Terms, Conditions, Privacy, & Refund Policy

Effective Updated Date: 12-01-2024

Welcome to The Charlie Hornes Coaching Studio, LLC. These Terms and Conditions outline the policies governing our private coaching services, including refunds, cancellations, rescheduling, payments, and confidentiality. By purchasing or booking coaching services, you agree to these terms.:

I. Refund and Cancellation Policy

1. Refund Policy for Monthly Auto-Pay Subscriptions:

• A $100 non-refundable processing fee applies to all new subscription plans.

• Subscription payments are collected at the start of each billing cycle and are non-refundable once processed.

• To cancel your subscription, you must provide at least 14 days’ written notice before the next billing cycle to support@charliehornescoaching.com

• Cancellations made within 14 days of the next billing cycle will apply to the following cycle.

• Any unused sessions within a canceled billing cycle must be completed before the cycle ends or will be forfeited. No refunds or rollovers are permitted for unused sessions.

2. Refund Policy for Prepaid Sessions:

• For cancellations made at least 72 hours before the session, a full refund will be issued minus any non-refundable deposits or processing fees.

• Cancellations made between 48 and 24 hours before the session are non-refundable but may be rescheduled at no additional charge.

• Cancellations made less than 24 hours before the session or no-shows are non-refundable and non-reschedulable, except in cases of emergency at the coach’s discretion.

3. Non-Refundable Deposit:

• For Pay-As-You-Go sessions, a 25% non-refundable deposit is required at booking to secure your session.

• A $100 non-refundable processing fee applies to all new clients or subscription plans.

4. Rescheduling Policy:

• One session per billing cycle may be rescheduled at no additional charge if the request is made at least 24 hours in advance.

• Additional rescheduling requests within the same billing cycle will incur a $25 administrative fee.

• Rescheduled sessions must be completed within the same billing cycle or package period.

5. Missed Sessions:

• Sessions missed without notice or late arrivals exceeding 15 minutes are considered forfeited and will not be refunded or rescheduled.

• Exceptions for emergencies may be granted at the coach’s discretion. Clients must provide a written explanation within 24 hours of the missed session to support@charliehornescoaching.com

6. Refund Request Process:

• Refund requests must be submitted in writing to support@charliehornescoaching.com

• Approved refunds will be processed within 10 business days via the original payment method.

7. Service Exceptions:

• Refunds will not be granted for dissatisfaction with coaching outcomes, as coaching requires mutual effort and participation.

• If the coach is unable to fulfill a session due to unforeseen circumstances (e.g., illness or emergency), the session will be rescheduled at no cost to the client.

• For questions or to request cancellations, refunds, or rescheduling, please contact us at support@charliehornescoaching.com

II. Refund and Cancellation Policy for Corporate Coaching, Keynotes, and Programs

Effective Updated Date: 12-01-24

Thank you for choosing The Charlie Hornes Coaching Studio for your corporate coaching, keynote, and program needs. To ensure clarity and fairness for all parties, please review the following refund and cancellation policy:

Payment Terms

1. Deposits and Payment Deadlines:

• A non-refundable deposit of 50% of the total fee is required upon signing the agreement to secure the booking.

• The remaining balance must be paid in full at least 14 days prior to the scheduled engagement or program start date.

• For engagements booked less than 14 days in advance, full payment is required upon booking.

2. Travel Expenses (for in-person events):

• All travel-related expenses (e.g., flights, lodging, meals, and ground transportation) must be covered by the client and paid upfront or reimbursed within 5 business days of submission of receipts.

• Any changes or cancellations to travel arrangements caused by the client will be charged to the client.

Refund Policy

1. Non-Refundable Deposit:

• The 50% deposit is non-refundable under any circumstances to account for administrative costs and reserved time.

2. Refund Eligibility (for amounts beyond the deposit):

• Cancellations made at least 30 days in advance: Full refund of any amounts paid beyond the non-refundable deposit.

• Cancellations made 15–29 days in advance: 50% refund of amounts paid beyond the non-refundable deposit.

• Cancellations made less than 15 days in advance: No refunds will be issued.

Rescheduling Policy

1. Rescheduling Requests:

• Rescheduling is allowed once without penalty if requested at least 30 days in advance of the scheduled engagement.

• Rescheduling requests made 15–29 days in advance will incur a 10% rebooking fee.

• Rescheduling is not permitted for requests made less than 15 days before the engagement; the full fee will be forfeited.

2. Rescheduled Engagements:

• Rescheduled engagements must occur within 6 months of the original booking date.

• Rescheduling is subject to availability and cannot be guaranteed for the original timeline.

Cancellation by The Charlie Hornes Coaching Studio

In the unlikely event that The Charlie Hornes Coaching Studio must cancel the engagement due to unforeseen circumstances (e.g., illness, emergency, or travel disruptions), the client will have the option to:

• Receive a full refund of all payments made, including the non-refundable deposit, OR

• Reschedule the engagement at a mutually agreed-upon date and time at no additional cost.

Force Majeure

Neither party shall be held liable for cancellations or rescheduling due to events beyond their control, such as natural disasters, government restrictions, pandemics, or other emergencies. In such cases:

• The event may be rescheduled at no additional cost within 6 months, OR

• A partial refund, excluding the non-refundable deposit, will be issued.

No-Show Policy (Virtual or In-Person)

If the client or team does not attend the scheduled session, event, or keynote:

• No refunds will be issued.

• Rescheduling is not permitted for no-shows without prior notice.

Additional Notes

• Refunds will be processed within 10 business days of the approved request.

• All cancellation and rescheduling requests must be submitted in writing to support@charliehornescoaching.com.

