Dispute Resolution Policy

1. Our Commitment to Resolution

At In Therapy, we are committed to maintaining transparent, respectful, and constructive relationships with our clients, partners, and users. In the rare event of a disagreement or dispute, we prioritize open communication and seek to resolve issues promptly, fairly, and without unnecessary escalation.

This policy outlines the formal procedures for addressing disputes related to our therapy services, billing, privacy practices, or contractual terms. We encourage all parties to approach resolution in good faith.

2. Dispute Resolution Process

Before pursuing any legal action, all parties agree to follow the step-by-step resolution process outlined below. This structured approach ensures that disputes are handled efficiently while preserving the therapeutic relationship where possible.

1. Direct Communication & Informal Resolution

   Notify our Client Relations team of the issue in writing via email or through your client portal. We will acknowledge receipt within 2 business days and aim to resolve straightforward matters (e.g., scheduling, billing adjustments, service clarifications) within 10 business days.

2. Formal Written Complaint

   If the matter remains unresolved, submit a formal written complaint detailing the nature of the dispute, relevant dates, correspondence, and desired resolution. A dedicated Case Coordinator will be assigned to review the case, conduct an internal investigation, and provide a written response within 15 business days.

3. Mediation

   If informal and formal internal processes do not yield a resolution, both parties agree to participate in good-faith mediation with a mutually agreed-upon, neutral third-party mediator. Mediation sessions will be conducted within 30 days of mutual selection. Costs of mediation will be shared equally unless otherwise agreed upon.

4. Binding Arbitration or Small Claims Court

   Should mediation fail, disputes shall be resolved through binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules, OR through small claims court if the claim falls within jurisdictional monetary limits. Class action waivers apply unless expressly prohibited by applicable law.

3. Governing Law & Venue

This Dispute Resolution Policy, and any disputes arising from or related to our services, shall be governed by and construed in accordance with the laws of the State of [Insert State], without regard to its conflict of law principles. Except as otherwise provided in Section 2, the exclusive venue for any proceedings shall be the state or federal courts located in [Insert County/City], [Insert State].

4. Time Limitations

Any claim or cause of action arising out of or relating to your use of In Therapy’s services must be initiated within one (1) year after such claim or cause of action first arose. If the applicable statute of limitations is shorter than one year, you must bring your claim within the time allowed by that statute. Failure to initiate a claim within the specified timeframe shall constitute a waiver of the right to pursue such claim.

5. Contact Information for Disputes

For any disputes, formal complaints, or requests to initiate the resolution process, please contact our dedicated dispute resolution team using the information below. All communications will be handled with strict confidentiality and in compliance with HIPAA and applicable data protection regulations.

6. Policy Amendments

In Therapy reserves the right to modify this Dispute Resolution Policy at any time to reflect changes in legal requirements, regulatory standards, or internal procedures. Substantive changes will be communicated via email to registered clients and posted on this page with an updated revision date. Continued use of our services following posted changes constitutes acceptance of the revised policy.