Refund policy

This Refund Policy establishes the principles and procedures governing refunds for payments made to Voice of Diplomacy Institute (VoDI) for memberships, training programmes, fellowships, conferences, forums, events, publications, professional services, and other paid activities.

VoDI is committed to maintaining a fair, transparent, and consistent approach to payment and refund matters.

This Policy applies to payments made for:

• Training and professional development programmes
• Fellowship programmes
• Memberships
• Conferences, forums, seminars, and events
• Workshops and short courses
• Publications and paid resources
• Professional and advisory services
• Other paid VoDI programmes or services

Where a particular programme has its own published refund terms, those programme-specific terms will apply.

Refund eligibility depends on:

• The type of service or programme purchased
• The cancellation date
• Whether the programme or service has already commenced
• Costs already incurred by VoDI
• The applicable programme-specific terms
• Any mandatory rights provided by applicable law

Unless otherwise stated, payment does not automatically guarantee a refund.

Unless different terms are stated during registration:

• More than 14 days before commencement: A participant may request a full refund, subject to any clearly disclosed non-refundable transaction or administrative costs.
• 7–14 days before commencement: VoDI may provide a refund of up to 50% of the programme fee.
• Less than 7 days before commencement: Payments are generally non-refundable.
• After the programme has commenced: Fees are generally non-refundable.

Where appropriate, VoDI may offer a participant the opportunity to transfer their registration to a future cohort instead of receiving a cash refund.

Application, assessment, registration, or participation fees for competitive fellowship programmes may be non-refundable where this is clearly stated before payment.

If VoDI cancels a fellowship or makes a substantial change that prevents the programme from being delivered as reasonably advertised, VoDI may provide:

• A full or partial refund;
• Transfer to another cohort; or
• Another reasonable remedy.

VoDI membership fees are generally non-refundable once membership has been activated.

Cancellation of membership will normally prevent future renewal but will not automatically result in a refund for the current membership period.

Exceptions may be considered where:

• A duplicate payment was made;
• An administrative error occurred;
• VoDI is unable to provide the membership purchased; or
• A refund is required by applicable law.

Event registration fees are subject to the cancellation terms published for the specific event.

Where no specific event refund policy is provided:

• Cancellation more than 14 days before the event may qualify for a full refund;
• Cancellation within 14 days may be non-refundable;
• Registration may, where permitted, be transferred to another eligible participant.

If VoDI cancels a paid programme, event, training, fellowship activity, or other service, VoDI will determine an appropriate remedy.

Depending on the circumstances, this may include:

• Full refund;
• Partial refund;
• Transfer to a new date;
• Transfer to another programme; or
• Alternative participation arrangements.

Refunds for professional services, consulting, research, advisory work, training delivery, and similar services will primarily be governed by the applicable:

• Contract;
• Engagement letter;
• Proposal;
• Statement of work; or
• Service agreement.

Fees for work already completed or costs already incurred may not be refundable.

Where a participant or client makes a duplicate payment or an incorrect payment, VoDI may refund the excess amount after verifying the transaction.

Reasonable payment-processing costs may be deducted where permitted and previously disclosed.

Refund requests should be submitted through the official VoDI contact or finance channel.

A request should include:

• Full name;
• Email address;
• Programme or service;
• Payment date;
• Amount paid;
• Payment or invoice reference;
• Reason for the refund request.

VoDI may request additional information reasonably necessary to verify the payment.

Approved refunds will normally be made using the original payment method where reasonably practicable.

Processing times may depend on banks, card providers, payment processors, or other third parties.

VoDI is not responsible for delays caused solely by external payment providers.

VoDI may consider exceptional circumstances on a case-by-case basis, including:

• Serious emergencies;
• Significant programme changes;
• Administrative errors;
• Duplicate payments;
• Circumstances beyond the participant’s reasonable control.

Approval of an exceptional refund does not establish a general entitlement to refunds in future cases.

Where a fee is specifically identified as non-refundable before payment, VoDI will generally treat that fee as non-refundable, subject to any rights that cannot legally be excluded.

Nothing in this Policy is intended to remove, restrict, or override any mandatory rights available to a customer, participant, member, or client under applicable law.

VoDI may amend this Refund Policy from time to time.

The latest version published on the VoDI website will constitute the current policy unless a separate written agreement or programme-specific policy applies.