Policies & Procedures

Policies & Procedures

These Policies and Procedures are intended to inform you about our standard practices and practices regarding personal information that we collect and how we protect it.
Your continued use of our services constitutes your acceptance of these policies and procedures.

Chadash Counseling and Coaching LLC.

Policies and Procedures

Effective Date: November 1, 2025

Privacy Policy

At Chadash Counseling and Coaching LLC., we are committed to protecting your privacy and ensuring that your personal information is handled in a safe and responsible manner. This Privacy Policy outlines how we collect, use, and protect information when you contact our office or reserve a spot in our therapeutic retreats, intensives, groups, & workshops.

Information We Collect

Contact Information

If you contact us via our published email address or phone number to inquire about therapy or therapeutic services, we will collect your:

Name

Phone Number

Email Address

Reservation Information

If you reserve a spot in a therapeutic retreat, intensive, group or workshop we will collect:

Your Name (spouses name if couple)

Phone Number(s)

Email Address(s)

Mailing Address

How We Use Your Information

The information collected will solely be used for the purpose of:

Responding to inquiries regarding therapy and therapeutic services.

Contact about your reservation for a retreat, intensive, group, or workshop.

Data Protection

We take the security of your information seriously and implement reasonable measures to protect your data from unauthorized access, disclosure, alteration, or destruction.

Data Retention

We will retain your personal information only for as long as necessary for therapeutic services to fulfill the purposes outlined in this Privacy Policy and for as long as legally required under records keeping laws for therapeutic practices and practitioners.

Third-Party Disclosure

As a Licensed therapeutic entity, Chadash Counseling and Coaching LLC and all of its practitioners and employees are bound by HIPAA when dealing in Protected Health Information (PHI). We do not share, sell, or otherwise disclose your personal information to third parties except as required by law or as necessary to respond to your inquiries or manage your reservations.

Your Rights

You have the right to:

Request access to the personal information we hold about you.

Request correction of any inaccuracies in your personal information.

Request deletion of your personal information, subject to our legal obligations.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date.

Terms and Conditions

By engaging with Chadash Counseling and Coaching LLC and/or its employees you agree to the following terms and conditions outlined in this document. Please read these carefully to understand how we interact and provide our professional counseling services.

1. Service Overview

Chadash Counseling and Coaching LLC offers professional counseling and therapeutic services. Our goal is to provide a supportive environment for individuals seeking mental health assistance.

2. Client Engagement

We will only contact you if you take the initiative to reach out to us. This includes inquiries made through our published email address or phone number.

You are under no obligation to contact us, and we respect your decision to seek services at your own pace.

3. Response Time

Upon receiving your inquiry, we aim to respond within three (3) business days. If you do not receive a response within that timeframe, please feel free to follow up.

4. Confidentiality

Your privacy is paramount. Any information shared during inquiries will be treated with the utmost confidentiality and will not be disclosed to third parties without your consent, except as required by law.

5. Cancellation Policy

The following notice is required for cancellations or rescheduling to allow us to accommodate other clients:

Retreats: 30 days (see refund policy below)

Intensive: (48 hours)

Group: (48 hours)

Workshop: (72 hours)

6. Limitations of Services

Our services are not a substitute for medical treatment or emergency services. If you are in crisis or experiencing a medical emergency, please seek immediate assistance from a qualified professional or call emergency services.

7. Payment Information

Payment for services, retreats, intensives, groups and workshops will be discussed during your initial inquiries and must be completed as per our agreed terms.

8. Amendments to Terms and Conditions

We reserve the right to update or amend these Terms and Conditions. Any changes will be published on this page, and the effective date will be updated accordingly.

9. Acceptance of Terms

By initiating contact with Chadash Counseling and Coaching LLC and/or its employees you acknowledge that you have read and understood these Terms and Conditions and agree to be bound by them.

10. Contact Information

For any questions or concerns about these Terms and Conditions, please use contact information at the bottom of this document.

