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This document sets out the Payment and Refund Policies applicable to applications submitted through Trialect, including the Merit Pathway, Priority Pathway (Standard), and Priority Pathway with Flexi-Protection (Flexi-Plus).

Trialect operates as a facilitating platform that connects candidates with independent host mentors and institutions for short-term educational and professional engagement programs. These policies are intended to provide clarity regarding the financial obligations associated with the application process and subsequent pathway selection, enabling candidates to make informed decisions before proceeding.

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By making any payment through the Trialect platform, the candidate acknowledges and agrees to the following:

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The Merit Pathway provides candidates with an opportunity to be evaluated for potential tuition fee waivers or sponsored participation based on academic, professional, or institutional merit. Merit-based consideration is discretionary and subject to host availability and acceptance.

Application Routes under the Merit Pathway

Merit Application Fee

A non-refundable Application Fee is required for all applications submitted under the Merit Pathway, including both host mentor–initiated and direct merit review applications. The Application Fee supports platform operations, administrative processing, and merit-based evaluation. Payment of the Application Fee does not guarantee Merit Status, acceptance, host availability, tuition fee waiver, or participation in any program.

Selection and Review Process

• Applications submitted under the Merit Pathway undergo internal review by Trialect and, where applicable, host mentors.
• Based on merit assessment and resource availability, Trialect and/or host mentors may offer partial tuition support or limited financial assistance.
• Any tuition fee waiver or support granted will be communicated explicitly at the time of Acceptance, as defined in this policy.
• Candidates who elect to proceed under a Priority Pathway do so under a separate paid process. Transitioning to a Priority Pathway does not alter the non-refundable nature of the original Application Fee and is governed by the terms applicable to the selected Priority Pathway.

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No refund of the Application Fee is available if:

• Merit Status is granted or denied;
• A tuition fee waiver (partial or full) is approved;
• A host mentor withdraws, declines, or is unable to proceed;
• There is a discrepancy between program information initially posted and subsequent correspondence.

General Terms

• Candidates must comply with all program requirements, host institution policies, and professional conduct standards. Failure to do so may result in withdrawal of Merit Status or tuition support without refund.
• Trialect reserves the right to modify or update these policies. Candidates are responsible for reviewing the most current version prior to application and payment.

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The Priority Pathway – Standard is a paid application route designed to provide expedited processing and facilitated engagement with host mentors through the Trialect platform. This pathway is intended for candidates who wish to proceed without merit-based review and understand that host acceptance and scheduling remain subject to availability and discretion. It is also designed for candidates whose applications have completed the Merit Pathway review and who, following a non-merit outcome, elect to proceed under a paid facilitation process.

Nature of Payment

Payment under the Priority Pathway – Standard initiates Trialect’s facilitation and coordination process, including administrative processing, outreach to host mentors, and scheduling efforts.

Payment does not constitute:

• a guarantee of host acceptance;
• a guarantee of specific start dates or program schedules;
• a guarantee of program content, structure, or hands-on involvement;
• a purchase of a guaranteed fellowship or fixed program duration.

Program Duration Selection

• Candidates must select a preferred program duration, year, and intended month of commencement at the time of application.
• Duration selection reflects the candidate’s preference and planning intent and is used for facilitation and scheduling efforts.
• Final scheduling remains subject to host availability, institutional requirements, and administrative constraints.

Scheduling and Host Availability

• Trialect will make reasonable efforts to align candidate preferences with host mentor availability.
• Specific scheduling outcomes cannot be guaranteed.
• Candidates are expected to maintain flexibility in start dates and program structure to accommodate host and institutional constraints.

Schedule Finality

Host Discretion and Acceptance

• Acceptance into a program requires host mentor agreement in accordance with institutional, regulatory, and professional considerations.
• Host mentors retain full discretion to accept or decline participation.

Refund Carve-Out (Host Decline)

If a host mentor declines participation before Program Commencement, Trialect will support the candidate by issuing a credit equal to the net amount received (after deduction of any non-refundable third-party processing fees) to the candidate’s Trialect account, in lieu of a cash refund.

This credit may be used toward enrollment in another Trialect-facilitated program within twenty-four (24) months from the original payment date, subject to availability and applicable program terms. Credits are non-transferable, non-redeemable for cash, and expire if unused after the stated period.

