Refund Policy

1. Introduction

At Communication Skills Academy Osaka ("Academy," "we," "our," or "us"), we are committed to your satisfaction and professional development. This Refund Policy outlines the circumstances under which refunds may be requested and granted for our coaching services and programs.

This policy applies to all services purchased through our website https://technomatrixa.pro or directly from our Academy, including:

• Individual coaching sessions
• Multi-session coaching packages
• Workshop and group training programs
• Digital products and materials
• Consultation services

2. Company Information

3. General Refund Principles

3.1 Our Commitment

We stand behind the quality of our coaching services and are committed to your satisfaction. If you are not satisfied with our services, we want to make it right.

3.2 Fair Use

This refund policy is designed to protect both our clients and our business. We reserve the right to deny refund requests that we determine to be fraudulent, abusive, or otherwise not made in good faith.

3.3 Service-Specific Policies

Refund eligibility varies depending on the type of service purchased. Specific policies are detailed in the sections below.

4. Individual Coaching Sessions

4.1 Before First Session

If you need to cancel before your first scheduled coaching session:

• More than 48 hours before session: Full refund (100%)
• 24-48 hours before session: 50% refund
• Less than 24 hours before session: No refund

4.2 After First Session

Individual coaching sessions are generally non-refundable after the session has been conducted. However, if you are dissatisfied with your first session, please contact us within 24 hours. We will:

• Discuss your concerns
• Offer to match you with a different coach if appropriate
• Provide a credit toward future services
• Consider a refund on a case-by-case basis

4.3 No-Show Policy

If you fail to attend a scheduled session without prior notice (no-show), no refund will be provided. The full session fee will be charged.

5. Multi-Session Coaching Packages

5.1 Cancellation Before Start

If you cancel a coaching package before the first session has taken place:

• Within 7 days of purchase: Full refund minus 10% administrative fee
• 8-14 days after purchase: 75% refund
• 15-30 days after purchase: 50% refund
• More than 30 days after purchase: No refund, but sessions may be transferred to another person with our approval

5.2 Partial Completion

If you have completed some sessions from a package and wish to cancel the remaining sessions:

• Completed sessions will be charged at the single-session rate
• Any prepaid amount exceeding the single-session rate for completed sessions will be refunded
• A 15% administrative fee will be deducted from the refund amount
• Refunds will only be processed if at least 50% of the package remains unused

5.3 Package Timeframe

Coaching packages must be used within the specified timeframe (typically 6-12 months from purchase). Extensions may be granted in exceptional circumstances. Unused sessions expire at the end of the package period with no refund.

6. Workshop and Group Training Programs

6.1 Early Registration Cancellation

For workshops and group programs, cancellation refunds are as follows:

6.2 After Program Commencement

Once a workshop or group program has begun, no refunds will be issued. However, we may offer:

• Credit toward future programs
• Access to recorded sessions if available
• Transfer to another participant (subject to approval)

6.3 Program Cancellation by Academy

If we cancel a workshop or group program:

• You will receive a full refund (100%)
• Refunds will be processed within 14 business days
• We are not liable for any travel, accommodation, or other expenses incurred

7. Digital Products and Materials

7.1 Digital Downloads

Due to the nature of digital products, sales are generally final once access has been granted. However:

• If you experience technical issues preventing access, we will resolve the issue or provide a refund
• If the product is materially different from its description, you may request a refund within 7 days
• Refunds will not be granted if you simply change your mind after accessing the content

7.2 Subscription Services

For any subscription-based access to materials or programs:

• You may cancel at any time
• Cancellation takes effect at the end of the current billing period
• No refunds for partial subscription periods
• Annual subscriptions may receive a pro-rata refund if cancelled within 30 days

8. Consultation Services

8.1 Initial Consultation

Many of our programs begin with an initial consultation session:

• If offered as a free consultation, no payment or refund applies
• If charged, the consultation fee is non-refundable
• Consultation fees may be credited toward a purchased coaching package

8.2 Assessment Services

Fees for communication assessments, evaluations, or diagnostic services are non-refundable once the assessment has been conducted and results provided.

9. Special Circumstances

9.1 Medical or Emergency Situations

We understand that unexpected circumstances arise. In cases of:

• Serious illness or medical emergency
• Death of immediate family member
• Natural disaster or force majeure event
• Other extraordinary circumstances

Please contact us as soon as possible. We will work with you to:

• Reschedule your sessions
• Extend package expiration dates
• Consider refund requests on a case-by-case basis

Documentation may be required to verify the circumstances.

