AetherHeal Payment & Refund Policy

1. Deposit Requirement

1.1 Purpose

AetherHeal requires a deposit payment equal to 10% of the estimated treatment cost at the time of appointment booking. This deposit serves to:

• Reserve your appointment slot and confirm availability at the chosen medical institution.
• Confirm your commitment to the scheduled appointment.
• Allow the medical institution to allocate resources, staff, and materials for your visit.
• Prevent scheduling disruptions that may affect other patients.

1.2 Application

The deposit will be applied toward the final cost of treatment. Please note that the final treatment cost may differ from the initial estimate, depending on the medical institution’s assessment and any changes to the treatment plan.

1.3 Deposit Agreement

By submitting a deposit payment, you confirm that you have reviewed and accepted this Policy, agree to the appointment terms, and understand the conditions under which the deposit may or may not be refundable.

2. Payment Processing

2.1 Payment Methods

AetherHeal accepts deposit payments via the following methods:

• Credit cards (Visa, Mastercard, American Express, and other major networks)
• Debit cards
• Other international payment methods as available through our payment processing partners

2.2 Payment Providers

Payments are processed through secure, PCI-compliant third-party payment providers. AetherHeal does not directly store your full payment card details. All transactions are encrypted and handled in accordance with industry-standard security protocols.

2.3 Currency and International Fees

Payments are processed in the currency displayed at checkout. If your bank or card issuer uses a different base currency, currency conversion fees or foreign transaction fees may apply. These fees are determined by your financial institution and are not controlled or charged by AetherHeal.

3. Appointment Confirmation

Your appointment is considered confirmed only after:

• The medical institution has reviewed and approved your case for scheduling.
• The deposit payment has been successfully processed.

Once confirmed, the medical institution may begin preparation for your visit, including but not limited to reviewing your medical records, coordinating specialist availability, and reserving treatment-specific resources.

4. Appointment Rescheduling Policy

4.1 First Schedule Change

You may reschedule your appointment one (1) time at no additional cost, provided that:

• The rescheduling request is made at least 7 calendar days before the original appointment date.
• The new appointment date is within a reasonable timeframe as determined by the medical institution’s availability.

4.2 Second Schedule Change

A second rescheduling request is not permitted. If you are unable to attend the rescheduled appointment, the booking will be treated as a cancellation, and the applicable cancellation and refund terms in this Policy will apply.

5. Cancellation Policy

If you wish to cancel your appointment, please contact AetherHeal as soon as possible. Cancellation requests should be submitted in writing via email to support@aetherheal.com.

The refundability of your deposit depends on the timing of cancellation and the extent to which the medical institution has begun preparation for your visit. Specific refund conditions are detailed in Section 6 below.

6. Refund Conditions

6.1 Cancellation Before Medical Preparation Begins

If you cancel your appointment before the medical institution has initiated any preparation (e.g., no records have been reviewed, no resources have been reserved):

• Your deposit is refundable.
• A reasonable administrative processing fee may be deducted from the refund amount.

6.2 Cancellation After Case Review or Resource Allocation

If the medical institution has already begun reviewing your medical records, coordinating specialists, or allocating treatment-specific resources:

• Your deposit may be partially or fully non-refundable, depending on the extent of preparation completed.
• AetherHeal will make reasonable efforts to communicate the non-refundable portion before finalizing the cancellation.

6.3 Cancellation After First Rescheduling

If you cancel after having already used your one-time free rescheduling:

• The deposit is generally non-refundable, as the medical institution has accommodated multiple scheduling changes.

6.4 No-Show Policy

If you fail to attend the scheduled appointment without prior notice:

• The full deposit amount is forfeited.
• No refund will be issued.

6.5 Cancellation Initiated by the Medical Institution

In the event that the medical institution cancels your appointment due to operational reasons, scheduling conflicts, or other institutional decisions:

• AetherHeal will assist you in rescheduling with the same or an alternative institution, or
• A full refund of your deposit will be issued.

6.6 Medical Ineligibility

If, after case review, the medical institution determines that you are not eligible for the requested treatment:

• A full refund of your deposit will be issued, unless administrative processing has already occurred, in which case a reasonable fee may be deducted.

7. Refund Processing

7.1 Method

All approved refunds will be returned to the original payment method used at the time of the deposit.

7.2 Timeline

Refunds are typically processed within 5 to 15 business days from the date the refund is approved. The actual time for the refund to appear in your account may vary depending on your financial institution.

7.3 Transaction Fees

Any third-party transaction fees (e.g., payment gateway fees, currency conversion fees) incurred during the original payment may not be refundable, as these are charged by external payment processors and are outside of AetherHeal’s control.

8. Payment Disputes and Chargebacks

If you believe a payment was processed in error or wish to dispute a charge, please contact AetherHeal at support@aetherheal.com before initiating a chargeback through your bank or card issuer. We are committed to resolving payment concerns promptly and fairly.

Initiating a chargeback without first contacting AetherHeal may result in delays in resolution and may affect your ability to use our services in the future.

9. Policy Updates

AetherHeal reserves the right to update or modify this Policy at any time. Any changes will be posted on our website with a revised “Last Updated” date. Continued use of our services after changes are posted constitutes your acceptance of the revised Policy. We encourage you to review this Policy periodically.

10. Contact Information

For questions, concerns, or requests related to payments, deposits, or refunds, please contact us: