Payment & Refunds Effective Date: January 2025

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Payment Terms

When Payment Is Due

All fees are due within 14 calendar days of invoice date unless alternative terms are agreed in writing.

How You Can Pay

• Accepted payment methods:
• Bank transfer (BACS, SWIFT, or wire transfer)
• Major credit/debit cards (subject to 3% processing fee)
• Direct debit for retainer arrangements (upon approval)

Late Payment

• Invoices unpaid after 14 days will incur a late fee of 1.5% per month (18% per annum) or the maximum permitted by law, whichever is lower
• Services may be suspended without notice if payment is more than 30 days overdue
• You remain liable for all fees incurred prior to suspension, plus reasonable collection costs including legal fees

Currency & International Clients

• All fees are quoted in GBP (£) unless otherwise specified in writing
• International clients are responsible for all bank transfer fees, currency conversion charges, and any applicable taxes or duties in their jurisdiction

Disputed Charges

• Payment disputes must be raised in writing within 7 days of invoice receipt
• Undisputed portions of invoices remain due within standard payment terms
• You are responsible for all reasonable costs incurred in resolving disputed charges, including legal and administrative fees, if the dispute is found to be without merit

Our Right to Suspend Services

MindedGrowth reserves the right to suspend or terminate services immediately if:

• Payment is more than 30 days overdue
• You have failed to respond to payment reminders
• There is reasonable concern about your ability or willingness to pay

Suspension does not absolve you of payment obligations for work already completed.

Cancellation & Refund Policy

Either party may terminate this agreement with written notice delivered via email to the address on file. However, due to the nature of MindedGrowth's engagements - which involve advance preparation, strategic groundwork, and reserved calendar capacity - the following terms apply.

Important Definitions

• Pre-work includes but is not limited to: discovery calls, needs assessments, strategic audits, framework customization, research, client onboarding, and any deliverables prepared prior to scheduled sessions.
• Scheduled engagement means any confirmed session date, whether in-person, virtual, or hybrid, that has been mutually agreed upon in writing.
• Written notice means email correspondence sent to the official contact address provided in this agreement, effective upon receipt.

The 40% Pre-Work Fee

What It Covers

All pre-work and strategic preparation completed prior to termination is immediately billable and non-refundable, regardless of whether the engagement proceeds. This includes time spent during the intake, planning, and customization phases.

In the event of cancellation or termination prior to service delivery, a flat pre-work fee of 40% of total engagement value will be charged.

This standardized fee compensates for:

• Completion and analysis of the MindedGrowth® Accountability Intelligence Diagnostic
• Strategic planning and protocol customization
• Framework development and goal breakdown
• Schedule optimization and implementation roadmap preparation
• Reserved calendar capacity

This ensures fairness and transparency for both parties.

Example

£3,000 engagement:

40% pre-work fee: £1,200 (non-refundable)

Remaining refundable portion: £1,800 (subject to cancellation policy below)

Cancellation Fees for Individual Sessions

For individual sessions or engagements:

More than 14 days' notice:

• Full refund of session fees, minus any completed pre-work (40%).

8–14 days' notice:

• 50% cancellation fee applies.

Fewer than 8 days' notice:

• 100% cancellation fee applies.

Rescheduling Policy

• Rescheduling (one time per engagement): Permitted without penalty if requested more than 14 days in advance.
• Subsequent rescheduling requests are treated as cancellations under this policy.

Retainer Agreements

For clients on retainer arrangements:

• Retainer clients must provide 30 days' written notice to pause or terminate services
• No refunds will be issued for unused time within the notice period
• Unused retainer hours do not roll over and expire at the end of each contract term unless otherwise specified in writing

Mid-Engagement Termination

If termination occurs after work has commenced but before completion:

• MindedGrowth will invoice for all work completed to date, calculated on a prorated basis according to agreed milestones or hourly rates
• Any deliverables completed prior to termination remain the property of MindedGrowth unless full payment is received
• No partial refunds will be issued without mutual written agreement and documented assessment of work completed

Unused Deposits & Fees

• Any deposits or advance payments that remain unused after 90 days without a scheduled engagement will be considered expired and non-refundable
• Clients wishing to preserve unused funds must schedule sessions within this timeframe or request an extension in writing

If We Need to Cancel

In the unlikely event that MindedGrowth must cancel a scheduled engagement:

Primary remedy:

• The session will be rescheduled to the next mutually available date within 60 days.
• If rescheduling is not feasible:
• You will receive a credit toward future services, valid for 12 months from the original session date.

Refund option:

• A refund of session fees will only be issued if both rescheduling and credit are declined by you in writing, or if MindedGrowth is unable to fulfill the agreed services entirely.
• Pre-work already completed remains billable in all scenarios unless the cancellation is due to MindedGrowth's failure to perform the agreed services.

Force Majeure

Neither party shall be held liable for failure to perform due to circumstances beyond reasonable control, including but not limited to: natural disasters, illness, public health emergencies, or other unforeseeable events.

In such cases, both parties will work in good faith to reschedule or provide equitable alternatives.

Dispute Resolution

In the event of a dispute regarding termination or refunds:

• Both parties agree to first attempt resolution through good-faith negotiation
• If unresolved within 15 days, the dispute will be submitted to binding mediation before pursuing legal action
• This agreement is governed by the laws of England and Wales, without regard to conflict of law principles

Our Intent

These terms are designed to protect the integrity of MindedGrowth's scheduling, the value of strategic input, and the sustainability of client partnerships. Both parties agree to act in good faith and maintain open communication throughout the engagement.

By proceeding with services, you acknowledge understanding and acceptance of these Payment & Refund terms.

Quick Summary

Pre-work (40%): Always non-refundable—covers diagnostic analysis and customization

Cancellation with 14+ days' notice: Full refund minus pre-work

Cancellation 8-14 days: 50% fee

Cancellation under 8 days: 100% fee

One free reschedule: If requested 14+ days in advance

Retainers: 30 days' notice required

Related Policies:

Terms & Conditions | Privacy & Confidentiality | Intellectual Property | Liability & Disclaimers

Questions? Contact us at [contact@mindedgrowth.com]

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