Introduction

These Terms of Service ("Terms") govern your access to and use of the website at harmonise.co, our client portal, mobile application, and all therapy and wellness services provided by Harmonise Wellness LLC ("Harmonise," "we," "our," or "us").

Please read these Terms carefully before using our services. By accessing our website, creating an account, or booking a session, you agree to be bound by these Terms and our Privacy Policy, which is incorporated by reference. If you do not agree, please do not use our services.

If you are accessing Harmonise on behalf of a minor in your care, you accept these Terms on behalf of that minor and take full responsibility for their compliance.

For questions about these Terms, contact us at info@harmonise.com.

1. About Our Services

Harmonise provides professional mental health and wellness services including individual therapy, couples therapy, mindfulness-based stress reduction (MBSR), group therapy programmes, and related wellness offerings, delivered in-person at our Portland, Oregon practice and virtually via our HIPAA-compliant telehealth platform.

1.1 Not an Emergency Service

Our services are not designed for crisis intervention or emergency care. If you are experiencing a mental health emergency, please call 988 (Suicide & Crisis Lifeline), call 911, or go to your nearest emergency room. Premium plan clients have access to our 24/7 crisis support line as described in their plan terms; this is a support resource and not a substitute for emergency services.

1.2 Scope of Practice

All therapy services at Harmonise are delivered by licensed mental health professionals. Harmonise does not provide medical advice, psychiatric medication management, diagnosis of physical health conditions, or legal advice. Nothing in our services or communications should be construed as such.

1.3 Geographic Limitations

Telehealth services are subject to the licensing laws of the state or jurisdiction in which you are located at the time of your session. We will confirm whether we are able to serve you in your location during the intake process. Availability may change if you relocate.

2. Eligibility and Account Registration

2.1 Age Requirements

You must be at least 18 years of age to create an account and use our services independently. Clients aged 13–17 may access therapy services with the verified consent of a parent or legal guardian, who must create and maintain the account and accept these Terms on the minor's behalf. We do not knowingly provide services to individuals under 13.

2.2 Accurate Information

You agree to provide accurate, current, and complete information during registration and intake, and to update that information promptly if it changes. Providing false or misleading information — particularly regarding your health history, location, or identity — may result in immediate termination of your account and could compromise the safety and quality of your care.

2.3 Account Security

You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. You agree to notify us immediately at info@harmonise.com if you suspect unauthorised access to your account. Harmonise will not be liable for any loss or damage arising from your failure to protect your account credentials.

2.4 One Account Per Person

Each individual must maintain their own account. You may not share your account with another person or allow another person to access our services using your credentials.

3. Therapeutic Relationship and Clinical Standards

3.1 The Therapeutic Relationship

When you begin sessions with a Harmonise therapist, a professional therapeutic relationship is established. This relationship is governed by the ethical codes and licensing regulations of the relevant professional body (including the Oregon Board of Licensed Professional Counselors and Therapists, the Oregon Board of Psychology, or equivalent body) and applicable state and federal law.

3.2 Therapist Assignment

We make every reasonable effort to match you with a therapist well-suited to your needs and goals. We do not guarantee a match with a specific therapist. If you feel your assigned therapist is not the right fit, please contact our intake team and we will arrange a rematch, typically within 48 hours at no extra cost.

3.3 Informed Consent

Before commencing therapy, you will be asked to review and sign an Informed Consent for Treatment document. This document covers the nature of therapy, the limits of confidentiality, your rights as a client, and the therapist's duties. These Terms do not replace the Informed Consent document; both apply to your care.

3.4 Limits of Confidentiality

As noted in our Privacy Policy and your Informed Consent, confidentiality is not absolute. Your therapist is required by law to disclose information in the following circumstances: imminent risk of serious harm to yourself or another identifiable person; reasonable suspicion of child, elder, or dependent adult abuse; and in response to a valid court order or subpoena. Your therapist will discuss these limits with you at the outset of treatment.

4. Booking, Cancellation, and Attendance

4.1 Session Booking

Sessions may be booked through our online client portal or by contacting our administrative team. Bookings are confirmed by email. It is your responsibility to ensure your contact information is current so that reminders and confirmations are received.

4.2 Cancellation Policy

We require a minimum of 24 hours' notice to cancel or reschedule a session. Cancellations made with less than 24 hours' notice will be charged the full session fee. Your first late cancellation is waived, no questions asked. Repeated late cancellations may, at our discretion, result in a review of your plan or scheduling arrangements.

4.3 No-Shows

If you do not attend a scheduled session and have not contacted us, the full session fee will be charged. Your therapist will attempt to contact you if you have not joined a session within 10 minutes of the scheduled start time.