Refund Policy – Priority Pathway (Standard)

No cash or credit refunds will be issued due to:

• scheduling delays or changes;
• differences between posted program descriptions and subsequent correspondence;
• misalignment of expectations regarding program structure or involvement;
• partial participation or early withdrawal by the candidate;
• lack of immediate response from host mentors.

Except for the host-decline scenario described above, no refunds or credits will be issued; in the host-decline scenario, any remedy is limited strictly to the issuance of a Trialect account credit and not a cash refund.

Relationship to Other Pathways

• Participation under the Priority Pathway – Standard constitutes a separate paid process from any prior Merit Pathway application.
• Transitioning from a Merit Pathway application to the Priority Pathway – Standard does not alter the non-refundable nature of any previously paid Application Fees.
• Flexibility, rescheduling options, credits, or additional protections are not included under the Priority Pathway – Standard and are governed separately under the Priority Pathway – Flexi-Plus.

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The Priority Pathway – Flexi-Plus is an optional enhancement to the Priority Pathway – Standard and is available to candidates who elect to add flexibility and continuity protections to their paid application process. Flexi-Plus is designed to provide credit-based protection and limited scheduling flexibility in defined circumstances. Flexi-Plus does not provide cash refunds and does not alter the non-refundable nature of payments made under the Priority Pathway – Standard.

Flexi Protection Fee

Credit-Based Protections

Under the Priority Pathway – Flexi-Plus, credits may be issued in lieu of cash refunds only in the specific circumstances outlined below.

Credits may be issued to the candidate’s Trialect account in the event of:

• A host mentor or host institution formally declines participation prior to Program Commencement.
• A candidate is unable to participate due to a documented visa denial issued by the relevant authority.
• Participation becomes impracticable due to events beyond reasonable control, including but not limited to war, public health emergencies, or travel restrictions affecting the host location.
• The host institution cancels or withdraws the program prior to Program Commencement.

All credits issued under the Flexi Protection Plan are subject to the following conditions:

• Credits are issued exclusively to the candidate’s Trialect account.
• Credits are valid for twenty-four (24) months from the original payment date.
• Credits are not redeemable for cash, not transferable, and not exchangeable.
• Credits may be applied toward enrollment in another Trialect-facilitated program, subject to availability and applicable program terms.
• Unused credits will expire automatically upon completion of the 24-month validity period.

Scheduling (Flexi-Plus)

Participants enrolled under the Priority Pathway – Flexi-Plus receive priority consideration during the scheduling phase, prior to schedule confirmation by the host mentor or host institution. Priority scheduling refers to Trialect’s reasonable efforts to facilitate alignment between the participant’s stated availability and host availability during the pre-confirmation stage. Specific schedules, start dates, or program structures are not guaranteed. Once a program schedule is confirmed by the host mentor or host institution, the schedule is deemed final and binding and is governed by the Schedule Finality provisions applicable to the Priority Pathway.

Rescheduling Flexibility (Flexi-Plus)

• Participants are permitted up to two (2) rescheduling requests within a period of twenty-four (24) months from the original payment date.
• Rescheduling requests must be submitted prior to schedule confirmation and are subject to host availability, institutional requirements, and administrative feasibility. Approval of any rescheduling request is not guaranteed.
• No rescheduling, deferral, or modification requests will be permitted after schedule confirmation, except where the host mentor or host institution formally declines participation in accordance with the Credit-Based Protections provisions.

Coverage for Unforeseen Events (Credit-Based Protection)

The Priority Pathway – Flexi-Plus provides credit-based protection (no cash refunds) in circumstances where participation becomes impracticable due to events beyond the reasonable control of the participant.

Eligible circumstances include, but are not limited to:

• documented visa rejection;
• travel restrictions, public health emergencies, or armed conflict affecting the host location;
• institutional cancellation or withdrawal of the program prior to Program Commencement.

In such cases, no cash refund will be issued. Any remedy available under Flexi-Plus is limited strictly to the issuance of Trialect account credit in accordance with the Credit-Based Protections section of this policy.

Dedicated Support (Flexi-Plus)

Participants enrolled under the Priority Pathway – Flexi-Plus are entitled to expedited administrative support in relation to scheduling coordination, credit application, and program reassignment requests. Dedicated support under Flexi-Plus does not alter host discretion, scheduling finality, or refund limitations and does not guarantee specific outcomes.

