Terms of Service

Welcome to Interconnecting Circles of Wellness, LLC, referred to throughout these Terms as “ICOW,” “we,” “us,” or “our.”

These Terms of Service govern your access to and use of our website, wellness retreat programs, travel coordination services, educational resources, technology-supported follow-up services, and other offerings, collectively referred to as the “Services.”

By accessing our website, submitting an inquiry, creating an account, registering for a program, or purchasing any Service, you acknowledge that you have read, understood, and agreed to these Terms. If you do not agree to these Terms, please do not access or use our Services.

Additional agreements, disclosures, consent forms, waivers, payment terms, or policies may apply to specific retreats, medical assessments, travel arrangements, or partner services. If a program-specific agreement conflicts with these Terms, the program-specific agreement will control for that particular Service.

ICOW coordinates wellness retreats, preventive medical assessments, travel-related services, educational resources, aftercare support, and connections to independent healthcare, hospitality, transportation, and wellness providers.

The specific services included in your program will be described in your itinerary, proposal, booking confirmation, or service agreement. Services not expressly listed as included are your responsibility.

ICOW may modify program activities, schedules, providers, accommodations, or itineraries when reasonably necessary because of availability, safety concerns, weather, transportation disruptions, medical considerations, or circumstances outside our control.

You must be at least 18 years old and legally capable of entering into an agreement to purchase or participate in our Services. A parent or legal guardian must complete all required agreements and consent forms for any approved participant under the age of 18.

You agree to provide accurate, complete, and current information during registration, intake, booking, and medical coordination. Failure to disclose relevant medical conditions, accessibility needs, allergies, dietary restrictions, medications, or other information may affect our ability to coordinate your experience safely.

We reserve the right to decline or discontinue participation when reasonably necessary to protect the health, safety, or well-being of a participant, our team, our partners, or others.

ICOW is not a hospital, medical practice, emergency service, or health insurance provider. Unless expressly stated otherwise, ICOW does not independently diagnose medical conditions, prescribe medications, perform medical procedures, or provide emergency care.

Medical assessments, consultations, treatments, and clinical recommendations are provided by independent licensed healthcare professionals and medical facilities. Those providers are responsible for determining whether a particular service is appropriate for you and for obtaining any required medical consent.

Information provided through our website, programs, educational materials, artificial intelligence tools, or wellness communications is intended for general informational and supportive purposes. It is not a substitute for individualized medical advice, diagnosis, or treatment.

Participation in a wellness retreat or medical assessment does not guarantee any particular diagnosis, treatment outcome, improvement, cure, or health result. Health-related decisions should be made in consultation with a qualified healthcare professional.

If you are experiencing a medical emergency, contact the appropriate local emergency service immediately.

Some ICOW programs may involve international travel and services delivered outside the United States. Healthcare standards, licensing requirements, privacy laws, legal remedies, accessibility standards, and medical practices may differ from those in the United States.

You are responsible for reviewing current travel advisories, entry requirements, passport and visa requirements, vaccination recommendations, and destination-specific health information.

You are also responsible for determining whether your health insurance provides coverage outside your home country. Unless expressly included in your package, you are responsible for expenses associated with medical treatment, hospitalization, emergency transportation, evacuation, travel interruptions, and extended stays.

We strongly encourage participants to purchase appropriate travel insurance, trip cancellation coverage, international medical coverage, and medical evacuation insurance.

ICOW works with independent hospitals, physicians, wellness professionals, hotels, transportation companies, travel providers, technology vendors, and other partners.

These partners are separate entities and are responsible for the services they provide. Their services may be governed by separate terms, waivers, privacy notices, consent forms, cancellation policies, and payment requirements.

To the fullest extent permitted by law, ICOW is not responsible for the independent acts, omissions, decisions, recommendations, delays, cancellations, or service quality of third-party providers. Nothing in these Terms creates an employment, agency, partnership, or joint venture relationship between ICOW and any independent provider unless expressly stated in writing.

Prices, deposits, payment schedules, and included services will be provided during the booking process or in a separate service agreement.

