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Refund Policy

CaellwynAI Refund and Cancellation Policy

Effective Date: August 8th, 2025
All times referenced in this policy are Pacific Time

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Overview

We strive to provide valuable AI implementation consulting services and understand that scheduling conflicts may arise. This policy outlines our approach to cancellations, refunds, and service credits for our 30-minute consultation sessions ($50 per session).

Important Note: Our standard practice is to issue service credits rather than monetary refunds, except in cases involving technical issues on our end, emergency circumstances, or service quality concerns as outlined below.

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Cancellation and Credit Terms

Cancellations with 24+ Hours Notice

  • Full Service Credit: Clients who cancel their consultation at least 24 hours before the scheduled time will receive a full credit ($50) toward future services

  • Credit Validity: Service credits are valid for 12 months from the original booking date and are non-transferable

  • Rescheduling: Free rescheduling is available with 24+ hours notice
     

Cancellations with Less than 24 Hours Notice

  • Partial Service Credit: Clients who cancel with less than 24 hours notice will receive a 50% credit ($25) toward future services

  • Rescheduling Fee: Rescheduling with less than 24 hours notice incurs a $25 fee (equivalent to the credit reduction)
     

No-Show Policy

  • No Credit: Clients who fail to attend their scheduled consultation without prior notice will not receive a refund or service credit

  • Grace Period: We provide a 10-minute grace period before marking a session as a no-show
     

Emergency and Exceptional Circumstances

We recognize that genuine emergencies can occur beyond your control. Full credits or refunds may be provided for:

  • Medical emergencies (affecting you or immediate family)

  • Family crises (death, serious illness, or urgent family matters)

  • Natural disasters or other force majeure events (severe weather, power outages, transportation disruptions beyond normal delays)

Documentation: We may request reasonable documentation for emergency circumstances. Each situation is reviewed individually, and decisions are made promptly and fairly.
 

Technical Issues and Service Delivery
 

Our Technical Problems

If we cannot deliver your consultation due to technical issues on our end, you will receive:

  • A full monetary refund, OR

  • Full service credit with the option to reschedule at no additional charge
     

Client Technical Issues

If you experience technical difficulties that prevent participation:

  • We will attempt to resolve the issue during the first 10 minutes of the session

  • If unresolvable, we offer free rescheduling within the same week when possible

  • Refunds for client-side technical issues are evaluated case-by-case
     

Partial Session Completion

If a session is interrupted or cut short due to technical issues:

  • Our technical issues: Full refund or credit for the incomplete portion

  • Mutual technical issues: Pro-rated credit based on time completed

  • Client departure: No additional credit for unused time
     

Service Quality Concerns

CaellwynAI is committed to providing valuable consulting services. If you have concerns about your consultation experience:

  • Reporting Timeline: Contact us within 48 hours at josh@caellwynai.com

  • Resolution Process: We will discuss your concerns and work together to find an appropriate solution

  • Possible Resolutions: May include full or partial credits, complimentary follow-up sessions, or monetary refunds depending on the circumstances


Refund Processing
 

Service Credits

  • Applied automatically to your account within 24 hours of approval

  • Can be used for future bookings through our website

  • Stackable (multiple credits can be combined)
     

Monetary Refunds

  • Processed within 5-7 business days to the original payment method

  • Available for emergency circumstances, technical issues on our end, or service quality issues

  • Processing Fees: Third-party payment processing fees (typically 3-4%) are non-refundable except in cases of our technical failure
     

Payment Method Limitations

If your original payment method cannot accept refunds, we will work with you to arrange an alternative refund method or convert to service credit at your preference.
 

How to Cancel or Request a Refund

To Cancel or Reschedule:

  • Email us at josh@caellwynai.com as soon as possible

  • Include your booking confirmation number

  • Specify whether you want to reschedule or receive a credit

To Request a Refund:

  • Email josh@caellwynai.com within 48 hours of your session (for service quality issues)

  • Include your booking confirmation number and detailed explanation

  • We will respond within 1 business day

Using Service Credits:

  • Use your service credit to book new consultations through our website booking widget

  • Credits are automatically applied at checkout
     

Multi-Session Arrangements

For ongoing consulting arrangements beyond the initial consultation:

  • Each session is booked and billed independently at our standard rate ($100/hour in 30-minute increments)

  • This refund policy applies to each individual session within multi-session arrangements

  • Bulk session discounts, when offered, do not affect individual session refund terms
     

Frequently Asked Questions

Q: What if I need to cancel on the same day due to illness? A: Contact us immediately. We typically provide partial credit and may offer full credit for documented medical emergencies.

Q: Can I transfer my service credit to someone else? A: No, service credits are non-transferable and tied to your account.

Q: What happens if you need to cancel my session? A: We will provide at least 24 hours notice when possible and offer full rescheduling or refund options.
 

Contact Information

For questions about this refund policy or to discuss specific circumstances:

  • Email: josh@caellwynai.com

  • Response Time: We respond to all refund and cancellation requests within 1 business day
     

Policy Updates

We reserve the right to update this refund policy at any time. Changes will be posted on our website with an updated effective date. Existing bookings will be governed by the policy in effect at the time of booking.

This policy is designed to be fair to both our clients and our business while providing clarity and flexibility for unforeseen circumstances. We appreciate your understanding and look forward to helping you with your AI implementation needs.

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