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Trialect offers an Installment Payment Option for select programs to allow approved applicants to complete tuition payments through a structured series of scheduled payments rather than a single lump-sum transaction. This option is provided solely for administrative convenience and payment timing flexibility.

Eligibility and Availability

• Available only for select Trialect programs that meet minimum tuition thresholds and administrative requirements, as determined by Trialect.
• Applicants must first be approved by Trialect and accepted under a paid pathway before an installment option is offered.
• Trialect reserves the right to limit, modify, or withdraw the Installment Payment Option at its discretion.
• The Installment Payment Option cannot be combined with merit-based awards, discounts, or the Priority Pathway – Flexi-Plus.

Payment Structure and Schedule

• Total tuition is divided into a fixed number of pre-scheduled installments, as displayed and confirmed at checkout.
• All installments are charged automatically to the authorized payment method provided by the applicant.
• Tuition rates are fixed at the time of the first successful installment payment (subject to taxes/currency/processor adjustments where applicable).
• An administrative surcharge of ten percent (10%) of the total tuition is applied to enrollments using the Installment Payment Option and is disclosed at checkout.

Activation and Scheduling Conditions

• Enrollment under installments does not activate mentor contact, program scheduling, or institutional coordination.
• Applicants remain in “Pending Scheduling” status until all installments are successfully completed and verified.
• Completion of all installments does not guarantee immediate scheduling; host availability and institutional calendars apply.

Non-Refundable Nature of Installments

Late or Missed Payments

• If an installment payment fails, a notification will be issued and a seven (7) day grace period will apply (scheduling/admin activity may be suspended).
• If payment is not received within fourteen (14) days of the original due date, the installment option may be terminated, prior payments forfeited, and enrollment placed on hold.
• Repeated or persistent non-payment may result in permanent ineligibility for installment-based enrollment.

Change of Payment Method

• Applicants may convert to full payment at any time prior to completion; remaining balances become immediately due.
• The 10% administrative surcharge remains applicable and is not reversed upon conversion.
• Scheduling and mentor contact privileges activate only after full tuition payment is received and verified.
• Reverting from full payment back to installments is not permitted once full payment has been processed.
• All payment method changes must be requested in writing and are subject to confirmation by Trialect.

Program Validity and Expiry

• Installment enrollments and amounts paid remain valid for twenty-four (24) months from the date of the first successful installment payment.
• If the applicant does not complete all installment payments or fails to schedule participation within this period, the enrollment will expire and all amounts paid will be forfeited.
• Limited extensions may be granted at Trialect’s discretion in exceptional circumstances (e.g., institutional delays or documented visa issues).

Taxes, Fees, and Currency

• All amounts are quoted in U.S. Dollars unless otherwise stated.
• Applicants paying in other currencies acknowledge exchange rates and bank/processor charges are outside Trialect’s control.
• Trialect may adjust future installments only where required by changes in applicable taxes, regulations, or third-party transaction costs, with notice prior to the next scheduled charge.

Communication and Support

• All official communications regarding installment payments and enrollment updates will be sent to the email address provided at registration.
• Applicants are responsible for maintaining accurate contact information; only official Trialect communications are binding.
• For assistance, applicants may contact support@trialect.com or use the in-platform support system.

Acknowledgment and Consent

By selecting the Installment Payment Option and submitting the first installment payment, the applicant confirms that they have read, understood, and agree to these Installment Payment Terms, as well as Trialect’s Terms of Service and Privacy Policy. The applicant acknowledges that the Installment Payment Option is an administrative payment arrangement only, that installment payments are non-refundable once processed, and that mentor contact and program scheduling occur only after full tuition payment is received.

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Primary Remedy

Across all Trialect pathways, account credits are the primary and preferred remedy for eligible adjustments, cancellations, or disruptions, as expressly defined in the applicable pathway terms. Unless explicitly stated otherwise in this document, payments made to Trialect are not eligible for cash refunds. Remedies, where applicable, are limited to credits issued to the candidate’s Trialect account in accordance with the relevant policy provisions.

Exceptional Refunds

Cash refunds are not an entitlement under any Trialect pathway. In rare and exceptional circumstances, Trialect may determine, at its sole discretion, that a cash refund is required due to legal, regulatory, or compliance obligations.

