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Client Policies

Weather Policy:

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To ensure the safety of our clients and staff, Affinity Ranch adheres to the following protocols in the event of inclement weather:
 

  • Winter Weather: During winter, we will follow the Douglas County School District's lead. If the school district closes due to adverse road conditions, Affinity Ranch will also be closed. Notifications of such closures will be sent via our automated text messaging system.
     

  • Summer Weather: Although cancellations are rare in the summer, lessons may be cancelled if arena temperatures become excessively high or if a major storm occurs. In such cases, we will notify you of any cancellations via phone or text message.

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Helmet Policy: 

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For safety reasons, all clients engaged in equine activities are required to wear a helmet at all times. If you are not currently accustomed to wearing a helmet, we encourage you to begin practicing as this is a mandatory safety measure.


Affinity Ranch will provide helmets that meet the standards set by the Professional Association of Therapeutic Horsemanship (PATH). Should you prefer to use your own helmet, please consult with us to ensure that it complies with PATH standards.​

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Cancellation Policy:

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​** Partner Organizations - If you are participating in a program at Affinity Ranch with one of our partner organizations you will be subject to their specific cancellation policies.  

 

Please note that we do not offer refunds for classes cancelled by the client. Scheduling Adaptive Horsemanship classes involves considerable coordination, including reserving arena time, allocating horses, and arranging for volunteers and instructors. Given these arrangements and the need to cover operational costs, we cannot provide refunds for cancellations. We recognize that unforeseen circumstances such as illness can occur; however, we must uphold our financial obligations. Repeated last-minute cancellations may lead us to discuss your continued reservation with you, as there is significant demand for these services.

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Exceptions:
 

  • For pre-planned absences such as vacations, surgeries, or other significant issues, please inform us at least two weeks in advance. In such cases, we will not charge you for the missed classes.
     

  • If Affinity Ranch cancels a class for any reason, you will not incur any charges.

 

Payment Policy**:

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Billing is broken down by service being provided.  ​** Partner Organizations - If you are participating in a program at Affinity Ranch with one of our partner organizations you will be subject to their specific payment policies. 

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  • Adaptive Horsemanship:

    • Billing: All lessons are invoiced at the end of each month through QuickBooks.  Invoices are due upon receipt.​

    • Missed Classes: Please see Cancellation Policy above.
       

  • Equine Assisted Therapies / Physical Therapy Utilizing Equine Movement (Hippotherapy):​

    • Insurance Billing: All insurance billing is managed through your therapy provider. For inquiries regarding this, please contact your therapist directly.​

    • Facility Fee:  A $35 facility fee per therapy session is due to Affinity Ranch. This fee will be invoiced at the end of the month via QuickBooks and is payable upon receipt.
       

  • Workshops: 

    • All workshop fees must be paid in advance. A payment link will be emailed to you following your registration. Please note that fees for missed workshops are non-refundable.
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  • Psychotherapy:

    • Insurance Billing: All insurance billing is managed through your therapy provider. For inquiries regarding this, please contact your therapist directly.​

    • Private Pay Billing: All insurance billing is managed through your therapy provider. For inquiries regarding this, please contact your therapist directly.

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Prohibited Items/Activities
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  • Smoking of any kind, including vaping, marijuana

  • Illegal drugs

  • Weapons

  • Alcohol/Drinking

  • Solicitation

  • Pets

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