Refund & Cancellation Policy

This policy explains how payments, cancellations, rescheduling, and refunds are managed for all services provided by The Kalamitia Clinic Ltd. Our aim is to be clear, fair, and transparent while ensuring the sustainability of our clinical service.

 

1. Purpose of this Policy

This policy outlines how payments, cancellations, rescheduling, and refunds are handled. It ensures fairness for families while protecting the sustainability of our clinical service.

 

2. Payments

  • Payment for assessments must be made in full at the time of booking.

  • Appointments are not confirmed until payment has been received.

  • Payments are processed securely through our booking system.

  • Fees cover clinical time, expertise, and administrative work.

 

3. Client Cancellations & Rescheduling

3.1 Cancellations made more than 72 hours before the appointment

If you cancel more than 72 hours before your scheduled appointment, you may choose:

  • A full refund, or

  • Rescheduling to another available date at no additional cost.

3.2 Cancellations made within 72 hours of the appointment

If you cancel within 72 hours of your appointment:

  • The assessment fee is non‑refundable.

  • You may request to reschedule once, subject to clinician availability.

3.3 Non‑attendance (Did Not Attend)

If you do not attend your appointment without prior notice:

  • The full fee is non‑refundable.

  • A new booking will require full payment again.

 

4. Late Arrival

If you arrive late, we will do our best to complete the assessment within the remaining time.

  • Sessions cannot be extended.

  • If insufficient time remains to complete the assessment, the fee is non‑refundable.

 

5. Cancellations by The Kalamitia Clinic

If we need to cancel or reschedule due to clinician illness, technical issues, or unforeseen circumstances:

  • You will be offered a new appointment.

  • If rescheduling is not possible, you will receive a full refund.

We are not liable for any additional costs incurred by clients (e.g., childcare, travel, missed work).

 

6. Refunds

Refunds are issued to the original payment method. Please allow 5–10 working days for processing.

Refunds cannot be provided for:

  • Completed assessments

  • Reports already written or in progress

  • Missed appointments

  • Cancellations within 72 hours

  • Situations where required questionnaires or information were not provided in time

Refunds are only issued to the original payment method for security reasons.

 

7. Assessment Requirements

To complete an assessment, families must provide:

  • Parent questionnaires

  • School questionnaires (where applicable)

  • Relevant background information

If these are not provided by the required deadline, the appointment may need to be rescheduled. Fees are non‑refundable in these circumstances.

 

8. Technical Issues

  • If technical problems occur on our side, we will reschedule at no cost.

  • If technical issues occur on the client’s side (e.g., poor internet connection), the session may need to be rescheduled, and fees are non‑refundable.

 

9. Crisis or Emergency Situations

Our service does not provide crisis or emergency mental health support. If urgent risk is identified, the assessment may be paused or stopped. Fees are non‑refundable, as clinical time has already been used.

 

10. Contact Us

The Kalamitia Clinic Ltd Cambridgeshire, United Kingdom Email: info@thekalamitiaclinic.co.uk Phone: 07393 093985 Registered office address available on request