The Oaks Collaborative Policies

Chargeback Policy 

At The Oaks Collaborative, we strive to provide a seamless and transparent registration process for our retreats. To maintain fairness and integrity, we have implemented the following chargeback policy:

1. Chargeback = Automatic Cancellation
   If a participant initiates a chargeback for their retreat registration, their registration will be automatically canceled, and they will forfeit their spot in the retreat.

2. No Defense of Chargebacks
   We do not contest chargebacks. While we understand that disputes can happen, we choose not to engage in the chargeback dispute process. However, please note that initiating a chargeback does not exempt you from our standard cancellation and refund policies.

3. Financial Impact
   Chargebacks incur additional fees and administrative costs for our business. By registering for our retreat, you agree to resolve any payment concerns with us directly before disputing a charge with your bank.

4. How to Address Payment Issues
   If you have any questions about charges on your account, please reach out to us at sarah@oakscolab.com before disputing the charge. We are happy to assist in resolving any concerns. 

 

By completing your registration and making a payment, you acknowledge and agree to this chargeback policy.

 

Cancellation & Refund Policy

• Freshman/Transfer Students - Cancellations made before July 1 are eligible for a full refund, minus a $25 processing fee. After July 1, there are NO refunds upon withdrawal from the retreat.

• Staff - Cancellations made before May 1 are eligible for a full refund, minus a $25 processing fee.  After May 1, there are NO refunds upon withdrawal from the retreat.

• No-shows or early departures will not be refunded.

 

Transfer Policy

If you can no longer attend, you CANNOT transfer your registration to another participant or to another retreat. You can request a refund (if prior to the refund deadline) and your registration will be canceled. If your retreat has multiple sessions and you are trying to transfer to another session, please reach out to the registration email address for that school provided to you in your confirmation email. 

 

Travel & Insurance Policy

• Participants are responsible for their own travel expenses, including flights and transportation.

• We strongly recommend purchasing travel insurance to cover unexpected cancellations, emergencies, or travel disruptions.

• Refunds are not provided for travel delays or cancellations, emergencies, funerals, sickness or any other issues outside the control of The Oaks Collaborative. . 

 

Health & Safety Policy

• Participants must disclose any medical conditions that could impact their ability to participate.

• We reserve the right to deny participation if a health or safety risk is identified.

• We reserve the right to remove a participant from the retreat if a health or safety risk is identified without a refund.

 

Code of Conduct

• All participants are expected to respect others, follow retreat guidelines, and engage in a positive manner.

• Disruptive behavior may result in removal from the retreat without a refund.

 

Media Release 

• By attending, you consent to being photographed or recorded for marketing purposes.

• If you wish to opt out, please notify us in writing before the retreat.

 

Privacy Policy

Effective Date: January 2009
Last Updated: March 4, 2025
 

At The Oaks Collaborative, we are committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you register for our retreats, make a donation, or engage with our website.

 

1. Information We Collect

We may collect the following personal information when you register for a retreat, make a donation, or interact with our website:

• Personal Identifiers (name, email address, phone number, mailing address)

• Payment Information (credit/debit card details, billing address – processed securely through third-party payment processors)

• Demographic Information (preferences, interests, retreat participation history)

• Health Information (only if voluntarily provided for retreat participation, such as dietary restrictions or medical conditions)

• Communication Data (emails, messages, and feedback you provide)

 

2. How We Use Your Information

We use the collected information for the following purposes:

• Retreat Registration & Participation: To process payments, confirm your spot, and provide relevant retreat details.

• Donation Processing: To securely process contributions and issue receipts.

• Customer Support: To respond to inquiries and provide assistance.

• Marketing & Communication: To send updates, newsletters, promotions, and other relevant information (you may opt-out at any time).

• Legal & Compliance: To comply with tax, financial, and other regulatory requirements.

 

3. How We Protect Your Information

We implement industry-standard security measures to safeguard your data, including:

• Secure Payment Processing: We use trusted third-party payment providers (e.g., Stripe, PayPal) to process transactions securely. We do not store or have access to full credit card numbers.

• Data Encryption: We use encryption protocols to protect sensitive data during transmission.

• Restricted Access: Only authorized personnel have access to personal information.

 

4. Information Sharing & Third Parties

We do not sell, trade, or rent your personal data. We may share information only in the following cases:

• With Payment Processors: To facilitate secure transactions.

• With Service Providers: Who help us manage operations, such as email services or event logistics.

• Legal Requirements: If required by law, subpoena, or legal process.

 

5. Cookies & Tracking Technologies

Our website may use cookies and analytics tools to enhance user experience and track visitor behavior. You can modify your browser settings to decline cookies if preferred.

 

6. Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this policy or as required by law.

 

7. Your Rights & Choices

Depending on your location, you may have the right to:

• Access, update, or delete your personal data

• Opt out of marketing communications

• Request a copy of the personal information we hold

 

To exercise these rights, please contact us at info@oakscolab.com.

 

8. Updates to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with the updated Effective Date.

 

9. Contact Information

If you have questions or concerns regarding this policy, please contact us at:

The Oaks Collaborative
Post Office Box 285
Auburn, Alabama 36831
info@oakscolab.com
334-750-0305