Global Trainer Booking Agreement

Global Trainer Booking Agreement
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Hiring a trainer or bringing an associate into your training business? Our Global Trainer Booking Agreement is IR35 and GDPR ready and designed to work with people around the globe.

Included within your Booking Agreement:

  • Hiring Agreement (the main agreement you issue once to each associate/team member)
  • Booking Form (where you put the information unique to you and this associate/team member)
  • EU Data Processing Form (updated to latest requirements)
  • ICO Reference Document (referred to in Data Processing Form)
  • Sample Security Instructions
  • EU Standard Contractual clauses for Data Controller/Data Processor and Sub Data Processors
    (updated to latest requirements)
  • Comprehensive onboarding videos explaining how to use
  • 6 months+ group support depending on the level you purchase

What do the levels mean?
Your documents and support options are explained here >

Which level should I choose?
If in doubt choose a lower level. You can upgrade later to a higher level to extend your support period or get more flexibility on where you can edit your documents

What do I get in the support period?
You get access to unlimited support in the KoffeeKlatch Facebook customer group.

You get access to updates and additional material at no additional charge during your support period

You get access to our growing library of support material in the ‘KoffeeKlatch zone’ designed to help you manage clients comfortably using your legal documents as a positive tool.

Who writes these documents?
These documents are written by our team of business and legal experts and then reviewed by key customers to check they reflect the way you work today.

Are all the levels editable?
The Booking and Data Processing forms are designed to help you collect and gather the information that is unique to your contract with your client.

The main agreement can be modified by using the appropriate forms in the Booking form.

If you have an established business model and want to edit the main agreement, or add it in html format to your website, you will need to purchase or upgrade to Premium level.

Why do you lock down the other levels?
Most legal templates are sold without support and advice being included. If you go to a legal team for advice it will cost you hundreds of pounds. We are able to include advice within your purchase by having a streamlined document system where we know what terms you are on and where to find any changes you have made. Without that, we could not offer advice and support. People come for the contracts but stay for the training, advice and support. Few people go into business understanding all the issues your contracts cover – and the law itself changes regularly. By having a standardised format, we can easily update you on what has changed, train you, advise you, and prepare the help you need within the group – all at a price few legal teams could offer.

Will my documents make me compliant?
Your documents will help you comply with your legal obligations (and give yourself some extra protection and advantages too). They are designed to go along side good practise and an understanding of your rights and obligations. If you do not work in accordance with the options set out on the documents, or make changes to the documents that reduce your rights or increase your obligations, you will not be compliant.

Why can’t I remove the KoffeeKlatch copyright claim from my documents?
Our documents remain our copyright. We assign to you a right to use them in accordance with our terms. The copyright claim is there to alert other people who may think of using them that they need to contact us before using our copyright material.

What is the difference between Global and UK options?
If both you and your client are in the UK, the UK version is fine. You can add in what you need for Scotland or NI. If either of you is not in the UK you need the global version. See here for more information >

Can I get phone or private support?
Your purchase does not include one to one support, but there is an option to purchase one to one support if you decide you need it. Find out more here >

£50.00£250.00 plus VAT

Our contracts come in three levels:

Basic Level: £50+VAT
Standard Level: £90 + VAT
Premium Level: £250 + VAT

For more information, visit

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Hiring a global trainer to work in another country?

Have you ever thought about what you might need to protect your business in a world where different laws apply depending on where you and your associates are working? 

GDPR can apply whereever you are if you your delegates or clients are EU citizens. 

With you, your clients, and your trainers moving around the world, you need to take a global approach.

We have seen a lot of out of date trainer contracts that ignore the massive implications of data protection.  It is not just the EU who want you to secure and lock down customer data. 

It’s easy to get so keen on handing over the work once you find the right person that you don’t sort out the things you need to protect your business.   Some things can come back to bite you later.  Long after the work is done.

Whether you are looking for a short term project, or an ongoing and trusted  associate trainer you need to protect your business.

Not everyone has thousands of pounds to spend on having legal contracts drawn up.    Knowing how to protect your business without alientating the people you pay is quite an art – and not many people have the experience to do it properly.  

While things mostly go right, there are things you should not miss out.  Things that will come back to haunt you a long time from now.

Your need to be thinking about things like:

  • Making sure you have a non compete clause
  • Securing rights when the work is done
  • GDPR compliance

If it all goes wrong you can lose time (and money) on things like “I thought you were doing that” or “But that is extra”.

As a freelance trainer GDPR was a real headache ..... I looked to Annabel having seen her inn action at Trainer Talk Live. ...not only informative but reassuring, amazingly helpful and fun! Who knew GDPR could make you laugh? Annabel coped seamlessly with us all on different parts of the GDPR journey, answering queries and raising points we hadn't thought about. Annabel knows here stuff for sure but more importantly is a great communicator

Emma Williams

Trainer, Facilitator, Coach

If you are in one country and hiring associates or trainers to work across borders or in another you will quickly find you need an agreement that is fit for purpose.

The complexities of GDPR, Brexit, and other legal changes mean you really do need to be sure you have an adequate and signed set of documents before you let your trainer anywhere near your material and delegate information.

And if you and your trainer are collaborating online you can find yourself sharing  material with overseas associates without  leaving your office. 

You really do need to sort out who owns what and who can access what before it all gets out of hand.

You need an up to date global trainer agreement before giving your trainer access to your delegates and your material.

Not only will this help protect your business, but will help you

  • Create clarity about postponements and cancellations
  • Ensure you are the master owner of all your licenses and material
  • Provide the paperwork you need for GDPR when sending delegate data to your associate
  • and a great deal more

You are probably keen to get on with your new training project right now –  but you may want to know  – we thought about where you want to be when this relationship ends.  The best time to figure all of that out is when you’re starting!

We also know that even the most loyal of associates can sometimes be tempted to cut you out of the deal when the client wants a cheaper price.  We have got you covered for that too.

Created by trainers with trainers

This is not a general freelance agreement you have to wade through with lots of things that have nothing to do with the modern trainer role. This is something written for trainers with trainers who know the hazards of getting a client to commit, confirm and pay and how that reflects in the associate agreements you need.

We use trainers all the time (and we train).  We have added our own experience of working with trainers with more than 39 years of creating agreements and ways of working that help you grow your business without getting stuck in situations you can’t control.

Buy once use many times

If you need an additional trainer or a replacement – don’t worry.  You can re-use the same agreement again.

And if you love it so much you just want to share it with your friends or association or mastermind, ask about our affiliate scheme.

My client just signed my terms of business and sent me an email that said "I have to say it’s refreshing to see such a thorough, well-thought-out contract! I’ve attached the signed page to this email too".

Shelley Fishel

IT Training Surgery

We created this Global Trainer Hiring agreement just for you

In an increasingly complicated world, you don’t have to puzzle through all the things you need to make things we work.  You can get straight to the sweet spot and just add the special bits that this work for you..

Would you like to be able to

  • Onboard new trainers effectively
  • Handle GDPR without fuss or complications
  • Know when and how to add new elements to your contract to keep you on the GDPR track depending on where your trainer is based

Wouldn’t it be great if you could also

  • Handle Brexit changes to GDPR if you are in the UK (if and when that happens)
  • Avoid misunderstandings about what is chargeable when
  • Sort out who is supposed to be doing what
  • Avoid unexpected tax bills
  • Be clear about your regular trainer’s  legal status

And then let’s not forget

  • NDAs
  • Secure your copyright and IP
  • Post termination restraints to protect your customer base and information
  • Clear cancellation and postponement clauses

All designed to help you

  • Set expectations for your trainers that your global trainer can meet
  • Create a positive framework for your commercial relationships
  • Enhance your profitability by focusing your time on what you do best
  • Tick your compliance boxes.

This is not a vague freelance agreement that is supposed to fit anyone from a plumber to a computer specialists.

You won’t have to wade though things that have nothing to do with the modern trainer role. We know you will be sharing data, working in the cloud and doing all the things that make your growing business thrive.

A specific global trainer agreement fit for the way you work today!

Your Global Trainer Booking agreement

Designed for trainers who  who pay and use trainers to deliver work in other countries. 

From in the room, to online, from simple delivery to assisting in design and development.

We have got you covered.

You need to know that whatever the future brings and wherever you find yourself  hiring people, you have something behind you designed for the way you work today..

Having a clear contracting and onboarding process makes it so much easier to comply with your legal obligations whilst creating a clear process for who is doing what.  When you have a clear structure with your associate trainer you can reduce the time you spend worrying and you won’t get unexpected bills because you don’t feel it was clear what you were going to pay.


  1. Booking Agreement
  2. Booking Form
  3. Data Processing Form
  4. ICO Reference Document (referred to in Data Processing Form)
  5. Sample Security Instructions
  6. Non-EU Model clauses

You can select Basic, Standard or Premium level depending on how much you want to change and how long a support period you want.

Not sure which level you need? Compare contract options here


Comprehensive onboarding videos that take you through your what your documents mean, how to complete them and when to use them.

6-18 month’s membership of our community and with team support.

Members only webinars 

Free updates during your membership period.

We know not everyone is clear about how it all works and what needs to be done to put it all together.  Our supportive and friendly communities are designed for you to ask questions without worrying that they might be too small, and to find out how other business owners are handling similar problems and concerns.   

Our resident legal and technical experts are on hand to respond to your questions and help you get to where you want to go.You might want to know that we thought about where you want to be when this relationship ends.

So much more than a Global Trainer Hiring agreement

Working with experienced business owners from solo practitioners to international training firms, these terms have been developed to give you the structure and flexibility you need.

We create transparent contracts to help ethical business owners  create boundaries  without barriers for the team you don’t yet know.

You can use them as a free-standing agreement or alongside our basic policy starter pack (if you don’t have things like a data protection policy or a social media policy) or with our Global Trainer terms of business

But you are not just purchasing document templates.  You are joining a lively and supportive group designed to help you adapt to a changing legal landscape and get used to being the boss of your own global  business.

Just put these all together to match what you need to get your  business really into gear

Is this the right agreement for you?

These documents were developed in the UK for those who want to contract to GDPR standards for data security.

If you are in the UK/EU or have customers in the UK/EU or are accessing data about UK/EU citizens these documents will set you on the right track.

Local legal advice is always recommended as no-one can keep up with every detail of every change in every country.

These documents are designed to get you thinking about the best and appropriate practise for your business.  They are not a substitute for good business processes.