Payments, Billing, Refunds & Chargebacks
Marketplace payment terms and financial policies
Owner & Contact
Owner/Operator: Spyface Tech Company, LLC (d/b/a "ClinicBooking")
Address: 30 N Gould St Ste N, Sheridan, WY 82801, USA
On This Page
Scope & Role
- Marketplace role. ClinicBooking is a technology platform that helps consumers find and communicate with independent clinics and healthcare providers ("Clinics"). We do not practice medicine and are not a party to your medical services contract with any Clinic.
- Who sets prices. Prices, deposits, cancellation/no-show rules, and refund decisions for clinical services are set by Clinics, not by ClinicBooking.
- Payment processing. Unless stated otherwise, card and wallet payments are processed by our PCI-compliant processor (e.g., Stripe). ClinicBooking does not store full card numbers.
- No outcomes guarantee. Payments relate to time and services rendered; clinical outcomes are not guaranteed.
Pricing, Estimates & Taxes
- Estimates vs. final charges. Quotes shown on the platform are estimates based on information you provide. Final charges may change after consultation, diagnostics, or scope changes you approve.
- Taxes & fees. Applicable sales/use taxes, regulatory fees, or facility fees may be added by the Clinic or processor.
- Tips/gratuities. Where enabled, gratuities are passed through to the Clinic or designated staff and are generally non-refundable once captured.
Payments & Authorizations
- Deposits & pre-authorizations. Clinics may place a temporary authorization ("hold") or charge a deposit to secure an appointment, operating room time, or product allocation.
- Stored credentials. If you authorize recurring or installment charges, you consent to our processor storing your payment credentials and charging future amounts you approve (e.g., plans, subscriptions, late cancellation fees).
- Failed payments. You agree to update payment details on request and remain responsible for amounts due. We may retry failed transactions and assess late/cancellation fees if permitted by the Clinic policy and law.
Refund Eligibility Matrix
Scenario
Service not rendered (Clinic cancels and cannot reschedule within reasonable time)
Refund eligibility (default)
Eligible
Notes
Full refund of amounts paid for the cancelled appointment, excluding completed services or delivered goods.
Scenario
Service not rendered (Patient cancels within free-cancellation window)
Refund eligibility (default)
Eligible
Notes
Deposit and fees refunded if within stated window; otherwise see cancellation table below.
Scenario
No-show or late cancellation beyond window
Refund eligibility (default)
Generally not eligible
Notes
Clinic may keep deposit or charge a cancellation fee as disclosed.
Scenario
Package partially used
Refund eligibility (default)
Pro-rata possible
Notes
Refunds, credits, or extensions are at Clinic discretion unless prohibited by law.
Scenario
Completed service (dissatisfaction with outcome)
Refund eligibility (default)
Not eligible
Notes
No refunds for outcomes; ask Clinic about revisions or follow-up care policies.
Scenario
Non-returnable goods (custom/opened products, prescriptions)
Refund eligibility (default)
Not eligible
Notes
Hygiene, RX, custom items are typically non-returnable unless defective under law.
Scenario
Processing error / duplicate charge
Refund eligibility (default)
Eligible
Notes
We or the Clinic will reverse erroneous or duplicate transactions after verification.
| Scenario | Refund eligibility (default) | Notes |
|---|---|---|
| Service not rendered (Clinic cancels and cannot reschedule within reasonable time) | Eligible | Full refund of amounts paid for the cancelled appointment, excluding completed services or delivered goods. |
| Service not rendered (Patient cancels within free-cancellation window) | Eligible | Deposit and fees refunded if within stated window; otherwise see cancellation table below. |
| No-show or late cancellation beyond window | Generally not eligible | Clinic may keep deposit or charge a cancellation fee as disclosed. |
| Package partially used | Pro-rata possible | Refunds, credits, or extensions are at Clinic discretion unless prohibited by law. |
| Completed service (dissatisfaction with outcome) | Not eligible | No refunds for outcomes; ask Clinic about revisions or follow-up care policies. |
| Non-returnable goods (custom/opened products, prescriptions) | Not eligible | Hygiene, RX, custom items are typically non-returnable unless defective under law. |
| Processing error / duplicate charge | Eligible | We or the Clinic will reverse erroneous or duplicate transactions after verification. |
Where local law requires a broader right to refund, those rights apply.
Cancellations, No-Shows & Rescheduling
Policy item
Free cancellation window
Typical rule (Clinic-set)
24–72 hours before start
Examples
Full refund of deposit if cancelled within window.
Policy item
Late cancellation
Typical rule (Clinic-set)
Inside window
Examples
Deposit forfeited or fee (e.g., $50–$200) per Clinic terms.
