Payment & Billing Policy

1. Scope

This Payment & Billing Policy applies to paid Mindquest Play services, including virtual team-building sessions, workshops, consultations, custom virtual events, facilitator training, educational group programs, recurring support, monthly programs, and corporate learning packages.

2. Published Prices

Prices displayed on the website are standard, starting, hourly, per-session, or monthly rates as labeled. A published price is intended to describe the ordinary service level and may not include customization, additional facilitators, special technology, large group requirements, extended duration, rush delivery, or third-party costs.

3. Custom Quotes

When a request falls outside the standard service scope, we may provide a custom quote. A quote may consider participant count, session length, preparation time, number of facilitators, learning objectives, customization, required materials, number of sessions, schedule, and delivery complexity.

A quote is based on the information available when it is prepared. Material changes to scope may require a revised price.

4. Confirmation of Price

The applicable price should be confirmed before paid work begins. Confirmation may occur through an invoice, proposal, written booking confirmation, payment request, or other documented service agreement.

If a client requests additional work after confirmation, we may provide an additional charge or revised scope before performing that work.

5. Deposits and Advance Payments

Certain engagements may require a deposit or full advance payment to reserve facilitator capacity or begin custom preparation. Any required deposit or advance payment will be stated before payment is requested.

Until required payment conditions are completed, a requested date may remain unreserved and subject to availability.

6. Invoices

Invoices may identify the client, selected service, confirmed scope, amount, due date, taxes where applicable, and payment instructions. Clients are responsible for reviewing invoice details promptly and raising questions before the due date when possible.

7. Payment Due Dates

Payments must be made by the due date stated on the applicable invoice or confirmation. A client should not assume that a scheduled service remains reserved indefinitely when a required payment is overdue.

8. Recurring Billing

Monthly or ongoing learning and facilitation support may be billed on a recurring basis or through recurring invoices. The billing interval, included scope, renewal arrangement, and cancellation requirements should be stated in the applicable service confirmation.

Recurring fees may be payable in advance for the upcoming service period.

9. Third-Party Payment Providers

Payments may be processed through an independent payment processor, bank, invoicing service, or other provider. The provider may collect payment credentials directly and may apply its own security procedures, authentication, terms, and privacy practices.

Ordinary website contact forms are not intended for submission of complete payment card details.

10. Taxes

Where sales tax or another legally required tax applies, it may be added to the amount due unless it is already included in the confirmed price. Tax treatment can depend on the service, transaction, and applicable jurisdiction.

11. Third-Party Costs

If a client specifically requests a third-party platform, paid tool, special license, purchased resource, or other external cost that is not included in the standard scope, that cost may be billed separately when agreed.

We will make reasonable efforts to identify material additional costs before they are incurred.

12. Late or Failed Payments

If a required payment is late, declined, reversed, or otherwise not completed, we may postpone a session, suspend recurring work, pause custom preparation, withhold undelivered materials, or decline to reserve additional dates until the account is current.

13. Chargebacks and Payment Disputes

Clients should contact us promptly if they believe a charge or invoice is incorrect so the issue can be reviewed. Initiating a payment dispute does not automatically establish that a service was unauthorized, undelivered, or refundable.

We may provide transaction records, booking confirmations, communications, attendance information, or service-delivery records to a payment provider when responding to a payment dispute.

14. Refunds

Refund eligibility is governed by the Cancellation & Refund Policy and any engagement-specific written terms. Payment of an invoice does not create an unrestricted right to cancel after facilitator capacity has been reserved or custom work has been completed.

15. Currency

Unless a different currency is expressly stated in writing, website prices and quoted prices are shown in U.S. dollars.

16. Billing Information

Clients are responsible for providing accurate billing names, organization details, email addresses, and other administrative information required for invoicing or payment reconciliation.

17. Changes to Pricing

Website prices may change for future purchases. A pricing change does not retroactively alter a confirmed paid engagement unless the client agrees to a revised scope.

18. Billing Questions

Billing questions should identify the client, relevant service, invoice or payment reference if available, and the issue being disputed. We may request additional information reasonably necessary to review the matter.

19. Scope Changes After Payment

If a client requests additional participants, longer session time, added deliverables, new customization, extra facilitators, or another material change after payment, the existing payment applies only to the confirmed scope unless we agree otherwise in writing.

Additional work may be quoted separately or added to a revised invoice before the expanded work begins.

20. Partial Delivery

If a multi-part service has been partially delivered, billing and any refund analysis may be based on the portion already completed, preparation performed, and remaining undelivered scope rather than treating the engagement as entirely unused.

21. Credits and Adjustments

In some circumstances, a billing adjustment or service credit may be offered instead of a refund. Any credit may be limited to future Mindquest Play services and may include a reasonable expiration period or usage condition stated when the credit is issued.

22. Administrative Fees and Provider Restrictions

Payment processors, banks, or other providers may impose transaction restrictions, currency conversion, settlement timing, or processing rules outside our control. We do not guarantee that every payment method will be available for every transaction.

When a provider does not return its own non-recoverable fee, that amount may affect the net refund where permitted and where the fee is attributable to the transaction.

23. Business Purchasers

When a company, school, nonprofit, or other organization purchases a service, the individual arranging payment represents that they are authorized to make the purchase or to communicate with us on behalf of the organization.