Refund Policy

Last Updated: January 15, 2025

1. Introduction

At Quantaeris Communication Academy ("we," "our," or "us"), we are committed to providing high-quality coaching and training services. This Refund Policy explains the terms and conditions under which refunds may be issued for our services.

We encourage you to carefully review this policy before purchasing any services. By purchasing our services, you acknowledge that you have read, understood, and agree to this Refund Policy.

2. General Refund Principles

Our refund policy is designed to be fair to both our clients and our business. We understand that circumstances may change, and we strive to accommodate reasonable requests while also protecting the time and resources invested by our instructors.

All refund requests are reviewed on a case-by-case basis, taking into account the specific circumstances and the type of service purchased.

3. Free Consultations

Initial consultations offered at no charge are non-refundable as there is no payment involved. If you need to cancel or reschedule a free consultation, please provide at least 24 hours' notice.

4. Individual Coaching Sessions

4.1 Single Session Purchases

For individual coaching sessions purchased separately:

Before the Session: If you cancel more than 48 hours before your scheduled session, you are eligible for a full refund or the option to reschedule without penalty
24-48 Hours Before: Cancellations made between 24-48 hours before the session are eligible for a 50% refund or the option to reschedule
Less than 24 Hours: Cancellations made less than 24 hours before the session are not eligible for a refund, but you may request to reschedule for a rescheduling fee of 25% of the session cost
No-Show: Failure to attend a scheduled session without prior notice results in forfeiture of the session with no refund

4.2 Session Packages

For packages of multiple coaching sessions:

Before First Session: Full refund available if requested more than 7 days before the first scheduled session
After First Session: Refunds are calculated based on the number of unused sessions, minus a 20% administrative fee and the value of any completed sessions
50% Completion: Once 50% or more of the package sessions have been completed, no refund is available for remaining sessions
Individual session cancellation policies apply to each session within the package

5. Group Courses and Workshops

5.1 Standard Refund Timeline

For group courses, workshops, and training programs:

14+ Days Before Start: Full refund minus a ¥5,000 administrative fee
7-13 Days Before Start: 75% refund
3-6 Days Before Start: 50% refund
Less than 3 Days: 25% refund
After Course Begins: No refund available

5.2 Course Cancellation by Quantaeris Academy

If we cancel a course or workshop due to insufficient enrollment or other circumstances:

You will receive a full refund of all amounts paid
Alternatively, you may choose to transfer your payment to another course of equal or greater value
We will provide at least 7 days' notice of cancellation when possible

6. Corporate Training Programs

Custom corporate training programs are subject to the terms specified in the individual contract or agreement. Typically:

A non-refundable deposit of 30% is required to secure dates and begin program customization
Cancellations made more than 30 days before the program start date may be eligible for a partial refund of payments beyond the deposit
Cancellations made less than 30 days before the program start date are not eligible for refunds
Rescheduling is permitted with at least 14 days' notice, subject to instructor availability

7. Digital Products and Recorded Content

7.1 Downloadable Materials

Due to the nature of digital products:

Digital materials (e-books, guides, templates, recordings) are non-refundable once downloaded or accessed
If you experience technical difficulties accessing purchased digital content, please contact us for technical support
Refunds may be considered if technical issues cannot be resolved within a reasonable timeframe

7.2 Online Courses

For self-paced online courses:

Full refund available within 7 days of purchase if less than 20% of the course content has been accessed
No refunds after 7 days from purchase date or if more than 20% of content has been accessed
Technical issues will be addressed through our support team; refunds are not automatic for technical problems

8. Subscription Services

If we offer subscription-based services:

Subscriptions may be cancelled at any time
Cancellations take effect at the end of the current billing period
No refunds are provided for partial months or unused portions of subscription periods
All content and access are removed upon subscription cancellation

9. Special Circumstances

9.1 Medical or Emergency Situations

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

Contact us as soon as possible to discuss your situation
We may offer extended rescheduling options or partial refunds
Documentation may be required for emergency situations
Each case is evaluated individually with compassion and flexibility

9.2 Service Quality Issues

If you are dissatisfied with the quality of our services:

Please communicate your concerns to us immediately
We will work with you to address issues and improve your experience
If we cannot resolve your concerns satisfactorily, we may offer a partial or full refund depending on the circumstances
Refund decisions for quality issues are made at our discretion after thorough review

10. Refund Request Process

10.1 How to Request a Refund

To request a refund:

Send an email to info@quantaeris.pro with the subject line "Refund Request"
Include your full name, contact information, and order/booking reference number
Clearly state which service you are requesting a refund for
Provide a brief explanation of the reason for your refund request
Include any relevant supporting documentation

10.2 Review Timeline

We will:

Acknowledge receipt of your refund request within 2 business days
Review your request and respond with a decision within 5-7 business days
Process approved refunds within 10 business days of approval

10.3 Refund Method

Approved refunds will be processed using the original payment method whenever possible. If the original payment method is no longer available, we will work with you to arrange an alternative method.

11. Non-Refundable Items and Services

The following are non-refundable under all circumstances:

Administrative fees and processing charges
Third-party costs incurred on your behalf (venue rentals, materials, etc.)
Completed coaching sessions or attended course sessions
Custom materials or content created specifically for you
Promotional or discounted services explicitly marked as non-refundable
Services or products obtained through gift certificates or promotional codes (unless otherwise stated)

12. Transfers and Credits

12.1 Service Transfers

In some cases, instead of a refund, you may be eligible to:

Transfer your registration to another person (subject to approval and a transfer fee)
Transfer your payment to a different service or course offering
Receive credit toward future services

12.2 Account Credits

When issued, account credits:

Are valid for 12 months from the date of issue
Are non-transferable and cannot be redeemed for cash
Must be used for services of equal or greater value than the original purchase
Expire if not used within the validity period

13. Promotional Offers and Discounts

Services purchased at promotional or discounted rates:

Are subject to the same refund policy terms
Refund amounts are calculated based on the actual amount paid, not the regular price
May have additional restrictions as specified in the promotional offer terms
Cannot be combined with other refund credits or transfers

14. Chargebacks and Disputes

If you initiate a chargeback or payment dispute with your financial institution:

We encourage you to contact us first to resolve any issues
Chargebacks may result in immediate suspension of services and account access
We reserve the right to provide all relevant documentation to your financial institution
Fraudulent chargebacks may result in permanent ban from our services and potential legal action

15. Changes to Services

We reserve the right to:

Make minor adjustments to course content or schedules with reasonable notice
Substitute instructors when necessary
Change the delivery format (e.g., in-person to virtual) due to unforeseen circumstances

Significant changes to services will be communicated in advance, and you will have the option to accept the changes or receive a refund.

16. Liability Limitations

Our refund policy does not affect your statutory rights. However, our total liability for any refund claim shall not exceed the amount you paid for the specific service in question.

We are not responsible for any indirect, consequential, or incidental damages arising from service cancellations or refund situations.

17. Exceptions and Modifications

We reserve the right to make exceptions to this Refund Policy at our sole discretion. Any exceptions or modifications will be provided to you in writing.

Special refund terms may apply to specific programs or services, in which case those terms will be clearly communicated at the time of purchase and will supersede this general policy.

18. International Clients

For clients located outside Japan:

Refunds are subject to this policy regardless of your location
Currency exchange rate fluctuations are not grounds for refund adjustments
International transaction fees are non-refundable
Refund processing times may be longer due to international banking processes

19. Data and Materials After Refund

If you receive a refund:

You must cease using any materials, content, or resources provided as part of the service
You must delete or destroy any digital materials received
Access to online platforms or resources will be immediately revoked
You may not continue to use or distribute any proprietary materials

20. Contact Information for Refund Inquiries

For questions about this Refund Policy or to request a refund, please contact us:

Quantaeris Communication Academy
Address: 60 Grover Loop, Claudport, NSW 2676, Japan
Phone: +5975596255
Email: info@quantaeris.pro
Registration Number: 96332913

Our customer service team is available Monday through Friday, 9:00 AM to 7:00 PM Japan Standard Time.

21. Policy Updates

We reserve the right to modify this Refund Policy at any time. Changes will be effective immediately upon posting to our website. Your continued use of our services after changes are posted constitutes acceptance of the modified policy.

For services purchased before a policy change, the policy in effect at the time of purchase will generally apply.

22. Acknowledgment and Agreement

By purchasing any services from Quantaeris Communication Academy, you acknowledge that you have read, understood, and agree to this Refund Policy. If you do not agree with any part of this policy, please do not purchase our services.