These Terms & Conditions apply to services provided by Circle of Care. They are intended to ensure clarity, fairness, and a respectful service experience for all clients and families. By confirming a booking or engaging services, the client (or authorised representative) acknowledges and agrees to these terms.

1. Services

Circle of Care provides non-medical companionship and check-in services, legacy and storytelling services, professional counselling services, and professional supervision. Service scope will be discussed and confirmed prior to commencement.

2. Confidentiality & Privacy

Circle of Care respects client privacy and confidentiality. Information is handled with care and disclosed only with consent or where required by law or safety concerns. Counselling and supervision services are provided in line with professional ethical standards.

3. Recording & Legacy Materials

With client consent, certain sessions (e.g., legacy stories, living eulogies, recorded messages) may be audio recorded to support accurate writing and delivery. Recordings are stored securely and used only for the agreed purpose. Unless otherwise agreed in writing, Circle of Care deletes recordings once final delivery is confirmed.

4. Fees, Invoicing & Payment

Fees will be confirmed prior to booking. Invoices may be issued per appointment or on a weekly, fortnightly, or monthly basis depending on the service. Payment is due within 7 days of the invoice date unless otherwise agreed in writing. Circle of Care reserves the right to pause services if accounts are overdue.

5. Deposits

A non-refundable deposit may be required to confirm bookings for legacy services and/or travelbased services. Deposits contribute toward preparation time and travel arrangements and secure the booking.

6. Cancellations & Rescheduling

Circle of Care understands that circumstances can change. For phone check-ins, local visits, counselling, and supervision sessions, at least 24 hours’ notice is requested to reschedule or cancel. Late cancellations (less than 24 hours) may be charged at the full service rate. For Life Stories, Living Eulogies, and other pre-arranged travel services, cancellations within 21 days of the scheduled appointment will result in the deposit being retained. Where travel or accommodation has already been arranged, unrecoverable costs may be invoiced.

7. Travel & Expenses

Where services require travel outside the agreed local service area, a travel contribution may apply and will be confirmed prior to booking. Clients are responsible for agreed third-party costs (e.g., flights, accommodation, entry fees) where applicable.

8. Scope & Safety

Circle of Care is not a medical service and does not provide nursing care, medication administration, or clinical treatment unless explicitly contracted under a professional counselling arrangement. If safety concerns arise, Circle of Care may contact nominated supports or emergency services where necessary.

9. Delivery, Revisions & Copyright

Legacy documents and written materials are prepared with care. One round of reasonable revisions is typically included unless otherwise agreed. Unless agreed in writing, ownership of the final written story/tribute remains with the client or their authorised representative. Circle of Care will not publish or share client stories without explicit written permission.

10. Complaints & Feedback

Circle of Care welcomes feedback. If any concerns arise, clients are encouraged to contact Circle of Care directly so the matter can be addressed respectfully and promptly.

11. Shared Travel Arrangements

Where services are delivered outside of the local area, Circle of Care may coordinate appointments within the same region to share travel time and costs. Any applicable travel arrangements and fees will be outlined in advance and agreed upon prior to confirmation of service. Shared travel arrangements do not impact session length, quality, or confidentiality.

Acknowledgement

By confirming a booking or continuing to engage services, the client (or authorised representative) acknowledges they have read, understood, and agree to these Terms & Conditions.