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Your Booking with Heart iQ (USA)

The short, readable version of how payment, cancellations, refunds, and responsibilities work when you book a Heart iQ retreat in the USA.

Who you're booking with

Your retreat is delivered by Heart iQ Network LLC — a Wyoming, USA limited liability company with its mailing address in Beaverton, Oregon. Heart iQ is the sole legal entity responsible for programme design, facilitation, content, participant experience, payment processing, and these terms.

Each US retreat is held at a partner retreat centre in Colorado — the specific venue, address, and any venue-specific house rules are confirmed in your booking confirmation email and on the event page you booked from. The venue is the physical host under its own terms; it is not a Heart iQ entity.

Short version: one booking, one counterparty (Heart iQ Network LLC). New Eden B.V., the Dutch entity that hosts Heart iQ's Netherlands retreats, is not involved in US events.

Last updated 5 May 2026

1. Payment

  • Pay in full at booking, or pay a 25% depositand we'll auto-charge the balance to the same card 30 days before the retreat.
  • You'll get a reminder email 5 days before the balance is charged, so there are no surprises.
  • Full payment is due no later than 30 days before the retreat. Bookings made inside that window are paid in full at checkout.
  • A deposit is a commitment to pay the full amount, not a payment plan. It splits one obligation into two charges. Cancelling your participation does not release you from the underlying obligation to pay the full event fee.
  • Payment is processed by Heart iQ Network LLC. Invoices and receipts are issued by Heart iQ Network LLC. No VAT or sales tax is charged.

2. Cancellations & refunds

Cancellation tiers depend on how long the event is — longer programmes commit the venue and the team further in advance, so they have a longer planning window.

Events of 7 days or longer

  • More than 90 days before: full refund less a 10% admin fee.
  • 90 to 60 days before: 50% refund.
  • Less than 60 days before: no refund.

Events of 4 to 6 days

  • More than 60 days before: full refund less a 10% admin fee.
  • 60 to 30 days before: 50% refund.
  • Less than 30 days before: no refund.

Events of 2 to 3 days

  • More than 30 days before: full refund less a 10% admin fee.
  • 30 to 14 days before: 50% refund.
  • Less than 14 days before: no refund.

Inside the no-refund window we may still offer a transferable credit voucher as a goodwill gesture, valid for 12 months toward any future Heart iQ programme. It's not a contractual entitlement. Travel insurance is strongly recommended.

To cancel, reply to your confirmation email or write to [email protected]. We'll confirm in writing.

3. Transferring your place

If you can't come, you can pass your place to someone else — subject to two conditions:

  • The new person meets our participation criteria and is approved through the usual application.
  • The transfer is finalised at least 7 days before the retreat.

Any money changing hands between you and the new participant is between the two of you; we don't process re-payment for transfers.

4. What’s included in your booking

  • All programme sessions (facilitation, teaching, group work).
  • Your chosen accommodation for the retreat dates at the venue (where on-site rooms are part of the booking).
  • Meals from dinner on the first day through breakfast on the last.
  • All-inclusive — no sales tax is collected on this booking.

Not included: travel to and from the venue, personal expenses, and anything you add on separately (e.g. extra nights, 1:1 sessions).

5. Participation & personal responsibility

  • Heart iQ retreats include physical, emotional, and somatic work. Participation in any given moment is always voluntary— you're free to step back from anything at any time.
  • You're responsible for your own physical, emotional, and mental wellbeing during and after the event.
  • We're a drug- and alcohol-free event. Please arrive sober and stay sober for the duration.
  • If anyone's conduct is unsafe or disruptive, we may ask them to pause involvement or leave, without refund.
  • If something doesn't sit right during or after the retreat, our grievance process is open to you. A named person responds within 5 business days.

6. If something outside anyone’s control happens

If the retreat has to be moved, rescheduled, or cancelled because of something truly beyond our control — serious illness, weather events, wildfires, government restrictions, damage to the retreat venue, and so on — we'll offer you, at our discretion, a credit toward a future event, a reschedule, or a partial refund.

We can't reimburse travel, accommodation, or other personal costs in these cases. This is the biggest reason we recommend good travel insurance.

7. Liability & governing law

  • Heart iQ Network LLC is a Wyoming LLC, so these terms are governed by Wyoming law, with Wyoming state and federal courts as the jurisdiction. The Oregon address is Heart iQ's mailing address only.
  • Heart iQ retreats are educational. They are not therapy, clinical treatment, or a substitute for medical care.
  • By booking, you release Heart iQ Network LLC and the facilitation team from liability for anything arising from your participation, except in cases of proven gross negligence or intentional misconduct. Matters arising from your occupancy of the venue itself (property damage, guest-house rules, etc.) are governed by the venue's own terms.

Questions, or want the full version?

This page is a readable summary, not the whole document. The full legal terms you accepted at booking — plus our ethics framework and privacy policy — live on the pages below.

Full Terms & Conditions →Ethics & Safety →Privacy Policy →Grievance process →

All questions: [email protected]

Heart iQ Network LLC · A Wyoming limited liability company · Mailing address: 9450 SW Gemini Dr, Beaverton, OR 97008-7105, USA · Governed by Wyoming law.