Cancellation, Refund & Service Policies

These policies apply to all services provided by Ruavira Collective Inc., a consulting and advisory firm registered in Alberta, Canada. Our services include healthcare quality and accreditation consulting, digital platform development, training and CPD programme design, and leadership coaching.

By booking a discovery call, engaging our services, or entering into a project agreement, you agree to the terms set out in this policy. This policy is intended to be fair, transparent, and consistent with the professional standards we uphold in our client work.

Service commencement: Unless otherwise specified in a written Statement of Work, all paid engagements commence within 5 business days of receipt of a signed agreement and any applicable deposit. Specific start dates for each engagement are confirmed in writing at the time of agreement.

Ruavira Collective provides professional consulting, training, and digital services. Pricing for all services is bespoke and determined by the scope, duration, and complexity of the engagement. Standard pricing categories are:

• Healthcare Quality & Accreditation Advisory: Day rate and retainer engagements. Pricing available on request; typical engagements range from focused advisory (half-day or full-day) to multi-month programme support.
• Digital Platform & System Development: Project-based pricing. All project costs are agreed and documented in a written Statement of Work (SOW) before work commences. Pricing available on request.
• Training & CPD Programme Development: Priced per programme or as part of a broader engagement. Pricing available on request.
• Leadership Coaching & Executive Advisory: Available as individual sessions, packages, or ongoing retainer. Pricing available on request.

All fees are quoted in Canadian dollars (CAD)and are exclusive of applicable GST/HST, which will be added at checkout based on the customer's billing province in accordance with Canada Revenue Agency (CRA) rules. International customers may be subject to local taxes, duties, or currency conversion fees imposed by their financial institution.

Unless otherwise stated in your Statement of Work, fees are quoted and invoiced in CAD. Clients in other regions may request quotes in USD, GBP, or EUR; the SOW will state the billing currency and any FX-conversion handling.

To receive a detailed proposal and pricing for your specific needs, please contact us or book a discovery call.

Initial discovery calls are offered free of charge to prospective clients to explore how Ruavira Collective may be able to support your organisation or professional goals.

Cancellation — Discovery Calls

We ask that you provide at least 48 hours' notice if you need to cancel or reschedule a discovery call. Cancellations and reschedules can be made via the booking confirmation email link, or by contacting us directly at support@ruavira.org or +1 (782) 830-5779.

As discovery calls are provided at no charge, no refund is applicable. No-shows without notice may affect your ability to book future calls.

Consulting and advisory engagements are governed by a written agreement or Statement of Work (SOW) signed by both parties. The specific cancellation terms for each engagement are documented in that agreement. The following standard terms apply unless otherwise specified:

Client-initiated cancellation

• Cancellation with 14 or more days' notice before the engagement start date: full refund of any deposit paid, minus reasonable preparation costs already incurred.
• Cancellation with 7–13 days' notice: 50% of agreed fees for the cancelled period are due, to cover preparation and opportunity cost.
• Cancellation with fewer than 7 days' notice: Full fees for the first agreed period (day, week, or milestone) are due.
• Work already completed and delivered at the time of cancellation is non-refundable.

Ruavira-initiated cancellation

If Ruavira Collective cancels an engagement, we will provide as much notice as possible and will refund any deposit or fees paid for work not yet commenced. We will endeavour to arrange a suitable alternative or referral where possible.

For bespoke training programme commissions, workshop facilitation, and CPD package development, the following cancellation terms apply unless otherwise specified in a written agreement:

• 21+ days before scheduled delivery: Full refund of deposit, less any design or preparation costs already incurred (which will be documented and shared).
• 8–20 days before delivery: 50% of the total programme fee is due.
• 7 days or fewer before delivery: 100% of the total fee is due.
• Completed eLearning modules, course materials, or other digital deliverables already provided are non-refundable.

Rescheduling is accommodated with reasonable notice and is not subject to cancellation fees, provided it occurs more than 7 days before the scheduled date and an alternative date can be agreed within 30 days.

Digital platform and systems development projects are governed by a detailed Statement of Work (SOW) or project contract, which includes project-specific milestone and payment schedules. The following standard terms apply:

• Payments tied to completed and approved milestones are non-refundable.
• If a project is cancelled by the client after a milestone has commenced but not been delivered, the client is liable for a pro-rated fee covering work completed to that point.
• All code, designs, and materials developed and delivered at the point of cancellation remain the property of the client (subject to full payment of amounts due).
• Ruavira Collective will provide a written statement of work completed and costs incurred upon any cancellation request.

Refund process

Where a refund is due under the terms of this policy, we will process it within 10 business days of the cancellation being confirmed in writing. Refunds are returned via the original payment method. For bank transfers, refund timelines may vary depending on your bank.

Disputes

If you are dissatisfied with any aspect of our services or with the application of this policy to your engagement, please contact us first to seek resolution:

• Email: support@ruavira.org
• Phone: +1 (782) 830-5779

We are committed to resolving disputes promptly and fairly. If we are unable to reach an agreed resolution, disputes will be governed by the laws of the Province of Alberta, Canada.

Payment disputes (chargebacks)

If you initiate a payment dispute or chargeback with your bank or card provider, we ask that you contact us first. We will work with you directly to resolve the issue. Unwarranted chargebacks may affect your ability to engage Ruavira Collective services in the future.

If you have any questions about these policies or need to discuss your specific situation, please contact us:

For general enquiries or to start a project conversation, visit our contact page.