Refund Policy

At Interview & Public Speaking Skills Academy ("we," "us," "our," or "the Academy"), we are committed to your satisfaction with our coaching services. This Refund Policy explains the circumstances under which refunds may be provided, the process for requesting refunds, and important terms that apply.

1. General Refund Policy

We offer refunds under specific circumstances as outlined in this policy. Our refund policy balances fairness to our clients with the resources and planning we invest in delivering personalized coaching services.

1.1 Eligibility for Refunds

Refunds may be available based on:

• The timing of your refund request relative to program start
• The number of sessions already completed
• The specific program or service purchased
• The circumstances prompting the refund request
• Compliance with our cancellation procedures

1.2 Non-Refundable Items

The following are generally non-refundable:

• Administrative and enrollment fees
• Materials and resources already provided
• Completed coaching sessions
• Services purchased at promotional or discounted rates (unless otherwise stated)
• Third-party services or materials
• No-show sessions without proper notice

2. Program-Specific Refund Terms

2.1 Free Consultation Sessions

Initial consultations offered at no charge are not subject to refund policies as no payment is required.

2.2 Single Session Services

For single coaching sessions or consultations:

• Full Refund: Available if cancelled at least 48 hours before the scheduled session
• 50% Refund: Available if cancelled 24-48 hours before the scheduled session
• No Refund: If cancelled less than 24 hours before the session or for no-shows

2.3 Multi-Session Programs (4-8 Sessions)

Cancellation Timing	Refund Amount
Before first session begins	100% refund minus administrative fee (¥5,000 or 5% of program cost, whichever is greater)
After first session, before second session	75% refund of remaining sessions
After second session, before third session	50% refund of remaining sessions
After third or more sessions completed	No refund available

2.4 Extended Programs (9+ Sessions)

For comprehensive programs lasting multiple weeks or months:

• Within 7 Days of Purchase (Before Program Start): Full refund minus administrative fee
• Within First Two Weeks of Program Start: Pro-rated refund for unused sessions (minus completed sessions and 20% administrative fee)
• After Two Weeks of Program Start: No refund available

2.5 Group Coaching Programs

Group programs have more restrictive refund terms due to group dynamics and planning:

• Before Program Start: Full refund minus ¥10,000 administrative fee
• After Program Begins: No refund available
• Transfer Option: You may transfer to a future group session with at least 14 days' notice (one-time transfer permitted)

2.6 Specialized Workshops and Intensive Programs

For workshops, boot camps, or intensive training sessions:

• 30+ Days Before Event: Full refund minus ¥10,000 administrative fee
• 14-29 Days Before Event: 50% refund
• Less Than 14 Days Before Event: No refund
• Transfer Option: May transfer to future workshop with at least 30 days' notice

3. Special Circumstances

3.1 Medical or Emergency Situations

We understand that unexpected circumstances arise. In cases of serious medical issues, family emergencies, or other extenuating circumstances:

• Contact us immediately to discuss your situation
• Provide documentation of the circumstance (medical certificate, official documentation, etc.)
• We will work with you to find a fair solution, which may include:
  • Program pause and extension
  • Transfer to future sessions
  • Partial or full refund consideration

3.2 Academy-Initiated Cancellations

If we must cancel sessions or programs due to:

• Coach illness or unavailability
• Insufficient enrollment (for group programs)
• Facility closure or technical issues
• Force majeure events

You will receive:

• First priority: Rescheduling to alternative dates
• If rescheduling is not possible: Full refund for affected sessions
• No penalties or administrative fees

3.3 Dissatisfaction with Services

If you are unsatisfied with our coaching services:

• Contact us immediately to discuss your concerns
• We will work to address issues through:
  • Coaching style adjustments
  • Coach reassignment if appropriate
  • Additional support or resources
• If issues cannot be resolved, refund eligibility will be evaluated on a case-by-case basis
• Refund decisions in these cases are at our sole discretion

4. Refund Request Process

4.1 How to Request a Refund

To request a refund:

1. Submit a written request via email to [email protected]
2. Include the following information:
   • Your full name and contact information
   • Program or service name and purchase date
   • Order or invoice number
   • Reason for refund request
   • Supporting documentation (if applicable)
3. Wait for confirmation: We will acknowledge your request within 2 business days

4.2 Refund Processing Timeline

Once your refund request is approved:

• Review: We will review your request within 5-7 business days
• Decision Notification: You will receive written notification of our decision
• Processing: Approved refunds will be processed within 14 business days
• Receipt: Refunds are issued to the original payment method and may take an additional 5-10 business days to appear, depending on your financial institution

4.3 Required Documentation

Depending on the reason for your refund request, we may require:

• Medical certificates for health-related cancellations
• Official documentation for emergency circumstances
• Proof of technical issues (screenshots, error messages, etc.)
• Specific feedback regarding service quality concerns

5. Session Rescheduling Policy

5.1 Standard Rescheduling

As an alternative to cancellation and refund, we offer flexible rescheduling:

• Notice Required: At least 24 hours before scheduled session
• Rescheduling Limit: Up to 2 reschedules per program without penalty
• Validity Period: Rescheduled sessions must be completed within 90 days of original program end date
• Subject to Availability: Rescheduling depends on coach availability

5.2 Late Cancellations

Cancellations with less than 24 hours' notice:

• First occurrence: Warning with one-time courtesy reschedule
• Subsequent occurrences: Session marked as completed (no refund or reschedule)
• Emergency exceptions may be granted with proper documentation

