Terms of Service

Last updated: 10/10/26

Welcome to The Coaching Core. These Terms of Service ("Terms") govern your access to and use of the services provided by The Coaching Core ("we", "us", or "our").

By purchasing a plan from The Coaching Core or using any part of our service, you ("you" or "the client") agree to these Terms. Please read them carefully.

The Coaching Core is a trading name of Sam Clarke, an independent sole trader operating in the United Kingdom. Our address is 66 Paul Street, London, EC2A 4NA.

All enquiries regarding these Terms can be directed to: [email protected]

1. Overview of Services

The Coaching Core provides done-for-you CRM and business systems for fitness coaches and personal trainers, built on the HighLevel platform, along with an education membership and optional 1-1 coaching calls.

Our services are provided to businesses only. By purchasing, you confirm that you are acting for the purposes of your trade, business, or profession, and not as a consumer.

Our service includes:

  • A branded HighLevel sub-account with the standard operating foundations for a coaching business: onboarding, check-in, and PAR-Q forms, core funnels, and automations, designed to match your branding.

  • White-label templates for advanced funnels and webpages, with full access to the CRM to build your own assets.

  • Domain setup and management, dedicated email domain setup, custom values, and branding within the system.

  • Dedicated setup calls in your first month to walk you through your system.

  • Access to The Coaching Core membership and courses.

  • Template privacy policy and terms of service documents for your own business (see Section 7).

Our service does not include:

  • Legal, tax, or financial advice.

Work outside the scope of your plan may be quoted separately.

Business Customers Only

The Coaching Core provides its services exclusively to businesses and individuals acting for purposes relating wholly or mainly to their trade, business, craft or profession. By purchasing or subscribing to the Services, you confirm that you are entering into this agreement as a business customer and not as a consumer.

2. Plans and Billing

The Coaching Core offers the following plans:

  • Core - £119 per month. Access to your Core CRM system and the membership.

  • Core + Fortnightly Calls - £189 per month. Everything in the Core, plus two 30-minute 1-1 coaching calls per month.

  • Core + Weekly Calls - £249 per month. Everything in Core, plus one 30-minute 1-1 coaching call per week.

A one-time setup fee of £300 applies to all plans that include the Core CRM system.

All pricing is listed in GBP (£).

Subscriptions are billed automatically on a recurring monthly basis via Stripe, integrated through HighLevel, from your start date or the date agreed at sign-up.

Prices for new clients may change at any time. We will give existing clients at least 30 days' notice by email of any change to their subscription price. If you do not accept the change, you may cancel before it takes effect.

3. Payment Terms and Refund Policy

Payments are processed securely via Stripe.

By subscribing, you authorise The Coaching Core to automatically charge your payment method on a recurring basis until cancellation.

Setup Fee

The setup fee is refundable until we begin work on your account. Once work has commenced, including purchasing or configuring your domain, branding your system, configuring your sub-account or otherwise performing work specific to your business, the setup fee becomes non-refundable.

Subscriptions

Monthly subscription payments are non-refundable, including for partial months or unused calls, except where required by law.

As our services are provided to businesses only, the 14-day cancellation period under the Consumer Contracts Regulations 2013 does not apply.

Failed Payments

If a payment fails, we will notify you and attempt to collect it again. If payment remains outstanding for more than 7 days, we may suspend your access until payment is made. If payment remains outstanding for more than 30 days, we may terminate your subscription under Section 12.

4. Setup and Delivery

Setup begins once:

  • The setup fee and first subscription payment have been received, and

  • All required onboarding information has been submitted.

Estimated Timelines

Your initial system build typically takes around 2 weeks. Timelines may vary based on workload, client responsiveness, and revisions.

The Coaching Core will make every reasonable effort to meet expected delivery times but cannot guarantee exact completion dates.

Revisions

The setup build includes up to 2 rounds of revisions to the branded elements we set up for you. Further changes can be made by you in your sub-account, or quoted separately.

5. Coaching Calls and Support

1-1 Coaching Calls

Plans that include coaching calls entitle you to the number of 30-minute calls stated in your plan, held on Google Meet. You are responsible for booking your calls using the booking link provided.

  • Calls must be rescheduled at least 24 hours in advance.

  • Calls missed without notice, or not booked within the month, do not roll over and are not refunded.

  • Additional ad hoc calls may be requested and are provided at our discretion at a rate agreed in advance.

Support

You have full autonomy within your sub-account. Reasonable support is included with every plan via email and WhatsApp during business hours. We do not charge for helping to fix honest mistakes, though we may charge for repeated or extensive rebuild work at a rate agreed in advance.

6. Client Responsibilities

Clients are responsible for:

  • Providing accurate and lawful information during onboarding.

