Fulfillment and Subscription Policy

PineWoodsAI LLC

Effective Date: April 2, 2026
Last Updated: April 2, 2026

This Fulfillment and Subscription Policy describes how we deliver our Services, handle payments, subscriptions, cancellations, and refunds. It is incorporated into and forms part of our Terms of Service.

1. Delivery of Services

Digital access to Athena Prime, HealthSphere features, insights, and related services is provided electronically upon successful payment or enrollment (or as otherwise stated at purchase). Live coaching sessions (when included) are delivered at the scheduled time via the designated platform.

Access is personal and non-transferable unless otherwise agreed in writing.

2. Subscriptions and Auto-Renewal

Certain Services are offered on a subscription basis. By subscribing, you authorize us to charge the payment method you provided on a recurring basis for the subscription term.

Auto-Renewal Disclosure

Subscriptions automatically renew at the end of each billing period (monthly or annual, as selected) unless you cancel prior to the renewal date. You will be charged the then-current subscription price (plus applicable taxes) for the next term.

For residents of California and Connecticut: Your subscription will continue to automatically renew until you cancel. You will be charged the amount disclosed at the time of purchase (or as later updated with notice) on each renewal date. You can cancel at any time as described below.

The automatic renewal terms above will be disclosed clearly and conspicuously at the point of purchase or signup, prior to the completion of any transaction, consistent with applicable law.

3. Price Changes

We may change subscription prices from time to time. We will notify you at least 30 days in advance of any price increase. If you do not wish to accept the new price, you must cancel your subscription before the renewal date on which the new price would take effect. Continued use after the price change takes effect constitutes acceptance of the new price.

4. Free Trials and Trial Conversion

If you sign up for a free trial, you will receive advance notice before the trial ends and before any charges begin. To avoid being charged, you must cancel before the end of the trial period. If you do not cancel, your subscription will automatically convert to a paid plan and you will be charged the applicable rate.

5. Cancellation Process

You may cancel your subscription at any time by emailing arch@pinewoodsai.com.

Cancellation takes effect at the end of the current billing period. You will retain access to the Services until the end of that period. No refunds will be issued for partial periods unless required by law.

6. Failed Payments and Grace Period

If a payment fails, we will notify you and attempt to retry the payment. You will have a grace period of 7 days to update your payment method before access is suspended. If payment is not successfully received within that period, we may suspend or terminate your access until payment is made.

7. Refunds and Chargebacks

Most payments, including subscriptions, are non-refundable. If a verified technical error on PineWoodsAI's part prevents you from accessing a paid Service and we are unable to restore access within 5 business days, you may request a prorated credit or refund for the affected period.

Before initiating a chargeback or dispute with your payment provider, please contact us first at arch@pinewoodsai.com so we can attempt to resolve the issue.

8. Subscription Tiers and Features

Subscription tiers, features, and pricing are described on our website or at the time of purchase and may be updated from time to time with advance notice. We will make commercially reasonable efforts to maintain high platform availability, though we do not guarantee uninterrupted access.

9. HealthSphere Cohort-Specific Rules

Participation in HealthSphere cohorts (including the "First 9" founding cohort and future programs) is subject to the following additional terms:

Session Cancellation: You must provide at least 24 hours' advance notice to reschedule or cancel a scheduled live session. Sessions missed without timely notice may be forfeited with no refund or credit.

Program Removal: We may remove a participant for material non-compliance with program expectations, such as repeated missed sessions without notice, failure to complete required exercises, or violation of the Terms of Service. We will make reasonable efforts to notify the participant of compliance concerns before removal. Upon removal, no refund or credit will be issued for the remaining portion of the program.

Recordings: Live sessions may be recorded for program delivery, quality assurance, and participant access purposes. By enrolling, you consent to such recordings. You will be notified at the start of any recorded session.

End of Cohort: Upon program completion or termination, your access to cohort-specific features will end. Cohort-specific session recordings will be retained for 90 days after the cohort ends and then deleted, unless you request earlier deletion. Your Health Graph and derived insights remain accessible through your account until account closure or a deletion request.

10. Changes to This Policy

We may update this Fulfillment and Subscription Policy from time to time. Material changes will be notified where feasible. Continued use after changes constitutes acceptance.

Contact Us

For questions regarding subscriptions, billing, or cancellations, please email arch@pinewoodsai.com.