Mind Body Align, PDX Retreat Service Agreement & Fine Print Details

Effective Date: August 7, 2026
Last Updated: August 7, 2026

These Retreat Terms & Conditions (“Terms”) govern registration for and participation in retreats hosted and operated by Heidi Scanlan LCSW LLC, DBA Mind Body Align PDX (“Mind Body Align,” “we,” “us,” or “our”).

These Terms apply to all current and future domestic and international retreats offered by Mind Body Align, regardless of whether the retreat is promoted through mindbodyalignpdx.com, alignmentcollective.org, social media, email, a third-party platform, a collaborating organization, or another marketing channel.

Mind Body Align PDX is the retreat host and contracting entity.

The Alignment Collective may provide community partnership, promotional, programming, logistical, or other support for certain retreats, but The Alignment Collective is not the retreat host or contracting entity unless expressly stated otherwise in writing for a particular retreat.

By registering for a retreat, making a deposit or payment, or otherwise purchasing a retreat-related service from Mind Body Align, you acknowledge that you have read, understood, and agree to these Terms.

Individual retreats may have additional terms, including specific pricing, payment deadlines, cancellation and refund policies, registration agreements, clinical informed consent documents, health or participation requirements, assumption-of-risk agreements, and activity waivers. Those additional terms are incorporated into your agreement for that retreat.

If retreat-specific written terms conflict with these general Terms, the retreat-specific terms will control for that particular retreat.

1. Eligibility and Registration

Unless expressly stated otherwise, retreat participants must be at least 18 years old.

Registration is not transferable to another individual without prior written approval from Mind Body Align.

You agree to provide complete and accurate registration, contact, payment, health, emergency contact, and other information reasonably requested in connection with your retreat.

Purchasing a retreat for another person does not automatically complete that person's registration. The actual participant may be required to separately complete registration materials, screening, informed consent documents, waivers, and other participation requirements.

2. Retreat-Specific Information

Each retreat may have its own:

destination and dates;

accommodations and room categories;

pricing;

deposit requirements;

payment deadlines;

promotional or Early Bird pricing;

cancellation and refund schedule;

itinerary;

included and excluded services;

activities and excursions;

clinical or wellness programming;

screening requirements; and

participation agreements or waivers.

Participants are responsible for reviewing the information applicable to their specific retreat before registering.

3. Payments

Retreat payments may be processed through Stripe or another payment processor authorized by Mind Body Align.

Available payment methods may include credit or debit cards, ACH bank transfer, Apple Pay, Google Pay, Klarna, Afterpay, or other payment options made available by the payment processor.

Third-party financing or installment options are subject to the provider's own eligibility requirements, terms, fees, and conditions.

Using a financing, installment, or third-party payment option does not change Mind Body Align's cancellation, refund, transfer, or retreat policies.

Participants are responsible for providing accurate payment information and satisfying payment obligations associated with the payment method selected.

4. Deposits and Remaining Balances

When a deposit option is offered, payment of the required deposit reserves a participant's space in the retreat, subject to completion of any required registration and screening requirements.

The remaining balance must be paid according to the deadline and payment terms established for the applicable retreat.

Failure to pay the remaining balance when due may result in cancellation of the reservation and application of the retreat's cancellation policy.

Unless otherwise expressly stated for a particular retreat, paying a deposit does not guarantee a specific room, room category, bed configuration, or accommodation preference.

5. Room Selection and Accommodations

Room availability varies by retreat.

When Mind Body Align offers priority room selection to participants who pay in full, those participants may select from rooms that remain available at the time of purchase.

Participants who reserve their retreat space with a deposit may be offered room selection or assigned accommodations later based on remaining availability.

A deposit secures your retreat space but does not guarantee your preferred room.

Mind Body Align will make reasonable efforts to accommodate participant preferences but cannot guarantee a particular room, view, bed configuration, roommate arrangement, or accommodation unless expressly confirmed in writing.

6. Pricing, Early Bird Offers, and Promotions

Retreat prices, promotional rates, Early Bird discounts, payment plans, and discount codes may vary by retreat.

