Policy Concerning the Confidentiality and Security of Participant Information

Purpose: This policy is designed to ensure the confidentiality and security of participant information collected during Continuing Education (CEU) programs provided by Grace and Gratitude Counseling, PLLC. We are committed to safeguarding the privacy of all participants, in accordance with applicable federal, state, and local laws, as well as ethical standards for the counseling profession.

Scope: This policy applies to all personal, contact, and educational information related to participants in CEU programs provided by Grace and Gratitude Counseling, PLLC.

1. Confidentiality of Participant Information

• Personal Information: We collect personal information such as names, contact details, and professional credentials to facilitate program registration, communication, and certification. This information is kept confidential and will not be shared with third parties unless explicitly authorized by the participant or required by law.
• Course-Related Information: Information regarding participant attendance, assessments, and CEU credits will be stored confidentially. This data is used solely for the purposes of issuing certificates of completion and for verifying compliance with CEU requirements.

2. Data Collection and Use

• All participant information is collected directly from the participants through secure online forms, registration systems, or written correspondence.
• The information may be used for:
  • Issuing CEU certificates
  • Program evaluation and feedback
  • Communications regarding upcoming events or educational opportunities (if the participant has opted to receive such communications)

3. Security of Participant Information

• Data Storage: All participant information is securely stored in digital systems protected by encryption or other appropriate security measures. Physical records, if any, are stored in a secure, locked location.
• Access Control: Only authorized personnel who require access to participant data for program administration or certification purposes will have access to the data. Staff members are trained in confidentiality and data security procedures.
• Data Transmission: Any participant information transmitted electronically, such as registration details or CEU certificates, is done using secure channels (e.g., HTTPS, encrypted email).

4. Retention and Disposal of Information

• Participant information will be retained for a period of 5 years following the completion of the CEU program to comply with certification and accreditation requirements.
• After this period, all participant data will be securely disposed of, either through data deletion or physical shredding, depending on the format of the records.

5. Participant Rights

• Participants have the right to access their personal information upon request and to request corrections to any inaccurate or incomplete information.
• Participants also have the right to request the removal of their personal information from our records, subject to legal or programmatic requirements that may necessitate retaining the data.

6. Compliance with Laws and Regulations

• We adhere to all relevant privacy and data protection laws, including but not limited to the Health Insurance Portability and Accountability Act (HIPAA), the Family Educational Rights and Privacy Act (FERPA), and applicable state privacy laws.
• We also comply with ethical guidelines set forth by the National Board for Certified Counselors (NBCC) and other relevant professional bodies.

7. Reporting and Breach Management

• In the event of a data breach or security incident that compromises participant information, Grace and Gratitude Counseling, PLLC will promptly notify affected individuals and take appropriate corrective actions to prevent further incidents.

8. Review and Updates

• This policy will be reviewed annually and updated as necessary to ensure it remains compliant with legal, regulatory, and operational requirements.

Policy Concerning Program Fees, Refunds, and Cancellations

Purpose: This policy outlines the procedures and guidelines regarding the fees, refunds, and cancellations for Continuing Education (CEU) programs offered by Grace and Gratitude Counseling, PLLC. Our goal is to maintain transparency and fairness for all participants while ensuring the smooth operation of our programs.

Scope: This policy applies to all participants enrolled in CEU programs provided by Grace and Gratitude Counseling, PLLC.

1. Program Fees

• Registration Fees: The registration fee for each CEU program will be clearly stated on the program’s registration page or promotional materials. Fees are typically required at the time of registration and must be paid in full before participation in the program.
• Payment Methods: Grace and Gratitude Counseling, PLLC accepts payment via Stripe or Paypal.
• Fee Schedule: The specific fees for each program will vary based on the program's length, format, and content. Fees will be communicated in advance, and participants will be notified of any changes prior to registration.

2. Refunds & Transfers Policy

• No Refunds: No refunds will be issued after payment is collected. However, participants may choose to transfer their registration to another individual by contacting Grace and Gratitude Counseling in writing via email.
• Transfer Requests: Transfer requests made less than 2 business days before the program start date will not be accommodated.

3. Program Cancellations by Grace and Gratitude Counseling, PLLC

• Right to Cancel or Reschedule: Grace and Gratitude Counseling, PLLC reserves the right to cancel or reschedule any program due to unforeseen circumstances, such as low enrollment, instructor availability, or other logistical issues.
• Notification of Cancellation: In the event that a program is canceled, registered participants will be notified as soon as possible via email and/or phone. Participants will have the option to transfer to a rescheduled session (if available), receive a full refund, or choose an alternative program.
• Force Majeure: Grace and Gratitude Counseling, PLLC is not liable for cancellations due to events beyond our control (e.g., natural disasters, pandemics, etc.). In such cases, participants will be notified, and options for rescheduling or refunds will be provided.

5. No-Show Policy

• Failure to Attend: Participants who fail to attend a program without prior cancellation or notification will not be eligible for a refund. In such cases, the full program fee will be retained by Grace and Gratitude Counseling, PLLC.