Return and Refund Policy

At Chadash Counseling and Coaching LLC we are committed to providing high-quality therapeutic services and retreats. Due to the nature of our practices and compliance with HIPAA regulations, we do not generally offer returns on services rendered. However, we understand that unforeseen circumstances may arise. Below are our policies regarding refunds for our therapy retreats and intensives.

1. General Policy

All payments for therapy services and retreats are final and non-refundable, as they involve scheduled sessions and preparation that cannot be "returned."

2. Refunds for Therapy Retreats and Intensives

Refunds may be considered under extenuating circumstances, such as:

Extreme medical emergencies or unforeseen events that prevent participation.

3. Requesting a Refund

To request a refund in the case of extenuating circumstances, clients must:

Submit a written request detailing the circumstances leading to the request.

Provide supporting documentation (medical certificates, etc.) if applicable.

4. Refund Determination

Refund requests will be reviewed on a case-by-case basis. We reserve the right to deny a refund or issue a partial refund depending on how close the request is to the event date:

More than 30 days prior to the event: Potential for a full refund or credit for future services.

15-30 days prior to the event: Partial refunds may be granted, subject to discretion.

Less than 15 days prior to the event: Refunds are typically not provided unless an extreme circumstance is documented.

5. Cancellation by Chadash Counseling and Coaching LLC.

If we must cancel a therapy retreat or intensive for any reason, clients will receive a full refund of any payments made or can choose to transfer the payment to a future date.

6. Communication

Clients will be informed about the outcome of refund requests via email or phone within a reasonable timeframe after the request is received.

7. Policy Changes

We may update this Return and Refund Policy as necessary. Any changes will be communicated on this page, and the effective date will be adjusted accordingly.

8. Contact Information

For questions regarding this policy, please use contact information at the bottom of this document.

Shipping Policy

At Chadash Counseling and Coaching LLC., we aim to provide a seamless experience for our clients reserving spots in retreats, intensives, groups, or workshops. As our services are primarily booked in advance, confirmation is given digitally. The following shipping policy applies:

1. Electronic Tickets

Upon successful reservation of a spot for a retreat, intensive, group, or workshop, clients will receive their ticket electronically via email. This ticket will include details about the event, including dates, times, and schedules.

2. Immediate Confirmation

Clients will receive immediate confirmation of their reservation through the email address provided at the time of registration.

3. No Physical Shipping

As all event materials and tickets are provided electronically, there are no physical shipping charges or delays associated with our services.

4. Client Responsibilities

It is the responsibility of the client to ensure that the email address provided during the reservation process is accurate. Clients should check their spam or junk folders if they do not receive their ticket confirmation within 24 hours.

5. Contact for Issues

If clients experience any issues receiving their electronic ticket or have questions regarding their reservation, they should us the contact information provided at the bottom of this document as soon as possible.

6. Right to Refusal

Please understand that since these retreats, intensives, groups, and workshops are small and intimate in nature, clients/ couples making reservations will be required to complete intake questionnaires (sent separately from HIPAA compliant Electronic Health Records platform) to ensure that they are appropriate for the setting.

If it is decided that the client/ couple would be more appropriately served in a more private setting (individual or couple counseling), the client/ couple will be contacted via email, and a meeting will be set to discuss next steps and possible refund.

A reservation does not a guarantee a spot at the retreat, intensive, group or workshop.

If you have questions or concerns about if you are appropriate for the retreat, intensive, group or workshop, please contact rhorn@chadashcnc.org with your specific concern or questions and allow 3 business days for a reply.

7. Policy Changes

This Shipping Policy may be updated as necessary. Any changes will be communicated on this page, and the effective date will be adjusted accordingly.

These Policies and Procedures are intended to inform you about our practices regarding personal information that we collect and how we protect it as well as our standard policies and procedures.

Your continued use of our services constitutes your acceptance of these policies and procedures.

Contact Us

If you have any questions or concerns about these policies, please contact us at:

Chadash Counseling and Coaching LLC

Rebecca Horn, MA, LPC-MHSP, Director

1004 Ranch Road Ashland City, TN 37015

rhorn@chadashcnc.org

Main: (615) 434-4255

Fax: (615) 434-4452