Terms of Service Agreement

Kaidi Koiv (HerbaWell) is a Medical Herbalist who is a member of and practises in accordance with the National Institute of Medical Herbalists (NIMH) code of conduct, ethics and practice.

Medical Herbalist

Herbal medicine practice is the application of herbs, supplements, nutrition and lifestyle medicine sciences in the promotion of health and wellbeing. Medical Herbalists use a wide range of tools to assess and identify potential imbalances in the body and understand how these may contribute to an individual’s health concerns.

Herbal medicine is recognised as a complementary medicine and is relevant for individuals with chronic conditions, as well as those looking for support to enhance their health and wellbeing. Practitioners consider each individual to be unique and recommend personalised nutrition, herbal and lifestyle programmes rather than a ‘one size fits all’ approach.

Practitioners never recommend herbal medicine as a replacement for medical advice and always refer any client with ‘red flag’ signs or symptoms to their medical professional. They will also frequently work alongside medical professionals and will communicate with other healthcare professionals involved in the client’s care to explain any herbal and/or lifestyle programme that has been provided.

Your Medical herbalist requests that the Client notes the following:

  • The degree of benefit obtainable from herbal and lifestyle medicine may vary between clients with similar health problems and following a similar programme.
  • Nutrition and lifestyle recommendations will be tailored to support health conditions and/or health concerns identified and agreed between both parties.
  • Advice from a Medical Herbalist is not a substitute for professional medical advice and/or treatment.

The Client understands and agrees to the following:

  • I am responsible for contacting my GP about any health concerns.
  • It is important that I tell my practitioner about any medical diagnosis, medication, herbal medicine or food supplements I am taking as this may affect the treatment outcome.
  • If I am receiving treatment from my GP, or any other medical provider, it would be advised to tell them about any nutritional and/or herbal medicine strategy provided by my practitioner.
  • If I am unclear about the agreed herb or supplement doses or duration of taking them, I should contact my practitioner for clarification.
  • I must contact my practitioner should there be any adverse herb/supplement reaction.
  • I understand that the recommendations are personal to me and may not be appropriate for others. I will therefore not share my plan with anyone outside any registered healthcare practitioners engaged in my care.
  • I must contact my practitioner should I wish to continue any specified supplement programme for longer than the originally agreed period, to avoid any potential adverse reactions.
  • Recording any part of the consultations using any form of electronic media is not allowed without the prior written permission of both me and my practitioner.
  • I give permission for my practitioner to contact my GP in writing should they feel it is necessary to convey information discussed in our consultations. You will be explicitly notified if this should be needed.


You will discuss and agree what support you require from your practitioner in your first session and review the progress and focus of your work together as you go along.

Confidentiality and Data Protection

Information about you disclosed during your sessions or in the pre-consultation forms will be kept confidential and secure following the UK GDPR guidelines for practice. Your practitioner will not share your information with third parties without your consent, with the exception of communicating with your GP or with testing companies.

However, if your practitioner believes there is a risk of significant harm to yourself or another person, they may pass the information on to an appropriate authority using the basis of vital interest. You will be asked to provide your GP’s contact details, as someone they may contact in these circumstances.

Kaidi Koiv @HerbaWell keeps a record of your name, contact details and dates and times of your appointments on the password-protected files. Your practitioner is required to keep notes about the focus of your work. These are kept securely and are password protected. Any reports produced by your practitioner to evaluate the service contain anonymised data and will not contain any identifying information of clients.

How we use any personal data you give us is set out in our Privacy Notice available at https://www.herbawell.co.uk/privacy-policy-2/. Please read this before agreeing to these Terms & Conditions.

DNA Life testing

We provide an online service whereby you can order a nutrigenomic test online and/or book an online consultation. This may be part of your Executive Health Programme or a stand-alone service.

Your blood spot or saliva sample kit will be sent through the post to the address you register on your confidential client intake form, failure to input the correct address or personal details may result in the need for a new kit being issued of which there may be an additional charge.

You will return the blood spot or saliva sample following the instructions provided in the kit using the prepaid return envelope. Posting instructions may be subject to change and you should follow the instructions you receive with your kit. Failure to follow the instructions correctly may result in a new kit being required/issued of which there may be an additional charge.

We may contact you by telephone, SMS or email regarding your sample if necessary.

Confidential Client Intake Form

Any information collected from the confidential client intake form and/or test results will be used solely in relation to the package/s you have purchased from us. By placing an order, you give us your consent to pass on any relevant information about you to our partner laboratory for the purposes of preparing your sample, analysing and interpreting the results.

None of your personal information will be passed on to any third party other than for those reasons as set out above and with your express consent.

We only use your personal information in accordance with our Privacy Policy. Please take the time to read our Privacy Policy as it includes terms which apply to you.


Confidentiality & Intellectual property

All content, materials and information provided to you (including but not limited to genetic reports, exercise and eating plans) by HerbaWell as part of the Services, and intellectual property rights within the same (Company Material), are confidential and HerbaWell shall retain all rights, title and interest in and to the same and shall belong exclusively to HerbaWell. This includes, without limitation, trademarks, database rights, copyright, rights in designs, rights in know-how, confidential information, and any right or form of protection of a similar nature and having equivalent or similar effect to any of them which may subsist anywhere in the world registered or unregistered.
You may not at any time copy, reproduce, publish in any form, share, sell, dispose of or otherwise make available to a third party in any way any of the content, materials or information that we use in the consultations.