7. Changes to Program Content or Format

• Grace and Gratitude Counseling, PLLC reserves the right to modify program content, format, or instructors as necessary. If changes significantly alter the program, participants will be notified, and they may request a refund or credit if they are dissatisfied with the changes.

8. Special Circumstances

• Illness or Emergency: In the event of illness or emergency preventing participation, participants should contact Grace and Gratitude Counseling, PLLC as soon as possible. Refunds or deferrals may be considered on a case-by-case basis, subject to documentation of the situation.

9. Review and Updates

• This policy will be reviewed annually and updated as necessary to ensure compliance with current practices and any legal requirements.

10. Contact Information

• For questions, refund requests, cancellations, or other inquiries, participants may contact us at:
  • Email: [email protected]
  • Phone: 331-254-4464
  • Mailing Address: 1401 Branding Ave, Ste 345, Downer’s Grove, IL 60515

By providing clear information about fees, refunds, and cancellations, Grace and Gratitude Counseling, PLLC aims to ensure a smooth and transparent process for all participants.

Policy Concerning the Review and Resolution of Participant Complaints and Disputes

Purpose: The purpose of this policy is to provide a clear, transparent process for the review and resolution of any complaints or disputes arising from participants in Continuing Education (CEU) programs offered by Grace and Gratitude Counseling, PLLC. We are committed to addressing participant concerns in a fair, timely, and professional manner to maintain high standards of service and support.

Scope: This policy applies to all participants enrolled in CEU programs provided by Grace and Gratitude Counseling, PLLC.

1. Types of Complaints and Disputes

Participants may raise complaints or disputes related to any aspect of the CEU program, including but not limited to:

• The content or quality of the educational material or presentation
• The behavior or conduct of program instructors or staff
• Issues related to program scheduling, accessibility, or logistical matters
• Disagreements regarding the awarding of CEU credits
• Concerns about the registration or refund process

2. Filing a Complaint or Dispute

• Submission: Participants who wish to file a complaint or dispute should do so in writing. Complaints may be submitted by email to [your email address] or through a designated online form on our website. Complaints must include the following information:
  • The participant’s name and contact information
  • A clear description of the issue or concern
  • Any relevant details or documentation supporting the complaint
  • A suggested resolution or desired outcome (optional)
• Timeliness: Complaints should be submitted within 7 days of the event, session, or issue to ensure timely review and resolution.

3. Complaint Acknowledgment and Review

• Acknowledgment: Grace and Gratitude Counseling, PLLC will acknowledge receipt of the complaint within 2 business days, confirming that the issue is under review.
• Review Process: Once a complaint is received, it will be reviewed by owner Sarah Czopek, who may appoint staff to assess the situation, investigate the circumstances, and gather any necessary information from the complainant and other relevant parties.
• Resolution Timeline: Grace and Gratitude Counseling, PLLC will aim to resolve complaints within 10 - 15 business days from the date of acknowledgment. If additional time is needed, the participant will be informed of the delay and the expected resolution timeline.

4. Resolution of Complaints

• Outcome: After reviewing the complaint, Grace and Gratitude Counseling, PLLC will work with the participant to reach an equitable resolution. Possible resolutions may include:
  • An apology or clarification of the situation
  • A refund or partial refund, if applicable and in accordance with our refund policy
  • A reassignment to a different instructor or program session, if appropriate
  • Adjustment or reissue of CEU credits
  • Other reasonable solutions based on the nature of the complaint
• Communication of Resolution: Once a resolution is determined, the participant will be informed in writing of the outcome, including any actions taken by the organization.

5. Appeal Process

• If the participant is not satisfied with the outcome of the initial review, they have the right to appeal the decision. Appeals must be submitted in writing within 3 business days of receiving the resolution. The appeal will be reviewed by a senior member of the leadership team or a designated neutral third party.
• The appeal process will be completed within 10 - 15 business days, and a final decision will be communicated to the participant.

6. Confidentiality and Non-Retaliation

• Confidentiality: All complaints and disputes will be handled with the utmost confidentiality. Only those individuals directly involved in the resolution process will have access to the information provided in the complaint.
• Non-Retaliation: Participants who file complaints or disputes will not face retaliation or adverse consequences as a result of their involvement in the process. Grace and Gratitude Counseling, PLLC is committed to maintaining a respectful and supportive environment for all participants.

7. Continuous Improvement

• Grace and Gratitude Counseling, PLLC values participant feedback and uses complaints and disputes as opportunities to improve the quality of our CEU programs and services. As part of our commitment to continuous improvement, we will regularly review complaint trends and make necessary adjustments to our policies, procedures, and programs.

8. Contact Information

• Participants who wish to file a complaint or dispute may contact us at the following:
  • Email: [email protected]
  • Phone: 331-254-4464
  • Mailing Address: 1401 Branding Ave, Ste 345, Downer’s Grove, IL 60515

By following this policy, Grace and Gratitude Counseling, PLLC ensures that participant concerns are addressed fairly and effectively, maintaining a high standard of service and professionalism in all of our CEU offerings.