5.3 No-Shows

If you fail to attend a scheduled session without notice:

• Session is marked as completed
• No refund or reschedule available
• Exception may be made for documented emergencies

6. Payment Plan and Installment Refunds

6.1 Installment Programs

If you are paying in installments:

• Refund calculations are based on the full program price, not installment amounts
• You remain responsible for any installments already due
• Future installments will be cancelled upon approved program cancellation
• Refunds for overpayment (if applicable) will be processed according to standard timelines

6.2 Outstanding Balances

If you have an outstanding balance at the time of cancellation:

• The balance must be settled before refund processing
• Refund amounts may be applied to outstanding balances
• Net refund (if any) will be issued after balance settlement

7. Transferring Services

7.1 Program Transfers

As an alternative to refunds, you may transfer your enrollment:

• To Another Person: With prior written approval and subject to ¥5,000 transfer fee
• To Future Session: Subject to availability and within 6 months of original purchase
• To Different Program: With price adjustment (if applicable) and subject to availability

7.2 Transfer Limitations

• Transfers must be requested at least 7 days before program start
• Only one transfer permitted per enrollment
• Some specialized programs may not be transferable
• Transfer subject to our approval and terms

8. Promotional and Discounted Services

8.1 Special Offer Terms

Services purchased at promotional prices or with discounts:

• May have modified refund terms (specified at time of purchase)
• May be non-refundable (clearly stated in promotional materials)
• Refunds, if available, are calculated based on discounted price paid
• Cannot be transferred to different programs at standard pricing

8.2 Package Deals and Bundles

For bundled services or package deals:

• Refunds are calculated based on the package price, not individual service values
• Partial refunds (for unused portions) use pro-rated package pricing
• Individual services cannot be unbundled and refunded separately

9. Technical Issues and Service Delivery Problems

9.1 Online Session Technical Issues

If technical problems prevent session delivery:

• Minor Disruptions (under 15 minutes): Session continues and is counted as completed
• Major Disruptions (over 15 minutes): Session is rescheduled at no additional cost
• Complete Failure: Full session credit for rescheduling or pro-rated refund

9.2 Quality Issues

If you experience quality issues with service delivery:

• Report issues immediately (within 48 hours of session)
• We will investigate and may offer:
  • Complimentary additional session
  • Session credit for future use
  • Partial refund (if issue cannot be remedied)

10. Refund Method and Currency

10.1 Refund Method

Refunds are issued using the original payment method whenever possible:

• Credit/Debit Card: Refund to the same card
• Bank Transfer: Refund to the same account
• Third-Party Payment Services: Refund through the same service
• Alternative Methods: Available upon request if original method is unavailable

10.2 Currency and Exchange Rates

• Refunds are issued in the same currency as the original payment
• If currency conversion occurred, refunds may be subject to exchange rate fluctuations
• We are not responsible for currency exchange fees or rate differences

11. Exceptions and Special Cases

11.1 Discretionary Refunds

We reserve the right to provide refunds outside of this policy at our sole discretion, considering factors such as:

• Client history and relationship with the Academy
• Specific circumstances of the situation
• Good faith efforts to resolve issues
• Fairness and equity considerations

11.2 Denied Refund Appeals

If your refund request is denied and you wish to appeal:

• Submit a written appeal to [email protected] within 14 days
• Include additional information or documentation supporting your request
• Appeals will be reviewed by senior management
• Appeal decisions are final

12. Client Responsibilities

To be eligible for refunds under this policy, you must:

• Follow proper refund request procedures
• Provide accurate and complete information
• Submit requests within applicable timeframes
• Provide required documentation when requested
• Respond to our communications regarding your request
• Have fulfilled any payment obligations
• Not have violated our Terms & Conditions

13. Limitations and Disclaimers

13.1 Results and Outcomes

Refunds are not provided based on:

• Failure to achieve specific results (job offers, speaking engagements, etc.)
• Subjective assessments of value received
• Changes in personal circumstances unrelated to our service quality
• Lack of effort or engagement in the coaching process

13.2 Policy Modifications

We reserve the right to modify this Refund Policy at any time. Changes will:

• Be posted on our website with an updated effective date
• Not affect services already purchased under the previous policy
• Apply to all purchases made after the modification date

14. Contact Information for Refund Requests

15. Additional Terms

15.1 Relationship to Other Policies

This Refund Policy should be read in conjunction with our:

• Terms & Conditions
• Privacy Policy
• Service-specific agreements

In case of conflict, the most specific applicable policy governs.

15.2 Governing Law

This Refund Policy is governed by the laws of Japan. Any disputes regarding refunds shall be resolved in accordance with our Terms & Conditions dispute resolution procedures.

15.3 Severability

If any provision of this Refund Policy is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.

16. Acknowledgment and Agreement

By purchasing our services, you acknowledge that you have read, understood, and agree to this Refund Policy. You understand that refunds are subject to the terms outlined herein and that certain services may be non-refundable.

We encourage you to contact us with any questions about this policy before making a purchase. Our team is happy to clarify any terms or discuss how this policy applies to specific services.

This Refund Policy is designed to comply with applicable consumer protection laws and regulations. We are committed to fair and transparent refund practices that balance client satisfaction with sustainable business operations.

Thank you for choosing Interview & Public Speaking Skills Academy. We look forward to supporting your communication development journey.