Terms of Service - Sofroflow

General Part and Annexes A, B, C

Structure of this document

The General Part applies to all forms of session. The Annexes set out the specific rules:

• Annex A - Online group meetings
• Annex B - Group courses and workshops for adults
• Annex C - One-to-one sessions

The beChill® Exams programme for teenagers is governed by separate, self-standing Terms, because it involves minors and a methodology licensed from trulyBalance Sàrl.

In the event of any inconsistency between the General Part and an Annex, the Annex prevails.

Services provided to schools, companies and other institutional clients are not covered by these Terms; they are the subject of a separate agreement or order.

GENERAL PART

§ 1. Introductory provisions

1. These Terms set out the rules under which services are provided by Maria Będzińska, trading as Sofroflow, email address: maria@sofroflow.com (hereinafter: “the Practitioner”).
2. These Terms apply to services provided to consumers: one-to-one sessions, group meetings, courses and workshops - delivered online and in person.
3. The Practitioner is a qualified sophrologist, a member of the International Sophrology Federation (ISF), and complies with the ISF Code of Ethics and Professional Conduct.
4. Booking a session constitutes acceptance of these Terms.

§ 2. Booking and conclusion of the contract

1. Booking is made through the registration form available on the website or by email message - depending on the form of session, as stated in the description of the event concerned.
2. On receipt of a booking, the Practitioner sends a confirmation together with the details required to make payment.
3. The contract is concluded at the moment the Practitioner confirms the booking.
4. In the case of paid sessions, the place is reserved once payment has been credited.

§ 3. Payment

1. Payment is made by standard bank transfer or by BLIK transfer to a telephone number, on the basis of the details provided in the booking confirmation.
2. Payment must be made in advance, before the session begins, within the period indicated in the confirmation.
3. The prices stated in session descriptions are gross prices.
4. The Practitioner reserves the right to change the price list. Notice of any change is given at least one month in advance. A change does not affect sessions already paid for.
5. Failure to pay within the specified period releases the place.

§ 4. Withdrawal from the contract and refunds

1. A Participant who is a consumer has the right to withdraw from a contract concluded at a distance within 14 days of its conclusion, without giving any reason.
2. The right of withdrawal does not apply where the sessions have begun before the expiry of that period with the Participant’s express consent.
3. In the event of withdrawal, a refund is made within 14 days, to the account from which payment was made.
4. The rules on cancellation after the withdrawal period has expired are set out in the Annex applicable to the form of session concerned.
5. Where sessions are cancelled by the Practitioner, the Participant is entitled to a refund or - with their agreement - to a rescheduled date.

§ 5. Technical requirements - online sessions

1. Online sessions are delivered via a video platform (for example Google Meet, Zoom or FaceTime). The Participant receives the meeting link by email no later than 24 hours before the scheduled time.
2. The Participant is responsible for providing their own internet access and a device with a microphone and camera.
3. Keeping the camera on is a condition of participation - it allows the Practitioner to adapt the pace and course of the exercises to the group.
4. The Participant is required to be in a place where they cannot be overheard by third parties and will not be interrupted. This is a condition of maintaining confidentiality towards the other Participants.
5. The Practitioner exercises due care in securing online meetings; however, no communications platform guarantees complete transmission security. The Practitioner is not liable for access obtained by third parties circumventing the platform’s security measures.
6. Where persistent technical problems make it impossible to deliver a session, the Practitioner proposes a new date.
7. Technical problems on the Participant’s side do not give rise to any entitlement to a refund.

§ 6. Confidentiality and recordings

1. Recording of sessions by Participants - whether audio, video or screenshots - is prohibited.
2. Participants are bound by confidentiality: information about other Participants and anything they share during a session may not be passed on to third parties.
3. The Practitioner does not record sessions unless she has informed Participants in advance and obtained their consent.
4. The Practitioner takes part in supervision conducted by a qualified sophrologist, in the course of which matters arising from professional practice may be discussed. Supervision takes place without disclosing any data permitting identification of a Participant, and the person providing supervision is bound by confidentiality.
5. Confidentiality is broken where the Practitioner forms a reasonable suspicion that the health, safety or welfare of a Participant or of another person is at risk. In such a situation the Practitioner informs the Participant and discusses the next steps with them.

§ 7. Changes to the schedule

1. The Practitioner reserves the right to change the date of a session for unforeseen reasons, in particular illness.
2. Participants are informed of any change of date without delay, by email.
3. Where a date is changed, the Participant may attend on the new date or receive a refund for that session.
4. Sessions may be cancelled or postponed if the minimum number of Participants stated in the description of the event concerned is not reached. Notice of cancellation is given no later than the closing date for bookings.

§ 8. Liability and health provisions

1. Participation is voluntary and is undertaken at the Participant’s own responsibility.
2. Sophrology is not therapy or a form of medical treatment. Sophrology techniques do not replace medical treatment, psychotherapy or any other form of specialist care, and are not intended for diagnostic purposes.
3. Persons receiving treatment for physical or mental illness, and persons in mental health crisis, should discuss their participation with the practitioner treating them. It is recommended that the treating doctor be informed about attendance at sophrology sessions.
4. The Participant is required to inform the Practitioner of any health circumstances that may be relevant to their safe participation.
5. The Participant may stop performing an exercise or withdraw from any part of a session at any time.
6. If the Practitioner considers that the Participant’s situation calls for a different form of support, she will say so and point them in the appropriate direction.

§ 9. Personal data

1. The controller of Participants’ personal data is the Practitioner.
2. Data is processed for the purpose of delivering the service, contacting the Participant and settling payment - and, subject to separate consent, also for the purpose of sending information about events.
3. The Practitioner may keep notes serving solely to deliver sessions and prepare subsequent ones. Notes are stored securely and are not disclosed to third parties.
4. Data may be transferred to entities providing technical services on the Practitioner’s instructions - in particular the suppliers of online meeting platforms, website hosting and email sending, and the accountancy office. Those entities are bound by confidentiality.
5. Detailed rules on data processing are set out in the Privacy Policy available on the website.