9.2 Service Quality Issues

If you believe our services did not meet reasonable quality standards:

• Contact us immediately with specific concerns
• We will investigate the issue thoroughly
• We may offer additional sessions, alternative coaching, or a refund as appropriate
• We reserve the right to determine the appropriate resolution

10. Refund Request Process

10.1 How to Request a Refund

To request a refund, follow these steps:

1. Contact Us in Writing: Send an email to [email protected] with "Refund Request" in the subject line
2. Provide Required Information:
   • Your full name
   • Contact information
   • Service(s) purchased and date(s)
   • Payment confirmation or receipt
   • Detailed reason for refund request
   • Preferred refund method
3. Await Response: We will acknowledge your request within 2 business days
4. Resolution: We will review your request and respond with a decision within 7 business days

10.2 Review Process

When reviewing refund requests, we consider:

• The specific circumstances of your request
• The type of service purchased
• The amount of service already provided
• The timing of your request
• Your history with our Academy
• Applicable policies and terms

10.3 Decision Communication

We will communicate our decision via email, including:

• Whether the refund is approved or denied
• The reason for our decision
• The refund amount (if approved)
• The expected processing timeframe
• Alternative solutions (if refund is denied)

11. Refund Processing

11.1 Processing Timeframe

Approved refunds will be processed within:

• Credit/Debit Card: 10-14 business days
• Bank Transfer: 7-10 business days
• Other Payment Methods: Timeframe varies by method

Please note that the time it takes for the refund to appear in your account depends on your financial institution's processing times.

11.2 Refund Method

Refunds will be issued using the original payment method whenever possible. If the original payment method is no longer available:

• We will contact you to arrange an alternative refund method
• Bank transfer or check may be used
• You may need to provide additional information

11.3 Currency and Exchange Rates

Refunds are processed in Japanese Yen (¥). If you paid in a different currency:

• The refund amount may differ from the original charge due to exchange rate fluctuations
• Currency conversion fees are your responsibility
• We are not liable for losses due to currency exchange

11.4 Partial Refunds

Where partial refunds are granted:

• We will clearly communicate the calculation method
• Administrative fees may be deducted
• The refund amount may be prorated based on services received

12. Non-Refundable Items

The following are generally non-refundable:

• Services already rendered or completed
• No-show appointments
• Late cancellations (less than 24 hours notice)
• Digital products after access has been granted
• Consultation and assessment fees
• Third-party fees (payment processing fees, etc.)
• Promotional or discounted services (unless otherwise stated)
• Gift certificates or vouchers (unless required by law)
• Administrative fees

13. Rescheduling vs. Refunds

13.1 Rescheduling Option

Before requesting a refund, consider rescheduling:

• Rescheduling is often more flexible than refund policies
• Sessions can typically be rescheduled with 24+ hours notice
• No penalties for rescheduling (within reason)
• Package expiration dates may be extended in special circumstances

13.2 Transfer to Others

In some cases, you may transfer your purchased services to another person:

• Subject to our approval
• Transfer fee may apply
• New participant must meet eligibility requirements
• Transfer must be completed before service expiration

14. Dispute Resolution

14.1 Internal Resolution

If you disagree with a refund decision:

• Request a review by contacting our management team
• Provide any additional information supporting your request
• We will conduct a secondary review within 7 business days
• The management decision is final

14.2 External Dispute Resolution

If internal resolution is unsatisfactory, you may:

• Contact consumer protection agencies in your jurisdiction
• Pursue resolution through your credit card company or payment processor
• Seek mediation or arbitration as outlined in our Terms and Conditions

15. Chargebacks

15.1 Chargeback Policy

We request that you contact us directly before initiating a chargeback with your financial institution. Chargebacks:

• May result in immediate termination of services
• Prevent future purchases from our Academy
• May be disputed if we believe the chargeback is unjustified
• Can harm our business and are taken seriously

15.2 Cooperation

We commit to:

• Responding promptly to legitimate refund requests
• Working in good faith to resolve disputes
• Providing documentation to support our position if needed

16. Modifications to Refund Policy

16.1 Policy Updates

We reserve the right to modify this Refund Policy at any time. When material changes are made:

• The updated policy will be posted on our website
• The "Last Updated" date will be changed
• We may notify you via email if you have an active account

16.2 Applicable Version

The version of the Refund Policy in effect at the time of your purchase governs your refund rights for that purchase.

17. Contact Information

18. Additional Terms

18.1 Relationship to Other Policies

This Refund Policy should be read in conjunction with our:

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

In case of conflict between policies, the most specific applicable policy takes precedence.

18.2 Governing Law

This Refund Policy is governed by the laws of Japan. Any disputes arising from this policy shall be resolved in accordance with our Terms and Conditions.

18.3 Severability

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

19. Acknowledgment

By purchasing our services, you acknowledge that:

• You have read and understood this Refund Policy
• You agree to be bound by its terms
• You understand the refund limitations and conditions
• You have had the opportunity to ask questions before purchasing

Last Updated: January 1, 2025