Booking & Cancellation Policy

Last Updated: August 15, 2026

Thank you for choosing Active Peace Maternity. This policy explains booking, payment, cancellation, rescheduling, required forms, and other appointment expectations.

Service-specific agreements or policies may contain additional or different terms. When they do, the terms applicable to that specific service will control.

General Booking Information

Appointments. Active Peace provides mobile, virtual, and other appointment-based services. All sessions are by appointment only and should be scheduled through the designated online booking system unless otherwise arranged.

Same-day requests are generally reserved for clients who have purchased prepaid or on-call services and may not be available through online booking.

Payment. Unless a service is complimentary or otherwise stated, full payment is required at the time of booking. Services and packages with payment plans require a valid payment method on file for scheduled payments.

Complimentary Connection Calls. A valid card on file is required when scheduling a complimentary Connection Call to enforce the no-show policy described below.

Required Client Forms & Information

Required forms help Active Peace prepare appropriately for your appointment and identify information that may affect the safety, timing, format, or appropriateness of your scheduled service.

Depending on the service, required forms may include a comprehensive health intake, current symptom or wellness screening, informed consent, or other service-specific information.

Health Intake. A comprehensive health intake may be required before services begin and periodically thereafter. A new or updated intake may also be required following a significant change in health, pregnancy, or post-pregnancy status.

Current Symptom & Appointment Screening. Some in-person services require a current screening closer to the appointment. This allows Active Peace to review recent changes such as illness, fever, acute symptoms or injuries, household illness or exposure concerns, medication changes, the appointment environment, and other information relevant to safely providing an in-person or mobile service.

Because this information is intended to reflect your current circumstances, completion of an earlier health intake does not replace a required current screening.

Form Deadline. Unless a different deadline is provided, all required forms must be submitted at least 2 hours before the scheduled appointment.

If required forms or information have not been received by the deadline, Active Peace may cancel the appointment because adequate information or preparation time is not available to appropriately provide the service.

Missed Form Deadline

If Active Peace cancels your appointment because required forms were not completed by the deadline, you may receive one courtesy reschedule of that appointment.

The original appointment counts as your first appointment attempt, and the courtesy appointment counts as your second appointment attempt under the Rescheduling Limits below.

Once a courtesy reschedule is provided, the payment for that appointment becomes nonrefundable. This nonrefundable status remains in effect through any remaining permitted reschedule.

Failure to complete required forms for a rescheduled appointment may result in cancellation and forfeiture of the appointment.

Exceptions may be made at Active Peace's discretion when circumstances warrant.

Recording, Transcription & Session Notes

Certain appointments, consultations, and educational sessions may be recorded or transcribed using HIPAA-compliant recording and transcription tools to support accurate charting, documentation, continuity of care, and appropriate follow-up.

For in-person appointments, recording may take place through the individual client's secure record within the client management platform. Virtual appointments may be recorded and/or transcribed through HIPAA-compliant virtual meeting and transcription tools.

You will be informed when recording or transcription is being used. You may decline recording or ask for it to be paused or stopped at any time. Declining recording does not prevent you from receiving the service; written notes may be taken instead when documentation is needed.

When a transcript of a recorded session is available, you may request a copy.

Recordings and transcripts are used for documentation and client-service purposes and will not be used for public, marketing, or promotional purposes without separate written consent.

Photography During In-Person Appointments & Visits

Active Peace may occasionally ask permission to take photographs during an in-person appointment or visit. This may include photographs taken for you, appropriate care-related documentation, or non-client elements such as a massage-table or care-space setup.

Photography is optional, and declining photography will not affect your ability to receive services.

Permission to take a photograph does not automatically grant permission to publish or use that photograph for marketing.

Client photographs or other identifiable images will only be used on the Active Peace website, social media, advertising, educational materials, or other promotional content when separate written permission for that use has been provided.

Cancellation & Rescheduling

We understand that life can be unpredictable. The following cancellation and refund terms apply to paid appointments unless different terms are provided for a particular service or package.

Timely Cancellation — 24 hours or more before the appointment:

You may cancel or reschedule your appointment. A cancelled appointment is eligible for a full refund.

Late Cancellation — less than 24 hours but at least 12 hours before the appointment:

The appointment is eligible for a 50% refund.

Late Cancellation — less than 12 hours before the appointment:

The appointment is nonrefundable.

No-Show:

Failure to attend your scheduled appointment without cancelling is considered a no-show. No-show appointments are nonrefundable.

Cancellation and rescheduling exceptions may be considered at Active Peace's discretion based on individual circumstances. An exception provided on one occasion does not modify this policy for future appointments.

Rescheduling Limits

Each appointment may have a maximum of three appointment attempts: the original appointment and up to two reschedules.

Rescheduled appointments must generally occur within 7 calendar days of the original appointment date and are subject to availability. A longer extension may be approved by Active Peace when circumstances warrant.

