Terms and Condition

 

Last Updated: 17 November 2025

 

1. Introduction

 

1. Purpose of this Agreement. These Terms and Conditions (“Terms”) govern your use of the online booking platform (the “Site”) operated by Gestalt Wellness Institute (GWI) and affiliated clinics (collectively “we,” “our,” “us”).  The Site allows you to schedule and pay for consultations with licensed psychotherapists and psychiatrists (the “Services”).  By accessing, browsing or booking via the Site, you (“Client,” “you” or “your”) agree to be bound by these Terms.  If you do not agree to these Terms, you must not use the Site or book any Services.
2. Clinical Scope and Disclaimer. The Services offered through the Site consist of professional psychotherapy and psychiatric consultations intended for non-emergency mental health assessments, counselling and medication management.  They are not suitable for medical emergencies or crisis situations.  If you are in crisis or danger, contact your local emergency services immediately.  Your use of the Site does not establish a doctor–patient relationship until a qualified provider accepts your booking and conducts an initial assessment .  We do not guarantee the suitability or outcome of any therapeutic intervention.  Clients are responsible for discussing progress with their clinician and may be referred elsewhere if therapy is not appropriate .
3. Professional Independence. Our clinicians are independent professionals who exercise their own clinical judgment.  The Site acts only as a booking and payment facilitator and is not liable for the quality of advice or treatment provided .  Each clinician holds appropriate licensure and professional indemnity insurance.

 

2. Eligibility and Client Responsibilities

 

1. Age and Capacity. You must be at least 18 years old and legally capable of entering into binding contracts .  If you are under 18, a parent or legal guardian must complete the booking and consent to treatment.  Group bookings made on behalf of minors or dependent adults carry responsibility for sharing these Terms with all participants .
2. Accurate Information. You agree to provide accurate, complete and current personal information when creating an account or scheduling a session.  You represent and warrant that you are legally authorised to act on behalf of anyone you book for .
3. Conduct. Clients must arrive sober, behave respectfully toward clinicians and staff, and refrain from audio or video recording sessions without explicit consent .  Violence, abuse, harassment or inappropriate behaviour may result in immediate termination of therapy .
4. Non-Emergency Contact. Outside of scheduled sessions, communication should be limited to administrative matters such as rescheduling appointments.  Clinicians are not available for crisis support; for emergencies you should contact local emergency services or crisis hotlines.

 

3. Booking & Payment Terms

 

1. Appointment Scheduling. Appointments are offered on a first-come, first-served basis and are confirmed only when full payment or a required deposit is received.  Prices quoted include applicable taxes and fees unless otherwise indicated .  We reserve the right to adjust prices and availability at any time prior to booking confirmation .
2. Payment Methods. Accepted payment methods include major credit/debit cards and other electronic payment options specified on the Site.  By entering your payment details, you authorise us to process payments for the session and any agreed follow-up sessions .  Payment details are processed securely and not stored by us.
3. Late Payments. Payment is due at the time of booking.  Unpaid bookings may be cancelled automatically after 24 hours .  Interest or administrative fees may be applied to overdue accounts in accordance with applicable law .
4. Insurance & Third-Party Payers. If you intend to use insurance or third-party funding, you remain responsible for any co-payments or balances not covered by the insurer.  Verify coverage with your provider before booking.  We are not responsible for claims denied by insurance.

 

4. Cancellation, Rescheduling & No-Show Policy

 

1. Notice Requirements. You may cancel or reschedule a session up to 48 hours before the scheduled time without penalty .  Cancellations or rescheduling requests received less than 48 hours in advance will be charged the full session fee .  Failure to attend without notice (no-show) will also incur the full session fee .
2. Late Arrivals. If you arrive late, the session will still end at the scheduled time and you will be charged the full fee.  Arrivals more than 20 minutes late without prior notice may be considered a no-show and the session forfeited .
3. Clinician Cancellations. In the rare event that a clinician must cancel or reschedule, you will be offered an alternative appointment.  If no mutually acceptable time can be found, you may receive a refund or credit.  We are not liable for indirect losses resulting from a clinician’s unavailability.
4. Refund Policy. Payments for sessions cancelled with at least 48 hours’ notice will be credited toward future bookings.  All other payments are non-refundable .  Credits must be used within six months.

 

5. Confidentiality & Data Protection

 

1. Confidentiality Obligations. All clinical sessions are conditionally confidential.  Information you share is protected under professional ethical codes and the Philippines Data Privacy Act of 2012.  However, clinicians have a legal duty to disclose information if they believe you pose a risk of harm to yourself or others, if they are required by court order, or to prevent or detect a crime .  Therapists also discuss cases anonymously in professional supervision to ensure quality care .
2. Data Collection and Use. When you book a session, we collect personal and health-related information needed to deliver the Services.  By agreeing to these Terms, you consent to our collection, processing and storage of your personal data for scheduling, payment and clinical purposes .  We will retain records for as long as required by law and our professional codes .
3. Security Measures. We implement administrative, technical and physical safeguards to protect your information.  We encourage you to maintain confidentiality of your account credentials and to enable any available multi-factor authentication .
4. Third-Party Services. Our Site may use third-party payment processors or service providers.  These third parties have their own privacy policies; we are not responsible for their practices.

 

6. Limitation of Liability and Disclaimers

 

1. No Guarantee of Outcomes. Psychological therapy and psychiatric treatment involve personal effort and vary between individuals.  We do not guarantee that Services will meet your expectations or produce specific results .
2. Service Limitations. The Site is provided “as is” without warranties of any kind.  We do not warrant that the Site will be error-free or continuously available.  We may suspend access for maintenance, security or operational reasons.
3. Liability Cap. To the maximum extent permitted by law, our aggregate liability for any claim arising from your use of the Site or Services will not exceed the total amount paid by you for the session in question .  We are not liable for indirect, incidental or consequential damages, including lost profits, data or goodwill .
4. Indemnification. You agree to indemnify and hold us, our affiliates, directors, employees and agents harmless from any claims or liabilities arising out of your breach of these Terms, misuse of the Site or Services, or violation of any law or rights of a third party .

 

7. Intellectual Property

 

1. Ownership. The Site and its contents (including trademarks, text, graphics, videos and software) are owned by GWI or its licensors and are protected by copyright and other intellectual property laws .  You may not reproduce, distribute, modify or create derivative works from any part of the Site without our written consent.
2. User Content. Any information you submit via the Site (feedback, comments, etc.) becomes our property.  We may use this information to improve our services.  Do not submit sensitive information outside the secure booking forms.

 

8. Modifications to Terms

1. Changes. We may amend these Terms at any time.  Material changes will be communicated via the email address you provided when booking or through notices on the Site .  Continued use of the Site after changes take effect constitutes acceptance of the updated Terms.  It is your responsibility to review the Terms periodically.
2. Severability. If any provision of these Terms is found invalid or unenforceable, the remaining provisions will remain in full force and effect.

 

9. Governing Law and Dispute Resolution

 

1. Applicable Law. These Terms are governed by the laws of the Republic of the Philippines without regard to its conflict of law principles.  All disputes arising out of or in connection with these Terms or the Services shall be resolved in the courts of competent jurisdiction in Cebu City, Philippines.
2. Complaint Procedure. If you have concerns about a clinician’s conduct or the operation of the booking platform, please contact us via the channels provided on the Site.  We will address technical complaints promptly .  Ethical or clinical concerns may also be directed to the clinician’s professional regulatory body.
3. Alternative Dispute Resolution. Before resorting to litigation, both parties agree to attempt in good faith to resolve any dispute through mediation.  If mediation fails, you and we agree to submit the dispute to binding arbitration, except for matters that may require injunctive relief.

 

10. Contact Information

 

If you have questions about these Terms, please contact us at:

 

Gestalt Wellness Institute

Attention: Data Protection Officer

Rm 515, Velez Medical Arts Building, V. Ranudo St., Cebu City, Philippines

 

By proceeding with a booking on our Site, you acknowledge that you have read, understood and agree to be bound by these Terms and Conditions.