CLIENT AGREEMENT & SERVICE TERMS

Last updated: 07/06/2026

This Client Agreement explains how Burnt Orchid Organics™ and SOFT™ Practitioner School provide wellbeing, aromatherapy, and sensory‑based services. By booking a service, completing an assessment, or submitting a form, you agree to the terms below.

Our aim is to create a safe, respectful, ND‑affirming experience for every client.

1. About Us

Burnt Orchid Organics™
Email: support@burntorchidorganics.com
Location: United Kingdom

We provide:

  • aromatherapy and sensory‑based wellbeing support
  • SOFT™ assessments and personalised aromatic interventions
  • ND‑affirming emotional processing tools
  • handmade wellbeing products

2. Nature of Services

Our services include:

  • personalised aromatherapy blends
  • sensory‑based wellbeing support
  • SOFT™ assessments
  • emotional processing questionnaires
  • practitioner guidance and recommendations

These services are:

  • complementary, not medical
  • supportive, not diagnostic
  • designed to enhance wellbeing, not replace healthcare

We do not diagnose, treat, or cure medical conditions.

3. Client Responsibilities

To ensure safe and appropriate support, you agree to:

  • provide accurate and honest information
  • disclose relevant health conditions, allergies, or medications
  • follow safety instructions for any products or blends
  • seek medical advice from a GP or healthcare provider when needed
  • use products as directed

If your information changes, you must update us before continuing with services.

4. Practitioner Responsibilities

We agree to:

  • provide services with care, professionalism, and integrity
  • maintain confidentiality
  • offer ND‑affirming, trauma‑informed support
  • design safe and appropriate aromatic interventions
  • store your data securely in line with UK GDPR
  • act in line with safeguarding obligations

5. Safeguarding & Emotional Safety

Some assessments explore sensory overwhelm, shutdown, or trauma‑linked patterns.
You may skip any question that feels uncomfortable.

If you disclose information indicating risk of harm to yourself or others, we may be required to act in line with safeguarding obligations.

6. Special Category Data (Health Information)

Our assessments and forms may collect:

  • health information
  • sensory profile information
  • neurotype (e.g., autistic, ADHD, AuDHD)
  • emotional regulation patterns
  • trauma‑linked responses
  • well-being goals
  • practitioner notes

This information is considered special category data under the UK GDPR.

We only process this information with your explicit consent, which you provide when completing our forms.

7. How Your Data Is Used

Your information is used to:

  • assess your needs
  • design personalised aromatic or sensory‑based interventions
  • ensure safety and suitability
  • maintain accurate practitioner records
  • provide follow‑up support

Your data is never shared without your consent unless required by law.

Full details are available in our Privacy Policy.

8. Email‑Based Assessments & Online Forms

By completing an assessment or questionnaire, you agree that:

  • your responses form part of your client record
  • your information may be used to create personalised recommendations
  • communication may occur via email
  • practitioner notes may be added to your record

You may withdraw consent at any time.

9. Personalised Aromatherapy Blends

Personalised blends are created based on your assessment.

You acknowledge that:

  • essential oils and natural ingredients may cause sensitivities
  • you must patch‑test before use
  • blends must be used as directed
  • results vary between individuals

We are not responsible for adverse reactions caused by misuse or undisclosed allergies.

10. Cancellations & Rescheduling

For paid consultations:

  • cancellations with 24+ hours’ notice may be rescheduled
  • cancellations with less than 24 hours’ notice may be charged
  • missed appointments may be charged in full

For digital assessments:

  • once the assessment has been sent or started, it is considered delivered
  • digital services are non‑refundable under UK law

11. Payment Plans & Weekly Payments

If you choose to pay for services on a weekly payment plan, you will receive access to each week’s materials, guidance, or assessment only after the corresponding weekly payment has been received.

  • Week 1 content is released after Week 1 payment
  • Week 2 content is released after Week 2 payment
  • Week 3 content is released after Week 3 payment
  • and so on

If a payment is missed, paused, or delayed:

  • access to future weeks will be paused
  • no further materials will be released
  • the service may be cancelled if payments remain outstanding

This ensures fairness, protects practitioner time, and keeps the service aligned with the agreed payment schedule.

12. Refunds for Services

Refunds are not available for:

  • completed assessments
  • personalised blends
  • practitioner time
  • digital products or downloads

Refunds may be offered if:

  • a service cannot be delivered
  • an error occurs on our side

13. Intellectual Property

All SOFT™ materials, assessments, questionnaires, and practitioner tools are the intellectual property of Burnt Orchid Organics™ and SOFT™ Practitioner School.

You may not:

  • copy
  • reproduce
  • distribute
  • teach
  • adapt
  • or share

any materials without written permission.

14. Limitation of Liability

To the fullest extent permitted by UK law, we are not liable for:

  • allergic reactions or sensitivities
  • misuse of products
  • outcomes of wellbeing recommendations
  • emotional responses during reflective work
  • delays caused by email or technology
  • losses resulting from inaccurate information provided by the client2

Nothing in this agreement affects your statutory rights.

15. Governing Law

This Client Agreement is governed by the laws of England and Wales.

16. Contact Us

If you have any questions about these terms, please contact:

support@burntorchidorganics.com
We respond within 24–48 hours.