Consultation Policy

Booking, payment, cancellation, rescheduling, recording, and refunds for Office Solutions Pro consultations.

Effective date: November 10, 2026

This policy covers consultations booked with Newbie Creations, LLC, doing business as Office Solutions Pro. It’s part of our Terms of Use. It doesn’t cover products, which, when offered, are sold through Etsy or Payhip and follow each store’s terms and the product’s license.

The session

A consultation is a 60-minute online session by video conference on Microsoft Teams, and costs $300 (US dollars) per session. Your booking confirmation includes the meeting link and instructions for joining. Details of what we can help with are on the Consulting page.

Booking

You can book any time shown as available on the booking page.

When you can, book further ahead. That gives more time to review your situation, and helps you get more from the 60 minutes. This is a recommendation, not a requirement. If you book shortly before the session, there may be little or no time to review materials beforehand.

After you book, we can send you a private file-upload link for any documents you’d like us to review before your consultation. Uploading documents is optional.

The booking page links to this policy, our Terms of Use, and our Privacy Policy. When you book, it asks you to confirm two things, and both are required: that you’ve read and agree to this policy and our Terms of Use, including that the fee is charged when you book and cancellations by you are non-refundable, subject to applicable law, and that you understand the session may be recorded and transcribed, but only if everyone present agrees at the start, as described below.

Payment

The full fee is charged when you book, through PayPal, which is connected to our booking page on Calendly. Your booking is confirmed once payment succeeds.

Recording and AI-assisted notes

We use Calendly Notetaker in consultations. When it’s used, it joins the video meeting, records and transcribes it, and can create an AI-assisted summary and action items. Recording is optional. If it isn’t available for a session, anyone present doesn’t agree, or we can’t confirm everyone’s agreement in time, the session goes ahead without it.

Why: to keep an accurate record of what we discussed and agreed, to support any follow-up you ask for, and to answer questions about a session later.
At booking: the booking page explains the recording, and one of the two required confirmations is that you understand it. That confirmation isn’t permission to record. We ask for permission at the start of the session. You can ask for an unrecorded consultation, and anyone can withdraw their agreement at any time.
Other people in the session: anyone else who joins won’t have seen the booking form, so please tell them before the session that it may be recorded.
Before recording starts: at the start of the session, we ask everyone present whether they agree to recording and transcription. We add Notetaker to the meeting only after everyone has agreed. Once it has joined, we repeat on the recording that it’s recording and that everyone agreed before it was added. That doesn’t replace asking first. If anyone doesn’t agree, or we can’t confirm it in time, the session goes ahead without Notetaker.
If someone joins later: we tell them straight away that the session is being recorded and ask whether they agree, before they take part. Recording can’t be paused, so their arrival and our question may be captured. If they don’t agree, or we can’t confirm their agreement, we stop the recording before we continue.
If you’d rather not be recorded: the session goes ahead without Notetaker, at the same fee. Before the session, email travis@officesolutions.pro, and we won’t add Notetaker to that session. During the session, just say so.
If anyone withdraws during the session: anyone present can ask us to stop recording and transcription at any time, and we’ll stop Notetaker before we carry on. Once stopped, recording doesn’t restart in that meeting. If anyone who declined or withdrew asks us to, we’ll delete what was recorded before it stopped, unless a legal obligation requires us to keep it.
Who sees the records: only us, the service providers that store and process them, anyone you ask us to share them with, and anyone the law requires us to disclose them to. They’re not published or shared with other customers.
Copies: while we still have them, we’ll send you your summary or transcript if you ask. A recording may include other people’s information. We provide a copy of the recording itself when required by applicable law, subject to any lawful limitations needed to protect other participants’ information.
How long we keep them: we keep recordings, transcripts, AI-assisted summaries, and action items for no more than 60 days after the session. They aren’t deleted automatically, so we review and delete them ourselves each month, along with any copies we’ve downloaded or exported, and any in our email accounts. A copy we send you at your request is yours to keep. Deleting a recording, transcript, or summary removes it from our Calendly account. Calendly may keep deleted data in its backups for a time, under its own terms.
When we keep them longer: we may keep a record longer only while it’s needed for a documented complaint or payment dispute about that consultation, or for a legal obligation, such as a legal hold, a court order, or a legal claim we reasonably anticipate. Once that need ends, we delete it.
Deleting sooner: you can ask us to delete them sooner. If one of those reasons applies, such as a legal hold, we’ll tell you what we’re keeping and why, unless the law prevents us, and delete it once the reason ends. For a partial recording, or something sensitive captured by accident, only a legal obligation counts.

How these records are handled is also described in our Privacy Policy.

You may share your screen or files during a consultation. They can show employee or customer information, confidential business records, SharePoint or Dataverse data, emails, or restricted information. Notetaker records the meeting’s video and audio, so anything on a shared screen may be captured.

Share only information you’re authorized to share, and use sanitized or sample data where you can.
If you need to share confidential information, contact us first so we can agree on an appropriate way to handle it.
Don’t show passwords, keys, tokens, or other credentials. Keep sensitive personal information, and restricted or controlled information, off screen, especially while the session is recorded.
Don’t show or send restricted or regulated information, such as health information protected by law, payment card numbers, government identification numbers, or export-controlled or other restricted government information, unless we’ve agreed separately, in writing and before the session, how it will be handled. Asking us to review it isn’t enough, and we may decline.
If something shouldn’t be recorded, tell us before you show it, or ask for an unrecorded consultation. Recording can be stopped, but not paused and restarted in the same meeting.
Messages typed in the meeting chat are kept in Microsoft 365 after the session, and we can’t delete the meeting chat as a whole, so don’t type anything there that you wouldn’t want kept. The Privacy Policy describes what Teams keeps.
A recording can only be deleted as a whole, not in part. If something sensitive is captured by accident, tell us. We’ll delete the recording and anything made from it, unless a legal obligation requires us to keep it.

Cancellations are non-refundable

When you book, the time is reserved for you, and we use the time before the session to prepare whenever we can. So if you cancel, the fee isn’t refunded, however far ahead you cancel, subject to applicable law.

If you can’t attend, please still cancel using the link in your confirmation email, or by emailing travis@officesolutions.pro, so the time can be offered to someone else.

You can also reschedule instead, as described below.

Rescheduling

You can reschedule using the link in your confirmation email or calendar invitation, to any time shown as available, before your session starts. There’s no limit on how many times you can reschedule. Rescheduling moves your booking to the new time, and the fee stays non-refundable.

We don’t charge for rescheduling. If you’re asked to pay when you reschedule, or you’re charged a second time, email travis@officesolutions.pro, and we’ll refund any extra payment.

Late arrival and missed sessions

If you join late, you have the rest of the scheduled time, and the session still ends at its scheduled time. If you haven’t joined within 15 minutes of the start, and haven’t told us about a technical problem, the session may be treated as missed. A missed session isn’t refunded, subject to applicable law.

If you can’t join because of a technical problem, and you let us know during the scheduled time, “Technical problems” below applies instead.

Technical problems

Technical problems happen, on either side. If a problem interrupts a session, we’ll try to reconnect, on the same meeting service, or another way we both agree on. If you can’t connect, contact us at travis@officesolutions.pro during the scheduled time.

If a technical problem means some or all of the session is lost:

If part of the session was meaningfully completed, we’ll offer replacement time for the part that was lost.
If no meaningful consultation took place, we’ll offer a full 60-minute replacement session.

A brief interruption that we recover from doesn’t by itself call for a replacement. Replacement time is at a time that suits us both, and there’s no additional fee for it.

On our side. If the problem was on our side, for example with our equipment, our internet connection, or the meeting link we sent you, and no meaningful consultation took place, you can choose either the replacement session or a full refund. You don’t have to accept a replacement, or wait for one, to get a refund. If part of the session was completed, and we can’t arrange the replacement time within 30 days after the originally scheduled session, or can’t provide it at all, we’ll refund the part of the fee for the time that was lost.

At another provider. Some problems aren’t caused by either of us, for example a Microsoft Teams service outage, a widespread internet outage, or a comparable disruption at another provider. We don’t treat these as your fault or ours. We’ll offer replacement time as described above. If the consultation ultimately can’t be provided, we’ll refund the fee. If only part of it was delivered, and the replacement time can’t be provided, we’ll provide a reasonable remedy for the part that wasn’t delivered, consistent with this policy and applicable law.

On your side. If the problem was on your side, for example with your own connection, equipment, or software, we’ll still offer replacement time as described above, but the problem doesn’t create a right to a refund by itself.

If we disagree. If we disagree about what was completed, or about what caused a problem, we’ll review the circumstances fairly, based on the available evidence and the consultation actually delivered, and decide on an appropriate remedy under this policy. Neither of us is presumed to be at fault without evidence. This doesn’t affect any right you have under the law, as “Your rights under the law” below explains, or your options under “Questions and disputes”.

If we can’t provide your consultation

This is different from a technical problem. If we cancel your session, or can’t provide it, you can choose either a replacement appointment at no additional fee or a full refund. You don’t have to accept a replacement, or wait for one, to get a refund. If you choose a replacement, and we can’t arrange a time that suits us both within 30 days after the originally scheduled session, or we ultimately can’t provide the consultation, we’ll refund the fee in full.

Refunds

Refunds aren’t offered as an alternative to rescheduling or replacement time, except as described under “If we can’t provide your consultation” and “Technical problems”. When a refund is due under this policy, or required by law or by your payment provider’s rules, including when you were charged twice, it goes back to your original payment method through PayPal. We aim to issue it within 5 business days after it’s confirmed as due, or sooner if the law requires. PayPal, your bank, or your card provider may take longer to show it.

Your rights under the law

This policy applies subject to applicable law. Nothing in it limits any right to cancel, to get a refund, or to another remedy, that you have under the law where you live and that can’t be excluded, or that your payment provider’s rules give you. If you’re a consumer and the law where you live gives you a right to cancel within a set period after booking, you can use that right as the law provides.

Follow-up consultations

If we agree during your session that a follow-up would help, we may offer a follow-up consultation at a reduced rate. We’ll confirm the rate, how long the offer is available, and how to book it, in writing before you book. A follow-up booking follows this same policy.

Development and implementation work

Consultations don’t include building or implementing a solution. If you’d like that work, we’ll discuss it separately, then provide a written quote with its scope, price, and terms. That work is covered by its own written agreement, not by this policy.

Questions and disputes

If you have a question or a problem with a booking or payment, email travis@officesolutions.pro. We aim to reply within 2 business days. Please contact us before disputing a charge with PayPal or your bank, so we can try to resolve it first.

Changes to this policy

We may update this policy. The effective date at the top shows when it last changed. If a change is significant, we’ll note it at the top of this page. A change doesn’t affect a session that’s already booked.