Refund Policy

At Pathfinders Psychology and Consulting, we are committed to providing high-quality psychological and mental health consulting services. We understand that circumstances change, and we strive to be fair and transparent in our refund policies.

1. General Refund Policy
1. Nature of Consulting Services
Due to the personalized, time-based nature of consulting services, refunds are generally not available for sessions that have been completed. When you attend a session, our professional time, expertise, and attention have been provided, and that time cannot be recovered or resold.

 

2. Our Approach
We handle refund requests on a case-by-case basis, taking into account the specific circumstances and our commitment to ethical professional practice.

2. Refund Eligibility by Situation
1. Completed Sessions - NO REFUND
Once a consulting session has been completed, no refund will be provided. This includes:
- Full sessions that were attended
- Sessions where services were provided as scheduled
- Sessions where you were present but chose not to participate fully

2. Prepaid Sessions - PARTIAL REFUND AVAILABLE
If you have prepaid for multiple sessions and wish to discontinue services:
- Unused sessions: Full refund for any sessions not yet scheduled or attended
- Scheduled but not attended: Subject to cancellation policy (see section 3)
- Processing fee: A 5% administrative fee may be deducted from refunds.
- Refund timeline: Refunds processed within 14 business days

**Example:** You prepaid for 10 sessions at $175/hour ($1,750 total) but only completed 6 sessions. You would receive a refund of $700 for the 4 unused sessions, minus any applicable administrative fees.

3. Technical Issues on Our End - FULL REFUND OR CREDIT
If a session cannot be completed due to technical problems originating from our side:
Option 1: Full refund of the session fee
Option 2: Credit toward a rescheduled session at no additional charge
Your choice: You may select your preferred option

4. Technical Issues on Client End - NO REFUND
If technical difficulties arise from your equipment, internet connection, or environment, standard session fees apply. We recommend:
- Testing your technology before scheduled sessions
- Having a backup communication method available
- Ensuring a stable internet connection

5. Provider Cancellation - FULL REFUND OR CREDIT
If we must cancel a scheduled session:
- Full refund of any prepaid fees for that session, OR
- Free rescheduling to an alternative time that works for you
- No cancellation fees will be charged to you

6. Dissatisfaction with Services - CASE-BY-CASE
If you are dissatisfied with the quality of services:
- First session: Contact us within 48 hours to discuss your concerns. We may offer a partial refund or credit if we cannot address your concerns satisfactorily
- Subsequent sessions: We encourage open communication during our work together. Refunds for dissatisfaction after multiple sessions are evaluated individually
- Best practice: Please communicate concerns as they arise so we can address them promptly

7. Medical or Emergency Circumstances - FLEXIBLE APPROACH
In cases of serious illness, medical emergency, or other extenuating circumstances:
- We will work with you to find a fair solution
- Documentation may be requested for significant refund requests
- Options may include partial refunds, session credits, or extended payment plans

3. Cancellation Policy and Fees

Our cancellation policy directly affects refund eligibility:

1. Timely Cancellation (24+ Hours Notice)
No charge if you cancel at least 24 hours before your scheduled appointment
- Prepaid fees can be applied to future sessions or refunded upon request (minus 5% administration fee)

2. Late Cancellation (Less than 24 Hours Notice)
50% of session fee will be charged
If prepaid, 50% of the session fee will be deducted; remaining balance can be refunded or credited

3. No-Show (No Notice)
100% of session fee will be charged
No refund available for no-show appointments
If prepaid, the full session fee is forfeited

4. Emergency Exceptions
True emergencies (medical crisis, family emergency, etc.) will be handled with understanding and flexibility. Please contact us as soon as possible.

4. Refund Request Process
1.  How to Request a Refund
To request a refund: Email us at dr.wilson@pathfinderspsychology.com with subject line "Refund Request"
Include
  - Your name and contact information
  - Date(s) of service or payment
  - Reason for refund request
  - Any supporting documentation (if applicable)

2. Review Process
- We will review your request within 5 business days
- We may contact you for additional information or discussion
- You will receive a written response regarding the decision

3. Refund Processing Time
If approved:
- Credit card refunds: 7-10 business days to appear on your statement
- PayPal refunds: 3-5 business days
- Other payment methods: Up to 14 business days

4. Refund Method
Refunds will be issued using the original payment method unless otherwise agreed.

5. Non-Refundable Items and Services
The following are **non-refundable** under any circumstances:
- Administrative Services
- Initial consultation fees
- Assessment or intake fees
- Report writing fees (once completed)
- Letters or documentation preparation (once completed)
- Payment processing fees

5. Disputed Charges and Chargebacks
1. Contact Us First
If you believe you have been charged incorrectly:
- Please contact us directly before initiating a chargeback with your credit card company
- Most billing issues can be resolved quickly and amicably
- We are committed to fair and transparent billing

2. Chargeback Consequences
If you initiate a chargeback without first attempting to resolve the issue with us:
- We will provide documentation of services rendered to your financial institution
- Our professional relationship may be terminated
- You may be responsible for chargeback fees and legal costs if the chargeback is found to be unjustified
- Future services may require payment in advance

6. Special Circumstances
1. Provider Discontinuation of Practice
If we must discontinue providing services (retirement, relocation, etc.):
- Full refund of any prepaid unused sessions
- Appropriate referrals to other qualified professionals
- Reasonable assistance with transition of care

2. Client Relocation
If you relocate and we cannot legally provide services in your new location:
- Full refund of unused prepaid sessions
- Assistance with finding a qualified provider in your new area

 

3. Ethical or Professional Conflicts
If we determine that continuing services would create an ethical or professional conflict:
- Full refund of unused prepaid sessions
- Appropriate referrals to other professionals

7. Your Rights
1. Fair Treatment
You have the right to:
- Clear, transparent pricing and refund policies
- Timely responses to refund requests
- Fair consideration of your individual circumstances
- Professional and respectful treatment throughout the process

2. Complaints and Grievances
If you are unsatisfied with how a refund request is handled:
- Request to speak with the practice manager
- Submit a formal written complaint
- Contact relevant professional licensing boards if you believe ethical violations have occurred

8. Questions and Contact Information
For questions about this Refund Policy or to request a refund, please contact:

Pathfinders Psychology and Consulting

Dr. Cynthia Wilson

dr.wilson@pathfinderspsychology.com

Response Time: We typically respond to refund inquiries within 1-2 business days.

9. Policy Updates
We reserve the right to update this Refund Policy at any time. Changes will:
- Be posted on our website with a new "Last Updated" date
- Apply to purchases made after the effective date of the change
- Not affect refund eligibility for services purchased before the change

We recommend reviewing this policy periodically.
Acknowledgment:
By using our services and making payment, you acknowledge that you have read, understood, and agree to this Refund Policy.

Note: This Refund Policy should be read in conjunction with our Terms and Conditions. In the event of any conflict between this Refund Policy and our Terms and Conditions, the Terms and Conditions shall prevail.

Last Updated: 02/15/2026
Effective Date: 02/15/2026