Payments, Cancellation & Rescheduling Policy

Last updated: September 2025

At Art of Caring, your session time is reserved especially for you. To ensure fairness and allow others the opportunity to book, I have the following payments, cancellation and rescheduling policy:

Payments

  • Fees are payable on or before the day of the session for private sessions.
  • Accepted payment methods: Credit Card or bank transfer.
  • No refunds for missed or late-cancelled appointments unless due to exceptional circumstances (at counsellor’s discretion).
  • Third-party funded clients (e.g., NDIS) will have a signed Service Agreement with fees payable within 7 days of invoice.

Cancellations and Rescheduling

  • We kindly ask for at least 48 hours notice if you need to cancel or reschedule your appointment so the time may be offered to someone else who may need it.
  • Sessions cancelled with less than 48 hours but more than 24 hours notice will incur a cancellation fee of 50% of the session fee.
  • Sessions cancelled with less than 24 hours’ notice will incur a cancellation fee of 100% of the session fee.
  • Missed appointments (no notice given) will be charged at the full session fee.

Late Arrivals

  • If you arrive late, the session will still finish at the scheduled time.
  • The full session fee applies for late arrivals.

Exceptions

We understand that unexpected situations can arise (such as sudden illness or emergencies). Please contact us as soon as possible if this occurs, and we will discuss options with you.

How to Cancel or Reschedule

  • You can cancel or reschedule by calling/texting 0430 036 653 or emailing [email protected].
  • If you booked online, you may also be able to reschedule through the booking system.

Review of this policy

  • Clients will be notified in writing of any changes with at least 30 days’ notice.
  • Reviewed annually and updated if fee structure or funding requirements change.

Agreement

By booking a session, you acknowledge and agree to this cancellation policy.

Group Art & Craft Sessions at Healing Hooves Inc. – Terms & Conditions

Last updated: November 2025

These Terms & Conditions outline how bookings, cancellations, and participation work for our Group Art & Craft Sessions. Please read them carefully before booking.

General

We understand that life moves quickly and plans can change, so we like to be transparent about our terms up front.

Your seat is secured once full payment is received. You’ll receive an automated confirmation email — please check your spam or junk folder if it doesn’t appear. If you don’t receive confirmation within an hour, contact [email protected].

Please double-check your session dates and times on our website. A reminder email will be sent 48 hours before your session.

Because places and materials are prepared especially for you, we’re unable to issue refunds or credits if you don’t attend. See “Transfers & Credits” below for available options.

Bookings & Payment

All prices are listed in AUD and include GST where applicable.

Payment must be made in full at the time of booking through the secure online platform (Halaxy).

Bookings are confirmed once payment has cleared and a confirmation email has been issued.

You’ll be asked to complete a separate participant waiver through Halaxy before attending.

Refunds

We cannot offer refunds for change of mind, change of plans, or illness.
If we must cancel or reschedule your session for any reason (see Section 5), you’ll be offered your choice of:

A transfer to another session of equal value, or

A full refund to your original payment method.

Refunds are processed within 14 days of confirmation of your preferred option.

Transfers & Credits

If you can no longer attend, you may transfer your booking to another session or person under the following conditions:

Written Notice: Email [email protected] at least 7 full days before your scheduled session.
Your email should include:
• Your full name and booking reference (if known)
• The session date you wish to change
• Your preferred new session (if known)

Transfer Confirmation: We’ll reply within 2 business days to confirm if your transfer can be processed. Transfers are valid only once confirmed in writing.

Credits: If no suitable session is available, you may request a credit valid for 12 months from the date of issue.

If it’s less than 7 days before your session, we’ve already purchased materials and prepared your spot. You’re welcome to send a friend in your place, or you can email us to see if we can provide materials for you to complete the activity at home.

Cancellations by Art of Caring

If we need to cancel or reschedule a session (for example, due to illness, severe weather, or insufficient enrolments), we’ll provide written notice by email to the address used at booking.
We aim to provide at least 48 hours’ notice wherever possible.

You will be offered your choice of:

A transfer to another session of equal value, or

A full refund processed within 14 days.

In rare cases where circumstances prevent advance notice (for example, sudden illness or emergencies), we’ll contact you as soon as possible, and the same options will apply.

Photography & Filming

We occasionally photograph or film sessions for promotional use. By attending, you consent to being photographed or filmed by Art of Caring and our equine partner, Healing Hooves.

If you prefer not to be photographed or filmed, please tell Debra Boath in person at the session or email [email protected] before your session date.

Health, Safety & Horse Interactions

Each Art & Craft Session includes gentle, on-ground interaction with horses facilitated by Healing Hooves. There is no riding involved.

For everyone’s safety, all participants must follow the directions of facilitators and Healing Hooves staff at all times.

A separate participation waiver covering horse interactions must be completed and signed through Halaxy before attending.

For participants under 18, the waiver must be signed by a parent or legal guardian.

Without a completed waiver, closed in shoes and sun protection, participation in the horse component of the session is not permitted.

If you or your child has any allergies, medical conditions, or access needs, please let us know before the session by emailing [email protected].

Minors & Supervision

Sessions are open to participants aged 10 to 17 years. For those under 18, a parent or guardian must:

Complete and sign the waiver through Halaxy; and

Ensure the child is collected promptly at session end (if not remaining on site).

Please review session descriptions for any age requirements or supervision details.

Behaviour & Conduct

We’re committed to maintaining a safe, inclusive, and respectful environment. Participants are expected to treat staff, animals, and other attendees with respect.
We reserve the right to refuse entry or ask a participant to leave if behaviour is unsafe, disruptive, or discriminatory — without refund.

10. Force Majeure

We’re not liable for cancellations or rescheduling caused by events beyond our reasonable control (such as severe weather, fire, natural disaster, or pandemic restrictions). In these cases, we’ll offer a transfer or refund.

11. Privacy

We respect your privacy. Personal information collected during booking is used solely to manage your registration, communicate about your session, and meet safety and insurance requirements.
We do not share your personal details with third parties except as required for session delivery (for example, Healing Hooves facilitators).
See our Privacy Policy for full details.

By booking you agree to these Terms & Conditions and to complete any required waivers before attending.