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Coaching Practice – Code of Ethics & Cultural Sensitivity Guidelines

Last updated: 4 July 2025

1  Purpose & Scope

These guidelines set out the ethical standards and culturally responsive practices for NeuroSpacious (“the Practice”). They apply to all coaches, contractors and support staff engaged by the Practice, irrespective of location or employment status.

2  Core Values

  1. Respect – honouring the inherent dignity, autonomy and diversity of every client.
  2. Integrity – acting with honesty, transparency and accountability.
  3. Competence – maintaining and developing professional skills and knowledge.
  4. Confidentiality – protecting client information and privacy.
  5. Cultural Humility – recognising our own biases and engaging continuously in learning.
  6. Well‑being – safeguarding the psychological, emotional and physical welfare of clients and practitioners.

3  Ethical Principles & Standards

3.1  Informed Consent

  • Provide clear, written coaching agreements covering objectives, responsibilities, confidentiality, data protection (GDPR) and fees before coaching begins.
  • Revisit consent whenever the scope changes or sensitive topics arise.

3.2  Confidentiality & Data Protection

  • Keep all client information strictly confidential except with explicit consent or where disclosure is required by law (e.g. risk of serious harm).
  • Store records securely in GDPR‑compliant systems; retain only as long as necessary.

3.3  Boundaries & Dual Relationships

  • Avoid relationships that could impair objectivity or create conflicts of interest.
  • Discontinue coaching if a dual relationship cannot be managed ethically; refer client elsewhere.

3.4  Competence & Continuing Professional Development

  • Accept work only within areas of demonstrable competence and training.
  • Undertake a minimum of 40 hours CPD every three years plus regular supervision/mentor‑coaching.
  • Seek additional training or refer out when client needs exceed competence (e.g. mental‑health therapy).

3.5  Duty of Care & Safeguarding

  • Monitor for signs of distress; pause or redirect coaching if client may be at risk.
  • Have a clear escalation process for safeguarding concerns, including emergency contacts and referral pathways.

3.6  Integrity in Marketing & Fees

  • Represent qualifications, experience and success rates honestly; no false or misleading claims.
  • State all fees, packages, cancellation policies and payment methods in writing.
  • Refunds granted in line with consumer legislation and written agreement.

3.7  Conflicts of Interest

  • Disclose any personal or financial interests that could influence professional judgement.
  • Refrain from accepting inducements or commissions without client knowledge and consent.

3.8  Record‑Keeping & Documentation

  • Maintain concise session notes that support client progress while respecting privacy.
  • Retain records for seven years (UK statute) unless a different period is mandated.

3.9  Termination of Coaching

  • End the coaching relationship when goals are met, progress has stalled, or continuation would not benefit the client.
  • Provide referrals or resources when appropriate.

3.10  Complaints & Accountability

  • Publish a transparent complaints procedure.
  • Investigate all complaints promptly, fairly and without retaliation.
  • Cooperate with professional‑body inquiries or regulatory authorities.

4  Cultural Sensitivity & Inclusive Practice

4.1  Anti‑Discrimination Commitment

  • Provide services without discrimination based on race, ethnicity, nationality, gender identity, sexual orientation, age, religion, disability, neurotype, socioeconomic status or any protected characteristic.

4.2  Cultural Humility & Curiosity

  • Approach every client as the expert on their own lived experience.
  • Ask respectful, open‑ended questions and avoid assumptions.
  • Engage in regular self‑reflection and training on cultural competence and anti‑oppression.

4.3  Inclusive Language & Communication

  • Use the client’s stated name and pronouns.
  • Avoid idioms, jargon or metaphors that may not translate across cultures.
  • Offer materials in accessible formats (large print, plain language, screen‑reader friendly) upon request.

4.4  Neurodiversity‑Affirming Practice

  • Recognise ADHD, autism and other neurodivergent conditions as natural human variation, not pathology.
  • Adapt session structure (e.g. shorter segments, visual aids, body‑doubling) according to client preference.
  • Encourage environmental accommodations (noise‑cancelling headphones, fidget tools) without stigma.

4.5  Trauma‑Informed & Intersectional Lens

  • Acknowledge that overlapping identities (e.g. race + neurodivergence + gender) shape client experiences.
  • Avoid practices that could re‑traumatise; allow clients to control pace and disclosure.

4.6  Accessibility & Reasonable Adjustments

  • Conduct sessions using online platforms with captions and chat options.
  • Provide breaks, flexible scheduling and sensory‑friendly meeting options.

5  Review & Governance

  • This Code is reviewed annually or sooner if legislation or professional‑body standards change.
  • Changes are approved by the Practice Director and communicated to all team members.

© 2025 NeuroSpacious