Refund Policy

Effective Date: January 1, 2025

Last Updated: January 1, 2025

1. Overview

At AlgoriVox Communication Academy ("AlgoriVox," "we," "us," or "our"), we are committed to providing high-quality coaching services and ensuring client satisfaction. This Refund Policy outlines the terms and conditions under which refunds may be requested and processed for our various services.

We encourage all clients to carefully review our service descriptions, pricing, and policies before making a purchase. If you have questions about our services or this policy, please contact us before booking.

2. General Refund Principles

Our refund policy is designed to be fair to both our clients and our business, recognizing that:

• Coach time and expertise are valuable resources that must be scheduled and allocated
• Cancellations affect our ability to serve other clients
• Reasonable notice allows us to reschedule and minimize disruption
• Clients deserve flexibility for legitimate reasons

3. Single Session Refunds

3.1 Cancellation Timeframe and Refund Schedule

Cancellation Timing	Refund Amount	Alternative Options
More than 48 hours before session	100% refund	Full credit toward future sessions
24-48 hours before session	50% refund	50% credit toward future sessions
Less than 24 hours before session	No refund	Session is forfeited
No-show (missed appointment)	No refund	Full session fee charged

3.2 How to Request Single Session Refunds

To cancel a single session and request a refund:

1. Contact us via email at [email protected] or phone at +423346063620
2. Provide your booking confirmation number and session details
3. Submit your request within the applicable timeframe
4. Receive confirmation of cancellation and refund processing timeline

4. Package Program Refunds

4.1 Multi-Session Package Policy

For clients who purchase package programs (multiple sessions bundled together), the following refund terms apply:

Before Any Sessions Are Completed:

• Cancellation within 7 days of purchase: 100% refund minus 10% administrative fee
• Cancellation 8-14 days after purchase: 75% refund
• Cancellation more than 14 days after purchase: 50% refund

After Some Sessions Are Completed:

• Completed sessions will be charged at the standard single-session rate
• Remaining balance after deducting completed session costs will be refunded
• A 10% administrative fee applies to partial refunds

4.2 Package Program Calculation Example

5. Specialized Program Refunds

5.1 Complete Program (All Services)

For comprehensive programs that include multiple service types:

• 14-day satisfaction guarantee from program start date
• If dissatisfied within 14 days and attended fewer than 3 sessions, 80% refund provided
• After 14 days or 3+ sessions, standard package refund terms apply

5.2 Corporate Training Programs

Corporate and group training programs have separate agreements with specific refund terms negotiated based on:

• Program scope and duration
• Number of participants
• Customization requirements
• Advance notice requirements

Please refer to your corporate services agreement for specific refund provisions.

6. Emergency and Exceptional Circumstances

6.1 Documented Emergencies

We understand that genuine emergencies occur. In cases of documented emergencies, we may waive standard cancellation fees at our discretion. Qualifying emergencies include:

• Serious illness or hospitalization (medical documentation required)
• Death of immediate family member (documentation required)
• Natural disasters or extreme weather preventing travel
• Unforeseen work obligations that cannot be rescheduled (employer verification required)

6.2 Submitting Emergency Refund Requests

To request consideration under emergency circumstances:

1. Contact us as soon as reasonably possible
2. Provide detailed explanation of circumstances
3. Submit supporting documentation within 7 days
4. Allow up to 5 business days for review and decision

7. Service Quality Guarantee

7.1 Our Commitment

We are committed to delivering excellent coaching services. If you are unsatisfied with a session due to service quality issues, we offer:

• First Session Guarantee: If unsatisfied with your first session for any reason, contact us within 24 hours for a full refund or complimentary replacement session
• Ongoing Quality Issues: If you experience consistent quality problems, we will work with you to address concerns, potentially including session credits or refunds

7.2 Quality Refund Process

1. Contact us within 24 hours of the session in question
2. Describe specific quality concerns in detail
3. Allow us opportunity to resolve the issue
4. If resolution is unsuccessful, a refund or credit will be processed

8. Technical Issues and Virtual Sessions

8.1 Our Responsibility

If a virtual coaching session cannot proceed due to technical problems on our end (platform failure, coach equipment issues, etc.), we will:

• Attempt to resolve the issue within 10 minutes
• If unresolvable, reschedule at your convenience at no charge
• Provide full refund if rescheduling is not acceptable

8.2 Client Responsibility

Clients are responsible for:

• Ensuring stable internet connectivity
• Having functional computer/device and audio/video equipment
• Testing technology before session start time

No refunds will be provided for sessions missed or shortened due to client technical issues, though we will attempt to accommodate rescheduling when possible.

9. Refund Processing

9.1 Processing Timeline

• Refund requests are reviewed within 2 business days
• Approved refunds are processed within 14 business days
• Funds typically appear in your account 5-10 business days after processing, depending on your financial institution

9.2 Refund Method

Refunds are issued to the original payment method used for purchase:

• Credit card refunds appear as credits on your statement
• Bank transfer payments are refunded via bank transfer to the source account
• If the original payment method is no longer available, alternative arrangements will be made

9.3 Currency and Exchange Rates

Refunds are processed in the same currency as the original transaction. Any currency conversion fees or exchange rate differences are the client's responsibility.

10. Non-Refundable Items and Services

The following items and services are non-refundable under any circumstances:

• Digital materials, downloads, or recordings provided to clients
• Administrative fees (where applicable)
• Completed coaching sessions (except under quality guarantee provisions)
• Special event tickets or workshop registrations after the event date
• Custom materials developed specifically for individual clients

11. Credits Toward Future Services

11.1 Credit Option

Instead of refunds, clients may choose to receive credits toward future services. Benefits include:

• Credits never expire
• Can be applied to any of our services
• Transferable to others with our approval
• May receive additional bonus credit (10% extra) when choosing credit over refund

11.2 Using Credits

To use credits:

1. Inform us when booking that you have available credit
2. Provide your credit reference number
3. Credits are applied before any additional payment is processed

12. Disputes and Appeals

12.1 Refund Disputes

If you disagree with a refund decision, you may appeal by:

1. Submitting a written appeal to [email protected]
2. Including all relevant documentation and explanation
3. Providing any additional information that supports your request

Appeals are reviewed by senior management within 7 business days.

12.2 Chargebacks

We encourage clients to contact us directly to resolve any billing disputes before initiating chargebacks through their financial institution. Chargebacks may result in:

• Suspension of services pending resolution
• Termination of access to future services
• Additional fees to cover chargeback processing costs

13. Changes to This Refund Policy

We reserve the right to modify this Refund Policy at any time. Changes will be effective immediately upon posting to our website. However:

• Changes will not affect services already purchased under the previous policy
• We will notify existing clients of material changes via email
• Continued use of our services after changes constitutes acceptance of the updated policy

14. Contact Information for Refund Requests

15. Additional Information

15.1 Documentation Requirements

When requesting refunds, please have the following information ready:

• Booking confirmation number
• Date and time of session(s)
• Original payment receipt or transaction ID
• Reason for refund request
• Supporting documentation (if applicable)

15.2 Consumer Rights

This Refund Policy does not affect your statutory rights as a consumer under Japanese law. If you believe we have violated your consumer rights, you may contact:

• Consumer Affairs Agency of Japan
• Local consumer protection center
• Your legal advisor

16. Acknowledgment

By purchasing services from AlgoriVox Communication Academy, you acknowledge that you have read, understood, and agree to be bound by this Refund Policy.