Promotional offers are valid only during the stated promotional period and subject to any conditions disclosed with the offer.

Discount codes must be entered or otherwise applied as instructed at the time of purchase.

Unless expressly stated otherwise, discounts cannot be combined and will not be applied retroactively after a qualifying promotional period has ended.

7. Participant Cancellation and Refunds

Each retreat has a specific cancellation and refund policy.

The cancellation and refund policy published or presented for your retreat at the time of registration forms part of your agreement with Mind Body Align.

Participants are responsible for reviewing these terms before making a deposit or payment.

Deposits may be nonrefundable or subject to specific cancellation provisions, as disclosed for the applicable retreat.

Unless otherwise provided by the applicable retreat policy, failure to attend, late arrival, early departure, voluntary withdrawal, or choosing not to participate in included activities does not create a right to a refund.

8. Changes or Cancellation by Mind Body Align

International travel and retreat programming sometimes require changes because of circumstances that cannot reasonably be anticipated or controlled.

Mind Body Align reserves the right to make reasonable changes to accommodations, instructors, clinicians, facilitators, activities, excursions, transportation, meals, venues, schedules, or itineraries when necessary.

Changes may result from weather, ocean or environmental conditions, safety concerns, illness, provider availability, transportation interruptions, government actions, local conditions, natural disasters, public health concerns, political or civil conditions, or other circumstances outside our reasonable control.

If Mind Body Align cancels or materially postpones an entire retreat, the cancellation terms applicable to that retreat will govern participant remedies.

Unless expressly provided otherwise, Mind Body Align is not responsible for independently purchased airfare, hotels, transportation, excursions, travel insurance, lost wages, childcare, or other expenses incurred by a participant.

9. Travel Insurance

We strongly recommend comprehensive travel insurance for all retreat participants, particularly for international retreats.

Participants should consider coverage for:

trip cancellation;

trip interruption;

travel delays;

lost or delayed baggage;

emergency medical treatment;

emergency evacuation or repatriation; and

other unexpected travel-related expenses.

Participants are responsible for selecting appropriate coverage and understanding the terms, exclusions, deadlines, and coverage limits of any policy purchased.

Mind Body Align does not provide or guarantee travel insurance coverage.

10. Passports, Visas, and Entry Requirements

Participants are solely responsible for obtaining and maintaining all travel documentation necessary to attend their retreat, including a valid passport and any required visas, travel authorizations, health documentation, or other entry requirements.

International travel requirements may change.

Participants are responsible for confirming current entry and exit requirements applicable to their nationality and individual circumstances.

Mind Body Align is not responsible if a participant cannot attend because of missing, expired, incorrect, or insufficient travel documentation or because the participant is denied boarding or entry by an airline or government authority.

11. Transportation and Independent Travel

Unless expressly included in the applicable retreat package, participants are responsible for arranging and paying for their own airfare and transportation to and from the retreat destination.

Participants are responsible for arriving at designated meeting locations at the appropriate times.

Mind Body Align is not responsible for missed flights, connections, delays, cancellations, lost baggage, or other transportation disruptions outside our reasonable control.

12. Health and Physical Participation

Retreats may include physical and recreational activities such as Pilates, yoga, surfing, swimming, walking, hiking, fitness activities, excursions, transportation, and other movement or adventure-based experiences.

Participation in individual activities is generally voluntary unless otherwise stated.

Participants are responsible for determining whether they are physically able to participate and should consult their own healthcare professionals when appropriate.

Participants agree to communicate relevant limitations or safety concerns when reasonably necessary for safe participation.

Some activities may require additional waivers or agreements from Mind Body Align or independent activity providers.

13. Clinical and Mental Health Services

Certain Mind Body Align retreats may include psychotherapy, EMDR-related services, clinical screening, psychoeducation, facilitated groups, or other mental health services provided by qualified professionals.

Registration for a retreat does not, by itself, establish a therapist-client relationship.