After two reschedules, the third appointment attempt is final. The appointment must either be attended as scheduled or cancelled according to the applicable cancellation and refund policy. Payment from that appointment cannot be transferred to a fourth appointment date.

When an appointment has become nonrefundable because of a courtesy reschedule or another applicable policy, that nonrefundable status remains in effect through any remaining permitted reschedules.

Repeated cancellations, rescheduling, missed appointments, or difficulty maintaining scheduled appointments may result in temporary booking restrictions or require approval before future appointments may be scheduled.

Exceptions may be made at Active Peace's discretion when circumstances warrant.

How to Cancel or Reschedule

Please cancel or reschedule using one of the following designated methods:

Client Portal: Use your scheduling/client portal when available.

Text: 719-203-5793

Cancellation or rescheduling requests sent through social-media comments, direct messages, or other channels not designated for scheduling may not be monitored in time and will not be considered valid notice for purposes of this policy.

Connection Call Policy

The complimentary 30-minute Connection Call provides dedicated time to discuss where you are, what you're looking for, and whether Active Peace may be a good fit.

Cancellation or Rescheduling. If you cannot attend, please cancel or reschedule your Connection Call before the scheduled appointment time.

No-Show. Failure to attend a scheduled Connection Call without cancelling will result in a $50 no-show fee charged to the card on file. No-show fees are nonrefundable.

Courtesy Reschedule. Following the first missed Connection Call, you may receive one courtesy opportunity to reschedule.

The $50 no-show fee remains nonrefundable and is not a deposit toward the rescheduled Connection Call.

If the courtesy rescheduled Connection Call is also missed, another $50 no-show fee will apply. Additional complimentary Connection Calls will not be offered. If you would still like individualized time to discuss your needs, you may schedule an applicable prepaid consultation.

Recording or transcription of a Connection Call, when used, follows the Recording, Transcription & Session Notes policy above.

Packages & Payment Plans

Packages, programs, or services purchased with a payment plan may have cancellation, refund, termination, or payment terms specific to that offering.

When a separate service agreement or program policy applies, those terms control.

Unless otherwise stated, package refunds approved after services have begun may deduct the regular, non-discounted value of services already provided and any applicable fees before determining the remaining refundable amount.

Maternity & Wellness Consultation Considerations

Virtual Doula clients and clients who purchase virtual à la carte consultations receive those appointments through the designated virtual platform.

Birth Doula and Massage Doula clients may have in-person or virtual consultation options depending on their service agreement and the purpose of the appointment.

Changing Appointment Format. Requests to change an in-person appointment to virtual should be made at least 3 hours before the scheduled appointment whenever possible.

All other applicable cancellation and rescheduling policies remain in effect.

Doula On-Call Considerations

Because Active Peace provides birth doula care, there may be times when an appointment is scheduled while I am on call for another client.

If I am called to a birth or another contracted on-call responsibility affects your scheduled appointment, I will notify you as soon as reasonably possible.

You will not incur a cancellation penalty when Active Peace initiates the cancellation for this reason.

We will work together to reschedule. If we cannot arrange a suitable replacement appointment within 72 hours, you may request a refund for the affected standalone appointment when applicable.

If You Go Into Labor Before Your Appointment

Birth happens. If labor or birth prevents you from attending a scheduled prenatal appointment, please notify me as soon as reasonably possible and no later than two days following the birth when circumstances allow.

Eligible appointment fees may be refunded or applied toward an appropriate post-pregnancy service within two months following the birth, subject to any applicable service agreement or insurance requirements.

Weather & Illness

Weather. Safety comes first. When your local school district or mine closes because of hazardous road conditions, affected in-person appointments may be rescheduled without a cancellation fee. Active Peace generally follows District 49 weather closures for local operations.

Delayed starts, early closures, changing road conditions, and circumstances affecting different parts of the service area may be handled individually.

Illness. If you are ill or have symptoms that may affect whether an in-person appointment is appropriate, please contact Active Peace as soon as possible.

Depending on the service and circumstances, we may reschedule, change an eligible appointment to virtual, modify the service, or consider an exception to applicable cancellation terms.

Active Peace may also reschedule or modify an appointment when illness, exposure, or other health considerations make an in-person session inappropriate.

Appointment Communications

Appointment confirmations, reminders, required forms, scheduling updates, and other service-related communications may be sent by text message, email, or through the client platform.

Please provide accurate contact information and avoid blocking service-related messages if you wish to receive reminders and important appointment information.

Appointment reminders are a courtesy. Not receiving a reminder does not waive required-form deadlines or applicable cancellation or no-show policies.

Service-related communications are separate from optional marketing communications.

Questions

Questions about this Booking & Cancellation Policy or assistance with an appointment may be directed to:

Active Peace Maternity

Email: info@activepeacematernity.com

Text: 719-203-5793

PO Box 25003

Colorado Springs, CO 80936