Olympic Mountain Polygraph
Terms of Service
Last Updated: October 2025
By scheduling an examination with Olympic Mountain Polygraph, you agree to the following terms. These Terms of Service are a summary; all clients will also review and sign the Polygraph Consent Form, Countermeasure Admonishment Form, and Client Acknowledgment of Payment, Refund, and Examination Conditions form before their examination.
1. Booking & Payment
A non-refundable booking fee is required only for Specific Issue and Fidelity Examinations at the time of scheduling.
This fee reserves the examiner’s time and is applied toward the total cost of services.
Pre-Employment and Stipulated Examinations requested by an agency, attorney, or other authority do not require a booking fee at scheduling.
The remaining balance (if applicable) is due upon arrival.
Payment covers the examination process and professional opinion, not a guaranteed outcome.
Reports are typically delivered by email within two hours of exam completion; delivery may be extended if necessary.
All notifications must be made by phone (360-239-3154) or email (olympicmountainpolygraph@gmail.com).
Pacific Time governs all deadlines.
Exceptions may be made for documented emergencies or events outside client control.
ADA accommodations may be requested at least 72 hours prior to the exam.
A valid government-issued photo ID is required. Examinees under 18 must have guardian consent and guardian presence for the pre-test.
2. Cancellations & No-Shows
Appointments begin promptly at the scheduled time (Pacific Time).
A 15-minute grace period is allowed for late arrivals.
Arrivals 15 minutes or more late without prior approval are considered a No-Show and will result in fees as outlined below.
A. Specific Issue & Fidelity Examinations (Client-Paid Exams)
Clients may cancel or reschedule their appointment up to 48 hours (two business days) before the scheduled examination time without penalty.
Cancellations made less than 48 hours in advance will result in the forfeiture of the non-refundable booking fee.
If a cancellation is received at least 48 hours prior, the booking fee will be refunded minus any applicable third-party processing fees charged by the payment platform (such as Stripe, Square, or Calendly).
Refunds are typically issued within 5–7 business days.
Olympic Mountain Polygraph does not retain or profit from processing fees withheld by external providers.
Rescheduling:
One complimentary reschedule is permitted with at least 48 hours’ notice.
Additional reschedules may incur a $50 administrative fee.
If a client elects to cancel rather than reschedule, the refund terms described above apply.
Emergencies:
Documented emergencies (such as verified medical or law enforcement obligations) may result in partial or full fee waivers at the examiner’s discretion.
B. Pre-Employment & Stipulated Examinations (Agency-Requested Exams)
For pre-employment screening and stipulated examinations, scheduling is coordinated directly with the requesting agency, attorney, or authority.
No-shows or cancellations with less than 48 hours’ notice will result in a $200 administrative fee billed to the requesting authority.
This fee compensates for reserved examiner time, administrative preparation, and blocked scheduling availability.
Repeated scheduling violations may result in suspension of future bookings until outstanding fees are resolved.
C. Examiner Cancellations
If Olympic Mountain Polygraph must cancel or reschedule due to examiner illness, equipment malfunction, or unforeseen operational issues, clients or agencies will be promptly notified and offered the next available appointment at no additional cost.
In such cases, all booking fees will be fully transferable or refunded in full, at the client’s preference.
3. Recording & Consent
The entire process (pre-test, exam, post-test) is audio- and video-recorded.
Washington State requires all-party consent; scheduling and signing the policy packet constitutes consent.
Third parties may observe the pre-test only and must not interfere.
No third parties may be present during the examination.
The examiner reserves the right to exclude disruptive individuals.
4. Confidentiality & Reports
The examinee is the client of record and controls disclosure.
Reports are released only to the examinee or to a designated third party in writing.
Examinees may choose between:
Full Report (includes interview), or
Abridged Report (results only).
Reports are transmitted as password-protected PDFs or via secure encrypted link.
Reports and recordings are retained securely for 3 years, then destroyed.
If interpreters are required, they must be neutral, sign a confidentiality agreement, and not be a party to the dispute.
5. Retention & Security
Records are retained for a minimum of 3 years from the exam date.
Digital records are stored on encrypted drives and secured cloud platforms with backups.
At the end of the retention period, records are securely destroyed (cross-cut shredding or cryptographic erase).
In the event of a data breach, systems will be secured, the scope will be assessed, and clients notified as required by law.
6. Complaints & Grievances
Written complaints will be acknowledged within 3 business days and responded to within 15 business days.
Clients may also contact the American Polygraph Association (APA) Ethics Committee for professional standards complaints.
7. General Terms
The examiner may terminate an exam if manipulation, interference, or non-compliance is suspected.
Olympic Mountain Polygraph may provide signed policies or reports to payment processors to resolve disputes.
Records will only be released with a lawful subpoena or court order; examinees will be notified when legally permissible.
Disputes will be resolved in Mason County, Washington Small Claims Court, unless otherwise required by law.
Olympic Mountain Polygraph adheres to the APA Standards of Practice and Code of Ethics.
All policies include version control and a clearly stated last updated date.