Participants receiving clinical services may be required to complete separate intake procedures, informed consent documents, privacy notices, health information, emergency contact information, screening, and other clinical documentation.

Participation in certain retreats may be contingent upon completion of required pre-retreat clinical intake or screening and a determination that participation is appropriate.

Clinical services are governed by the applicable informed consent, privacy, professional, and clinical documentation in addition to these Terms.

14. Group Privacy and Confidentiality

Retreats and group programs may involve participants sharing personal experiences or information with one another.

Participants are expected to respect the privacy and confidentiality of other participants and not disclose another participant's personal information or experiences outside the retreat without permission.

However, Mind Body Align cannot guarantee that another retreat participant will maintain confidentiality.

Participants should use their own judgment when deciding what personal information to disclose in a group or community setting.

Licensed clinicians remain subject to applicable professional and legal confidentiality requirements.

15. Assumption of Risk and Additional Waivers

International travel, transportation, physical activity, ocean activities, excursions, recreational activities, group experiences, and unfamiliar environments involve inherent and sometimes unpredictable risks.

Participants may be required to review and sign a separate Retreat Registration Agreement and Assumption of Risk/Release of Liability before participating.

Independent activity providers may also require participants to execute their own waivers or agreements.

Acceptance of these Terms does not replace any separate informed consent, assumption-of-risk agreement, or activity-specific waiver required for a retreat.

16. Participant Conduct

Mind Body Align is committed to providing a respectful and reasonably safe retreat environment.

Participants may not engage in conduct that is violent, threatening, harassing, discriminatory, illegal, intentionally disruptive, or that creates an unreasonable safety risk for themselves or others.

Mind Body Align reserves the right to restrict or terminate a participant's participation when we reasonably determine that their conduct presents a significant safety concern, substantially disrupts the retreat, violates applicable law or retreat rules, or materially interferes with the experience or rights of others.

Any refund following removal from a retreat will be determined according to the applicable retreat cancellation policy, registration agreement, and applicable law.

17. Alcohol, Drugs, and Impairment

Participants are responsible for complying with all applicable laws and retreat rules concerning alcohol, controlled substances, and other intoxicating substances.

Mind Body Align may restrict participation in an activity when a participant appears impaired and participation could create a safety concern.

Illegal drug possession, distribution, or other unlawful conduct may result in removal from the retreat.

18. Third-Party Providers

Mind Body Align may work with independent third parties including retreat properties, hotels, airlines, transportation providers, restaurants, guides, surf instructors, excursion companies, wellness professionals, clinicians, and other vendors.

These providers may maintain their own terms, policies, privacy practices, cancellation requirements, and liability waivers.

Unless expressly stated otherwise, independent third-party providers are not employees of Mind Body Align, and Mind Body Align does not control their day-to-day operations.

19. Relationship to The Alignment Collective

Heidi Scanlan LCSW LLC DBA Mind Body Align PDX is the host and contracting entity for Mind Body Align retreats.

The Alignment Collective is a separate organization.

The Alignment Collective may provide promotional, community partnership, programming, logistical, or other support for certain retreats. Retreat information may also be displayed on Alignment Collective websites, social media, emails, or other communication channels.

Unless expressly stated otherwise in writing, retreat registration, payments, refunds, participation, and contractual obligations are between the participant and Heidi Scanlan LCSW LLC DBA Mind Body Align PDX.

The promotion or support of a Mind Body Align retreat by The Alignment Collective does not make The Alignment Collective the retreat host or contracting party.

20. Photography and Media

Photography, video, or other media may be created during a retreat.

Where identifiable participant images, recordings, statements, or testimonials are intended for promotional or marketing purposes, Mind Body Align may request additional consent.

Participants may be provided an opportunity to decline certain promotional photography or media use.

Any separate media release presented to a participant will govern that use.

21. Website and Retreat Information

We make reasonable efforts to provide accurate and current retreat information.

However, schedules, itineraries, instructors, activities, accommodations, availability, meals, transportation arrangements, and other details may change.

