Terms of Service

Last updated: October 8, 2025

Agreement to Terms

These Terms of Service ("Terms") constitute a legally binding agreement between you ("Client," "you," or "your") and Vicaria Health ("we," "our," or "us") regarding your use of our nutrition counseling, health coaching, and skin treatment services. By booking an appointment, using our services, or accessing our website, you agree to be bound by these Terms. If you do not agree to these Terms, please do not use our services.

Services Provided

Vicaria Health provides the following services:

Health Coaching Services

• Personalized nutrition counseling and coaching
• Dietary assessment and meal planning
• Support for digestive health conditions
• Diabetes management and education
• Blood pressure and cardiovascular health coaching
• Autoimmune condition support
• Cancer recovery nutrition guidance
• Pelvic health and UTI prevention coaching

Skin Treatment Services

• Skin tag removal
• Ruby point treatment
• Superficial capillary reduction

Professional Qualifications

Our practitioners are qualified health coaches and wellness professionals. We are not medical doctors, and our services do not constitute medical treatment. We work collaboratively with your healthcare team and encourage you to maintain regular contact with your physician.

Client Responsibilities

As a client, you agree to:

• Accurate Information: Provide complete, accurate, and honest information about your health history, current conditions, medications, and lifestyle
• Medical Consultation: Consult with your physician before making significant changes to your diet, medications, or treatment plan
• Medical Emergencies: Seek immediate medical attention for emergencies rather than relying on our coaching services
• Follow-Up: Inform us of any adverse reactions, changes in health status, or concerns during our coaching relationship
• Personal Responsibility: Take personal responsibility for implementing recommendations and understand that results may vary
• Communication: Respond to our communications in a timely manner and notify us of scheduling changes
• Respectful Conduct: Treat our staff with respect and professionalism

Appointments and Scheduling

Booking

Appointments may be scheduled through our website, by phone, or by email. We will confirm all appointments via email or phone.

Cancellation Policy

• Notice Required: We require at least 24 hours' notice for appointment cancellations or rescheduling
• Late Cancellation Fee: Cancellations with less than 24 hours' notice may be subject to a cancellation fee of 50% of the appointment cost
• No-Show Fee: Failure to attend a scheduled appointment without notice may result in a full appointment fee charge
• Exceptions: We understand that emergencies occur and will handle such situations with flexibility and compassion

Late Arrivals

If you arrive late for your appointment, we will accommodate you to the best of our ability. However, late arrivals may result in a shortened session to avoid delays for other clients. Full fees still apply.

Fees and Payment

Service Fees

Current fees for our services are available on our website and upon request. Fees are subject to change with reasonable notice.

Payment Terms

• Payment is due at the time of service unless other arrangements have been made
• We accept credit cards, debit cards, and e-transfers
• Package payments must be paid in full before the first session unless a payment plan has been arranged
• Unpaid balances may be subject to late fees and collection efforts

Refund Policy

• Single Sessions: No refunds for completed sessions
• Packages: Refunds for unused sessions in prepaid packages may be provided at our discretion, minus a 15% administrative fee
• Skin Treatments: No refunds after treatment has been performed
• Products: Unopened products may be returned within 30 days for a refund; opened products are non-refundable

Insurance Coverage

Some extended health insurance plans may cover nutrition counseling services. We will provide receipts for insurance submission, but you are responsible for verifying coverage with your insurance provider. We do not bill insurance companies directly.

Confidentiality and Privacy

We are committed to protecting your privacy and maintaining confidentiality in accordance with applicable privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA). Please refer to our Privacy Policy for detailed information about how we collect, use, and protect your personal and health information.

We may disclose your information without consent only when required by law or when there is a risk of harm to you or others.

Informed Consent for Treatment

Health Coaching

By engaging our health coaching services, you acknowledge and agree that:

• Nutrition and lifestyle recommendations are based on current evidence but may not be suitable for everyone
• Individual results vary and cannot be guaranteed
• You will consult your physician before making significant dietary or lifestyle changes
• You will inform us of any adverse reactions or concerns
• The coaching relationship is collaborative and requires your active participation

Skin Treatments

By consenting to skin treatment services, you acknowledge and agree that:

• You have disclosed all relevant medical conditions and medications
• You understand the treatment procedure, potential risks, and expected outcomes
• Results may vary, and multiple sessions may be required
• Possible side effects include redness, swelling, scarring, or pigmentation changes
• You will follow all pre- and post-treatment instructions
• You have had the opportunity to ask questions and have them answered

Contraindications

Certain conditions may prevent you from receiving services. You must inform us if you have any contraindications, including but not limited to pregnancy, pacemakers, blood clotting disorders, active skin infections, or recent use of certain medications.

Limitation of Liability

To the fullest extent permitted by law:

• We do not guarantee specific health outcomes or results
• We are not liable for any adverse health consequences resulting from following or not following our recommendations
• Our liability for any claims related to our services is limited to the amount you paid for those services
• We are not responsible for indirect, consequential, or incidental damages
• You agree to hold us harmless from any claims arising from your use of our services

This limitation does not apply to liability for gross negligence, willful misconduct, or violations of applicable consumer protection laws.

Intellectual Property

All content provided during our services, including meal plans, educational materials, handouts, and resources, are our intellectual property and are provided for your personal use only. You agree not to:

• Reproduce, distribute, or share our materials without permission
• Use our content for commercial purposes
• Modify or create derivative works from our materials
• Remove copyright or proprietary notices

Testimonials and Marketing

We may request your permission to use your feedback, testimonials, or before/after photos for marketing purposes. You may decline or withdraw consent at any time. We will never use your information for marketing without your explicit consent.

Termination of Services

By Client

You may discontinue services at any time. If you have prepaid for a package, refunds for unused sessions will be handled according to our refund policy.

By Vicaria Health

We reserve the right to terminate our professional relationship if:

• You engage in threatening, abusive, or disrespectful behavior
• You fail to comply with payment obligations
• You repeatedly miss appointments without notice
• We determine that our services are not appropriate for your needs
• You provide false or misleading health information

In such cases, we will provide appropriate notice and referrals when clinically indicated.

Website Use

When using our website, you agree not to:

• Use the website for unlawful purposes
• Attempt to gain unauthorized access to our systems
• Interfere with website functionality or security
• Transmit viruses, malware, or harmful code
• Collect or harvest user information without consent
• Impersonate another person or entity

Dispute Resolution

Complaints

If you have concerns about our services, please contact us directly. We are committed to resolving issues promptly and professionally.

Governing Law

These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein. Any disputes will be resolved in the courts of Ontario.

Mediation

Before pursuing legal action, both parties agree to attempt to resolve disputes through good faith negotiation and, if necessary, mediation.

Severability

If any provision of these Terms is found to be unenforceable or invalid, the remaining provisions will continue in full force and effect.

Changes to Terms

We reserve the right to modify these Terms at any time. Updated Terms will be posted on our website with a new "Last Updated" date. Continued use of our services after changes constitutes acceptance of the updated Terms. Material changes will be communicated to active clients via email.

Entire Agreement

These Terms, together with our Privacy Policy and any service-specific consent forms, constitute the entire agreement between you and Vicaria Health regarding our services.

Contact Information

If you have questions about these Terms, please contact us: