Refund & Cancellation Policy

PreceptorFinder is committed to delivering a high-quality clinical placement service. Our refund policy is designed to be fair and clear, ensuring that students receive the best possible support while also covering the costs incurred in delivering our services. Refunds are available under specific circumstances, and the policy below details the conditions under which a refund may be granted.

a. Deposit Refunds

At the time of booking your clinical placement, a deposit is required to secure your position within our service. This deposit is used to cover initial administrative tasks such as verifying preceptor credentials, managing essential documentation, and reserving a preceptor. The deposit is subject to refund under the following conditions:

• If you request to cancel your rotation within 5 calendar days of booking, provided that no preceptor has yet confirmed your rotation request.
• If your chosen preceptor has not accepted your rotation request within 10 business days after receiving it.
• If your chosen preceptor fails to complete the required student paperwork within 10 business days after receipt.

In all other cases, a cancellation fee will apply and may reduce the refundable amount.

b. Full Balance Refunds

In certain circumstances, the full balance paid for the preceptor placement (excluding any cancellation fees) may be refunded. Such conditions include:

• If a preceptor is no longer able to precept you and you choose to accept a refund rather than an alternative preceptor or clinical site.
• If a preceptor becomes unavailable and PreceptorFinder is unable to secure an alternative placement despite reasonable efforts.
• If there is a significant change in the preceptor’s status (e.g., relocation, change of employment, or a personal circumstance) that prevents them from precepting.
• If the preceptor or clinical site is not approved by your university due to material information that was not available at the time of booking (e.g., details regarding the clinical setting, patient care protocols, or licensure status).
• If the preceptor or clinical site updates its requirements (such as background checks, immunizations, or other regulatory criteria) within 14 calendar days of your rotation start date and you are unable to meet these revised requirements.

Refunds under these conditions will be processed after applicable cancellation fees and non-recoverable administrative costs are deducted.

c. Ineligible Refund Circumstances

Refunds will not be issued in the following situations:

• If you decide not to work with your chosen preceptor after the preceptor has completed the required paperwork.
• If you request a preceptor that does not meet your specific requirements after reviewing the preceptor’s profile and rotation details.
• If you fail to review your university’s clinical rotation requirements prior to booking.
• If you are removed from a clinical rotation due to misconduct, inappropriate behavior, or poor performance.
• If you are unwilling or unable to comply with the preceptor’s or clinical site’s operational requirements.
• If you do not follow the proper cancellation procedure as outlined in Section 2 below.

*For the purposes of this policy, “refund” refers to the reimbursement of funds paid for the placement service, less any cancellation fees and non-recoverable costs.

Cancellation requests must be initiated by contacting our support team via email at contact@preceptorfinder.com and providing a detailed written explanation of your reason for cancellation. In order to process your cancellation, you must follow the steps outlined below.

Cancellation Terms:

• Pre-Service Cancellation: If you cancel your clinical rotation before a preceptor is assigned, a cancellation fee will apply. The fee is structured based on the proximity of your cancellation to your rotation start date:
  • If cancellation occurs more than 60 calendar days prior to your rotation start date, the fee will equal 50% of the remaining balance (excluding the deposit, if applicable).
  • If cancellation occurs within 60 calendar days of your rotation start date, the fee will equal 100% of the remaining balance.
• Post-Service Initiation Cancellation: Once a preceptor has been assigned and services have commenced, any cancellation will incur a cancellation fee that accounts for non-recoverable administrative costs, payment processing fees, and preceptor compensation. In such cases, the refund amount (if applicable) will be reduced accordingly.

It is imperative that cancellation requests be submitted in writing via email. Verbal requests or requests submitted via other channels may not be processed in a timely manner.

We understand that unforeseen circumstances can arise. In cases where extenuating circumstances are present, PreceptorFinder may, at its sole discretion, adjust our refund or cancellation policies. Extenuating circumstances may include, but are not limited to:

• Serious personal, medical, or family emergencies that significantly impact your ability to participate in the clinical rotation.
• Unforeseen institutional or regulatory changes affecting your clinical rotation requirements.
• Other circumstances deemed extraordinary upon internal review.

If you believe that your situation qualifies as an extenuating circumstance, please contact your assigned Student Coordinator or email contact@preceptorfinder.com immediately with relevant documentation. All such requests will be reviewed on a case-by-case basis, and any adjustments to our policies will be communicated in writing.

Promotional and referral codes offered by PreceptorFinder are designed to provide discounts and incentives for our clinical placement services. By redeeming such codes, you agree to the following:

• Promotional and referral codes are non-refundable and non-transferable.
• These codes cannot be combined with any other offers, discounts, or promotions unless explicitly stated.
• Any discount applied is final and will be reflected in the total amount charged. No additional refunds will be provided for amounts reduced via these codes.
• All terms associated with the codes are considered part of this Refund & Cancellation Policy and our general terms and conditions.

Please ensure that you review the details of any promotional code before applying it to your order.

Ghosting is defined as when a student becomes unresponsive to communication efforts by PreceptorFinder or the assigned preceptor despite multiple attempts over an extended period (at least 5 attempts over 10 calendar days). In such cases:

• The clinical rotation may be cancelled due to a lack of response.
• If cancellation occurs due to ghosting, the standard cancellation fees (as detailed in Section 2) will apply, and any refundable amount will be reduced accordingly.
• It is the student’s responsibility to ensure that the contact information provided on their PreceptorFinder profile is accurate and up-to-date. Failure to do so may result in cancellation without refund.

We encourage all students to respond promptly to any communications from our support team or their assigned preceptor to avoid disruption of the placement process.

In some instances, instead of a direct monetary refund, PreceptorFinder may offer wallet credits that can be applied toward future services. Please note the following regarding wallet credits:

• Wallet credits are issued as a goodwill gesture and are not redeemable for cash.
• All wallet credits must be used within 12 months of issuance. Any unused credits will expire after this period.
• Wallet credits are non-transferable and can only be used by the student to whom they were issued.

If you are offered wallet credits as part of a refund resolution, please review the terms carefully before acceptance.

PreceptorFinder is committed to delivering a transparent, efficient, and high-quality clinical placement service. In order to prevent disputes and ensure that our clients fully understand our procedures, we require that:

• You carefully review all preceptor profiles and clinical rotation details prior to booking.
• Any questions or concerns are immediately directed to our support team at contact@preceptorfinder.com or via phone at (901) 401-0039.
• You strictly adhere to our cancellation procedure as described in Section 2 and Section 11.
• You understand that by booking our service, you agree to the terms set forth in this policy and our general terms and conditions.

In the event of a dispute, PreceptorFinder reserves the right to utilize this Refund & Cancellation Policy along with all supporting documentation (such as communication logs, invoices, and activity records) as evidence in any dispute resolution process.

Unauthorized chargebacks or disputes initiated without first contacting our support team will be treated as a breach of these terms and may result in additional fees, penalties, and potential loss of service eligibility.

By booking a clinical placement service with PreceptorFinder, you acknowledge that you have read, understood, and agree to abide by the terms and conditions of this Refund & Cancellation Policy. Specifically, you acknowledge that:

• You understand that cancellation fees will apply based on the timing of your cancellation relative to your rotation start date.
• Promotional and referral codes, if used, are non-refundable.
• If a preceptor is assigned and services have commenced, any cancellation will incur fees reflective of the non-recoverable administrative and preceptor costs.
• You agree that any dispute initiated without first contacting our support team may result in forfeiture of any refund claims and additional charges.

Your continued use of our services constitutes your acceptance of this policy, and you agree to resolve any issues by first contacting our support team. This policy shall serve as a binding agreement between you and PreceptorFinder.

For any inquiries, concerns, or further clarification regarding this Refund & Cancellation Policy, please contact our dedicated support team:

Email: contact@preceptorfinder.com
Phone: (901) 401-0039
Mailing Address: PreceptorFinder LLC, [Insert Full Physical Address Here - **REQUIRED**]

Our support hours are Monday through Friday, from 9:00 AM to 6:00 PM CST. For urgent matters outside these hours, please send us an email and we will respond as promptly as possible.

To ensure complete transparency, PreceptorFinder provides the following examples to illustrate how refund amounts are calculated when cancellation requests are received. These examples are intended to clarify the methods by which cancellation fees are deducted from the refundable balance.

Example 1 – Pre-Service Cancellation (More than 60 Days Before Rotation Start): Suppose you cancel your clinical rotation 70 calendar days before the scheduled start date. In this case, the cancellation fee will be 50% of the remaining balance, excluding any deposit amounts that have already been applied. For instance, if the full balance of your placement service is $2,000 and you cancel 70 days prior to commencement, you will incur a fee equivalent to 50% of the $2,000, resulting in a deduction of $1,000. The remaining $1,000 would then be refunded, provided that all other conditions are met.