A reservation is not confirmed until all required registration materials have been completed and the required deposit or payment has been received. You are responsible for reviewing your booking confirmation and notifying us promptly of any errors.

Payments must be made according to the schedule provided. Failure to make a payment when due may result in suspension or cancellation of your reservation.

Prices may exclude airfare, passports, visas, travel insurance, optional activities, additional medical services, personal expenses, gratuities, and other items unless specifically identified as included.

All cancellation requests must be submitted in writing to info@icowllc.com. A cancellation becomes effective on the date ICOW receives the written request.

Refund eligibility will be determined according to the cancellation schedule and payment terms provided in your booking confirmation, proposal, or program-specific agreement. Certain deposits, administrative fees, planning fees, and payments made to third-party providers may be nonrefundable.

Costs committed or paid on your behalf may include medical appointments, diagnostic services, accommodations, transportation, airfare, excursions, concierge services, processing fees, and other reservations. Refunds for third-party services are subject to the individual provider’s policies and will only be issued to the extent that ICOW receives a refund from that provider.

No refund or credit will be provided for:

If ICOW cancels a program before it begins, we may offer a refund of amounts paid directly to ICOW, a credit toward a future program, or a comparable alternative. The available option will depend on the circumstances and any expenses already committed to third-party providers.

ICOW is not responsible for nonrefundable airfare, travel insurance premiums, visa expenses, personal purchases, lost wages, or other costs incurred independently by a participant.

Participants are strongly encouraged to purchase comprehensive travel insurance that includes trip cancellation, trip interruption, medical care, and emergency evacuation coverage.

Requests to change travel dates, accommodations, services, or participant information must be submitted in writing. Changes are subject to availability, partner approval, and any additional costs or administrative fees.

Reservations may not be transferred to another person without written approval from ICOW and all applicable service providers.

Certain Services may require you to create an account or access a secure client portal. You agree to provide accurate and current information and to update it when necessary.

You are responsible for protecting your login credentials and for all activity conducted through your account. Notify us promptly if you believe your account has been accessed without authorization.

You may access and use our website and Services only for lawful, personal, and noncommercial purposes.

You may not:

The ICOW website and its original content, branding, graphics, program materials, educational resources, photographs, videos, designs, and functionality are owned by or licensed to Interconnecting Circles of Wellness, LLC.

These materials are protected by applicable copyright, trademark, and other intellectual property laws. You may view and use the materials for personal, noncommercial purposes. You may not reproduce, modify, distribute, publish, sell, or create derivative works from our materials without prior written permission.

You may have opportunities to submit forms, testimonials, feedback, photographs, documents, or other materials.

You represent that the information you submit is accurate and that you have the legal right to provide it. You may not submit material that violates another person’s privacy, intellectual property, or other legal rights.

Submitting a testimonial, photograph, or personal story does not automatically grant ICOW permission to use it publicly. Any promotional use requiring additional consent will be addressed through a separate written authorization.

By providing your contact information through our website, intake forms, program registrations, surveys, or other communication channels, you consent to receive communications from ICOW related to your inquiries, reservations, programs, services, appointments, and account.

Communications may include:

Communications may be delivered by email, telephone, voicemail, or text message. Consent to receive marketing communications is not a condition of purchasing or participating in a program.

Your use of our Services is also governed by our Privacy Policy.

ICOW is committed to protecting personal, financial, travel-related, and health-related information through reasonable administrative, technical, and physical safeguards.

We comply with privacy and data-protection requirements that apply to our operations. HIPAA, GDPR, and other specialized privacy laws will apply only when ICOW’s activities and legal status fall within the scope of those laws.

When necessary to coordinate requested services, you authorize ICOW to share relevant information with healthcare providers, hospitals, travel providers, technology vendors, and other partners involved in delivering your program, subject to applicable law and any required consent forms.

ICOW may use secure technology and artificial intelligence-supported tools to assist with scheduling, reminders, education, wellness check-ins, communication, and administrative follow-up.

