Policy and Procedures

ART OF TRANSFORMATION; NEUROSOMATIC GROUP

Policies and Procedures

1. MY WAY & MISSION STATEMENT

To provide survivors with HOPE, INSPIRATION and TRANSFORMATION on their trauma healing journey.

2. WELCOME

Welcome to Art of Transformation & Coaching

It is an honor to be part of your personal and professional journey.

Gina brings a kind, compassionate, and empathetic heart to every client relationship. She finds joy in watching clients move beyond limiting fears, overcome challenges, and take back control of their lives — both personally and professionally.

Gina understands firsthand how intimidating and overwhelming the healing process can feel. Rest assured, she will be by your side every step of the way. Drawing on her real-life experiences, professional recommendations, and extensive knowledge, Gina is committed to helping each client reach their full potential for healing and growth.

Even after enduring significant challenges herself, Gina has chosen to use her experiences as a source of hope and guidance for others. Together, you will explore new beginnings, nurture healthy relationships, and uncover the best version of yourself.

The following outlines the process, disclosures, expectations, and policies that will guide our work together

3. INTRODUCTION

NeuroSomatic Art is a body-centered and transformative art-based method that helps individuals process emotions, reframe perspectives, release traumatic circumstances and/or events, and foster personal growth. NeuroSomatic Art may gently activate or engage areas of the nervous system where trauma or emotional memory is stored. Because trauma is held not only in the mind, but also in the body, clients may experience a wide range or responses during and after sessions. These are NOT signs of something “going wrong” but often indicates that the body is beginning to process and released stored emotions in a safe and supported way.

POSSIBLE EXPERIENCES: During or after sessions, include:

· Physical sensations: such as muscle tension or release, warmth, tingling, nausea, trembling, fatigue, or temporary headaches.

· Emotional shifts: such as sadness, grief, anger, fear, joy, or emotional numbness, or giving way to feeling.

· Cognitive or Sensory Responses: memory resurfacing, inner imagery, flashbacks, or a sense of heightened awareness.

· Energetic changes: such as feeling grounded, ungrounded, floaty, heavy, or more embodied.

These experiences are TEMPORARY and considered a normal part of the healing and transformation process as the nervous system processes and releases stored tension, emotions on the cellular level, and trauma-related patterns. Each client is supported by the practitioner using trauma-informed, nervous system aware approaches. All sensations or responses are honored without judgment and processed at the client’s own pace.

CLIENT RESPONSIBILITY and SAFETY

Clients are encouraged to communicate any discomfort or overwhelm at any time during the session. Adjustments will be made to ensure a safe and supportive environment. Slow and steady equals a solid growth and transformation journey.

AFTER SESSION RECOMMENDATIONS

To support emotional and nervous system integration, clients are advised to:

· Stay hydrated and rest as needed

· Avoid overstimulation immediately following the session for 2 hours

· Engage in gentle activities such as walking or journaling

· Reach out to Gina if any intense or prolonged symptoms arise.

This Policies and Procedures document outlines the guidelines for those engaging in NeuroSomatic Art and Coaching with Gina Fox of Art of Transformation to ensure a structured, safe, and respectful experience.

4. PURPOSE

These policies are designed to:

· Provide clear expectations for client

· Ensure a safe and support environment

· Maintain confidentiality and ethical standards

· Clarify roles and responsibilities of both the facilitator and the client

5. GUIDING PRINCIPLES

· Trauma-Informed Care: Sessions are grounded in safety, choice, empowerment, and collaboration.

· Client Centered Practice: Each client’s pace, capacity, and lived experiences are respected at all times.

· Creative Embodiment: The body and creative processes are seen as powerful tools for integration and self-discovery.

6. CLIENT’S RESPONSIBILITIES

· Respect: I agree to treat myself, other group members, and the facilitator with kindness, dignity, and compassion.

· Choice: I understand that sharing is optional and I may choose to pass at any time.

· Listening: I agree to fully listen when others are speaking and to allow one person to speak at a time. NO CROSS TALKING.

· Safety: I agree to maintain an environment free of judgment, criticism, or harmful behavior. I understand that the facilitator may intervene or ask me to step out if safety is compromised.

· Presence: I agree to arrive on time, minimize distractions, and engage to the best of my ability.

· Self-Care: I will honor my needs and take breaks or step away when necessary for my well-being.

7. CONFIDENTIALITY POLICY

· All personal reflections, discussions, and drawings shared during sessions are confidential and will not be shared outside of sessions without explicit permission. Only shared for at risk or as a mandated reporter

· In a group setting, clients agree to respect the privacy of others and refrain from sharing their experiences outside the session.

· The facilitator may use anonymized drawings for educational or promotional purposes only with prior consent from the client and/or participants

8. Intellectual Property & Use Statement

All content within this course, including but not limited to the Neurosomatic Art frameworks, names, visuals, methods, and written materials, are the intellectual property of Gina Fox and Art of Transformation and Coaching, and are protected by copyright and trademark laws. these frameworks are original creations and have been specifically designed for personal use within this course.