  • Ensuring all materials you provide (logos, images, text, media) are owned by you or properly licensed.

  • Keeping your contact and billing information up to date.

  • Reviewing and approving your system before use with your own clients.

  • Keeping your login details secure and controlling who has access to your sub-account.

  • Everything you build, publish, or send from your sub-account, and how you use your system with your own clients.

Prohibited Use

Clients must not use their The Coaching Core system to:

  • Post or promote illegal, defamatory, misleading, or harassing material.

  • Send unsolicited marketing (spam) or messages without the recipient's consent where consent is required.

  • Make false or unsafe health, fitness, or result claims.

  • Display copyrighted or trademarked material without authorisation.

  • Engage in scams, phishing, or fraudulent activity.

  • Resell, sublicense, or share access to the system or our templates with anyone outside your business.

The Coaching Core reserves the right to suspend or remove any content or system found in violation of these Terms.

6a. HighLevel Platform and Compliance

Your system runs on HighLevel. By using it, you agree to comply with HighLevel's terms of service and acceptable use policy, as updated from time to time.

You are responsible for your own compliance with laws that apply to your business, including:

  • Data protection law (UK GDPR and the Data Protection Act 2018) for your own clients' data, including health information collected through PAR-Q, onboarding, and check-in forms.

  • The Privacy and Electronic Communications Regulations (PECR) for email and SMS marketing.

  • Advertising standards and consumer protection law in how you market your services.

If HighLevel suspends or restricts your sub-account or messaging because of how you have used it, The Coaching Core is not responsible for the resulting disruption.

6b. Indemnification

You (the client) agree to indemnify, defend, and hold harmless The Coaching Core (and its owner and agents) from and against any and all claims, damages, losses, liabilities, costs, and expenses (including reasonable legal fees) arising from:

(a) Your breach of these Terms;

(b) Any content, media, or materials you provide to us or publish through your system, including any claim that they infringe a third party's intellectual property, privacy, or other rights;

(c) Your processing of your own clients' personal data, or any marketing messages you send;

(d) Your use of the service in a manner not permitted by these Terms.

6c. Eligibility and Right to Refuse Service

All new clients are onboarded following a consultation call. The Coaching Core reserves the right to refuse onboarding, decline service, pause delivery, or end service where we believe a client's conduct, content, or public reputation may harm The Coaching Core or its clients by association. This may include, but is not limited to:

  • Content or behaviour that is hateful, harassing, discriminatory, threatening, or defamatory.

  • Misleading claims about qualifications, results, or client transformations.

  • Unsafe or harmful fitness, nutrition, or health advice.

  • Serious or repeated breaches of platform terms (e.g. HighLevel, Instagram, Meta, TikTok).

The Coaching Core will not refuse service for reasons that would be unlawful, including discrimination based on protected characteristics.

7. Templates and Legal Documents

We provide template documents, including a privacy policy and terms of service, for use in your own business. These are general starting points only and are not legal advice. We do not represent or warrant that any template will be suitable for your particular business or circumstances.

You are responsible for reviewing, adapting, and, where appropriate, obtaining independent legal advice on any template before you use it. The Coaching Core accepts no liability for your use of template documents or for your business's compliance with any law.

The same applies to template forms, emails, and consent wording within your system, including PAR-Q and health consent forms.

8. Intellectual Property and Licence

All designs, frameworks, templates, automations, snapshots, courses, membership content, and system configurations created by The Coaching Core remain the intellectual property of The Coaching Core.

While your subscription is active, you receive a non-exclusive, non-transferable, revocable licence to use your system and our templates and content for your own business.

You retain ownership of:

  • Your personal branding, logos, and materials you provided.

  • Any data, content, and assets you create or upload in your sub-account.

  • Your own clients' data.

You must not copy, resell, share, or distribute our templates, courses, or membership content outside your business, whether during or after your subscription.

On cancellation, your licence ends at the end of your final paid period, except for where a website, funnel, form or similar asset has been customised for the client, the client may continue using that completed customised asset following an authorised account transfer (Section 13), but acquires no right to extract, reproduce, resell or distribute the underlying The Coaching Core template or systems.

9. Case Studies and Portfolio

We may showcase the systems we have built for you (for example, screenshots of your funnels, pages, or branding) in our marketing, portfolio, and case studies. We will ask for your consent before featuring your business and will never publish your clients' personal data.

You can ask us to stop featuring your business at any time by emailing [email protected]. We will remove it from channels we control within 30 days.

10. Service Availability and Limitations

The Coaching Core is hosted and maintained via third-party infrastructure (HighLevel), with payments through Stripe and calls through Google Meet.

While we make all reasonable efforts to ensure service availability and reliability, we do not guarantee uninterrupted or error-free service.

