Effective Date:
At Vortalexuathitia, we want you to feel confident when registering for our journaling and personal growth workshops. We understand that plans can change, and we have created this Return Policy to provide clear guidelines on cancellations, refunds, and rescheduling. Please read this policy carefully before making a booking. By registering for any of our workshops, you agree to the terms outlined below.
1. Overview
This Return Policy applies to all workshop services offered by Vortalexuathitia, including the Reflective Journaling Basics workshop, the Personal Growth Intensive, and the Mindful Writing Retreat. It covers cancellations initiated by participants as well as cancellations initiated by us. Our aim is to handle all cancellation and refund requests fairly and transparently.
All workshop registrations are considered confirmed once payment has been received and an acknowledgement email has been sent. The terms of this policy apply from the moment of confirmed registration through to the completion of the workshop.
2. Cancellation by Participant
2.1 More Than 14 Days Before the Workshop
If you cancel your registration more than fourteen (14) days before the scheduled workshop date, you are entitled to a full refund of the workshop fee. No administrative fees will be charged. To initiate a cancellation, please contact us via our contact form or by phone. We will process your refund within ten (10) working days of receiving your cancellation request.
2.2 Between 7 and 14 Days Before the Workshop
If you cancel between seven (7) and fourteen (14) days before the workshop date, you will receive a refund of seventy-five percent (75%) of the workshop fee. Alternatively, you may choose to transfer your registration to a future workshop at no additional cost, subject to availability. This option must be requested at the time of cancellation.
2.3 Less Than 7 Days Before the Workshop
Cancellations made less than seven (7) days before the workshop date are not eligible for a monetary refund. However, we understand that unforeseen circumstances can arise, and in such cases, we offer participants the option to transfer their registration to the next available workshop of the same type at no extra charge. This transfer option is available on a one-time basis per registration.
2.4 No-Show Policy
If you do not attend the workshop without prior notification, no refund or transfer will be provided. We strongly encourage you to inform us as early as possible if you are unable to attend, so that we can offer your place to another participant on the waiting list.
3. Cancellation by Vortalexuathitia
In rare circumstances, we may need to cancel a workshop due to insufficient enrolment, facilitator unavailability, venue issues, or other factors beyond our control. If we cancel a workshop, we will notify you as soon as possible and offer you the following options:
- A full refund of the workshop fee, processed within ten (10) working days.
- Transfer to the next available workshop of the same type at no additional cost.
- Credit towards any other workshop we offer, valid for twelve (12) months from the date of issue.
We will not be liable for any additional costs incurred by participants as a result of a workshop cancellation, including but not limited to travel expenses, accommodation costs, or lost wages.
4. Refund Process
All approved refunds will be processed using the original payment method. Please allow up to ten (10) working days for the refund to appear in your account after it has been approved. The exact timing may vary depending on your financial institution. If you have not received your refund within the expected timeframe, please contact us and we will investigate the matter promptly.
Refunds for payments made by credit or debit card will be returned to the same card used for the original transaction. For other payment methods, we will work with you to find an appropriate refund solution.
5. Rescheduling
If you wish to reschedule your workshop attendance rather than cancel, please contact us at least seven (7) days before the original workshop date. Rescheduling is subject to availability and can only be done once per registration. There is no additional fee for rescheduling when the request is made within the required timeframe. If the rescheduled workshop is of a different price tier, any difference in fees will be charged or refunded accordingly.
6. Workshop Materials
Participants who cancel their registration will not receive workshop materials. However, if you have already received materials prior to cancellation (for example, pre-workshop reading materials sent digitally), you are not required to return them. Materials provided during the workshop itself, including journals, handouts, and prompt cards, are only distributed to attendees on the day of the workshop.
7. Gift Registrations
If a workshop registration was purchased as a gift, the original purchaser will be the point of contact for any cancellation or refund requests. Refunds for gift registrations will be returned to the original purchaser's payment method. The gift recipient may also request a transfer to a different workshop date, provided the original purchaser consents to this change.
8. Force Majeure
Vortalexuathitia shall not be held liable for any failure to perform its obligations where such failure results from circumstances beyond our reasonable control, including but not limited to natural disasters, extreme weather events, government actions, public health emergencies, acts of terrorism, power failures, or internet service disruptions. In such events, we will make every reasonable effort to reschedule the affected workshop or provide a full refund to all registered participants.
9. Disputes
If you are dissatisfied with any aspect of our refund or cancellation process, we encourage you to contact us directly so we can resolve the matter informally. We are committed to treating all participants fairly and will consider each situation on its individual merits. If a resolution cannot be reached informally, disputes shall be resolved in accordance with the laws of New Zealand and subject to the jurisdiction of the courts of New Zealand.
10. Changes to This Policy
We reserve the right to modify this Return Policy at any time. Changes will be effective immediately upon posting the updated policy on this page. We will update the effective date at the top of this page when changes are made. Workshop registrations made before a policy change will be governed by the policy in effect at the time of registration. We encourage you to review this page periodically to stay informed about our return and refund practices.
11. Contact Information
For any questions, concerns, or cancellation requests, please contact us:
- Address: 710 Great South Road, Manukau, Auckland 2104, New Zealand
- Phone: +64 9 600 7700
- Email: partnership@vortalexuathitia.world
You may also use our contact form to submit your request. We aim to acknowledge all cancellation and refund requests within two working days and process approved refunds within ten working days.