§ 10. Complaints

1. Complaints may be submitted by email to maria@sofroflow.com.
2. A complaint should include a description of the concerns and the outcome sought.
3. The Practitioner considers complaints within 14 days of receipt.

§ 11. Final provisions

1. The Practitioner reserves the right to amend these Terms. Amendments do not apply to contracts concluded before they were introduced.
2. Matters not governed by these Terms are subject to the provisions of Polish law.
3. These Terms take effect on 26 August 2026.

ANNEX A - Online group meetings

A1. Subject matter

1. Online group meetings are sophrology sessions lasting up to 60 minutes, delivered online.
2. Meetings take place in accordance with the schedule given in the event description.
3. The first meeting is free of charge. Subsequent meetings are payable in accordance with the price list given in the event description.

A2. Booking

1. Booking is made by email, stating the chosen date and event.
2. Bookings are accepted no later than 3 days before the date of the meeting.
3. On receipt of a booking, the Practitioner sends a confirmation and - in the case of paid meetings - the payment details.

A3. Packages

1. A package covers three meetings, to be used on any dates from the schedule.
2. The validity period of a package is stated in the schedule for the series concerned. Meetings not used by that date do not carry over to the following series.
3. Payment for a package is made as a single payment, before the first meeting.
4. Non-attendance at a meeting for which the Participant was booked counts as one session used from the package - unless the Participant gives notice of non-attendance no later than 3 days before the date.

A4. Cancellation

1. Cancellation of attendance at an individual meeting is possible no later than 3 days before the date - in which case the Participant is entitled to a refund or to transfer to another date.
2. Cancellation of a package before the first meeting has been used - full refund.
3. Once the first meeting from a package has been used, no refund is available for unused meetings.
4. The provisions of this clause do not limit the right of withdrawal set out in § 4 of the General Part.

A5. Nature of the sessions

1. Meetings are open - they may be attended both by beginners and by people who have practised for a long time.
2. The subject matter is adapted to the needs of the group. Participants may suggest topics in advance.
3. Sharing experiences during a meeting is voluntary.

ANNEX B - Group courses and workshops for adults

B1. Subject matter

1. Group courses and workshops are series of sophrology sessions of varying subject matter and length, delivered online or in person.
2. The number of meetings, their length, dates, price, group size and minimum number of Participants are given in the description of the course concerned. The description forms an integral part of the contract.

B2. Booking and payment

1. Booking is made through the registration form indicated in the course description.
2. Bookings are accepted until the date given in the description, and no later than 3 days before the first meeting.
3. Payment for the whole course is made as a single payment, before the first meeting.

B3. Non-attendance

1. A course constitutes a whole - non-attendance at an individual meeting does not give rise to any entitlement to a price reduction or refund.

B4. Cancellation

1. Cancellation 14 days before the first meeting - full refund.
2. Cancellation within a shorter period - no refund is available. The Participant may nominate a person to take their place, subject to agreement with the Practitioner.
3. Cancellation after the course has begun - no refund is available for unused meetings.
4. These provisions do not limit the right of withdrawal set out in § 4 of the General Part.

B5. In-person sessions

1. The venue is given in the course description.
2. Participants attend in comfortable clothing. Sportswear and a mat are not required.
3. The sessions do not call for any particular level of physical fitness.

ANNEX C - One-to-one sessions

C1. Subject matter

1. One-to-one sessions are meetings on a one-to-one basis, delivered online or in person.
2. The first session lasts 90 minutes, subsequent sessions 60 minutes.
3. The recommended series is 3–5 meetings. The number of sessions is agreed individually and does not constitute a commitment.
4. Sessions are delivered in Polish or in English, as agreed.

C2. Booking and payment

1. The date of a session is agreed individually - through the online calendar, by email, or during the free introductory conversation.
2. Payment is made before the session or immediately after it, as agreed.
3. The price list is available from the Practitioner.

C3. Cancellation and rescheduling

1. A session may be cancelled or rescheduled no later than 24 hours before the agreed time - with no financial consequences.
2. Cancellation within a shorter period, or failure to attend a session, gives rise to an obligation to pay the full amount.
3. In exceptional, unforeseen circumstances the Practitioner may waive the application of clause C3.2.
4. Where the Practitioner cancels a session, the Participant is entitled to a new date or to a refund.

C4. Late arrival

1. A session ends at the agreed time, regardless of when it began.
2. Late arrival by the Participant does not extend the duration of the session and does not give rise to any entitlement to a price reduction.

C5. Sessions with minors

1. Where the Participant is under 18 years of age, the party to the contract is the parent or legal guardian.
2. The work is preceded by a conversation with the parent. Sessions are conducted without the parent present, unless otherwise agreed.
3. The extent to which the parent is kept informed about the course of sessions is agreed at the outset.
4. If the Practitioner forms a reasonable suspicion that the health, safety or welfare of the Participant is at risk, she informs the parent or legal guardian without delay - regardless of the arrangements referred to in clause 3.

C6. Confidentiality

1. The content of sessions is confidential.
2. Exceptions: the situations set out in § 6 clause 5 of the General Part, and cases in which the obligation to disclose information arises from provisions of law.
3. Session notes are stored securely and are not disclosed to third parties. The Participant has the right to access data concerning them.

This is a translation of the Polish document “Regulamin świadczenia usług Sofroflow” provided for information. The services are governed by Polish law. In the event of any discrepancy between this English version and the Polish original, the Polish version prevails.