Planned maintenance, third-party outages, platform changes, or system updates may temporarily affect access or features. Where HighLevel changes or removes a feature, we will make reasonable efforts to provide an alternative but cannot guarantee one.

The Coaching Core will not be liable for loss of data, revenue, or opportunity resulting from service interruptions or third-party platform changes.

11. Usage Charges and Fair Use

Your plan includes reasonable use of email, SMS, phone, and other usage-based features in your sub-account. Currently, these costs are included in your subscription.

We may introduce usage-based charges (for example, charging for emails or SMS sent above a set allowance, or passing through platform usage costs) or fair-use limits by giving you at least 30 days' notice by email. If you do not accept the charge, you may cancel before it takes effect.

We may restrict usage that is excessive, unusual, or puts the platform or our account at risk.

12. Termination and Cancellation

Client-Initiated Cancellation

You may cancel at any time by emailing [email protected] and completing the offboarding form. To prevent your next subscription payment, cancellation must be received at least 14 days before your next billing date. If cancellation is received fewer than 14 days before your next billing date, one further subscription payment will become due, and your subscription will end at the conclusion of that billing period.

The Coaching Core Termination Rights

The Coaching Core reserves the right to suspend or terminate services if:

  • Payments fail or remain overdue for more than 7 days (suspension) or 30 days (termination).

  • The client breaches these Terms, or HighLevel's terms or acceptable use policy.

  • The client engages in behaviour deemed harmful, abusive, or illegal, or any conduct described in section 6c.

In such cases, access to your system may be suspended or revoked immediately without refund.


We may also end your subscription for any reason by giving you at least 30 days' notice. In that case, you will not be charged beyond the end date.

13. Offboarding, Data and Domains

Before Your Subscription Ends

During your notice period and until the end of your final paid period, you will keep access to your sub-account so you can export your data and prepare to move.

You may request a transfer of your sub-account to your own HighLevel account. A transfer includes the assets you have built and your data, but not unused The Coaching Core templates, courses, or membership content.

After Your Subscription Ends

Your sub-account will be deactivated and your access to the membership will end. We will keep your sub-account data for 12 months after the end of your final paid period, during which you may request an export. After that, it will be permanently deleted.

Domains

Domains purchased on the client's behalf remain the client's property, although The Coaching Core may administer and manage the domain while the subscription remains active. You may request a transfer of ownership of your domain at any time while the subscription remains active, and you will be responsible for any transfer fees. If no transfer is requested within 30 days of the end of your final paid period, the domain may be allowed to lapse.

14. Limitation of Liability

The Coaching Core provides services "as is" and makes no warranty that the services will be uninterrupted or error-free.

To the fullest extent permitted by law, The Coaching Core is not liable for:

  • Indirect, incidental, or consequential damages.

  • Loss of profit, income, clients, data, or goodwill arising from the use or inability to use the service.

  • Any loss caused by third-party platforms, including HighLevel, Stripe, Google, or Meta.

  • Any loss arising from your use of template documents, forms, or content.

Our total liability for any claim or series of connected claims shall not exceed the total amount paid by the client in the 12 months preceding the claim.

Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be limited or excluded by law.

15. No Guarantee of Results

The Coaching Core provides systems, education, and support to help you run and grow your coaching business. We do not guarantee any specific outcome, including revenue, client numbers, leads, sales, or business growth.

Results depend on many factors outside our control, including your effort, market, offer, and how you use your system. Any examples, case studies, or discussions during consultations are illustrative only and are not promises of results.

16. Data Protection and Privacy

The Coaching Core complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

For detailed information on how we collect and process your personal data, please refer to our Privacy Policy [link]

For your own clients' data held in your sub-account, you are the data controller and The Coaching Core acts as your data processor. The Data Processing Agreement in Schedule 1 forms part of these Terms and applies to that data.

17. Confidentiality

The Coaching Core agrees to treat all client materials, business information, and your client's data as confidential and will not disclose them to third parties except as required for service delivery, as set out in Schedule 1, or for legal compliance.

You agree to treat our templates, courses, membership content, pricing, and business methods as confidential.

Confidential information does not include information that is publicly available through no breach of these Terms, was already lawfully known to the receiving party, is independently developed, or must be disclosed by law.

18. Affiliates

If you are also a The Coaching Core affiliate, your affiliate partnership agreement governs your affiliate obligations and commission. Where the affiliate agreement conflicts with these Terms, the affiliate agreement will take priority.

19. Amendments to These Terms

We may update or modify these Terms at any time to reflect operational or legal changes.

The latest version will always be available at https://thecoachingcore.com/terms.

