Refund Policy

1. General Policy

The Society for Artificial Intelligence in Healthcare Simulation (AI-HCS) is committed to providing value to its members and participants. This refund policy outlines the terms and conditions under which refunds may be granted for various AI-HCS products and services.

2. Membership Dues

2.1 Annual Membership

• Refund Period: Membership dues are refundable within 30 days of initial payment if the member has not accessed member-exclusive benefits or resources.
• Partial Refunds: Pro-rated refunds are not available for membership dues after the 30-day period.
• Non-Refundable After: No refunds will be granted after 30 days from the date of payment or if member-exclusive content has been accessed.

2.2 Membership Cancellation

Members may cancel their membership at any time; however, refunds will only be issued according to the terms outlined in Section 2.1.

3. Conference Registrations

3.1 Early Registration Period

• Full Refund: 100% refund (minus a $50 administrative fee) if cancellation is received 60 or more days before the conference start date.
• Partial Refund: 50% refund if cancellation is received 30-59 days before the conference start date.
• No Refund: No refunds will be issued for cancellations received less than 30 days before the conference start date.

3.2 Substitutions

Registration substitutions are permitted at any time prior to the conference at no additional charge. Contact info@ai-hcs.org to process a substitution.

3.3 Conference Cancellation by AI-HCS

• If AI-HCS cancels a conference or event, registrants will receive a full refund of their registration fee.
• AI-HCS is not responsible for any travel, accommodation, or other expenses incurred by registrants.

3.4 Virtual Conference Access

For virtual or hybrid conferences, no refunds will be issued once access credentials have been provided or the conference has begun.

4. Educational Products and Webinars

4.1 On-Demand Webinars and Digital Products

• Refund Period: Full refund available within 7 days of purchase if the content has not been accessed or downloaded.
• No Refund After Access: Once content has been accessed, downloaded, or viewed, no refunds will be provided.

4.2 Live Webinars

• Refund Period: Full refund available up to 48 hours before the scheduled webinar time.
• No Refund: No refunds after the webinar has commenced.
• Recording Access: If a registrant cannot attend a live webinar, they may receive access to the recording at no additional charge (if recording is available).

4.3 Certification Programs

• Refund Period: Refunds for certification programs are available within 14 days of enrollment if no course materials have been accessed.
• Partial Completion: No refunds will be issued for partially completed certification programs.

5. Publications and Reports

5.1 Digital Publications

• Refund Period: Digital publications (e.g., reports, whitepapers, e-books) are refundable within 7 days of purchase if the content has not been downloaded or accessed.
• No Refund After Access: Once downloaded or accessed, no refunds will be provided.

5.2 Print Publications

• Return Period: Print publications may be returned within 30 days of receipt in original, unused condition for a full refund (minus shipping costs).
• Damaged Items: Damaged or defective items will be replaced at no charge.

6. Refund Request Process

6.1 How to Request a Refund

All refund requests must be submitted in writing to:

• Email: info@ai-hcs.org
• Subject Line: "Refund Request - [Product/Service Name]"
• Required Information:
  • Full name
  • Email address associated with the purchase
  • Order/transaction number
  • Reason for refund request
  • Date of original purchase

6.2 Processing Time

• Refund requests will be reviewed within 7-10 business days of receipt.
• Approved refunds will be processed within 15 business days and will be credited to the original method of payment.

6.3 Notification

Requestors will be notified via email regarding the status of their refund request.

7. Special Circumstances

7.1 Medical or Emergency Situations

AI-HCS may consider refund requests outside the standard policy guidelines in cases of documented medical emergencies or extenuating circumstances. Such requests must be submitted in writing with supporting documentation and will be reviewed on a case-by-case basis.

7.2 Force Majeure

AI-HCS reserves the right to modify this refund policy in cases of force majeure events (natural disasters, pandemics, government restrictions, etc.) that impact the delivery of services.

8. Non-Refundable Items

The following are non-refundable under any circumstances:

• Processing fees and administrative charges
• Third-party services or products purchased through AI-HCS
• Donated funds or contributions
• Sponsorships and exhibition fees
• Services that have been fully rendered or completed

9. Disputes

If a refund request is denied and the requestor wishes to dispute the decision:

1. Submit a written appeal to the AI-HCS Board of Directors at info@ai-hcs.org
2. Include all relevant documentation and explanation
3. The Board will review and provide a final decision within 30 days

The decision of the AI-HCS Board of Directors is final.

10. Policy Modifications

AI-HCS reserves the right to modify this refund policy at any time. Changes will be effective immediately upon posting to the AI-HCS website. Members and customers will be notified of significant policy changes via email.

11. Contact Information

For questions regarding this refund policy:

• Email: info@ai-hcs.org
• Website: www.ai-hcs.org
• Mail: Society for Artificial Intelligence in Healthcare Simulation, PO Box 211, Myakka City, Florida 34251