Refund Policy

Effective Date: January 1, 2025

Last Updated: January 1, 2025

At Kyoto Speech Academy, we are committed to your satisfaction with our services. This Refund Policy outlines our procedures for cancellations, refunds, and rescheduling of courses, coaching sessions, and other services. Please read this policy carefully before enrolling in any of our programs.

1. General Refund Principles

We strive to provide exceptional educational services and customer satisfaction. Our refund policy is designed to be fair to both our students and our business operations. Please note:

• Refunds are processed according to the specific terms outlined for each service type
• All refund requests must be submitted in writing via email or through our contact form
• Refunds are issued to the original payment method within 14-21 business days of approval
• Administrative fees or processing charges may apply as specified below

2. Course Cancellation and Refund Policy

2.1 Group Courses and Programs

For our group courses (including Storytelling Mastery Program, Public Speaking Excellence, and Presentation Skills Intensive), the following refund schedule applies:

Time Before Course Start	Refund Amount	Administrative Fee
30+ days before	100% refund	None
15-29 days before	75% refund	25% administrative fee
7-14 days before	50% refund	50% administrative fee
Less than 7 days before	No refund	100% forfeited
After course has started	No refund	100% forfeited

2.2 Early Withdrawal from Ongoing Courses

If you need to withdraw from a course after it has begun:

• Within first session: You may receive a 50% refund of the remaining course fees
• After first session: No refund will be provided for remaining sessions
• You may be eligible to transfer your enrollment to a future course offering (subject to availability and transfer fee)

2.3 Course Cancellation by Kyoto Speech Academy

If we must cancel a course due to insufficient enrollment, instructor unavailability, or other circumstances:

• You will receive a 100% full refund of all fees paid
• You will be offered priority enrollment in the next available course
• We will notify you at least 7 days before the scheduled start date

3. Personal Coaching and Consultation Refund Policy

3.1 Individual Coaching Sessions

For one-on-one coaching sessions and personal consultations:

• 24+ hours notice: Full refund or free rescheduling
• 12-24 hours notice: 50% refund or rescheduling with 25% fee
• Less than 12 hours notice: No refund, full session fee charged
• No-show: No refund, full session fee charged

3.2 Coaching Packages

If you have purchased a multi-session coaching package:

• Unused sessions may be refunded at 75% of the per-session price
• Refund requests must be made before scheduling the next session
• Package pricing advantages will be recalculated if partial refund is requested
• Minimum of 48 hours notice required for cancellation

3.3 Free Consultation Sessions

Our free initial consultation sessions are complimentary and do not involve refunds. However:

• We request 24 hours notice if you need to cancel or reschedule
• Repeated no-shows may result in inability to schedule future free consultations

4. Rescheduling Policy

4.1 Group Courses

If you need to reschedule enrollment in a group course:

• You may transfer to a future course offering with 14+ days notice
• One free transfer is allowed; subsequent transfers incur a £50 administrative fee
• Transfer is subject to availability in the desired future course
• Transfers must be completed within 12 months of original enrollment

4.2 Individual Sessions

Personal coaching sessions may be rescheduled:

• With 24+ hours notice: Free rescheduling, no penalties
• With 12-24 hours notice: One free rescheduling per package; subsequent rescheduling incurs £25 fee
• Rescheduled sessions must be completed within the original package validity period

5. Refund Request Process

5.1 How to Request a Refund

To request a refund, please follow these steps:

1. Submit your request in writing via email to [email protected]
2. Include the following information:
   • Your full name and contact information
   • Course or service name and enrollment date
   • Reason for refund request
   • Original payment method details
   • Any supporting documentation (if applicable)
3. We will acknowledge receipt of your request within 2 business days
4. Refund decisions will be communicated within 5 business days

5.2 Refund Processing Time

Once your refund is approved:

• Refunds will be processed within 7-10 business days
• Funds will be returned to your original payment method
• Depending on your financial institution, it may take an additional 5-10 business days for the refund to appear in your account
• You will receive email confirmation when the refund has been processed

6. Special Circumstances

6.1 Medical or Emergency Situations

We understand that unexpected medical or emergency situations may prevent you from attending courses or sessions. In such cases:

• We may waive standard cancellation fees with appropriate documentation
• Medical certificate or other official documentation may be required
• We will work with you to reschedule or provide alternative arrangements
• Contact us as soon as possible to discuss your situation

6.2 Technical Issues

For online courses and virtual coaching sessions:

• If technical difficulties on our end prevent you from accessing services, you will receive a full refund or free rescheduling
• If technical issues on your end prevent participation, standard cancellation policies apply
• We recommend testing your technology before scheduled sessions

6.3 Course Content Dissatisfaction

If you are dissatisfied with course content quality:

• You may request a refund within the first session for group courses
• We encourage you to speak with your instructor first to address concerns
• Detailed feedback is required for refund consideration
• Decisions are made on a case-by-case basis

7. Non-Refundable Items and Services

The following items and services are non-refundable under any circumstances:

• Course materials and digital downloads once accessed
• Recorded session access or video content once viewed
• Certificate fees or administrative processing charges
• Third-party service fees or platform charges
• Promotional or discounted pricing differences
• Services rendered or sessions completed

8. Payment Plan and Installment Refunds

If you are paying for services through an installment plan:

• Refunds will be calculated based on total amount paid to date
• Outstanding payment obligations may be waived or reduced based on refund circumstances
• Standard refund schedules apply to the paid portion
• Any remaining installment obligations will be clearly communicated

9. Corporate and Group Bookings

For corporate training sessions or group bookings (5+ participants):

• Custom refund terms may be negotiated in the service agreement
• Standard policy applies unless otherwise specified in writing
• Minimum attendance requirements may affect refund eligibility
• Contact us to discuss corporate-specific refund arrangements

10. Dispute Resolution

If you disagree with a refund decision:

1. Contact us to discuss your concerns and provide additional information
2. We will review your case and respond within 7 business days
3. If the matter remains unresolved, you may request escalation to senior management
4. We are committed to finding fair solutions and maintaining positive relationships with our students

11. Changes to This Refund Policy

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

• Be posted on this page with an updated "Last Updated" date
• Not affect services already purchased under previous terms
• Apply to new purchases made after the effective date of changes
• Be communicated to enrolled students when significantly modified

12. Contact Information for Refund Requests

13. Acknowledgment

By enrolling in any course or service offered by Kyoto Speech Academy, you acknowledge that you have read, understood, and agree to this Refund Policy. This policy is part of our Terms & Conditions and is legally binding.

We appreciate your understanding and cooperation. Our goal is to provide exceptional educational experiences while maintaining fair and transparent policies for all our students.

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