Working Virtually and Face to Face

It is your responsibility to ensure you have a working internet connection for all Zoom appointments. If your practitioner is waiting for your call, but you are unable to connect online, they will call you for any phone sessions to a UK landline or mobile number.

If meeting face to face, please arrive on time. We understand that life happens, so if you are running late, please let your practitioner know at your earliest convenience.

Your practitioner will be available for messaging on WhatsApp between consultations during the business hours of 10am to 5pm, Mondays to Fridays. You agree to use this service on a reasonable basis for brief queries. More detailed queries will be addressed at your next consultation.

Payment Terms

Full payment is required at the time of booking for any DNA Life tests in order for us to process the order. If you have chosen our Executive Health Programme, full payment of the first instalment has to be paid at the time of booking. This can be made by BACS, debit or credit card. You will be sent an invoice via QuickBooks.


We appreciate that circumstances can change. If you need to rearrange an appointment, please let us know at the earliest convenience.

You are entitled to a 14-day cooling off period for DNA Life genetic testing. We will issue a full refund if you cancel your order as long as the following criteria is fulfilled;

You advise us in writing or by telephone before your kit is despatched

This cancellation right does not apply if;

You have already sent your sample to the laboratory for analysis

The 14-day cancellation period has expired


Clients under 18 years of age

We welcome clients under the age of 18, but they must be accompanied by a parent or legal guardian. Any laboratory or DNA Life tests must be signed off by a parent or legal guardian.

Release of Test Results

DNA Life or any other laboratory test results are not released until they are discussed with your practitioner. It is important that interpretation and discussion of any test results is carried out with the practitioner before sending these to the Client, in order to ensure the test results are fully understood and corresponding recommendations are clear.

Limitation on Liability

You expressly assume all risks of taking part in the Consultations, including but not limited to the risks of trying new foods, supplements, exercises and making lifestyle changes.

Due to the nature of Herbal Medicine and lifestyle medicine, we do not guarantee any particular results. The degree of benefit obtainable from the programme may vary between clients with similar health problems and following a similar health programme. As with any endeavour, success is dependent on many factors, most notably your personal motivation, commitment and openness to following the programme.

We shall not be liable for any unforeseeable or business losses. Loss or damage is foreseeable if either it is obvious that it will happen or if, at the time the contract was made, both we and you knew it might happen, for example, if you discussed it with us during the sales process.

If we are prevented from or delayed in performing our obligations by your act or omission or by any circumstance outside of our control, we shall not be liable to you for any costs, charges or losses sustained or incurred by you that arise directly or indirectly from such prevention or delay.

The provisions of these clauses shall survive termination of this agreement.


You agree that the Contract for Service is non-transferable and that the Services are only available to the Client who has signed up to the Service.


If you are having an issue with your practitioner, or the service, please raise this as soon as possible by emailing kaidi@herbawell.co.uk We will do our best to find a solution.

GDPR Declarations

As part of your healthcare:

HerbaWell may share your sensitive information with third parties to support your ongoing healthcare.  If we do not receive this consent from you, we will not be able to coordinate your healthcare with that provided by other providers which means the healthcare provided by us may be less effective.

By signing your confidential client intake form you confirm your consent to the following:

  • If appropriate, I consent to my (possibly) sensitive information being shared with other healthcare providers, whose details I have provided
  • I consent to my sensitive information being shared with my GP if appropriate

We may also share your contact information with biochemical testing companies to order tests as part of your healthcare, some of which may be from outside of the United Kingdom, including the European Union and USA. If we do not receive this consent from you, we will review alternative tests from providers based within the United Kingdom.

By signing your confidential client intake form, you confirm your consent to the following:

  • I consent to my contact information being shared with biochemical testing companies outside of the UK.

You can withdraw your consent to the above at any time by emailing kaidi@herbawell.co.uk.

Marketing and information

HerbaWell may contact you occasionally by email with promotional offers, information on upcoming events and activities, and newsletters.

You can withdraw your consent to the above communications at any time by clicking on the unsubscribe link at the bottom of the emails.

Case Histories

HerbaWell seeks to improve our practice through continuous professional development, a key part of which is sharing case histories with our peers through clinical supervision, online forums and/or discussion groups.  Your personal or identifying details will never be shared and case information is always anonymised when discussed.

By signing the confidential client intake form you confirm that you are agree for your data without any identifying features may be used for the purpose of professional development.

HerbaWell may like to share your case history with peers for educational purposes.  This could be through conferences, lectures, online forums, and publishing in medical journals, trade magazines or online professional sites.  Your personal or identifying details will never be shared and case information is always anonymised.

By signing the confidential client intake form you confirm that you are agree for your data without any identifying features may be used for educational purposes, including: conferences, lectures, medical journals, trade magazines, books

You can withdraw your consent to the above at any time by kaidi@herbawell.co.uk.

By purchasing a package or appointment with HerbaWell you are deemed to have signed this agreement and therefore you agree to all of the above terms of engagement & GDPR declarations.

Top of Form

Verified by MonsterInsights