damage claim, the coach is held accountable for a standard they are not ought to apply.
How does it work at MKBjuristen?
After a brief intake, our lawyers map out your service package—individual coaching, group training, team coaching, e-learning, or a combination—your client base, and your specific risks. Based on this, we draft general terms and conditions for your coaching or training agency that are tailored to your situation—including the appropriate limitation of liability per service type, a comprehensive IP clause, a workable cancellation policy for both individual and group sessions, a GDPR-compliant confidentiality arrangement, and a clear delineation of your services. Do you have existing terms and conditions that you would like to have reviewed? We will assess them on all critical points and draft an improved version.
Are you unsure whether your document is legally correct? We would be happy to assess the sensible course of action: drafting, reviewing, or amending.
Request a quote

Why not use a standard document?

A standard document often seems like a quick solution, but usually does not fully align with your company, agreements, risks, and way of working. Our legal experts draft documents that fit your situation.

Standard document
SME Lawyers
Not tailored to your business
Tailored to your company, industry, and working methods
No control over your specific situation
Consultation with a lawyer and assessment of your risks
Possibly outdated or incomplete
Verification of current and practical provisions
No personal explanation
Explanation regarding the use of the document

A standard document seems cheap, until it doesn't fit your situation properly. That is why we provide custom legal solutions tailored to your business.

Customization per coaching and training format

Not every coach or trainer works the same way. Therefore, we do not make terms and conditions generic, but tailored to programs, groups, online programs, business clients, and privacy-sensitive information.

Business coaching

Attention to expected results, confidentiality, use of advice, and liability.

Personal coaching

Attention to intake, privacy, boundaries of guidance, and personal responsibility.

Business training

Attention to participants, program, cancellation, materials, invoicing, and group rules.

Online program

Focus on access, license, accounts, community, downloads, and cancellation.

Workshops and events

Attention to minimum participation, location, cancellation, replacement, and use of materials.

Training or certification

Attention to attendance, assessment, certificate, complaints, and conditions for participation.


General terms and conditions for coaching and training must clarify expectations in advance. Therefore, we look at programs, sessions, cancellation, results, materials, privacy, and liability.

Common mistakes in coaching and training terms and conditions

In coaching and training, things often go wrong because agreements regarding sessions, cancellation, results, and materials are insufficiently concrete.

  • Do not include a clear cancellation and no-show policy
  • Promising results or transformation too heavily
  • Describe the process, number of sessions, and aftercare too vaguely
  • Do not protect online materials, workbooks, and templates
  • Privacy and confidentiality of participant information forgotten
  • Do not separate coaching from therapy or medical advice
  • Do not regulate group rules and minimum participation
  • Formulating payment, suspension, and early termination too vaguely

Draft general terms and conditions for your coaching or training agency properly and prevent unnecessary problems in the future. Good terms and conditions prevent disputes regarding sessions, payment, cancellation, results, privacy, and liability.

Are general terms and conditions mandatory for coaches or trainers?

No, but they are highly recommended because they record agreements regarding programs, sessions, payment, cancellation, privacy, and liability.

Can I charge cancellation fees for a no-show?

Yes, if this has been clearly and reasonably agreed upon in advance.

May I guarantee the result?

Be careful. Coaching and training are usually an obligation of effort; the result depends in part on the participant.

Do I need to protect my training equipment?

Yes. Establish intellectual property and usage rights so that materials are not simply shared or reused.

Can MKB Juristen review existing terms and conditions for my coaching agency?

Yes. We check routes, cancellation, payment, IP, privacy, confidentiality, and liability, among other things.

Contact us

Annelore Hendriks

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SME Lawyers at the Chamber of Commerce Source: Chamber of Commerce 2019
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