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Reclaim Motherhood Method – Policies and Procedures
 
1. Mentoring Scope of Practice Policy
The Reclaim Motherhood Method provides mentoring, not therapy, counselling, psychology, or crisis intervention.
Mentoring includes:
  • Emotional support
  • Identity reclamation
  • Burnout recovery tools
  • Boundary communication
  • Nervous system education
  • Goal setting and accountability
  • Personal development guidance
Mentoring does not include:
  • Diagnosis
  • Treatment of mental health conditions
  • Crisis intervention
  • Medical, legal, or financial advice
Clients will be referred to appropriate services if deeper therapeutic or clinical support is required.
2. Online Delivery & Technology Policy
All mentoring sessions are delivered online via Zoom.
Client responsibilities:
  • Stable internet connection
  • Private, quiet environment
  • Working audio and video
Mentor responsibilities:
  • Provide Zoom link
  • Maintain professional online delivery
  • Use AI Scribe for note‑taking
Technology limitations:
  • Sessions disrupted by client‑side issues are not refundable
  • Third‑party outages (Zoom, internet providers) are outside the Mentor’s control
  • No session recordings without written consent
3. AI Scribe Note‑Taking Policy
To ensure full presence and focus during sessions, the Mentor uses AI Scribe to capture:
  • Key insights
  • Themes
  • Action steps
  • Reflections
  • Progress markers
AI Scribe notes are:
  • Confidential
  • Used only for mentoring purposes
  • Not shared with third parties
  • Stored securely
Clients may request a summary of their session notes.
4. Communication Policy (WhatsApp + Email)
Approved communication channels:
  • Email
  • WhatsApp (business hours only)
Business hours: Mon–Fri, 9am–5pm AEST
WhatsApp is used for:
  • Accountability
  • Quick check‑ins
  • Clarifications
  • Light support
WhatsApp is not used for:
  • Crisis support
  • Therapy
  • Emotional dumping
  • Session replacement
Response time:
  • Within reasonable business hours
  • No weekend or after‑hours support
5. Refund, Cancellation & Missed Session Policy
Refunds
  • No refunds once the program has begun
  • No partial refunds for early discontinuation
  • Exceptional circumstances may be considered at the Mentor’s discretion
Cancellations
  • Pre‑program cancellations incur a $50 admin fee
  • If the Mentor cancels the program, a full refund is provided
Missed Sessions
  • Missed sessions are not refundable
  • One reschedule may be offered
  • Additional rescheduling is not guaranteed
Payment Plans
  • Must be completed even if the Client stops attending
  • Late payments may pause access to sessions
6. Confidentiality & Privacy Policy
The Mentor maintains confidentiality regarding:
  • Personal stories
  • Sensitive discussions
  • Shared materials
  • AI Scribe notes
Confidentiality may be broken only when:
  • Required by law
  • There is risk of harm to self or others
Data security:
  • Online platforms are used responsibly
  • Absolute security cannot be guaranteed
  • No session recordings without consent
7. Client Conduct & Behaviour Policy
Clients agree to:
  • Communicate respectfully
  • Honour boundaries
  • Avoid discriminatory or harmful behaviour
  • Engage in sessions with honesty and openness
  • Use WhatsApp appropriately
The Mentor may terminate the relationship if:
  • Boundaries are violated
  • Abuse or disrespect occurs
  • Safety concerns arise
8. Mentor Conduct & Ethical Practice Policy
The Mentor agrees to:
  • Maintain professional boundaries
  • Uphold trauma‑informed practice
  • Provide ethical, respectful guidance
  • Refer clients to external supports when needed
  • Maintain confidentiality
  • Avoid dual relationships
9. Crisis & Safety Policy
The Reclaim Motherhood Method does not provide:
  • Crisis support
  • Emergency intervention
  • Mental health treatment
If a client is in crisis, they will be directed to:
  • 000 (Emergency Services)
  • Lifeline 13 11 14
  • Beyond Blue 1300 22 4636
The Mentor may pause or terminate mentoring if safety concerns arise.
10. Complaints & Feedback Procedure
Clients may submit feedback or concerns via email.
Procedure:
  1. Client submits concern in writing
  2. Mentor responds within 5 business days
  3. Discussion occurs to resolve the issue
  4. If unresolved, mentoring may be terminated
  5. No refunds for early termination initiated by the Client
11. Program Delivery Policy
Clients can expect:
  • Weekly 60‑minute online sessions
  • AI Scribe notes
  • Worksheets, tools, and scripts
  • WhatsApp support during business hours
  • Personalised guidance
  • Structured 8‑week progression
Clients understand:
  • Results vary
  • Engagement impacts outcomes
  • Mentor availability is limited to agreed hours
12. Payment Policy
Accepted payment methods:
  • Stripe
  • Square
  • PayPal
Terms:
  • Payment due before program begins
  • Payment plans must be completed
  • Late payments may pause access
  • No refunds after program start
13. Termination Policy
Mentoring may be terminated if:
  • Boundaries are violated
  • Commitments are not upheld
  • Safety concerns arise
  • Communication becomes inappropriate
Termination must be communicated in writing. No refunds for early termination initiated by the Client.