Policy item
No-show
Typical rule (Clinic-set)
Patient absent at start time
Examples
Deposit forfeited; rebooking may require new deposit.
Policy item
Reschedule
Typical rule (Clinic-set)
Allowed once within window
Examples
Deposit carried over if rescheduled with adequate notice.
Policy item
Emergency exceptions
Typical rule (Clinic-set)
Clinic discretion
Examples
Documented emergencies may qualify for fee waiver or credit.
| Policy item | Typical rule (Clinic-set) | Examples |
|---|---|---|
| Free cancellation window | 24–72 hours before start | Full refund of deposit if cancelled within window. |
| Late cancellation | Inside window | Deposit forfeited or fee (e.g., $50–$200) per Clinic terms. |
| No-show | Patient absent at start time | Deposit forfeited; rebooking may require new deposit. |
| Reschedule | Allowed once within window | Deposit carried over if rescheduled with adequate notice. |
| Emergency exceptions | Clinic discretion | Documented emergencies may qualify for fee waiver or credit. |
Subscriptions, Packages & Free Trials
- Auto-renew. Subscriptions renew until you cancel in your account or via support. We disclose renewal terms and next-charge dates at checkout and in confirmation emails.
- Cancellation timing. Cancels take effect at the end of the current billing period; partial-period refunds are generally not offered unless required by law.
- Free trials. Trials convert to paid unless cancelled before the stated end time; one trial per user/household unless otherwise stated.
- Packages. Use-by dates and transferability are Clinic-set; extensions or pro-rata refunds are discretionary unless law mandates otherwise.
Disputes & Chargebacks
Path
Platform/Clinic dispute (recommended first)
How it works
Contact the Clinic or ClinicBooking Support (billing@clinicbooking.com) with details and evidence.
What to expect
Faster resolution, ability to issue partial/full refunds or credits, revised invoices.
Path
Card network chargeback
How it works
File with your card issuer under network rules (e.g., Visa/MC/AmEx). We and/or the Clinic will submit evidence.
What to expect
Outcome determined by issuer; misuse or false claims may lead to account limits or collections.
| Path | How it works | What to expect |
|---|---|---|
| Platform/Clinic dispute (recommended first) | Contact the Clinic or ClinicBooking Support (billing@clinicbooking.com) with details and evidence. | Faster resolution, ability to issue partial/full refunds or credits, revised invoices. |
| Card network chargeback | File with your card issuer under network rules (e.g., Visa/MC/AmEx). We and/or the Clinic will submit evidence. | Outcome determined by issuer; misuse or false claims may lead to account limits or collections. |
- Timelines. Report suspected errors promptly (preferably within 30 days of statement). Network windows vary by scheme and reason code.
- Consequences. Excessive or abusive chargebacks may result in account suspension, blocked bookings, or referral to collections for unpaid balances.
- Arbitration/venue. Disputes with ClinicBooking are governed by our Terms of Service (e.g., arbitration and Wyoming venue, if applicable). Clinical malpractice issues must be taken up with the Clinic and applicable medical boards.
Credits, Gift Cards & Promotions
- Account credits. Credits may have expiry dates and are non-transferable; they are not cash and are redeemable only on the platform or with the issuing Clinic.
- Gift cards/vouchers. Terms vary by jurisdiction; fees/expiry will comply with applicable law (e.g., certain U.S. states restrict expiry/fees). Lost or stolen cards may not be replaced.
- Promo codes. One per order unless stated; not redeemable for cash; void where prohibited; subject to withdrawal or correction for fraud/abuse.
Financing & Third-Party Payors
- Not a lender. ClinicBooking is not a bank or lender. If you apply with a third-party financier (e.g., medical credit or BNPL), your credit application and repayment are between you and that financier.
- Independent obligations. Financing obligations may remain even if you dispute services with a Clinic. Review your credit agreement carefully.
- Insurance. Unless clearly stated, services are cash-pay and not insurance-covered. Any claims submissions are between you and your insurer/Clinic.
Currency, Cross-Border & FX
- Charges may appear in the currency disclosed at checkout; your issuer may apply additional FX or international fees.
- Dynamic currency conversion (if available) will be disclosed before you pay; your choice is final for that transaction.
Security & Compliance
- PCI DSS. Card processing is handled by PCI-DSS-validated processors; ClinicBooking does not store full PANs.
- Privacy. See our Privacy Policy, Consumer Health Data Notice, and Cookies Policy. Do not include sensitive health details in payment memos.
Contact
Billing Support: billing@clinicbooking.com · General Support: care@clinicbooking.com
Address: Spyface Tech Company, LLC (ClinicBooking), 30 N Gould St Ste N, Sheridan, WY 82801, USA