• evaluated on a case-by-case basis;
• do not establish precedent;
• do not override or amend pathway-specific refund or credit rules.

Financial Handling Principles

Where a cash refund is exceptionally approved:

• The refund amount shall be limited to the net amount received by Trialect after deduction of any non-refundable third-party processing fees and Trialect’s standard Administrative, coordination, accounting, compliance, and institutional processing costs incurred upon program commencement (Program Activation occurs upon host schedule confirmation or issuance of an invitation letter confirming dates, whichever occurs first), which is currently calculated at twenty-five percent (25%) of the applicable Tuition Fee.
• Trialect does not reimburse service charges imposed by banks, payment processors, or other third-party financial institutions.
• Refunds, if issued, will be processed in the same currency as the original payment, unless otherwise required by applicable law.
• Any currency conversion differences, bank fees, or intermediary charges are the responsibility of the applicant.

Administrative Process

• All credits or exceptional refunds, where applicable, require written confirmation from Trialect.
• Processing timelines are estimates only and may vary based on processors, banks, and jurisdictional factors outside Trialect’s control.
• For questions regarding credits or exceptional payment handling, participants may contact seizfire@trialect.com. Submission of an inquiry does not constitute approval of a refund or credit.

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By submitting payment to Trialect, applicants agree to resolve all payment-related concerns directly with Trialect before initiating any chargeback, payment reversal, or dispute through a bank, credit card issuer, or payment processor.

Applicant acknowledges that application processing, host outreach, scheduling coordination, and dashboard access constitute partial performance of services upon payment. Initiating a chargeback or payment dispute for services governed by these policies may be treated as a breach of the payment agreement, particularly where the applicant has received services, credits, scheduling facilitation, or other benefits under the applicable pathway.

In the event a chargeback is initiated:

• Trialect reserves the right to suspend or terminate access to its platform, services, or programs pending resolution of the dispute;
• Any credits previously issued may be revoked;
• Trialect may recover reasonable administrative, accounting, legal, and dispute-handling costs incurred in responding to the chargeback, to the extent permitted by law;
• Where a chargeback is resolved in Trialect’s favor, Trialect may reapply the disputed amount as a payment obligation or convert it to a Trialect account credit, in accordance with these policies;
• This section does not limit Trialect’s rights under applicable law or its agreements with payment processors.

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Nature of Trialect Account Credits

Trialect account credits represent a limited contractual right to apply a stated value toward future Trialect-facilitated coordination services. Account credits do not constitute currency, stored monetary value, prepaid financial instruments, gift cards, or cash equivalents.

Account credits:

• Are non-redeemable for cash;
• Are not withdrawable or refundable in currency;
• Do not accrue interest;
• Have no independent cash value outside of the Trialect platform;
• May be applied solely toward eligible Trialect-facilitated programs, subject to availability and applicable terms.

Credits are platform-bound and may not be used to purchase goods or services outside the Trialect ecosystem. Unless otherwise stated, credits are valid for twenty-four (24) months from the original date of issuance. Expired credits are automatically forfeited and are not subject to reinstatement or compensation.

Transferable Credit — Limited Exceptional Assignment

In defined circumstances, including host decline or institutional cancellation prior to Program Commencement, Trialect may, at its discretion, offer the participant the option of assigning a portion of the issued account credit to a verified colleague in lieu of retaining the full credit.

Where such option is offered, the following conditions apply:

• The transferable portion shall not exceed eighty-five percent (85%) of the original tuition value credited.
• The transfer is permitted only once.
• The recipient must be a verified individual within the Trialect system.
• The transferred credit may not be subdivided, partially assigned, aggregated, or split across multiple recipients.
• The recipient may not further assign, transfer, or reassign the credit.
• The transferred credit remains subject to the original validity period and does not extend the expiration date.
• Upon transfer, the assignment is final and irrevocable.
• Transferable credits remain subject to all limitations applicable to standard account credits and are not redeemable for cash or other monetary consideration.
• Trialect reserves the right to decline a transfer request where verification requirements are not satisfied or where misuse is suspected.

