Last updated: September 2025

​

By booking or participating in any Service with ExploreBuddy (“ExploreBuddy,” “we,” “us,” “our”), you (“Client,” “you,” “your”) agree to be bound by these Terms and Conditions. This agreement governs your use of all Services on www.explorebuddy.co.uk, including individual support (children, adolescents, adults), parental coaching, development programmes, Neuro Series group courses, neurodiversity accessibility audits, employee support services, professional consultancy, training and digital resources. Please read carefully.

​

1. Definitions

Working Day Monday to Friday, excluding Scottish public holidays.

Calendar Day Every day in the calendar, including weekends and public holidays.

Service Any support, coaching, audit, training, course or consultancy engagement delivered by ExploreBuddy, including but not limited to:

• Individual support sessions (children, adolescents, adults)

• Parental coaching and development programmes

• Neuro Series group courses

• Professional consultancy and tailored training

• Neurodiversity accessibility audits for premises and digital platforms

• Employee support services (case management, wellbeing referrals)

• Related digital resources

Booking Your reservation of a Service, confirmed when ExploreBuddy issues an invoice and receives full payment or agreed deposit.

Session A single scheduled appointment or event within a Service.

Block Booking A package of multiple Sessions sold and paid for as a bundle.

​

2. Scope of Services

ExploreBuddy specialises in sensory wellbeing, neurodiversity, emotional regulation and organisational accessibility. All Services are delivered by qualified, insured practitioners using a neuro-affirming, strengths-based approach. Delivery formats include face-to-face, online and telephone, as specified in your Booking.

​

3. Booking and Payment

• Your place is secured only once we issue an invoice and receive full payment or agreed deposit.

• Invoices detail the fee, due date and payment methods (bank transfer or debit/credit card).

• Full fees or deposits are due within 7 Calendar Days of invoice date, unless otherwise agreed in writing.

• For Block Bookings, subsequent instalments are due no later than 7 Working Days before each new block commences.

• All fees are quoted in GBP. You are responsible for any bank charges or currency-conversion fees.

• Late payments by commercial clients incur interest at 4% above the Bank of England base rate, compounded monthly, under the Late Payment of Commercial Debts (Interest) Act 1998. No interest will be applied to individual consumers.

• ExploreBuddy reserves the right to suspend or cancel Services if payment is not received by the due date.

​

4. Cancellation, Refund and Transfer

Cooling-Off Period

You may cancel a Booking within 24 hours of invoice issuance for a full refund, provided no part of the Service has commenced.

Cancellation Outside Cooling-Off

If you cancel after your 24-hour cooling-off period but before Services commence, the following notice and refund rules apply:

• Training & Group Courses – Cancel at least 14 Calendar Days before the start date. – Refund equals fee paid minus a cancellation charge up to 50% of the cancelled portion or an amount reasonably reflecting Services already delivered, whichever is lower.

• Individual Sessions & Consultations – Cancel at least 48 hours before the scheduled Session. – Refund equals fee paid minus a cancellation charge up to 50% of that Session or an amount reasonably reflecting Services already delivered, whichever is lower.

• Block Bookings & Programmes – Cancel at least 7 Calendar Days before the next block. – Refund equals fee paid for that block minus a cancellation charge up to 50% of the cancelled block or an amount reasonably reflecting Services already delivered, whichever is lower.

Late Cancellation and No-Show

• Cancellations less than the specified notice for Training (14 days) or Sessions (48 hours) forfeit the full fee for the cancelled portion.

• No-shows and arrivals more than 15 minutes late are treated as cancellations without notice and forfeit the full fee.

Rescheduling and Transfers

• Requests to transfer or reschedule must be made in writing at least 7 Calendar Days before the original date.

• One one-time transfer may be granted without penalty, subject to availability.

• Further changes incur a £25 administration fee per booking.

Cancellation by ExploreBuddy

If we must cancel or reschedule your Service, we will notify you promptly. You may choose either:

1. An alternative date or time; or

2. A full refund of any prepaid fees. We accept no liability for indirect losses arising from cancellation or rescheduling.

Statutory Rights

These terms sit alongside your rights under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 and the Consumer Rights Act 2015 (as applicable in Scotland). You have a statutory right to cancel distance or off-premises contracts within 14 Calendar Days of Booking. If you request Services to begin within that period and expressly waive your right to cancel for the portion performed, your right to cancel is limited accordingly. Nothing in this Policy restricts your statutory consumer rights.

​

5. Individual Support Sessions

Bookings for Sessions require full payment prior to commencement unless on a flexible plan agreed in writing. For Block Bookings, the first block must be paid within 24 hours of confirmation; subsequent blocks must be paid before the first Session of each block. Non-payment by these deadlines may result in forfeiture of your place without refund.

