Terms and Conditions – Aika Executive Coaching
Version: January 2025 (last revised: April 16, 2025)
1. Definitions
1.1.
Aika Executive Coaching: the sole proprietorship, registered in Aerdenhout, Chamber of Commerce number 87817128, BTW number NL004485924B97, operating under these general terms and conditions.
1.2.
Client: the person, company or organization that commissions the services.
1.3.
Agreement: the agreement between the Client and Aika Executive Coaching.
1.4.
Services: all services and products provided by Aika Executive Coaching, including coaching, training, yoga, online programs, and other forms of guidance or consultancy.
1.5.
Coachee: the individual receiving coaching or participating in a program, if this person is not the Client.
2. Applicability
2.1. These terms apply to all offers, activities, and agreements where Aika Executive Coaching delivers services.
2.2. Deviations are only valid if agreed upon in writing.
2.3. These terms also apply to any supplementary or follow-up assignments.
2.4. General terms from the Client are excluded, unless explicitly accepted in writing.
3. Offers and Agreements
3.1. Offers are non-binding and valid for 14 days unless stated otherwise.
3.2. Prices are excluding
BTW, unless otherwise indicated.
3.3. The Agreement is considered final upon written confirmation, or after 10 working days without objections.
4. Execution
4.1. Aika Executive Coaching commits to a best-effort obligation, not a result obligation.
4.2. Third parties may be engaged in consultation.
4.3. The Client must provide all necessary information on time.
4.4. Deadlines are indicative unless agreed otherwise.
4.5. Aika Executive Coaching is not jointly liable for work performed by third parties.
5. Changes
5.1. Changes are implemented in mutual agreement.
5.2. Any consequences for planning or cost will be communicated in advance.
5.3. For fixed fees, the financial impact of changes will be specified beforehand.
6. Confidentiality
6.1. All confidential information is treated as such, unless legal obligations require disclosure.
6.2. This duty of confidentiality also applies to third parties involved.
6.3. Coaching-related information is only shared with the Coachee’s consent.
7. Intellectual Property
7.1. All intellectual property remains with Aika Executive Coaching.
7.2. Materials are for personal use only and may not be copied or distributed without permission.
7.3. General knowledge and insights may be reused anonymously.
8. Fees and Expenses
8.1. Unless agreed otherwise, services are billed per time unit.
8.2. Fees are exclusive of
BTW and additional expenses.
8.3. A deposit may be required; work may be suspended if payment is not received.
8.4. Rates may be adjusted annually in consultation.
9. Payment
9.1. Payment is due within 14 days of the invoice date.
9.2. Services may be suspended in case of late payment.
9.3. Statutory interest is charged for overdue invoices.
9.4. In case of bankruptcy or liquidation, all claims are immediately due.
9.5. Payments are first applied to interest and costs.
10. Collection Costs
10.1. In the event of non-payment:
– For individuals: legal collection fees after a written reminder
– For businesses: 15% of the outstanding amount, minimum €150 per invoice
11. Liability
11.1. Aika Executive Coaching is only liable in case of severe misconduct.
11.2. Liability is limited to the amount covered by professional liability insurance.
11.3. If no payout is made: limited to the invoice amount, up to a maximum of €5,000.
11.4. No liability for indirect damages.
11.5. No liability for third-party work.
11.6. No liability if Client has provided incomplete or incorrect information.
11.7. The Client indemnifies Aika Executive Coaching against third-party claims.
11.8. Any claims expire after one year.
12. Participation at Own Risk – Yoga & Physical Activities
12.1. Participation in yoga or physical sessions is at your own risk.
12.2. Aika Executive Coaching is not liable for injuries unless due to intent or gross negligence.
13. Cancellation and Termination
13.1. General
Aika Executive Coaching reserves the right to cancel a session or program without reason. Fees already paid will be refunded. In case of force majeure, the agreement may be postponed or dissolved.
13.2. Cancellation by Client or Participant
Must be done via email. Terms vary by service:
–
Individual coaching sessions:
Free cancellation/rescheduling up to 48 hrs
Within 48 hrs: 100% due
No-show: full fee due
–
In-company programs:
Free cancellation up to 2 weeks before start
Within 2 weeks: full amount due
–
Workshops/retreats (open enrolment):
Up to 4 weeks: free
4–2 weeks: 50% due
< 2 weeks: 100% due
Substitution allowed until 48 hrs prior if notified in advance
No refunds for no-show or early departure unless agreed otherwise
13.3. External Event Costs
Costs for travel, accommodation or third-party cancellations are at the participant’s own risk, unless otherwise agreed.
14. Personal Data
14.1. By entering into an agreement, you give consent for processing personal data in accordance with the GDPR.
14.2. Aika Executive Coaching acts in line with the NOBCO code of conduct and privacy policy.
15. Complaints Procedure
15.1. Aika Executive Coaching is a member of NOBCO (Dutch Association for Professional Coaches).
15.2. Efforts will be made to resolve complaints mutually.
15.3. If necessary, complaints can be filed with NOBCO via their Ethics or Complaints Committee:
www.nobco.nl
15.4. All complaints are treated confidentially according to NOBCO rules.
16. Applicable Law and Disputes
16.1. Dutch law applies to all agreements.
16.2. Mediation will be attempted first, per the Mediatorsfederatie Nederland (MfN) regulations.
16.3. While mediation is ongoing, legal proceedings are suspended.
16.4. If unresolved, disputes will be handled by the court in the district where Aika Executive Coaching is based.
Privacy Policy – Aika Executive Coaching
Version: January 2025
What personal data do we collect?
We may collect your name, email address, phone number, address, company details (if applicable), and any other information you provide via forms, email, or during coaching sessions.
Why do we collect your data?
- To process registrations and manage client administration
- To send invoices and contact you
- To support coaching and training delivery
- To send updates and information (only with your consent)
Legal basis
We only process data:
- With your explicit consent
- In the context of an agreement (e.g., coaching or training)
Data retention
Your data is not kept longer than necessary. Financial records are retained for 7 years (tax law). Other data is deleted once it’s no longer relevant.
Do we share your data?
Only with trusted partners when necessary for our services (e.g., bookkeeping or invoicing), or if legally required.
Security
Your data is stored securely and only accessible to Aika Executive Coaching. Technical and organizational measures are in place to protect your data.
Your rights
You may request access, correction, deletion or transfer of your data. Email:
[email protected]
Complaints
We aim to resolve any issue together. If needed, you may submit a complaint to the Dutch Data Protection Authority:
www.autoriteitpersoonsgegevens.nl