Example 2 – Pre-Service Cancellation (60 Days or Fewer Before Rotation Start): If you cancel your rotation 45 calendar days before the scheduled start date, the cancellation fee will be 100% of the remaining balance. In this scenario, if the full balance is $2,000, you would not be eligible for any refund (apart from any deposit refund if the deposit cancellation criteria were met prior to preceptor confirmation).

Example 3 – Post-Service Initiation Cancellation: Once a preceptor has been assigned and service activities have commenced, the funds allocated to cover preceptor compensation and administrative costs become non-recoverable. For example, if you cancel after your preceptor has been confirmed, even if you are within an early cancellation window, a cancellation fee reflecting non-recoverable expenses (including processing fees and preceptor payments) will be applied. The exact percentage may vary based on the specific operational costs incurred, but in general, no full refund will be provided.

*Note: These examples are provided solely for illustrative purposes. Actual refund amounts may vary. Calculations are based on the terms set forth in this policy and are subject to verification.

To ensure an orderly and transparent cancellation process, PreceptorFinder requires that all cancellation requests adhere to the following procedure:

1. Initiation: Send a written request via email to contact@preceptorfinder.com. Include your full name, order number, and a detailed reason for cancellation.
2. Review: Our support team will review your request, account details, and placement status (typically within 24 business hours).
3. Verification: We'll verify preceptor assignment status and service commencement.
4. Calculation: We will calculate the refund amount based on this policy, subtracting applicable cancellation fees and non-recoverable costs.
5. Confirmation: You will receive an email detailing the calculated refund amount and any deductions.
6. Processing: Reply to confirm acceptance of the calculation. The refund will then be processed to your original payment method (allow 5-10 business days for bank processing).
7. Dispute Resolution: If you disagree with the calculation, reply within 10 business days with supporting documentation for a further review.

Please retain copies of all correspondence.

Below are common questions regarding our Refund & Cancellation Policy.

For additional questions, please contact our support team directly.

This Refund & Cancellation Policy, along with our general Terms and Conditions, constitutes a binding legal agreement between you (the “Student”) and PreceptorFinder LLC (the “Company”).

Governing Law: This agreement shall be governed by and construed in accordance with the laws of the State of California, without regard to its conflict of law provisions. Any disputes shall be resolved in the appropriate courts located in California.

Disclaimer of Warranties: Services are provided “as is”. PreceptorFinder makes no warranties regarding the accuracy of preceptor information or guarantee that the service will meet all requirements.

Limitation of Liability: PreceptorFinder LLC shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use or inability to use our services.

Force Majeure: PreceptorFinder is not liable for performance failures due to causes beyond reasonable control (e.g., acts of God, government actions).

Severability: If any provision is found unenforceable, it will be modified to achieve its objective under law, and remaining provisions stay in effect.

Communication Expectations: All communication should be professional and respectful. We maintain detailed logs (email, phone, SMS). Contact support with concerns before initiating formal disputes. Logs serve as evidence.

Dispute Resolution: Contact support at contact@preceptorfinder.com before initiating chargebacks. Unauthorized disputes breach our agreement and may incur penalties. See Section 11.

Impact of Disputes: Disputes delay resolution and incur costs. They may affect future service eligibility.

Record Keeping: You consent to our retention and use of order, cancellation, refund, and communication records for dispute resolution and quality assurance.

Modification of Policy: We reserve the right to modify this policy. Changes will be posted on our website. Continued use constitutes acceptance.

We recommend reviewing this policy periodically.

For clarity, the following definitions apply:

• "Student" / "Client": The individual booking the placement service.
• "Preceptor": Qualified professional providing supervision.
• "Clinical Rotation": The supervised clinical experience period.
• "Deposit": Initial fee to secure the placement process (See Section 1).
• "Full Balance": Total amount paid for the service.
• "Cancellation Fee": Fee imposed on cancellation based on timing and costs (See Section 2).
• "Refund": Amount returned, subject to fees/deductions.
• "Extenuating Circumstances": Extraordinary situations warranting policy adjustments (See Section 3).
• "Promotional/Referral Codes": Non-refundable discount codes (See Section 4).
• "Wallet Credits": Non-cash credits for future services, expire in 12 months (See Section 6).
• "Dispute": Formal claim with a payment provider. Must contact PreceptorFinder support first.

This Appendix is integral to the policy.