Booking Terms & Conditions

Updated May 2025

Sessions

Sessions are available for clients residing in the UK and internationally subject to local regulations regarding complementary medicine.

International Clients

Quintessence Portal accepts international clients but may be limited by specific country regulations, particularly regarding the use of homeopathy and nutrition. It is the client's responsibility to ensure that treatment is legally permitted in their jurisdication. Please see below for further information relating to homeopathic remedies and nutritional supplements.

Online Sessions

Online Sessions are carried out through a video conferencing platform. It is the responsibility of the client to ensure they access to the necessary tecnology, including devices and software and have a stable internet connection before each session. Clients must ensure their safety during an online session. Sessions will not be undertaken while a client is not in a safe space and fully present and available, fr example, if driving, cooking or undertaking other activities.

Bookings

Bookings are made via an online booking software. An email address and mobile phone number is required for all bookings and appointment reminders. Bookings are not confirmed until payment is received.

Availability

Availability for sessions and enquiries varies depending on the week and time zone. All sessions currently take place online. 

Acute sessions & Emergencies

It is generally not possible to offer urgent appointments for acute problems. In the UK, advice on homeopathy can be obtained in acute situations from the homeopathic helpline on 09065 343404. (9am-midnight, calls cost 1.55 a minute + provider access) or www.swifthomeopathyclinic.com. In the USA or worldwide advice can be obtained from homeopathy247.com.

In an emergency, clients are expected to contact their doctor or go to thir nearest accident & emergency room unit. Homeopathic remedies can be useful in acute situations. They can help to support recovery and do not interfere with conventional medicine. A homeopathy remedy kit, which can be purchased from Helios or Ainsworth pharmacy in the UK, can be used for home prescribing in acute illness or with minor ailments.

Getting in Touch

Quintessence Portal can be contacted via email or via the contact form on the website www.quintessenceportal.cco.uk. All emails are attempted to be responded to Monday to Thursday, within 3-5 working days. 

It is the clients responsibility to seek urgent medical advice from their regular medical practitioner if there are any concerns about their physical and mental health, while waiting for a response to their message.

Payments

1. All Initial session bookings will require payment within 48 hours of booking
2. All bookings for Energetic sessions, including KSH Guardian Program, HGS/Homeopathy Combination Sessions and Facilitation/Mentor sessions will require payment within 48 hours of booking via Booking Software
3. Follow up bookings for Homeopathy and Nutritional sessions will require payment 1 week before the session. A admin fee is due for all late payments. See below for UK, Overseas and Homeprophylaxis Program Payments.

It is the clients responsibility to ensure payment is made in accordance with these booking terms.  Payment maybe requested at the time of booking if payments are not received as outlined.

Late Payments

An admin fee is applied to all late payments without prior agreement.

UK and Overseas Payments

UK payments are made via bank transfer. Paypal payments are also accepted. Homeopathy & Nurition & Individual HP sessions paid for by Paypal incur a admin fee.

Paypal admin fees are included in International Homeopathy session, Energetic Session, FHCi/Travel Homeoprophylaxis and Facilitation/Mentor Fees.

Overseas payments are by Paypal.  See above for details of when and how Payments are to be made depending on session type. 

Card Payments

Card payments for Homeopathy & Nutrition sessions are available via PayPal. Payments incur an additional admin fee.

Homeoprophylaxis Programs

Supervision is provided for the length of the program, up to 2 weeks after the last remedy is taken.

 - Individual HP Payment - is due via bank transfer or Paypal within 48hours booking.  There is 3.4% admin charge for Paypal transactions.

 - FHCi & Travel HP Programs Payment - due via PayPal within 48 hours of booking. Fees include any PayPal administration fee. Payment for Kit & Book excludes administration fees.

 - Individual HP program remedies - posted within 7 to 10 days with instructions on how and when to take.

 - FHCi and Travel HP Programs Remedy Kits -  ordered from the US. Delivery is via DHL Express shipping and takes approximately 7 days from ordering.

 - A 14 day cooling off period is provided after the initial appointment for FHCi and Travel HP Programs. Fees are non refundable regardless of continuation in the program after this period.  The cost of any kits ordered as part of the HP program are non-refundable at the point of sale. A consultation and administration fee will be charged if the program is cancelled during the cooling off period and prior to the kit being ordered. If the cooling off period is waived and the HP kit is ordered, fees will no longer be refundable under any circumstances.

Rearrangement, Cancellation and Missed Appointments

All Energetic Sessions, including HGS/Homeopathy combination sessions are non-refundable and non-rearrangeable at the point of booking. They cannot be trasnferred to another person. If specified in advance by a client, a remote session can be undertaken if a client is unable to attend a booked online energetic session appointment or there are problems connecting on the day. This must be agreed in advance, and the necessary information required be provided before the session.

As much notice as possible must be given to rearrange or cancel any other session. A admin charge will be payable if changes are made within 1 week of the session:

If rearranged or cancelled within 5 working days a charge of 50% of the session fee will be payable.
If rearranged or cancelled within 3 working days a charge of 75% of the session fee will be payable.
If rearranged or cancelled within 1 working day or a session is missed, a charge of 100% of the session fee will be payable.

If Paypal payment has been used, this will incur an additional charge to cover the PayPal fees.

Please note Saturday and Sunday are counted as non- working days.

Session payments recieved at the time of booking for all sessions except energetic sessions will be refunded in accordance with this policy.

If a homeopathy & nutrition session appointment is rearranged or cancelled within 7 days or missed on one or more occasion all subsequent bookings will need to be made at the time of booking via the booking software and this will incur an additional fee.

Quintessence Portal reserve the right to waive the admin fee.

If a session is cancelled unexpectedly by Quintessence Portal that has already been paid for due to illness or an unexpected event and it is not possible to find a suitable alternative date for both client and therapist then the session fee will be refunded in full.

**Homeopathy & Nutrition appointments specific CV-19 cancellation policy**

As much notice as possible must be provided if unable to attend a session in relation to CV-19 symptoms, self-isolation or quarantine.

If unable to attend an in-person then the appointment will be run online (or via telephone where agreed in advance)

If it is not possible to undertake an appointment due to illness from CV-19 e.g. hospitalisation, then the booking will be refunded in line with the current Quintessence Portal cancellation fees up to a maximum of 50% to cover the costs of the missed appointment.

If the therapist is unable to attend the in-person appointment due to CV-19 illness, self-isolation or quarantine then where possible it will take place online (or telephone) instead.

If an appointment needs to be cancelled by Quintessence Portal due to CV-19 illness, self-isolation or quarantine, and cannot take place online (or telephone), and it is not possible to find a mutually convenient alternative date and time for both client and therapist then the session fee will be refunded in full if already paid in advance.

Homeopathy & Nutrition Recommendations

Recommendations are made for a specific length of time after each consultation before a review is needed. Clients choosing not to undertake a review but whoe continue to use the supplements and remedies suggested, take full responsibility fortheir ongoing use, and release Quintessence Portal from any such responsibility.

Homeopathic remedies

In the UK, the majority of remedies are included as part of the total cost of Homeopathy Sessions (excludes tissue salts, LM potencies, new vistas and some specialist and detox remedies). Remedies will be posted following the session within 7 to 10 days with instructions on how and when to take it. Some remedies may need to be ordered and this may delay dispatch of remedies. Repeat prescriptions within the UK requested without a session will be charged for.

For International sessions remedies must be purchased directly. It may be possible to ship remedies for an additional charge, depending on local regulations governing customs and imports. Remedies are shipped where possible internationally using a tracked and signed service and invoiced after the session, as this is not included in the session fee. How long this takes depends on the country. Any customs or imports are the client's responsibility. Quintessence Portal is not liable for any additional costs involved in shipping remedies, remedies being stopped at customs or any delays in shipping this might entail. Any additional unforseen costs incurred are the responsibility of the client and will be invoiced for as necessary. No responsibility is accepted for remedies being stopped at customs or any delays in shipping this might entail. If remedies have to be reposted there will be an additional charge made for cost of remedies and re-shipping. 

Nutritional Supplements

Nutritional remedies may be recommended to purchase. These are not included in the session fee, and are optional. In the UK recommendations are generally made from Metabolics (metabolics.com), Epigenetics (epigenetics-international.com), Biocare (biocare.co.uk), Cytoplan (cytoplan.co.uk) and Nutri (nutriadvanced.co.uk). More specialised products maybe recommended from other manufactuer's and suppliers where necessary. Clients are free to purchase other products but it is not possible to give advice on specific doses for products that are not recommended. Information about the products can be found on the related website.

For internationals sessions, generalised advice is given for supplements. Guidance may be offered if necessary, and if possible information on where to purchase.

Statement of Responsibility & Waiver

These documents must be completed, signed and returned prior to an initial appointment at Quintessence Poral.

Questionnaire

This must be completed and provided prior to an initial homeopathic appointment along with any other information requested.

Confidentiality & Privacy

The therapeutic process may entail discussing in depth personal information, for example, thoughts, feelings and life experiences. It is important you feel safe to share.

All information shared within a session appointment will remain confidential. Exceptions to confidentiality where information may need to be disclosed to a third party include threats to harm yourself or another, any vulnerable child, or adult at risk of abuse or neglect, and acts or potential acts of treason or terrorism, or via court order.

Personal information is collected, used and stored as outlined in the Privacy policy. All clients are required to read and confirm they agree to this before undertaking session work at Quintessence Portal.

Online meeting room links are specific to indivdual sessions and are not shred with any third party, unless the client chooses to do so.

All online sessions are recorded. Recordings will automatically be sent for all Energetic/HGS sessions, including HGS/Homeopathy, and Guardian Homeopathy Sessions. Recordings for Homeopathy & Nutrition Sessions, and Complimentary Sessions can be provided on request.

Disclaimer

Charlotte Batchelor is not providing medical diagnosis, advice or treatment in her role as a homeopath and facilitator at Quintessence Portal.

The impact and effect from therapies offered by Quintessence Portal are individualised and dependent upon a wide array of internal and external influences, therefore no guarantee of personal results can be made. Every person's involvement with the application fo therapeutic programmes offered by Quintessence Portal is a personal decision and choice that is made at the discretion of the participant. Therefore the repsonsibility pertianing to the effect and influences of any suggested therapeutic programmes are inherent in this personal choice and it's responsibilities remain solely with the individual.

No claim is made for the treatment or cure of any previous condition or history of medical or psychiatrix conditions, nor is any homeopathic remedy, nutritional supplement or other therapeutic recommendation intended as a substitute for medical care. Those presently in the care of medical doctors or psychiatric professionals are advised to seek professional advice before undertaking any therapies or programmes offered by Quintessence Portal. No medical diagnosis or opinion is being offered. Individuals are advised to see their medical practitioner with any new or unexplained symptoms.

Implied Consent

In choosing to participate in any therapeutic programme offered by Quintessence Portal it is implicitly understood that in doind so that individual accepts full responsibility for any conditions that may or may not occur in conjunction with such programmes. It is agreed in terms of interaction that the individual release Quintessence Portal and CharlotteBatchelor as facilitator and therapist from any future claimes of liability or damages perceived or assumed to occur in conjunction with the use of any therapeutic programme or associated therapy. The Implied Consent represent a Consent of Liability Release from any circumstance(s) which may arise from the chosen participation and involvement with any chosen therapy.

Client Governing Laws and Jurisdiction

These agreements, booking terms and conditions, and any disputes or claims arising out of them or in connection with them (including non-contractual disptutes or claims) from the past, or the present and in the future, shall be governed by and construed in accordance with English and Welsh law, within the exclusive jurisdiction of the Courts of the United Kingdom.

Managing disputes

Clients agree to resolve all complaints and disputes directly with Quintessence Portal in the first instance.

All clients working with Quintessence Portal who have a dispute that cannot be resolved directly, agree to engage in dispute resolution through mediation or arbitration before pursuing further action, All disputes and legal proceedings must be conucted in English, within in England.

Any disputes or claims arising from serices provided by Charlotte Batchelor at Quintessence Portal are subject to a UK jurisidiction clause. Any dispute or legal action brought against Charlotte Batchelor or Quintessence Portal must be pursured in the UK through an English court. All client contracts and agreements are governed by the laws of England and Wales, and the exclusive jurisdiction of the Courts of the United Kingdom.

Clients irrevocably agree that the courts of England(UK) shall have exclusive jurisdiction to settle any and all dispute or claim that may arise out of, or in conneciton with these agreements and booking terms or the legal relationship established.

In choosing to work with Charlotte Batchelor and Quintessence Portal all clients agree to this dispte and jurisdiction clause, and to act in accordance with it.