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At The K’s Thrive Mind Wellness Solutions, we understand that circumstances may change. This policy outlines our approach to cancellations, rescheduling, and refunds in a transparent and fair manner.

• Appointments may be cancelled or rescheduled up to 24 hours before the scheduled session without charge.
• Cancellations made less than 24 hours in advance, or failure to attend a scheduled session without notice, may be charged in full.
• In exceptional circumstances (e.g. serious illness, emergencies), we encourage clients to contact us as soon as possible so the situation can be reviewed with care and discretion.

• Fees paid for services not yet delivered may be eligible for a refund if cancelled within the stated notice period.
• No refunds are provided for sessions that have already taken place.
• Where refunds apply, they will be processed using the original payment method within a reasonable timeframe, in accordance with Belgian consumer regulations.

In accordance with EU consumer protection law, clients booking services at a distance may have a 14-day right of withdrawal. However, this right does not apply once a service has been fully performed or has begun with the client’s prior explicit consent.

For questions regarding cancellations, refunds, or billing, please contact us directly before your appointment. We are committed to addressing concerns respectfully and transparently.

We value your time and strive to provide a respectful and supportive experience for all clients.

• Sessions begin and end at the scheduled time.
• If you arrive late, your session will still end at the originally scheduled time to respect subsequent appointments.
• Late arrival may result in a shortened session, and the full session fee will still apply.
• If you are more than 15 minutes late without prior notice, the session may be considered a late cancellation and charged accordingly.

We understand that unforeseen circumstances can occur. If you anticipate being late, please contact us as soon as possible so we can assess whether adjustments can be made.

We recognize that some individuals may face circumstances that make punctual attendance more challenging, including (but not limited to) asylum-related processes, health or mobility limitations, caregiving responsibilities, language barriers, or unstable living conditions.

For clients identified as vulnerable, we apply our cancellation and late arrival policies with flexibility, discretion, and compassion, while maintaining fairness and sustainability of services.

Where possible:

• Exceptions to standard notice periods may be considered on a case-by-case basis.
• Late arrivals may be accommodated without penalty when justified by contextual factors.
• Any agreed adjustments will be communicated clearly and respectfully.

This clause does not remove the importance of communication. Clients or referring partners are encouraged to inform us as early as possible when challenges arise, so appropriate arrangements can be explored.