These tools do not replace the professional judgment of a licensed healthcare provider. AI-generated content may contain errors or may not reflect your complete medical circumstances. You should not rely on an automated response to diagnose a condition, change a medication, delay medical care, or make an emergency medical decision.

Our website may include links to third-party websites, booking platforms, healthcare providers, travel services, or educational resources. These links are provided for convenience and do not constitute an endorsement or guarantee.

ICOW does not control and is not responsible for third-party content, availability, security, privacy practices, or terms. Your use of a third-party website or service is governed by that provider’s policies.

Participants must behave respectfully and comply with applicable laws, safety instructions, facility rules, medical guidance, and program requirements.

ICOW may remove a participant from a program when their conduct is unlawful, threatening, abusive, disruptive, discriminatory, unsafe, or materially interferes with the experience of others. A participant removed for misconduct will be responsible for resulting costs and may not be eligible for a refund.

Travel, wellness activities, medical assessments, transportation, excursions, and other program activities may involve inherent and unexpected risks.

By participating, you acknowledge these risks and accept responsibility for determining, in consultation with your healthcare provider, whether you are physically and medically able to participate.

Nothing in these Terms waives rights or liabilities that cannot legally be waived.

To the fullest extent permitted by law, Interconnecting Circles of Wellness, LLC and its owners, employees, representatives, and affiliates will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages arising from your use of or inability to use the Services.

Our total liability for a claim related to the Services will not exceed the amount you paid directly to ICOW for the specific Service giving rise to the claim.

These limitations do not apply where prohibited by law or to liabilities that cannot legally be limited.

To the extent permitted by law, you agree to indemnify and hold harmless Interconnecting Circles of Wellness, LLC and its owners, employees, representatives, and affiliates from claims, losses, liabilities, or expenses arising from your unlawful conduct, violation of these Terms, infringement of another person’s rights, or intentional provision of materially false information.

ICOW will not be responsible for delays, changes, interruptions, or cancellations caused by circumstances beyond our reasonable control. These may include severe weather, natural disasters, epidemics, pandemics, government restrictions, political unrest, labor disruptions, transportation failures, supplier cancellations, utility outages, or other emergencies.

When such an event occurs, ICOW will make reasonable efforts to provide available alternatives, credits, or recoverable refunds. Any refund remains subject to amounts that can be recovered from third-party providers.

We may suspend or terminate access to our website, accounts, programs, or Services if you violate these Terms, fail to make required payments, provide materially inaccurate information, misuse our Services, or create a health, safety, legal, or security concern.

Terms that reasonably should continue after termination, including payment obligations, intellectual property provisions, liability limitations, and dispute provisions, will remain in effect.

Before filing a formal claim, you agree to contact ICOW at info@icowllc.com and make a good-faith effort to resolve the dispute informally.

If the dispute cannot be resolved, it will be submitted to binding arbitration administered by the American Arbitration Association in accordance with its applicable rules, except where arbitration is prohibited by law.

The location, allocation of costs, and other arbitration procedures will be determined by the applicable rules and controlling law.

Nothing in this section prevents either party from pursuing an eligible claim in small claims court or seeking emergency injunctive relief when legally appropriate.

These Terms are governed by the laws of the State of North Carolina, without regard to conflict-of-law principles, except where another jurisdiction’s laws must apply.

We may modify these Terms to reflect changes to our Services, business practices, partnerships, or legal obligations.

When changes are made, we will update the effective date at the top of this page. Material changes will apply prospectively unless otherwise permitted by law. Your continued use of the Services after updated Terms become effective constitutes acceptance of the revised Terms.

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will continue in effect. The invalid provision will be modified or limited only to the extent necessary to make it enforceable when permitted by law.

These Terms, together with our Privacy Policy and any applicable booking confirmation, service agreement, consent form, waiver, or program-specific policy, constitute the entire agreement concerning your use of the Services.

If you have questions about these Terms, please contact:

Interconnecting Circles of Wellness, LLC

Email: info@icowllc.com