4.4 Therapist Cancellations

In the rare event that your therapist must cancel a session with less than 24 hours' notice, we will reschedule your session at no charge and, where possible, offer a credit to your account.

4.5 Late Arrivals

Sessions begin at their scheduled time. If you arrive late, the session will end at its originally scheduled time. The full fee applies regardless of your arrival time, as late arrivals may impact other clients' scheduled sessions.

5. Fees, Billing, and Plans

5.1 Fees

Current session fees and plan prices are published on our website and may be updated from time to time. We will provide at least 30 days' written notice before any fee increase takes effect for existing clients.

5.2 Payment

Payment is collected at the time of booking for individual sessions, or on the plan renewal date for subscription plans. We accept all major credit and debit cards, ACH bank transfer, HSA/FSA cards, and PayPal. Payment is processed securely by Stripe. Harmonise does not store your full card details.

5.3 Subscription Plans

Our Standard and Premium plans are billed monthly or annually, as selected at purchase. Plans automatically renew unless cancelled in accordance with Section 5.5. Annual plans are billed in full at the start of the billing period.

5.4 Sliding Scale

A limited number of sliding scale places are available to clients who demonstrate financial need. Sliding scale eligibility is assessed at intake and reviewed periodically. Harmonise reserves the right to adjust or conclude sliding scale arrangements with 30 days' notice.

5.5 Cancellation of Plans

You may cancel your plan at any time with one session's notice. Cancellations must be submitted through your client portal or in writing to info@harmonise.com. Unused prepaid sessions at the point of cancellation are fully refundable. Partial months are not refunded.

5.6 Plan Pauses

You may pause your plan for up to three consecutive months (for reasons such as travel, life transitions, or financial hardship). Pause requests must be submitted at least 7 days before your next billing date. Sessions do not accrue during a pause period.

5.7 Insurance and Superbills

Harmonise is an out-of-network provider and does not bill insurance directly. Upon request, we will provide you with a superbill (itemised receipt) that you may submit to your insurer for potential reimbursement under your out-of-network benefits. We make no guarantee that your insurer will reimburse any portion of your costs.

5.8 Disputed Charges

If you believe a charge has been made in error, please contact us at info@harmonise.com within 30 days of the charge. We will investigate and respond within 10 business days. We ask that you contact us before initiating a chargeback, as chargebacks incur processing costs and may affect your account status.

6. Telehealth and Technology Requirements

6.1 Platform

Virtual sessions are conducted via our HIPAA-compliant encrypted telehealth platform. You will receive a session link by email prior to your appointment. We do not conduct clinical sessions via Zoom, FaceTime, WhatsApp, or other non-compliant platforms.

6.2 Your Responsibilities

You are responsible for ensuring that you have a stable internet connection, a functioning camera and microphone, and a private, quiet space for your session. Technical difficulties on your end that prevent the session from taking place will not result in a refund. If connection issues are persistent, we recommend troubleshooting your setup prior to your next session.

6.3 Recording

Sessions are not recorded by Harmonise without your explicit prior written consent. You agree not to record your therapy session without the prior written consent of your therapist. Unauthorised recording may constitute a violation of applicable wiretapping laws and will result in immediate termination of your account.

6.4 Location During Telehealth Sessions

Due to licensing requirements, you must be physically located in a jurisdiction where your assigned therapist is licensed at the time of each session. If you travel to a new state or country, please inform us in advance so we can advise on continuity of care options.

7. Acceptable Use

By using our website, portal, or services, you agree not to:

• Provide false information during intake or at any point during your care

• Impersonate any person or entity or misrepresent your affiliation with any person or entity

• Access another user's account without authorisation

• Use our services for any unlawful purpose or in violation of any applicable law or regulation

• Attempt to probe, scan, or test the vulnerability of our systems or networks

• Upload or transmit viruses, malware, or other malicious code

• Scrape, crawl, or harvest any content from our website or portal without our prior written consent

• Use our services to harass, threaten, or harm any Harmonise staff member, therapist, or other client

• Engage in conduct that disrupts or interferes with the delivery of services to other clients

Violation of these terms may result in immediate suspension or termination of your account and, where appropriate, referral to law enforcement.

8. Intellectual Property

8.1 Our Content

All content on the Harmonise website, client portal, and in our Journal — including text, images, graphics, audio, video, and design — is the property of Harmonise Wellness LLC or its licensors and is protected by copyright, trademark, and other applicable intellectual property laws. You may not reproduce, distribute, modify, or create derivative works from our content without our prior written consent.

8.2 Limited Licence

We grant you a limited, non-exclusive, non-transferable, revocable licence to access and use our website and portal for your personal, non-commercial use in connection with receiving our services.