By enrolling in or accessing this program, you agree to the following:

You may not reproduce, teach, sell, distribute, or modify these frameworks or materials in any form, in whole or in part, without prior written permission.
You may use these frameworks for personal healing and exploration only.
You may not use these materials with clients, groups, or in any professional setting unless explicitly licensed or certified by Gina Fox and Art of Transformation
Sharing login access, PDF downloads, or printed copies with non-enrolled individuals is strictly prohibited.

All rights are reserved.

9. Trademark & Copyright Statement

"NeuroSomatic Art™", "ALIGN Framework™", "SoulRoot Framework™", and all associated course content, visuals, and language are trademarks and copyrighted intellectual property of Gina Fox. Unauthorized use, duplication, or distribution is a violation of applicable laws and may result in legal action.

10. SESSION STRUCTURE AND EXPECTATIONS

10.2 GROUP SESSIONS

· Group sessions will be structured around a shared theme or framework

· Clients are encouraged to engage in discussion but are not required to share personal reflections

· Respectful and non-judgmental communication is expected at all times

· Honor the confidentiality of any group sessions or shared experiences

· Client is responsible for drawing at a MINIMUM 5 times a week. You MUST email the practitioner with your drawing and questions each time. This is how we heal and transform through drawing

11. TOOLS AND MATERIALS

· Paper: White copy or sketch; we will start with half sheet and move on to full

· Markers, Pens, Colored Pencils: Black markers (sharpies or Pitt Pens) fine, medium, and large.

The facilitator will provide guidance on line work, rounding, shading, and interpretation of the drawings.

12. ETHICAL CONSIDERATIONS

· NeuroSomatic work must be approached with self-compassion and respect for personal boundaries.

· The facilitator will not provide psychological counseling but can refer clients to mental health professionals if needed

· Clients should engage in the process for their own self-development and not attempt to diagnose or analyze others’ drawings.

13. FEES and PAYMENT POLICY

· All sessions fees must be paid in advance unless otherwise agreed upon

12. CANCELLATION and RESCHEDULING POLICY

· CANCELATIONS: You have 24 hours AFTER payment is made to request a refund in writing. Please email your cancelation request to neuroplasticityguru@gmail.com Your refund will be processed within 48 hours of receipt of letter.

13. TELEHEALTH ZOOM CONFIDENTIALTY

It is my duty to make my best effort to protect all communications that are part of our telehealth. However, the nature of electronic communications technologies is such that I cannot guarantee that our communications will be kept confidential or that other people may not gain access to our communications. I will use updated encryption methods, firewalls and back-up systems to help keep your information private, but there is a risk that our electronic communications may be compromised, unsecured or accessed by others. You should also take reasonable measures to ensure the safety and security of our communications. (for example, only use a secure browser for our telehealth sessions and using passwords to protect your devices.

14. COMMUNICATION

At Art of Transformation and Coaching, your privacy is important to us. This EMAIL and SMS Privacy Policy explains how we collect, use, and protect your email or mobile information when you opt in to receive text messages for us.

· Consent to Receive Messages – by providing your mobile number and/or email, you give permission to receive text messages and/or emails from Art of Transformation and Coaching for appointment reminders and confirmations, program and workshop updates, personalized wellness tips, and other relevant communications related to your care or services.

· How We Collect Your Phone Number or Email – We collect your number and email when you voluntarily provide it through: online sign-up forms, phone or in-person conversations (verbal consent and signing our documents), and program/event registration systems.

· No Selling or Sharing of Your Information – We deeply value your trust. We will never sell, rent, or share your mobile number, email, or personal information with any third party for marketing or promotional purposes. Your number and email is stored securely and used only to communicate with you in alignment with the services you’ve requested.

· Opt-Out Option – You can unsubscribe at any time by replying STOP to any message. Once opted out, you will no longer receive SMS or email messages from Art of Transformation and Coaching unless you opt in again in the future.

· Security & Data Retention – Your contact information is handled with care and stored using secure, privacy-compliant systems. We retain your number only for as long as needed to fulfill your communication preferences.

Revised 8/15/2025

15. AGREEMENT and ACKNOWLEDGEMENT

By participating in NeuroSomatic sessions with Gina Fox, Art of Transformation, I acknowledge

· I understand and agree to the policies stated in this document

· I understand the purpose and process of NeuroSomatic Work.

· I understand the potential of the experiences while using NeuroSomatic Art.

· I take full responsibility for my personal reflections and emotional responses.

· I will respect the confidentiality and ethical guidelines outlines in this document.

· I recognize that NeuroSomatic is a self-development tool.

By participating in Art of Transformation, NeuroSomatic Art and Coaching, client acknowledges and agrees to the above and also agrees to take responsibility for their self-care and communication throughout the process.

By checking out and checking the box at CHECKOUT, you agree to these terms and conditions