Mentorium Minds
Terms & Conditions
Last updated: 21.07.26
These Terms & Conditions apply to all services provided by Mentorium Minds, a sole trader business operated by Maryam Aslam ("Mentorium Minds", "I", "me", "my"). By booking or attending a session, you confirm that you have read, understood and agree to these Terms & Conditions.
These Terms apply to:
Disabled Students' Allowance (DSA) Specialist Mentoring
Access to Work (ATW) Workplace Coaching
Private Mentoring
1. Eligibility
Services are available to individuals aged 18 years or over.
By booking a service, you confirm that you are at least 18 years old and have the legal capacity to enter into this agreement.
2. Bookings
Appointments may be requested through the online booking system or by email.
A booking is not confirmed until it has been accepted by Mentorium Minds.
Mentorium Minds reserves the right to decline or rearrange appointment requests where necessary.
3. Fees & Payment
Private Mentoring & Access to Work
Payment must be made by bank transfer.
Payment must be received no later than 48 hours before the scheduled session start time.
If payment has not been received by this deadline, Mentorium Minds reserves the right to cancel or postpone the session.
DSA Specialist Mentoring
DSA-funded mentoring is funded through the relevant funding body. Students are not personally responsible for session fees unless otherwise agreed in writing.
4. Cancellations, Late Arrivals & Missed Sessions
Clients must provide at least 24 hours' notice if they wish to cancel or rearrange a session.
Cancellations made with less than 24 hours' notice will be treated as a late cancellation.
Failure to attend a scheduled session without prior notice will be treated as a missed appointment (no-show).
If you arrive late, your session will still finish at the originally scheduled end time. Time lost due to late arrival will not be made up or refunded.
If you have not joined the session at the scheduled start time, Mentorium Minds will wait for up to 15 minutes and will make reasonable attempts to contact you during this time.
If no contact has been received after 15 minutes, the session will be recorded as a missed appointment.
DSA-funded Sessions
Under current DSA funding guidance, funding is normally available for up to two missed appointments (no-shows) and/or late cancellations (less than 24 hours' notice) per academic semester.
Where this limit is exceeded, Mentorium Minds reserves the right to review the continuation of support. This may include discussing attendance with you, liaising with the relevant funding body or support provider where appropriate, and ending the mentoring agreement where attendance remains consistently poor.
5. Cancellation by Mentorium Minds
Whilst every effort will be made to honour scheduled appointments, there may occasionally be circumstances where a session needs to be cancelled or rearranged.
Where this happens, as much notice as reasonably possible will be provided and every effort will be made to rearrange the session at a mutually convenient time.
Where a session cannot be rearranged, any payment already received for that session will be refunded where applicable.
6. Nature of the Service
Mentorium Minds provides specialist mentoring and coaching to support clients in developing practical strategies, improving organisation, executive functioning, communication, confidence and other skills relevant to their individual goals.
Mentoring is a collaborative process and its effectiveness depends upon your active participation.
Whilst every effort will be made to provide a high-quality service, Mentorium Minds cannot guarantee specific outcomes, including but not limited to:
academic results
degree classifications
employment outcomes
workplace adjustments
funding decisions
achievement of personal goals
You remain responsible for your own decisions and actions.
Mentorium Minds does not provide counselling, psychotherapy, psychiatric treatment, legal advice or medical advice.
7. Communication Between Sessions
Communication outside scheduled sessions is intended for essential matters only, such as:
booking or rearranging appointments
sharing agreed resources
brief follow-up questions relating to previous sessions
Communication should remain respectful, professional and appropriate.
Mentorium Minds reserves the right not to respond to communications that are excessive, inappropriate, unrelated to the mentoring service, or which would be more appropriately discussed during a scheduled session.
Emails will normally receive a response within two working days.
Working hours are:
Monday-Friday
9:00am-5:00pm
excluding bank holidays and periods of annual leave.
Communication between sessions is not a substitute for mentoring sessions and should not be relied upon for ongoing or urgent support.
8. Online & Face-to-Face Sessions
Online sessions are normally delivered via Google Meet unless otherwise agreed.
