Cancellation & Refund Policy
1. General Terms
By booking a session, purchasing a package, or participating in our research-based offer, you agree to the following cancellation and refund policies.
All bookings and payments are subject to these terms and conditions.
2. Appointments (Single Sessions)
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48-hour cancellation policy: If you cancel or reschedule less than 48 hours before your appointment, you will not receive a refund and will lose the full amount.
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No-shows: If you miss your appointment without prior notice, the full amount will be charged.
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Payment in advance: All appointments must be paid in full before the session.
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Rescheduling: If you need to reschedule, you must do so at least 48 hours in advance.
3. Packages (6-Session Package)
Expiration: All package sessions must be used within 12 months from the date of purchase. Unused sessions after this period will be forfeited.
Refunds after first session:
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If you complete one session and decide not to continue, you must notify us on the same day via email.
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We will charge the first session at the standard 1-hour rate and refund the remaining amount.
Refunds after second session:
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If you complete two or more sessions, no refunds will be issued for the remaining sessions.
Non-transferable: Packages cannot be transferred to another person.
Start date: The first session must be booked and completed within 1 month from the date of purchase.
Time Between Sessions: There must be no gaps longer than 1 month between sessions. This is necessary to ensure valid results in the research study.
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If a participant misses a session for over 1 month, they will no longer be eligible to continue in the research study, as their results would no longer be valid.
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However, if they still wish to continue receiving treatments, they may do so by paying a one-time £24 top-up fee to convert their package into a standard treatment plan. The package must still be used within 12 months from the date of purchase.
Important Note:
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Research participants receive pre- and post-assessments.
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Standard plan participants do not receive pre- and post-assessments.
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All standard sessions must be completed within 12 months from the date of purchase.
Expiration: All research-based sessions must be completed within 6 months of the first session.
Refund & Transfer Policy
Refunds After First Session
✔ If you decide not to continue after the first session, you must inform us on the same day via email.
✔ The first session will be charged at the discounted research rate (£36 per session), and the remaining amount will be refunded.
📌 Example Refund Calculation:
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Paid: £216 for 6 sessions (£36 per session).
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Withdraw after Session 1: Refund = £216 - £36 = £180 refunded.
Refunds After Second Session
✔ If you decide not to continue after the second session, you must inform us within 48 hours of the session.
✔ The sessions attended will be charged at the discounted research rate (£36 per session), and the remaining balance will be refunded.
✔ No refunds will be issued after Session 3.
📌 Example Refund Calculation:
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Withdraw after Session 2: Refund = £216 - (£36 × 2) = £144 refunded.
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Withdraw after Session 3 or later: ❌ No refund available.
Withdrawals After Session 3 (Credit & Transfer Option)
✔ No refunds are issued after Session 3, but participants may:
1️⃣ Transfer their remaining sessions to another person at the standard session rate (£48 per session).
2️⃣ Convert the remaining balance into a session credit valid for 6 months.
📌 How Credit Transfers Work:
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The remaining balance will be adjusted based on the standard session price (£48 per session).
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If the new participant wants all 3 remaining sessions, they must pay the difference.
📌 Example Transfer Calculation:
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Original participant used 3 sessions at £36 each = £108 used.
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Remaining credit = £216 - £108 = £108.
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At standard rate (£48 per session), £108 only covers 2 sessions.
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New participant must pay an extra £24 to receive 3 sessions.
Non-Transferable Clause for Research Participants
✔ Research sessions cannot be transferred to another person unless the original participant withdraws after Session 3, in which case the remaining balance can be converted to a transfer or session credit.
5. Payment & Refund Processing
✔ Refunds (where applicable) will be processed via the original payment method (PayPal, Stripe, Klarna, or bank transfer).
✔ Refunds may take 30 business days to appear in your account, depending on your payment provider.
✔ Klarna, PayPal, and Stripe do not refund processing fees, which may be deducted from the refunded amount.
6. Matters Outside Our Control
If we are unable to provide goods or services due to reasons beyond our control (e.g., natural disasters, extreme weather, technical failures, or unforeseen personal circumstances), we are not obliged to offer a refund and are not responsible for any losses you may incur.
7. Legal Liability & Professional Accountability
✔ We always strive to provide services that meet legal and professional standards.
✔ We do not limit our liability for defective services where it would be unlawful to do so.
8. Legal Liability & Professional Accountability
✔ We always strive to provide services that meet legal and professional standards.