8.3 Your Submissions

If you submit feedback, testimonials, or other content to us, you grant Harmonise a non-exclusive, royalty-free, perpetual, worldwide licence to use, reproduce, and display that content in connection with our services and marketing, unless you request otherwise in writing.

9. Third-Party Services and Links

Our website and platform may contain links to or integrations with third-party services (including payment processors, scheduling tools, and external resources). These third parties operate under their own terms and privacy policies, and Harmonise is not responsible for their practices or content. Links to third-party websites do not constitute an endorsement by Harmonise.

10. Disclaimer of Warranties

To the fullest extent permitted by applicable law, our services are provided "as is" and "as available," without warranty of any kind, express or implied. Harmonise makes no warranties regarding the accuracy, completeness, or fitness for purpose of any content on our website, or that our services will be uninterrupted, error-free, or free from viruses or other harmful components.

Nothing in these Terms limits or excludes the professional duties and obligations of your licensed therapist under applicable law and their professional code of conduct.

11. Limitation of Liability

To the fullest extent permitted by applicable law, Harmonise, its officers, directors, employees, therapists, and contractors shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising out of or related to your use of our services, including but not limited to loss of data, loss of profits, or emotional distress.

Our total liability to you for any claim arising out of or related to these Terms or our services shall not exceed the total fees paid by you to Harmonise in the three months preceding the event giving rise to the claim.

Nothing in this section limits our liability for fraud, gross negligence, wilful misconduct, death or personal injury caused by our negligence, or any other liability that cannot be limited by law.

12. Indemnification

You agree to indemnify, defend, and hold harmless Harmonise Wellness LLC, its officers, directors, employees, and therapists from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or related to your breach of these Terms, your misuse of our services, or your violation of any law or the rights of any third party.

13. Termination

13.1 By You

You may close your account at any time by contacting us at info@harmonise.com. Closure of your account does not affect your clinical records, which are retained in accordance with our Privacy Policy and applicable law.

13.2 By Harmonise

We reserve the right to suspend or terminate your account at any time, with or without notice, for breach of these Terms, non-payment of fees, conduct that poses a risk to the safety of our staff or other clients, or any other reason at our reasonable discretion. Where clinically appropriate, we will make reasonable efforts to support a safe transition of your care before terminating services.

13.3 Effect of Termination

Upon termination, your right to access the client portal and receive services ceases immediately. Provisions that by their nature should survive termination — including intellectual property, disclaimers, limitation of liability, and dispute resolution — will survive.

14. Governing Law and Dispute Resolution

14.1 Governing Law

These Terms are governed by the laws of the State of Oregon, without regard to its conflict of law principles.

14.2 Informal Resolution

We encourage you to contact us first if you have a concern. Most issues can be resolved quickly and informally. Please email info@harmonise.com and we will respond within five business days.

14.3 Binding Arbitration

If a dispute cannot be resolved informally, you and Harmonise agree to resolve it through binding individual arbitration administered by JAMS under its Consumer Arbitration Rules, rather than in court. The arbitration will take place in Multnomah County, Oregon, or virtually if agreed by both parties. Each party will bear its own legal costs unless the arbitrator determines otherwise.

14.4 Class Action Waiver

You agree that any dispute resolution proceeding will be conducted only on an individual basis, and not as a class, consolidated, or representative action. If this waiver is found to be unenforceable, the entirety of the arbitration agreement in Section 14.3 shall be null and void.

14.5 Exceptions

Nothing in this section prevents either party from seeking injunctive or other equitable relief from a court for infringement of intellectual property rights or to prevent imminent harm.

15. Changes to These Terms

We may update these Terms from time to time. When we make material changes, we will notify you by email and by posting a prominent notice on our website at least 14 days before the changes take effect. Your continued use of our services after the effective date of the updated Terms constitutes your acceptance. If you do not agree to the changes, you should discontinue use of our services before the effective date.

16. Miscellaneous

Entire Agreement. These Terms, together with our Privacy Policy and your Informed Consent for Treatment, constitute the entire agreement between you and Harmonise regarding your use of our services.

Severability. If any provision of these Terms is found to be invalid or unenforceable, that provision will be modified to the minimum extent necessary to make it enforceable, and the remaining provisions will continue in full force and effect.

No Waiver. Our failure to enforce any right or provision of these Terms shall not be deemed a waiver of that right or provision.

Assignment. You may not assign or transfer your rights under these Terms without our prior written consent. We may assign our rights and obligations without restriction.

Force Majeure. Harmonise shall not be liable for any delay or failure to perform resulting from causes outside our reasonable control, including natural disasters, pandemics, government actions, or internet outages.

17. Contact Us

For questions about these Terms, please contact:

Harmonise Wellness LLC 248 Pine Street, Portland, OR 97201 info@harmonise.com (503) 555-0194