III. Travel and Lodging Policy

Effective Updated Date: 12-01-24

This Travel and Lodging Policy applies to all in-person corporate coaching engagements, speaking engagements, keynotes, retreats, and team programs facilitated by The Charlie Hornes Coaching Studio, LLC. This policy ensures clarity, fairness, and seamless arrangements for all parties involved.

1. Travel and Lodging Arrangements

If the Client Arranges Travel and Lodging:

1. Timeline for Arrangements:

• All travel and lodging accommodations must be finalized and confirmed no later than 30 days prior to the scheduled engagement.

• Late arrangements (finalized less than 30 days prior) may incur additional fees or rescheduling at the client’s expense.

2. Travel Standards:

• Flights: Air travel must be booked in economy class or higher for domestic flights and business class for international flights exceeding 6 hours.

• Lodging: Accommodations must be provided at a minimum 4-star hotel or equivalent within 10 miles of the engagement venue unless otherwise agreed upon.

• Ground Transportation: Pre-arranged transportation to and from the airport, lodging, and event venue is required.

3. Confirmation and Approval:

• All travel and lodging details must be submitted to support@charliehornescoaching.com for approval at least 30 days prior to the event.

4. Reimbursements for Client-Made Arrangements:

• Out-of-pocket expenses (e.g., meals, ground transportation not covered) must be reimbursed within 5 business days upon receipt of submitted receipts.

If The Charlie Hornes Coaching Studio Handles Travel and Lodging:

1. Travel Retainer:

• A non-refundable travel retainer of $1,500 (domestic) or $3,000 (international) is required upon booking to cover estimated travel costs. The retainer will be reconciled with actual expenses after the event.

• Any travel costs exceeding the retainer will be invoiced, and payment must be made within 7 business days of receipt. If actual expenses are lower than the retainer, the balance will be refunded within 10 business days post-event.

2. Travel Standards:

• Flights: Booked at reasonable market rates in economy class (domestic) or business class (international).

• Lodging: Minimum 4-star hotel or equivalent accommodations, with proximity to the event venue.

• Ground Transportation: Arranged for all required transfers.

3. Transparency and Documentation:

• Receipts for all travel-related expenses will be provided to ensure full transparency in the reconciliation process.

2. Payment and Timelines

1. All payments for travel retainers and associated fees must be made in full no later than 30 days prior to the engagement.

2. If the client fails to provide payment or approve arrangements within the specified timeline, the engagement may be rescheduled or canceled at the discretion of The Charlie Hornes Coaching Studio, LLC.

3. Cancellation and Rescheduling

1. If the client cancels the event after travel and lodging have been booked:

• The client remains responsible for reimbursing all non-refundable travel and lodging expenses incurred up to the date of cancellation.

2. If the client requests to reschedule the event:

• The client is responsible for any additional travel or lodging costs associated with the new dates.

• Rescheduling requests must be made in writing to support@charliehornescoaching.com at least 30 days prior to the engagement date.

4. Force Majeure

In the event of unforeseen circumstances (e.g., extreme weather, natural disasters, emergencies) that disrupt travel:

1. Additional costs for rebooking travel, extending lodging, or other necessary accommodations will be invoiced to the client.

2. The Charlie Hornes Coaching Studio, LLC, is not liable for delays or cancellations caused by force majeure events, but every effort will be made to reschedule the engagement or provide virtual alternatives.

5. Additional Notes

1. Client Responsibility:

• The client is responsible for ensuring that all travel and lodging arrangements meet the agreed-upon standards. Any changes or discrepancies must be communicated immediately to avoid disruptions.

2. Hybrid and Virtual Engagements:

• For hybrid or virtual engagements, travel and lodging are not required. However, the client must ensure the appropriate technological setup for the event, including stable internet, functioning audio/visual equipment, and access for the coach/speaker.

3. Pre-Event Communication:

• A final confirmation call will be scheduled 7 days prior to the event to review all logistics, including travel and lodging arrangements.

Why This Policy Matters

This policy ensures that every engagement is executed professionally, with clear expectations for all parties. By adhering to these guidelines, both the client and The Charlie Hornes Coaching Studio, LLC, can focus on delivering an impactful and seamless experience.

IV. Privacy and Confidentiality Policy

1. Confidentiality of Coaching Sessions:

• All client information is treated with the utmost confidentiality in compliance with applicable privacy laws.

• Confidentiality is a two-way agreement. Any breaches of confidentiality by clients, such as sharing coaching discussions without consent, may result in immediate termination of services without refund.

2. Data Privacy:

• Personal information collected during registration or coaching sessions is used solely to provide services and will not be shared without explicit consent, except as required by law.

• By agreeing to these terms, you consent to the collection and secure storage of your personal information for service-related purposes.

V. Payment Terms

1. Payment Requirements:

• Payments are required in full at the time of booking unless a payment plan is arranged.

• Payment plans, if offered, must be completed in full, even if services are discontinued before the plan’s end.

2. Late Payments:

• Late payments may result in suspension of services until payment is received.

VI. General Terms

1. Coaching Outcomes:

• Coaching is a collaborative process that depends on mutual effort and active participation. While we are committed to providing support and strategies for growth, individual results may vary.

2. Not a Replacement for Licensed Mental Health Care:

• Coaching services are not a substitute for therapy, counseling, or licensed mental health care.

• Clients are encouraged to seek appropriate professional support for any mental health concerns.

3. Emergencies and Crisis Situations:

• Coaching services are not designed to address emergencies or urgent mental health needs. In any life-threatening situation, clients should contact 911 or seek immediate professional assistance.

VII. Acknowledgment and Agreement

By booking services with The Charlie Hornes Coaching Studio, LLC, you confirm that you have read, understood, and agree to these Terms and Conditions. You also acknowledge the refund and cancellation policies outlined herein.

For questions, cancellations, or refunds, contact us at: support@charliehornescoaching.com