✔ We do not limit our liability for defective services where it would be unlawful to do so.
9. Privacy & Data Protection
✔ We are registered with the UK Data Protection Registrar.
✔ We respect your privacy both online and offline.
9.1. Client Confidentiality
✔ As complementary therapists, all client healthcare records are strictly confidential and securely stored.
✔ We will not disclose personal client information unless required by law or professional obligation (e.g., to prevent harm to you or others).
✔ We respect your privacy both online and offline.
9.2. Information We Collect
We may collect and process information:
✔ When you use our website, email, or call us.
✔ When you book an appointment or request a service.
✔ When you provide personal health details for therapy.
✔ When cookies track website activity.
9.3. How We Use Your Information
We may use the collected data to:
✔ Fulfill your bookings, process payments, and provide services.
✔ Keep our website safe and secure.
✔ Notify you of service updates or changes.
✔ Measure service quality and effectiveness.
✔ Suggest relevant services you may like.
✔ Anonymize data for statistical analysis.
9.4. Research Participation & Data Use
9.4.1 Independent Research & Purpose
As part of our commitment to advancing wellness and movement therapy, we conduct independent research on the effects of Myofascial Release and somatic practices on chronic pain, movement quality, and overall well-being.
This research helps us understand and improve treatment effectiveness while providing anonymized insights into participant progress.
9.4.2 What Data Is Measured?
Participants in research-based sessions may undergo non-invasive assessments that help track progress, including:
✔ Heart Rate Variability (HRV) – Measuring the autonomic nervous system response.
✔ Range of Motion (ROM) – Assessing flexibility and mobility changes.
✔ Pain Levels – Using standardized pain scales and participant feedback.
✔ Surface Electromyography (sEMG) – Evaluating muscle activity and health.
✔ Tissue Stiffness & Elasticity – Measuring changes in fascia and muscular resilience.
✔ Questionnaires – Gathering data on pain perception, emotional well-being, and overall experience.
We may introduce additional assessments during the study, and participants will be informed accordingly.
9.4.3 Use of Data & Anonymization
✔ Anonymized Data for Research & Social Media:
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All collected data may be used for research, educational, marketing, or statistical purposes.
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No names, personal identifiers, or private details will be shared.
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Shared results may include before/after progress statistics, aggregated participant trends, and anonymized feedback.
✔ Use of Photos & Visual Content:
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If we use photos or videos, explicit written consent will be obtained from participants.
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Faces will be covered, blurred, or cropped out to maintain privacy.
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Participants can refuse photo/video participation without affecting their research involvement.
9.4.4 Voluntary Participation & Withdrawal
✔ Participation in research is completely voluntary. Participants will be asked for explicit consent before any data collection for research or social media use.
✔ Withdrawal from Research: Participants can withdraw at any time, but this does not entitle them to a refund (see Cancellation Policy).
✔ If a participant withdraws, previously collected anonymized data may still be used for research purposes unless explicitly requested otherwise.
9.4.5 Data Protection & Privacy
✔ All research data is stored securely and kept strictly confidential.
✔ No personal client information will be disclosed unless legally required.
✔ Data is used solely for research, statistical analysis, education, and marketing, ensuring participant privacy.
10. Marketing & Communication Preferences
✔ You have the right to opt out of marketing communications.
✔ To do so, please email us at calmmile@outlook.com.
11. Your Right to Access Information
✔ Under the UK Data Protection Act, you may request access to the data we hold about you.
✔ Requests can be made by emailing calmmile@outlook.com.
✔ We may charge a £10 processing fee for this service.
12. Cookies & Third-Party Analytics
✔ We use cookies to analyze website traffic and improve user experience.
✔ By using our website, you consent to the use of cookies.
✔ We use Google Analytics to collect non-personal website statistics.
✔ Google’s privacy policy: Google Privacy Policy.
13. Fraud Protection & Data Security
✔ We use third-party secure payment processors (PayPal, Stripe, Klarna).
✔ Your payment details are not stored on our servers.
✔ If we suspect fraud, we reserve the right to decline transactions or report activity.
14. Sale or Transfer of Business
If Calmmile is sold or transferred, your personal data may be included in the sale and transferred to new ownership.
15. Changes to This Policy
We reserve the right to modify this policy at any time without prior notice.
✔ The latest version will always be available on our website.
16. Contact Information
For cancellations, refunds, or data protection requests, contact us:
📧 Email: calmmile@outlook.com
📞 Phone: 07400246571