Cancellation & Rescheduling Policy
Last Updated: March 10th, 2026
Booking & Cancellation
Understanding Cancellation Terms
This Cancellation & Rescheduling Policy forms part of LOCVM's Platform Services Agreement and any applicable Schedule A (Fees and Cancellation Terms). The policy outlines terms for cancellations, rescheduling, postponements, or failures to proceed with confirmed engagements between Clients and locum physicians.
1. Scope
This Policy applies to cancellations, rescheduling, postponements, or failures to proceed with confirmed engagements between a Client and a locum physician that were introduced, referred, or facilitated by LOCVM through the Platform or Services (each, an "Engagement").
For clarity, this Policy applies whether confirmation occurs via the Platform, email, or other written communication.
2. What Counts as a "Confirmed Engagement"
An Engagement is considered confirmed when the Client provides written acceptance of the engagement terms, including (without limitation) the dates, location, and compensation, whether through the Platform or in writing ("Confirmation").
3. Cancellation by Client
3.1 Cancellation more than 14 days before the start date
If the Client cancels a Confirmed Engagement, the following cancellation terms apply:
If the Client cancels more than fourteen (14) days prior to the scheduled start date of the Engagement, no cancellation fee applies, provided that:
any third-party pass-through costs already incurred on behalf of the Client (if any) remain payable (e.g., non-refundable travel booking costs) if such costs were approved in advance.
3.2 Cancellation within 14 days of the start date
If the Client cancels fourteen (14) days or fewer prior to the scheduled start date, or fails to proceed with a Confirmed Engagement for any reason (including "no-show" or last-minute cancellation), the Client shall pay:
one hundred percent (100%) of the applicable Service Fees that would have been payable to LOCVM for that Engagement, as set out in Schedule A.
For clarity: cancellation fees apply even if the Client does not ultimately engage the physician.
3.3 Subscription and Platform Fees
Unless otherwise stated in Schedule A or a written agreement between the Parties:
subscription fees are non-refundable, and
platform access fees, posting fees, and premium feature fees are non-refundable once the relevant feature has been made available.
4. Cancellation and Rescheduling
4.1 Deposit Option (If Selected)
Where the Parties elect to use the optional booking deposit feature available through the LOCVM platform (the "Deposit"):
The Deposit is held by LOCVM in accordance with the Platform terms; and
In the event of cancellation by either the Client or the locum physician within fourteen (14) days of the scheduled start date (the "No-Cancellation Window"), the cancelling Party shall forfeit its Deposit.
The forfeited Deposit shall be released to the non-cancelling Party as agreed liquidated damages for inconvenience, scheduling disruption, and administrative costs, and not as a penalty.
For clarity:
If the Client cancels within the No-Cancellation Window, the Client forfeits its Deposit to the locum physician.
If the locum physician cancels within the No-Cancellation Window, the physician forfeits their Deposit to the Client.
Outside of the No-Cancellation Window (more than 14 days before the start date), Deposits shall be returned to the original paying Party, unless otherwise agreed in writing.
4.2 Cancellation More Than 14 Days Before Start Date
If cancellation occurs more than fourteen (14) days prior to the scheduled start date:
No Deposit shall be forfeited (if applicable).
However, subscription fees, posting fees, and premium feature fees remain non-refundable.
4.3 Interaction With Service Fees (Placement Model)
If the engagement was subject to Service Fees under Schedule A (e.g., placement-based or facilitated engagement model), and the Client cancels within fourteen (14) days of the start date:
The applicable Service Fee provisions in Schedule A shall continue to apply; and
The Deposit forfeiture shall apply in addition, unless otherwise expressly agreed in writing.
4.4 No Circumvention After Cancellation
Cancellation of a Confirmed Engagement does not permit either Party to engage the other outside of the Platform in violation of the Non-Solicitation and Non-Circumvention provisions of the Agreement.
Any such conduct shall constitute a material breach and may trigger liquidated damages as set out in the Agreement.
5. Cancellation by Locum Physician
If a locum physician cancels a Confirmed Engagement:
LOCVM will use commercially reasonable efforts to help the Client find a replacement physician through the Platform or Services.
LOCVM does not guarantee replacement availability and is not liable for losses resulting from a physician cancellation, including (without limitation) loss of revenue, patient impact, staffing gaps, or operational disruption.
Any fees already paid for premium features or platform access remain non-refundable unless LOCVM agrees otherwise in writing.
6. Cancellation Due to Third Parties Associated With the Client
If an Engagement is cancelled, postponed, or not proceeded with due to the actions or inactions of a third party associated with or engaged by the Client — including a host facility, partner organization, site operator, or similar third party — the cancellation will be treated as a Client cancellation for the purposes of this Policy.
Accordingly, the cancellation terms in Section 3 apply.
7. Force Majeure and Safety Issues
If an Engagement cannot proceed due to events outside a Party's reasonable control (e.g., severe weather, natural disasters, major infrastructure failures, public health orders) or due to reasonable safety concerns at the site:
the Parties will communicate promptly and act in good faith to determine whether rescheduling is feasible, and
LOCVM may, in its sole discretion, reduce or waive cancellation fees where appropriate.
For clarity: nothing in this section creates an obligation for LOCVM to waive cancellation fees.
8. Payment of Cancellation Fees
Cancellation fees and any outstanding Fees are payable in accordance with the payment terms set out in the Platform Services Agreement and Schedule A.
LOCVM may suspend or restrict access to the Platform in the event of non-payment of any undisputed amounts until paid in full.
9. No Circumvention
Cancellation does not permit the Client to bypass LOCVM. If a Client cancels a Confirmed Engagement and then engages (or attempts to engage) the same physician outside the Platform during the restricted period, LOCVM's non-solicitation, non-circumvention, and liquidated damages provisions in the Agreement apply.
10. Contact
Questions about cancellations or rescheduling should be directed to:
support@locvm.ca
Questions About Cancellations or Rescheduling?
If you have questions about this policy or need to discuss a specific cancellation or rescheduling situation, please contact our support team.
Email:support@locvm.ca
By using our platform and confirming engagements, you agree to abide by this Cancellation & Rescheduling Policy.