Regulatory and Financial Characterization

Trialect account credits constitute a contractual service right only. They do not represent negotiable instruments, financial securities, stored value accounts, or third-party payment mechanisms. The issuance or transfer of account credits does not constitute payment processing activity, brokerage activity, or reportable financial disbursement. No 1099 or similar tax reporting shall arise solely from the issuance, expiration, or transfer of credits under this policy.

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Professional Conduct

All participants engaging with Trialect-facilitated programs are expected to maintain professional, respectful, and ethical conduct at all times when interacting with host mentors, host institutions, Trialect staff, and other participants. Trialect reserves the right to restrict, suspend, or terminate participation in any program where conduct is deemed disruptive, disrespectful, unprofessional, or inconsistent with the standards expected by the platform or host institution. Such actions may be taken without entitlement to refunds or credits, except as expressly provided under applicable pathway terms.

Communication Standards

Participants are expected to communicate with host mentors and Trialect staff in a courteous and professional manner. Unprofessional communications, including but not limited to harassment, intimidation, excessive escalation, or public copying of host mentors or institutions for the purpose of applying pressure or expressing dissatisfaction, may result in suspension or termination of participation without entitlement to refunds or credits. Trialect acts as a facilitator and does not guarantee response times from host mentors, who may be engaged in clinical duties, research activities, institutional responsibilities, or international travel.

Nature of Programs and Use of Terminology

Programs facilitated through Trialect are educational, observational, and professional enrichment engagements. These programs are not board-certified, not degree-granting, and do not confer licensure, accreditation, or professional certification of any kind.

The terms visiting fellowship, observership, elective, traineeship, or similar descriptors are used interchangeably across institutions and jurisdictions to describe short-term, non-accredited educational experiences. The use of any such term does not imply uniform structure, hands-on entitlement, clinical authority, or certification.

Unless explicitly stated otherwise in writing by the host institution and permitted under applicable laws and regulations, all programs should be understood to be observational in nature. Any hands-on participation, clinical exposure, or procedural involvement is subject to host institution policies, local legal and regulatory requirements, mentor discretion, and participant eligibility, and is not guaranteed. Participants are solely responsible for understanding the scope, limitations, and regulatory context of their participation prior to enrollment.

Safety and Personal Responsibility

Participants are solely responsible for their personal safety, health, travel arrangements, insurance coverage, immigration compliance, and compliance with local laws and institutional policies while participating in Trialect-facilitated programs, whether online or onsite. Trialect does not provide medical, travel, health, liability, or malpractice insurance and assumes no responsibility for incidents, injuries, losses, or damages occurring during program participation.

Limitation of Liability

To the maximum extent permitted by law, Trialect shall not be liable for any indirect, incidental, consequential, special, or punitive damages arising from participation in, or inability to participate in, any program facilitated through the platform. Trialect’s role is limited to administrative facilitation and coordination and does not extend to supervision, employment, credentialing, or institutional oversight of host mentors or host institutions.

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Preservation of Value

Trialect’s payment structure is designed to preserve participant value while protecting institutional commitments. Except where expressly stated otherwise, payments made under Trialect pathways are not structured for cash reversals. Where eligible under the applicable pathway, value is preserved through Trialect account credits and continued program access within the defined validity period. This credit-based structure allows participants to retain the economic value of their enrollment while maintaining fairness to host mentors and institutions who reserve time and resources in anticipation of participation.

Rationale for the Payment Framework

Trialect-facilitated programs require early coordination with host mentors and institutions. Hosts reserve time, allocate institutional resources, and adjust clinical, academic, or research schedules in advance of participant engagement. Administrative processing, compliance review, institutional communication, and international coordination incur real and immediate costs once a program progresses through scheduling and confirmation stages.

For this reason, Trialect’s payment framework prioritizes schedule certainty and institutional protection. The structure ensures that host mentors are not exposed to last-minute cancellations while participants retain structured continuity options through credits and defined flexibility pathways.

Choosing the Appropriate Pathway

• The Priority Pathway – Standard is designed for participants with confirmed availability and stable timelines and provides a lower overall cost structure in exchange for fixed scheduling once confirmed by the host mentor.
• The Priority Pathway – Flexi-Plus is designed for participants who anticipate uncertainties related to visa processing, travel logistics, institutional timing, or international factors, and provides defined credit-based protections and limited rescheduling flexibility in specified circumstances.
• Selection of a pathway constitutes acknowledgment of the associated scheduling structure and payment terms.

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