For any material changes to these Terms, we will notify active subscribers via email at least 30 days before the changes take effect. If you do not accept the changes, you may cancel before they take effect.


Continued use of the service after an update constitutes acceptance of the revised Terms.

20. General

  • Entire agreement. These Terms (including Schedule 1), your plan as confirmed at sign-up, and any affiliate agreement form the entire agreement between us. You confirm that you have not relied on any statement, promise, or representation not set out in them, including anything said during a consultation call. Nothing in this clause excludes or limits liability for fraud or fraudulent misrepresentation.

  • Events outside our control. We are not responsible for delays or failures caused by events outside our reasonable control, including platform outages, internet failures, illness, or other unforeseen circumstances.

  • Assignment. You may not transfer your rights under these Terms without our written consent. We may transfer our rights to a successor business.

  • Severability. If any part of these Terms is found to be unenforceable, the rest will remain in effect.

  • No waiver. If we do not enforce any right straight away, we can still enforce it later.

  • Third parties. No one other than you and The Coaching Core has any right to enforce these Terms.

21. Governing Law

These Terms are governed by the laws of England and Wales.

Any disputes arising under or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

22. Contact Information

If you have questions, concerns, or wish to exercise your data rights, please contact:

Email: [email protected]
Address: The Coaching Core, 66 Paul Street, London, EC2A 4NA

Schedule 1: Data Processing Agreement

This Schedule applies where The Coaching Core ("the processor") processes personal data on behalf of the client ("the controller") in the client's HighLevel sub-account. It forms part of the Terms and meets the requirements of Article 28 of the UK GDPR.

1. Details of Processing

  • Subject matter: building, hosting, maintaining, and supporting the client's CRM system.

  • Duration: the client's subscription, plus up to 12 months after the end of the final paid period.

  • Nature and purpose: storage, set up, configuration, troubleshooting, support, export, transfer, and deletion of data in the sub-account.

  • Data subjects: the client's leads, prospects, and clients, and the client's staff.

  • Types of personal data: contact details, form and questionnaire responses, messages, booking and payment status, and marketing preferences.

  • Special category data: health information, including PAR-Q responses, injuries, dietary requirements, and bodyweight and check-in data.

2. Controller Responsibilities

The client is responsible for:

  • Having a lawful basis for all processing and an Article 9 condition (such as explicit consent) for health information.

  • Providing privacy information to its own clients.

  • Handling its clients' data protection requests, with our assistance where needed.

  • Ensuring its instructions to us comply with data protection law.

3. Processor Obligations

The Coaching Core will:

  • Process personal data only on the client's documented instructions, including the Terms and the client's use of the system, unless required by law.

  • Only access the sub-account where needed to build, maintain, or support the system, or where the client requests.

  • Ensure anyone authorised to process the data is bound by confidentiality.

  • Take appropriate technical and organisational security measures, including access controls and two-factor authentication.

  • Assist the client, taking into account the nature of the processing, with data subject requests and with its obligations on security, breach notification, and data protection impact assessments.

  • Notify the client without undue delay, and in any event within 48 hours, after becoming aware of a personal data breach affecting the client's data.

  • Make available information reasonably necessary to demonstrate compliance with this Schedule, and allow for reasonable audits on 30 days' written notice, at the client's cost.

  • Tell the client immediately if it believes an instruction breaches data protection law.

4. Sub-processors

The client gives general authorisation for The Coaching Core to use the following sub-processors:

  • HighLevel (LeadConnector) - CRM platform and hosting (USA).

  • Google (Workspace and Meet) - where client data is discussed or shared during support calls and email (USA).

The Coaching Core will give at least 14 days' notice by email of any new sub-processor. The client may object on reasonable data protection grounds; if we cannot resolve the objection, the client may cancel without penalty. We will impose data protection obligations on each sub-processor equivalent to this Schedule and remain responsible for their performance.

5. International Transfers

Where client data is transferred outside the UK, The Coaching Core will ensure appropriate safeguards are in place, such as UK adequacy regulations (including the UK Extension to the EU-US Data Privacy Framework), the ICO's International Data Transfer Agreement, or the UK addendum to the Standard Contractual Clauses.

6. End of Processing

At the end of the subscription, the client may request the return, export or transfer of personal data processed on its behalf. At the client's choice, The Coaching Core will return or delete that personal data, subject to any retention required by law.

Where the client does not provide instructions, the sub-account may remain securely deactivated for up to 12 months solely to facilitate recovery or transfer. During this period, the personal data will not be actively processed except where necessary for security, recovery, legal compliance or at the client's documented instruction. It will then be securely deleted.

Personal data contained within backups may remain until the relevant backup is overwritten in accordance with our normal retention cycle, during which time it will remain protected and beyond ordinary use.