​

6. Professional Consultations

Remote consultations (phone or video) require full payment at Booking. Written follow-up materials or reports are not included unless expressly agreed in advance and may incur additional fees.

​

7. Safeguarding and Wellbeing

We adhere to UK safeguarding guidelines and our internal Safeguarding Policy. Any concerns about a participant’s welfare may be shared with relevant authorities as required to ensure safety.

​

8. Confidentiality and Data Protection

All Client information is managed under UK GDPR and the Data Protection Act 2018. We do not disclose your data without consent, except where required by law or safeguarding. For full details, see our Privacy Policy (www.explorebuddy.co.uk/privacy-policy) and Data Processing Addendum (www.explorebuddy.co.uk/data-processing-addendum).

​

9. Accessibility and Inclusion

ExploreBuddy is committed to inclusive, neuro-affirming practice. If you or your child have specific sensory, access or communication needs, notify us at least seven days before your first Session so we can make reasonable adjustments.

​

10. Limitation of Liability

To the fullest extent permitted by law, ExploreBuddy is not liable for:

• Personal injury, loss or damage during or after participation, unless caused by our proven negligence

• Indirect or consequential losses arising from use of our Services

• Damage to personal belongings during in-person activities

• Any injury, allergic reaction or damage from materials provided in Sessions, including items sourced from international suppliers that may not meet UK safety standards

All participation is at your own risk. ExploreBuddy holds full public liability and professional indemnity insurance in line with UK standards.

​

11. Use Disclaimer

Materials and strategies shared by ExploreBuddy are for educational purposes only. They do not constitute regulated therapy, clinical counselling or medical treatment and are not a substitute for professional assessment. Always consult an appropriate health professional for concerns about development, mental health or wellbeing.

​

12. Professional Qualifications and Scope of Practice

ExploreBuddy provides psychologically-informed support and therapeutic interventions, at all times within the scope of practice of a Registered Mental Health Nurse regulated by the Nursing and Midwifery Council (NMC) and certified by the UK Society for Behavioural Analysis (UK-SBA). These interventions are educational and supportive only and do not constitute regulated psychological therapy, clinical counselling, medical treatment or diagnostic assessment. For formal therapy or clinical mental health treatment, please consult a chartered psychologist, accredited counsellor, psychiatrist or other appropriate professionals.

​

13. Service Exclusions

ExploreBuddy does not provide:

• Occupational therapy, speech and language therapy

• Medical diagnosis, treatment or prescription

• Legal, architectural, engineering or structural consultancy

Any request for these services must be referred to appropriately qualified professionals.

​

14. Website and Digital Resources

All digital materials (workbooks, handouts, toolkits) are for personal use only. You may not copy, redistribute or host these resources without prior written consent. Some materials perform best on desktop or laptop; mobile compatibility is not guaranteed. For details on cookies, see our Cookie Policy (www.explorebuddy.co.uk/cookie-policy).

​

15. Complaints Procedure

If you have a complaint, email complaints@explorebuddy.co.uk. We will acknowledge receipt within 5 Working Days and aim to resolve your concern promptly and fairly.

​

16. Crisis and Emergency Disclaimer

ExploreBuddy is not an emergency service. If you or someone in your care is at immediate risk, please contact:

• 999 (emergency services)

• NHS 111 (urgent medical advice)

• Your GP or local CAMHS (mental health support)

​

17. Changes to Terms

We may update these Terms at any time. The most current version is available atwww.explorebuddy.co.uk.. Significant changes will be communicated directly when possible.

​

18. Force Majeure

We are not liable for delays or failures due to events beyond reasonable control (acts of God, strikes, pandemics, technical failures, government restrictions, etc.). We may suspend, postpone or reschedule Services without refund liability, offering alternatives where feasible.

​

19. Data Retention

We retain session records and participant data securely for up to seven years to comply with safeguarding and professional obligations. After this period, records are destroyed per our data retention policy. You may request access to your personal data at any time by contacting admin@explorebuddy.co.uk.

​

20. Age Restrictions and Parental Consent

Services for participants under 18 require written consent from a parent or legal guardian. We do not provide individual Services to minors without a responsible adult’s involvement.

​

21. Governing Law and Jurisdiction

These Terms and Conditions are governed by the laws of Scotland. You and ExploreBuddy irrevocably submit to the exclusive jurisdiction of the Scottish courts to settle any dispute arising out of or in connection with these Terms and Conditions.

​

22. Contact Details

ExploreBuddy

Website:www.explorebuddy.co.uk

Email: contact@explorebuddy.co.uk

Registered office: 8 Kirkton Place, Falkirk, FK2 8AG

​

Thank you for choosing ExploreBuddy. We are committed to delivering high-quality, reliable Services with clear, fair and legally compliant terms.