Clients are responsible for ensuring they have:
a suitable device
a stable internet connection
an appropriate environment for the session
Where reasonably possible, sessions should take place in a private setting to maintain confidentiality.
Face-to-face sessions will normally take place at an agreed professional or public location such as:
a university
a library
the client's workplace
Sessions will not normally take place at either the client's home or the mentor's home.
Where a client does not have access to an appropriate in-person location (for example, an Open University student or a client who works entirely from home), Mentorium Minds may, at its discretion, agree to hold sessions in a quiet public venue such as a café.
Mentorium Minds reserves the right to decline or rearrange a session where the proposed location is considered unsuitable, unsafe or unlikely to provide an appropriate environment for mentoring.
9. Reasonable Adjustments
Mentorium Minds is committed to providing an accessible and inclusive service.
Clients are encouraged to discuss any reasonable adjustments they may require before or during the mentoring relationship.
Where reasonably practicable, appropriate adjustments will be made to support equitable access to services.
10. Recording Sessions
Neither party may audio or video record a session without the prior written consent of the other.
Clients requiring permission to record sessions as a reasonable adjustment should discuss this in advance.
Requests will be considered on a case-by-case basis.
Where consent is granted, recordings may only be used for the agreed purpose and must not be copied, shared, published or distributed without prior written permission from Mentorium Minds.
11. Confidentiality & Safeguarding
Information shared during mentoring sessions will be treated as confidential.
Confidential information will only be disclosed where:
there is concern that you or another person is at risk of serious harm;
disclosure is required by law;
disclosure is necessary to comply with safeguarding or other legal obligations; or
disclosure is necessary to obtain legal, insurance or professional advice relating to the operation of the business.
Where appropriate and lawful, Mentorium Minds will endeavour to discuss any necessary disclosure with you before information is shared.
Mentorium Minds is not an emergency or crisis service.
If there is an immediate risk of serious harm to yourself or another person, appropriate emergency services or agencies may be contacted where this is considered necessary and lawful.
12. Intellectual Property
All resources, worksheets, templates, planners, documents and other materials provided by Mentorium Minds remain the intellectual property of Mentorium Minds unless otherwise stated.
Resources are supplied for your personal use only.
They must not be copied, reproduced, modified, published, distributed, sold or shared with third parties without prior written permission.
13. Ending the Mentoring Agreement
Either party may end the mentoring relationship by providing reasonable written notice.
Mentorium Minds reserves the right to end the agreement immediately, or with reasonable notice where appropriate, where:
repeated missed appointments or late cancellations occur;
payment is not received in accordance with these Terms;
behaviour is abusive, threatening, discriminatory or otherwise inappropriate;
the mentoring relationship has broken down;
your needs fall outside the scope of the services offered; or
continuing the mentoring relationship would be unlawful, unsafe or otherwise inappropriate.
Where appropriate, Mentorium Minds will endeavour to discuss any concerns with you before ending the agreement.
14. Complaints
Mentorium Minds is committed to providing a high-quality service.
If you are dissatisfied with any aspect of the service, you are encouraged to raise your concerns as soon as possible.
Formal complaints should be submitted in writing to:
maryam@mentoriumminds.co.uk
Complaints will normally be acknowledged within five working days.
A full written response will normally be provided within twenty working days. Where additional time is required, you will be informed of the reason and provided with an updated timescale.
15. Data Protection
Mentorium Minds processes personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Further information about how your personal information is collected, stored and used can be found in the Mentorium Minds Privacy Policy.
16. Liability
Nothing in these Terms & Conditions excludes or limits any liability which cannot legally be excluded under the laws of England and Wales.
Subject to this, Mentorium Minds shall not be liable for any indirect or consequential loss arising from the provision of mentoring services.
17. Changes to these Terms
Mentorium Minds reserves the right to amend these Terms & Conditions from time to time.
The most recent version will be made available to clients and will apply to future bookings.
18. Governing Law
These Terms & Conditions are governed by the laws of England and Wales.
Any dispute arising in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.
Business Details
Mentorium Minds
Sole Trader: Maryam Aslam
Email: maryam@mentoriumminds.co.uk