Descriptions and photographs are intended to provide a reasonable representation of the retreat experience but do not constitute a guarantee that every activity, amenity, provider, or schedule will remain unchanged.

If general promotional information conflicts with written terms specifically provided for a participant's retreat registration, the retreat-specific written terms will control.

22. Intellectual Property

Unless otherwise indicated, Mind Body Align retreat materials, written content, programming, handouts, educational materials, graphics, photographs, branding, videos, and other original materials are owned by or licensed to Mind Body Align or their respective owners.

Participants may use materials provided to them for their personal, noncommercial use unless otherwise stated.

Materials may not be reproduced, distributed, sold, published, recorded, or commercially exploited without appropriate permission.

23. Electronic Communications

By registering for a retreat and providing contact information, participants consent to receive communications reasonably necessary to administer the retreat.

These communications may include receipts, registration confirmations, payment reminders, required forms, travel information, itinerary updates, schedule changes, preparation materials, safety information, and other retreat-related communications.

Marketing communications are handled separately and may be unsubscribed from as provided in those communications.

24. Privacy

Personal information collected in connection with registration is handled according to applicable privacy policies and legal requirements.

Clinical information is handled separately in accordance with applicable clinical privacy practices and professional requirements.

Payment information submitted through Stripe or another payment processor is also subject to that provider's privacy and security practices.

25. Limitation of Liability

To the fullest extent permitted by applicable law, Heidi Scanlan LCSW LLC DBA Mind Body Align PDX and its owners, employees, contractors, facilitators, and representatives will not be liable for indirect, incidental, special, exemplary, punitive, or consequential damages arising from participation in or registration for a retreat.

Nothing in these Terms is intended to waive rights or limit liability where doing so is prohibited by applicable law.

Specific risks associated with travel, activities, or retreat participation may be addressed in a separate Retreat Registration Agreement and Assumption of Risk/Release of Liability.

26. Force Majeure

Mind Body Align is not responsible for delays, interruptions, changes, or inability to perform caused by circumstances beyond its reasonable control, including severe weather, natural disasters, wildfire, epidemic or pandemic conditions, government actions, war, terrorism, civil unrest, strikes, transportation disruptions, border restrictions, utility failures, or similar events.

The applicable retreat cancellation and refund policy will govern financial remedies associated with such circumstances.

27. Chargebacks and Payment Disputes

If you believe a charge was made incorrectly, please contact Mind Body Align promptly so we can attempt to resolve the issue.

Initiating a chargeback or payment dispute does not independently change the cancellation or refund terms applicable to your purchase.

Mind Body Align may provide the payment processor or financial institution with relevant transaction records, registration information, applicable policies, communications, and evidence of your acceptance of applicable terms when responding to a payment dispute.

28. Governing Law

These Terms are governed by the laws of the State of Oregon, without regard to conflict-of-law principles, except where applicable law requires otherwise.

Any additional dispute-resolution or venue provisions contained in a separately executed retreat or clinical agreement will apply to the applicable service.

29. Changes to These Terms

Mind Body Align may update these Terms periodically to reflect changes in retreat offerings, business practices, technology, or legal requirements.

The current version will be posted online with an updated “Last Updated” date.

Changes will generally apply prospectively.

A participant's completed purchase will be interpreted together with the version of these Terms and retreat-specific terms applicable at the time of registration.

30. Severability

If any provision of these Terms is determined to be invalid or unenforceable, the remaining provisions will remain in effect to the extent permitted by law.

31. Entire Agreement

These Terms, together with the applicable retreat description, cancellation and refund policy, registration agreement, informed consent, assumption-of-risk agreement, waiver, and other retreat-specific terms accepted by the participant, constitute the agreement governing participation in the applicable retreat.

32. Contact

Questions regarding a retreat, payment, cancellation, or these Terms may be directed to:

Heidi Scanlan LCSW LLC
DBA Mind Body Align PDX
4800 S. Macadam Ave., Suite 335
Portland, Oregon 97239

Email: admin@alignmentcollective.org
Phone: 503-208-4184