The Functional Care Clinic
Terms & conditions
These terms explain what to expect when booking rehabilitation, massage or holistic treatments with Nicola Clubbe. Please read them, the cancellation policy and the privacy policy before confirming a booking.
1. Your practitioner & booking
Nicola Clubbe, trading as The Functional Care Clinic
4 Monet Close, Connah’s Quay, Flintshire
Functionalcareclinic@gmail.com · 07359 287323
Nicola holds a BSc (Hons) in Rehabilitation & Injury Management and a Level 3 training in holistic therapies, and is a member of the Federation of Holistic Therapists. Appointments are provided within her qualifications and scope of practice. A booking is confirmed when the appointment, service, price and any mobile travel charge have been agreed directly with Nicola. An enquiry through this website is not a confirmed booking. Signed acceptance of the supplied terms, conditions and policies is required before confirmation.
Following your enquiry, you will receive the clinic’s terms, conditions and policies to read before your booking is confirmed. Please read them carefully and ask Nicola about anything that is unclear before signing.
By signing, you confirm that you have read, understood and accepted the terms, conditions and policies provided, including the cancellation and missed-appointment charges.
2. Prices & payment
Prices are shown in pounds sterling. Your total fee, including agreed add-ons or travel costs, is confirmed before booking. Individual appointments are payable at the appointment; cash and card are accepted in clinic. Payment arrangements for online or mobile care are confirmed when booking. Packages and blocks are paid in full in advance. Price changes apply to new bookings and do not change an agreed booking or prepaid package.
3. In-clinic appointments & access
The clinic is at 4 Monet Close, Connah’s Quay, Flintshire. There is space to park on the driveway. At your booked time, enter through the gate and come down to the conservatory. There is no waiting room and no client toilet facility. Please do not arrive early; arrive promptly at the booked time. A bus stop on Golftyn Lane near the high school is close to the property. Please discuss access needs in advance. Late arrival may shorten the session so later appointments can begin on time.
4. Rehabilitation, prehabilitation & your HEP
Care is individually assessed and planned around your history, goals and current ability. Initial assessments are booked individually, without a bundled commitment to follow-ups. Any further appointments are recommended after assessment according to your needs and progress; you may only need one follow-up. Follow-up blocks are optional and offered only where appropriate. In-person appointments may include therapeutic intervention and/or exercise. Rehabilitation clients receive a digital home exercise programme (HEP) through a Rehab Guru; follow-ups review and progress that programme. Initial programme phases may cover around 7–10 days, but timing is adapted to your circumstances. Prehabilitation and postoperative care are planned alongside your treating team’s instructions. Outcomes vary and a specific result or recovery timescale cannot be guaranteed.
5. Online rehabilitation
Pre-assessment screening is required. Online rehabilitation is offered for suitable previously diagnosed conditions. It requires a reliable connection, a suitable device and a safe space for movement. Nicola will explain the video and exercise platforms before use. Digital HEP delivery is included. As your programme progresses, equipment or a gym membership may be needed; any such additional cost is discussed before it is recommended and is not included in appointment or package fees. If remote support is unsuitable, Nicola may advise an in-person assessment or onward referral. Sessions are not recorded without separate express agreement.
6. Mobile visits
Home visits are offered for initial assessments and suitable massage appointments, subject to location and availability. Ongoing supervised rehabilitation sessions are not delivered in clients’ homes; these continue in clinic or online. An agreed travel charge is added to the treatment price, based on location and distance. You must provide a safe, private and suitable treatment space and tell Nicola about access constraints in advance. If a mobile visit cannot safely proceed, Nicola will explain why and discuss an appropriate alternative.
7. Packages & massage blocks
Packages are for one named client, non-transferable, paid in advance and normally used within three months of purchase. Appointment dates are subject to availability; please arrange sessions early. Contact Nicola before expiry if illness, treatment suitability or other exceptional circumstances affect your ability to attend. Reasonable extensions will be considered, including where the clinic cannot provide appointments.
The cancellation policy applies to package appointments, calculated using the discounted per-session value. Unused appointments are not automatically forfeited. If a package ends early, any refund is based on the unused value at the package rate, less fair and justified cancellation charges or other actual net losses directly caused by cancellation. No duplicate recovery of the same loss is made. If Nicola cannot provide the remaining service, the unused value is refunded. These arrangements do not restrict statutory cancellation or service-quality rights.
8. Cancellation & rescheduling
At least 24 hours’ notice is required to cancel or rearrange an appointment.
- 24 hours or more: no cancellation charge.
- Less than 24 hours: 50% of the treatment fee will be charged.
- Missed appointment without notice: 100% of the treatment fee will be charged.
Illness & rescheduling
If you are unwell, please contact Nicola promptly and do not attend. Your appointment will be rescheduled. Any payment already made will be carried forward to your replacement appointment rather than refunded.
If you arrive at the clinic unwell, you will be asked to leave and your appointment will be rescheduled for another time.
Repeated last-minute cancellations due to illness will result in the full treatment fee being charged.
For contact details and further booking arrangements, read the cancellation policy.
9. Statutory cooling-off rights
Where the Consumer Contracts Regulations apply to a contract agreed online, by phone or away from the clinic, you may cancel without giving a reason within 14 days after the contract is made. Notify Nicola by email, phone, direct message or another clear statement. You may use the optional cancellation form below. Where a statutory cooling-off right applies, it takes priority over the appointment cancellation policy. Missing an appointment without contacting the clinic is not, by itself, notice exercising a statutory right to cancel and does not automatically entitle you to a refund.
If you want a service to start during that period, Nicola will obtain your express request first and explain the cancellation consequences. If you then cancel, only a proportionate amount for the service properly supplied may be payable where the legal conditions are met. The right to cancel a fully completed service is lost only where you expressly requested early performance and acknowledged that consequence. Refunds due under these rights are made within 14 days of your cancellation notice, using the original payment method unless otherwise agreed, without a refund fee.
10. Health information, consent & suitability
Provide accurate information about relevant medical conditions, injuries, medications, allergies, pregnancy and recent surgery, and tell Nicola about changes. Treatment consent is discussed and recorded; you may ask questions, decline a technique or withdraw treatment consent at any time. Treatment may be adapted, postponed or declined if unsafe or outside scope. A GP or specialist opinion may be recommended. Do not attend while infectious or under the influence of alcohol or recreational drugs; contact Nicola to discuss rearranging.
Screening is treatment-specific. Medical advice or clearance may be needed for conditions such as active cancer treatment, clotting or cardiovascular problems, recent surgery, pregnancy, neurological conditions, or skin problems in the treatment area. Aromatherapy is not offered during the first trimester. Products and essential oils are selected with allergy and sensitivity information in mind; a patch test may be recommended. Contact Nicola about an unexpected reaction; seek urgent medical help where necessary.
11. Privacy, chaperones & under-18s
Client information, consultation notes and treatment records are stored and recorded online in Cliniko and treated confidentially in accordance with the UK GDPR and Data Protection Act 2018. Further details are described in the privacy policy. Children and young people may book suitable rehabilitation or sports massage after discussing their age, needs and medical history with Nicola. Suitability is checked individually and onward advice or referral may be recommended where needed.
Clinic policy requires a parent or legal guardian to attend and remain present throughout all under-18 appointments. Written parental or guardian consent is obtained, and the child or young person is involved in deciding whether to proceed. Their refusal is respected even if a parent has agreed. Consent is revisited throughout; treatment may be paused or stopped at any time.
Treatment areas, clothing, positioning and draping are explained before treatment. Privacy is respected and only necessary areas are exposed. Clients of any age may bring someone with them, but must tell Nicola in advance. The clinic cannot provide a chaperone. Anyone under 18 must be accompanied by a parent or legal guardian throughout their appointment. Treatment will not proceed without the required arrangements. A companion or parent is not automatically a trained independent chaperone.
Sports massage is offered to young people aged 12–17 only, subject to suitability, Nicola’s training and insurance cover. It is not offered to children under 12. Individual appointments cost £20 for 20 minutes, including discussion and suitability checks. The Young Athlete Package is £55 for three 20-minute massage appointments, normally used within three months. Rehabilitation assessments and HEPs are separate from this massage package. The general package, cancellation and fair-refund terms apply.
Photography, recordings, testimonials and promotional use require separate permission. For children, this includes appropriate parent or guardian permission and the young person’s agreement. Refusal does not affect their care.
12. Professional boundaries
The clinic has zero tolerance for abusive, threatening, aggressive, discriminatory, sexually inappropriate or harassing behaviour. Nicola may end an appointment or decline further service where safety or professional boundaries are compromised. Any payment or refund is considered fairly against services supplied and actual losses; future unused package appointments are not automatically forfeited.
13. Complaints & service standards
If something is wrong, contact Nicola by phone, email or direct message. Complaints are normally acknowledged within two working days and a response is aimed for within 14 working days; you will be updated if longer is needed. For a written complaint, include your contact details, appointment date, concern and preferred outcome. If unresolved, you may contact the Federation of Holistic Therapists for information about its applicable complaints process. You may also seek independent consumer advice.
Services must be provided with reasonable care and skill. Nothing in these terms excludes liability for death or personal injury caused by negligence, fraud, or other liability that cannot lawfully be excluded. Your statutory rights and available remedies are preserved.
Free discovery calls & communication
A free discovery call lasts up to 10 minutes and must be arranged and confirmed in advance. You may choose a phone or video call. It is an introductory service discussion, not a clinical assessment, diagnosis or treatment session, and there is no obligation to book.
You may message at any time, but Nicola may not reply before 9am or after 5pm, or while treating clients. These are response hours, not appointment opening hours. The clinic does not provide emergency care.
14. Changes & governing law
The version agreed when your booking or package is confirmed applies to that purchase. Material changes will not be imposed retrospectively. These terms are governed by the law of England and Wales, without taking away any mandatory consumer rights or right to use courts in your home jurisdiction where those apply.