Proactive Staff Support Service (PSSS) – Terms
Version: 23/10/25
Provider: Integral Workplace Wellness Ltd (“IWW”, “we”, “us”)
Client: The commissioning organisation (“you”, “your”)
1. Scope & nature of the Service
1.1 About PSSS. PSSS provides proactive wellbeing check-ins and access to support coaching for staff, with the aim of identifying and addressing emotional and mental wellbeing concerns at an early stage. Coaching support is offered based on professional judgement and identified need, to ensure appropriate and effective use of the service. Where the frequency or nature of an individual’s support requests is unusually high, this will be flagged and discussed with the organisation.
1.2 What’s included (as commissioned):
- Monthly Mental Health Check-In: We attempt one check-in per named staff member each month. If further support is warranted, the staff member may book a 30 or 60 minute support coaching session.
- 1-to-1 Support Coaching (on demand): Staff may request sessions at mutually convenient times (male or female coach available).
- Priority Crisis Support: Access to a Support Coach / First Aider for Mental Health for urgent situations.
Contact: mysupport@integralworkplacewellness.com | 0800 779 7750
1.3 Confidentiality, with limits. Staff conversations are confidential except where we believe there is a risk of harm to the individual or others, a safeguarding concern, or where we are legally required to disclose information. These limits are explained to participants.
1.4 Start date. The Service starts on the Welcome Pack date issued after we receive the signed enrolment, acceptance of these Terms, and your Staff Call List.
2. Your responsibilities
2.1 Accurate data. You will provide and keep current the Staff Call List (including joiners and leavers). Updates must be sent to info@integralworkplacewellness.com. If services are delivered to a leaver because we were not notified, those sessions remain chargeable.
2.2 Contactability. You will support staff to understand the service, its purpose, and how to book or reschedule sessions.
3. Fees, invoicing & cancellations
3.1 Fees. £80 per hour (ex VAT unless stated). Sessions are billed in 30-minute increments. Fees are reviewed annually and may increase in line with inflation.
3.2 Invoicing & payment. We invoice on the 7th of each month for the prior period. If your service starts within 14 days of the invoicing date, your first invoice may fall the following month. Payment terms are 7 days from invoice.
3.3 Late payment. We may charge interest and fixed-sum compensation under the Late Payment of Commercial Debts (Interest) Act 1998 and may suspend services until cleared funds are received.
3.4 Staff session cancellations. To avoid charges, staff must cancel or reschedule at least 24 hours before the appointment; otherwise, the booked time is billable.
4. Term, suspension & termination
4.1 Rolling monthly term. The Service runs month-to-month unless ended under clauses 4.2–4.4.
4.2 Your cancellation. You may cancel with 30 days’ written notice to info@integralworkplacewellness.com. We will issue a final invoice on the next 7th of the month, pro-rating charges up to the termination date. Access to related groups or resources ends on termination.
4.3 Our suspension or termination. We may suspend or terminate immediately if: (a) invoices remain unpaid; (b) staff behaviour towards our team is abusive or unsafe; or (c) a material breach persists after notice. We may also reschedule or temporarily suspend services due to facilitator illness or events beyond our control (see Force Majeure).
4.4 Refunds. No refunds are given for services already delivered. Part-months are pro-rated to the agreed end date.
5. Data protection (UK GDPR)
5.1 Roles. Each party acts as an independent controller for personal data it processes in connection with PSSS.
5.2 What we process. From you or staff: name, work email, role or department, availability, attendance or booking data, and limited service notes for administration. We do not request clinical diagnoses. If staff share health or access needs for reasonable adjustments, this information is processed solely for that purpose and, where required, on the basis of explicit consent.
5.3 How we process. We process personal data to set up, deliver, and administer PSSS (including confirmations, reminders, rescheduling, and follow-up resources), to meet legal and insurance obligations, and to improve services using aggregated or anonymised data where possible, in line with our Privacy Policy .
5.4 Assistance. Each party will reasonably assist the other with data subject rights requests and breach notifications related to PSSS.
6. Confidentiality
Each party must keep the other’s non-public information (including attendee lists and materials) confidential and use it only to perform this Agreement, except where disclosure is required by law.
7. Intellectual property & recordings
7.1 Materials. All training and support materials remain IWW’s intellectual property. We grant you a non-exclusive, non-transferable, internal-use licence for participants who attend during the term. You must not copy, adapt, re-share, or create derivative works without our written consent.
7.2 Recording. You must not record sessions (audio, video or chat) without our prior written consent. We do not routinely record sessions.
8. Service standards & availability
8.1 Care and skill. We will perform the Service with reasonable care and skill and in accordance with good industry practice.
8.2 Availability. Check-ins and sessions are scheduled during normal working hours unless agreed otherwise. Priority Crisis Support aims for same-business-day triage but is not an emergency service (in an emergency call 999).
9. Liability
9.1 Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud, or any liability which cannot lawfully be limited.
9.2 Subject to clause 9.1, each party’s total liability arising from or in connection with this Agreement shall not exceed the fees paid or payable in the 12 months before the event giving rise to the claim. Neither party is liable for indirect or consequential loss (including loss of profit, revenue, or business), to the extent permitted by law.
10. Force majeure
Neither party is liable for delay or failure caused by events beyond reasonable control (including illness, strikes, power or network failures, or extreme weather). If such an event continues for 30 days, either party may reschedule or terminate the affected Services on notice.
11. Complaints
Email info@integralworkplacewellness.com. A director will acknowledge receipt and aim to respond within 5 working days.
12. General
12.1 Entire agreement. These Terms constitute the entire agreement for PSSS and supersede all prior discussions.
12.2 Changes. We may update these Terms for legal or operational reasons. Where possible, we will give 7 days’ notice before changes take effect.
12.3 Severability. If any provision is held invalid or unenforceable, the remaining provisions remain in force.
12.4 Law & jurisdiction. This Agreement is governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction.