Balens Therapy Collective ("BTC") is a shared clinician workspace and community initiative for independent health and wellness practitioners across the GTA. Our space is designed to support your practice and the practitioners who make it whole.

The Greenhouse (1:1 Therapy Room)

• Available for individual, couple or small family sessions.

• Rooted and Flexible members may book hourly.

• Rooted members may secure recurring weekly blocks.

The Third Place (Group Therapy Room)

• Minimum 1.5-hour booking required.

• Additional hours: request via admin@balenstherapy.com.

• Only one room may be booked at a time; overlapping reservations are not allowed.

The BTC workspace is intended primarily for regulated health professionals delivering therapy, mental health, and wellness services. All Members are required to hold active registration with their applicable Ontario regulatory college and must carry their own Professional Liability Protection (PLP) or equivalent professional liability insurance at all times. Proof of both may be requested at any time.

Applications from practitioners who are not regulated health professionals are considered on a case-by-case basis at BTC's discretion. If you are unsure whether you qualify, please reach out to admin@balenstherapy.com before submitting your intake form.

All Members using the in-person space must complete the intake form and sign the relevant agreements prior to their first booking. BTC reviews each submission to confirm that prospective Members meet the space's eligibility requirements, and reserves the right to refuse or revoke access to any individual who does not. Members are expected to use the space responsibly, upholding standards of safety, privacy, and professional conduct at all times.

Prior to their first session, in-person Members must review the BTC Housekeeping Handbook and adhere to the guidelines outlined within it. The Handbook is available both within the office and through the Member Hub. Members with directory access only, who do not use the in-person space, will not have access to the Member Hub.

BTC offers two levels of participation. Directory access is available to Ontario-based regulated clinicians and allows practitioners to be listed within the BTC community directory. Membership provides access to the in-person office space and the Member Hub, which houses resources and information relevant to BTC Members.

Rooted Membership — A recurring monthly membership with pre-scheduled, consistent time slots. Designed for practitioners who want a stable home base within the collective. Billed monthly, in advance.

Flexible Membership — Hourly, as-needed bookings with no recurring commitment. Ideal for practitioners whose scheduling needs shift week to week. Billed per booking at confirmation.

All Rooted memberships renew at a 4-week cycle beginning on the start date set at purchase.

Flexible Membership

• Greenhouse hourly booking: $30 - 1 hour

• The Third Place hourly booking: $60 - 1.5 hours

• Booking window: up to 4 weeks ahead.

Rooted Memberships

Four levels:

• Sprout: $320/month

• Bloom: $600/month

• Thrive: $840/month

• Evergreen: $1000/month

All Rooted memberships include:

• 25% off hourly bookings

• Access to recurring weekly 5-hour blocks (Golden Hour, Sunbeam, Twilight)

• Recurring blocks renew automatically every 4 weeks unless modified or cancelled

• Future bookings will be cancelled if membership payments fail

The directory is a curated space where potential clients can discover practitioners within our community, exploring specialties, backgrounds, and therapeutic approaches, all in one accessible place.

1. The directory is optional and separate from your use of our in-person space.

2. Rooted Members may submit a listing at no additional cost.

3. Hourly Users must purchase a directory listing for $5 through the booking platform before submitting.

4. If you are part of a group practice, please submit a separate profile for each individual practitioner.

5. All listings are independently reviewed before going live. We will do our best to ensure your listing is published within 3 business days of submission.

6. You will be notified once your listing has gone live.

7. You are responsible for ensuring your profile information is accurate. It is your responsibility to promptly notify Balens Therapy Collective of any inaccuracies or changes to your listing at any time.

8. Joining the directory does not guarantee an increase in clients or referrals.

• Recurring blocks renew every 4 weeks.

• Non-renewed memberships will result in automatic cancellation of all future bookings.

• Recurring bookings are continuous from the date of membership activation and cannot be paused, interrupted, or extended for any reason, including vacation, leave, or personal absence. Unused booked slots are forfeited and are not carried forward, credited, or rescheduled.

• All fees are in Canadian dollars (CAD).

• Rooted Members are billed on a recurring 4-week basis starting on the date of membership activation. Fees are non-refundable once the billing cycle has commenced.

• Flexible Members are billed per booking at the time of confirmation.

• Payments must be completed before bookings are confirmed.

• Failed Rooted Membership payments will lead to cancellation of future reservations.

• All payments are performed through the Simplybook platform using Stripe as the payment processor.

All cancellations, rescheduling requests, and membership changes are submitted through the Cancellation Request Form (available in the Member’s Hub). This keeps everything organized and ensures your submission date is honoured as your official notice date.

Definitions

To keep things clear, here is how we distinguish between a reschedule and a cancellation:

• Reschedule: A change of date or time for the same booking, submitted in advance. Each booking may be rescheduled once. A second reschedule request for the same booking is treated as a cancellation.

• Cancellation: The termination of a confirmed booking, with no intention to rebook the same session. Cancellation fees apply based on the notice provided.

Booking Cancellations

The Greenhouse — Hourly Bookings

• 72+ hours' notice: Refund issued, minus a 5% administration fee.

• Under 72 hours' notice: The full booking fee applies. No refund will be issued.

• No-shows: Treated as a cancellation with under 72 hours' notice. The full fee applies.

• Reschedules follow the same notice windows. A second reschedule on the same booking is processed as a cancellation.

The Third Place — Group Space Bookings

• 72+ hours' notice: Refund issued, minus a 5% administration fee.

• Under 72 hours' notice: The full booking fee applies. No refund will be issued.

• No-shows: Treated as a cancellation with under 72 hours' notice. The full fee applies.

• Reschedules follow the same notice windows. A second reschedule on the same booking is processed as a cancellation.

Membership Cancellation

• Membership billing cycles are individual. Your cycle begins on your “start date”, and all dates below are calculated relative to your personal renewal date.

• 14+ days' notice before your renewal date: Membership ends at the close of your current billing cycle. No further charges apply.

• Less than 14 days' notice before your renewal date: Membership ends at the close of the following billing cycle. One additional billing cycle will be charged.

• Unused hours or time remaining in a block are non-refundable and do not carry over upon cancellation.

• Membership blocks run on a fixed 4-week billing cycle and cannot be rescheduled or deferred. If you need to make changes to your membership, please submit a cancellation request and re-enroll when you're ready.

• Membership fees are non-refundable once a billing cycle has commenced.

Exceptional Circumstances

We understand that life does not always follow a schedule. Genuine emergencies are reviewed on a case-by-case basis at the discretion of the Collective team. If you are facing an unexpected situation, please reach out directly before submitting a cancellation form, and we will do our best to find a fair resolution.

Please note: discretionary exceptions do not set a precedent and are not guaranteed.

Policy Updates

If this policy changes, all active members will receive a minimum of 28 days' written notice before the updated terms take effect. Changes will apply from the start of your next billing or membership cycle following the notice period.

(Last Updated: March 11, 2026)

In the rare event BTC must cancel a booking (e.g., maintenance, emergency), we will notify you as soon as possible and offer a credit or full refund for the affected session.

Your safety is something we take seriously. The office has been thoughtfully set up with the following measures in place:

• Security Camera The space includes a motion-triggered security camera that activates when the door is opened. It does not record audio and is used solely to monitor entry and protect the space.

• Panic Alarm A panic alarm connected to the security system is available should you ever need immediate assistance.

• Safety Procedures Full details on safety features and emergency procedures can be found in the Members Hub. Please take a moment to familiarise yourself with them.

• Members are solely responsible for maintaining the confidentiality and privacy of their clients in accordance with all applicable legislation, including PHIPA (Ontario) and PIPEDA.

  Within the BTC workspace, Members must:

  • Avoid discussing identifiable client information in shared or common areas.

  • Keep client files, notes, and devices secure and out of reach of others.

  • Remove all client documents from the space at the end of each session.

  BTC accepts no liability for confidentiality breaches arising from a Member's conduct.

• Users are responsible for protecting client privacy while using the space.

• Members are not permitted to utilize interior recording or video surveillance without participant consent.

• Balens Therapy Collective is not responsible for user breach of confidentiality.

To the fullest extent permitted by applicable law, BTC shall not be liable for:

• Loss, theft, or damage to personal property brought onto BTC premises.

• Actions or conduct of other Members, clients, or third parties on premises.

• Interruptions to services due to maintenance, technical issues, or circumstances outside BTC's control.

Members are independent practitioners. BTC is not your employer, supervisor, or regulatory body. You are solely responsible for maintaining valid professional registration, appropriate liability insurance, and the quality and safety of clinical services provided to your clients.

We recommend all Members carry professional liability and general liability insurance with a minimum of $2,000,000 CAD coverage per occurrence.

By booking, you agree that Balens Therapy Collective is not liable for:

• Loss or damage of personal property

• Misuse of space by other members

• Clinical or professional decisions made by users

You agree to comply with your professional and regulatory obligations when using the space.

BTC is built on mutual respect, professionalism, and genuine care for the people who work and heal within this space. As a Member, you agree to:

• Conduct & Care Uphold the ethical standards of your regulatory college or professional association, and treat all Members, BTC staff, and clients with dignity and respect at all times.

• Space Use Leave your booked space clean, orderly, and in its original layout, the same way you'd hope to find it. Maintain noise levels appropriate for a therapeutic environment, and do not bring guests or non-client third parties into the space without prior written approval. Fixtures, furniture, and equipment are not to be removed, relocated, or modified without written permission.

• Access Keep your access codes confidential and do not tamper with locks, security devices, or equipment.

• Accountability Damage, misuse, or breaches of these standards may result in fines, suspension of booking privileges, or membership termination.

BTC uses a number of third-party software platforms to operate its booking, communication, membership, and administrative functions. By becoming a Member, you acknowledge and agree to the following.

Platforms currently in use include: Squarespace (website), SimplyBook.me (booking), Stripe (payments), Zapier (automations), Notion (member resources), Softr (member directory), and Typeform (intake and agreements).

Third-party privacy policies: Each platform operates under its own terms of service and privacy policy. Your interactions with these platforms, including any personal information submitted through them, are subject to each platform's own policies. BTC is not responsible for the data practices of any third-party provider.

Data collection & storage: BTC collects Member information (name, contact details, professional credentials, booking history, payment details) through these platforms for the purposes of administering your membership and communicating with you. BTC does not sell or share Member data with third parties for marketing purposes. To request access to or deletion of your personal data, contact admin@balenstherapy.com.

Your own data responsibility: Where you independently use any of these platforms as part of your own practice, you do so at your own discretion and risk. BTC has no visibility into or responsibility for how Members use these platforms outside of BTC's own systems. You are solely responsible for ensuring your independent use complies with PHIPA, PIPEDA, and all applicable professional obligations.

Platform outages: BTC cannot guarantee the continuous availability of third-party platforms. In the event of an outage or service disruption, BTC shall not be liable for any resulting inconvenience, missed bookings, or financial loss. BTC will make reasonable efforts to communicate disruptions and provide alternatives where possible.

Right to change platforms: BTC reserves the right to change, replace, or discontinue any third-party platform at any time. Where a change materially affects how Members access BTC's services, reasonable notice and transition guidance will be provided by email.

• Bookings and memberships are managed through SimplyBook.me.

• SimplyBook.me acts as a service provider, processing your data in line with their Privacy Policy and our Data Processing Agreement.

• By using this platform, you consent to data processing required to operate the Collective.

• All content, images, logos, and materials associated with Balens Therapy Collective are the property of Edna Bonsu and may not be reproduced or used without prior written permission.

• Users may not reproduce, distribute, or use content for commercial purposes without prior written permission.

• This does not apply to shared resources identified as intended for member distribution and commercial purposes

By the Member:

• Rooted Members require a 14-day notice through the cancellation request form. No refunds for the active billing month.

• Flexible Members are free to come and go as their practice needs. No notice period required. Membership continues as long as you're actively booking and remain eligible to use the space.

By BTC: BTC reserves the right to suspend or terminate membership immediately — without refund — in cases of:

• Breach of these Terms or repeated Code of Conduct violations

• Conduct posing risk to client safety, confidentiality, or other Members

• Failure to maintain valid professional registration or insurance

• Unresolved non-payment beyond 10 business days

In non-urgent cases, BTC will provide written notice and 14 days to remedy the issue before proceeding.

Upon termination, access to the booking platform and workspace will be revoked immediately. Pre-paid fees covering periods beyond the termination date will not be refunded where termination is due to a breach of these Terms.

• These Terms are governed by the laws of the Province of Ontario and applicable federal laws of Canada.

• Any dispute arising from bookings, memberships, or use of the space will first attempt to be resolved through direct negotiation.

• Any unresolved disputes shall be subject to the exclusive jurisdiction of the Ontario courts.

BTC may update these Terms at any time. We will notify Members of material changes by email at least 14 days before they take effect.

Continued use of the space or services after the effective date constitutes acceptance of the revised Terms.

By booking, you acknowledge:

• You have read and understand these Terms & Conditions.

• You agree to abide by all policies, restrictions, and safety rules.

Nov 2025