Terms of service

Terms & Conditions – Cancellation, Session Structure & Communication

 

Timing - Due to group training, the coach will give each class a maximum of 15 minutes to arrive and prepare for the class including the coach. 

 

1. Membership Structure

All services operate on a monthly membership basis. Memberships are calendar-based, not session-based, and provide access to a reserved weekly training slot or class space for the current calendar month.

2. Membership Types

This policy applies to:

• Small Group Personal Training

• Kids Training Program 

• Adults Fitness Class

The stated weekly session frequency refers to the maximum sessions per week, not a guaranteed number per month.

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3. Billing & Payments

• Memberships are billed on a fixed date each month

• Billing occurs regardless of attendance

• Memberships renew automatically unless changed or cancelled before the next billing date

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4. Scheduling & Reserved Slots

• Weekly slots or class places are reserved in advance 

• Reserved slots are held exclusively for the member

• Sessions must be used within the scheduled week or current month if any cancellations occur, judging there is availability.

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5. Attendance & Missed Sessions

• Sessions do not roll over to future months but can be reused in the same week or the following weeks during the same calendar month. The members who are attending their correct sessions in the correct week will have priority booking over members rescheduling sessions.

• Membership is based on access and reserved time for the calendar month, not attendance guarantees

Missed classes cannot be transferred to a new month due to limited capacity and reserved spaces.

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6. Calendar-Based Months Bonus

Because memberships follow the calendar, some months include more than four weeks. Members may benefit from additional training sessions during these months at no extra charge. These sessions do not accumulate or transfer.

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7. Rescheduling

• Rescheduling is subject to availability

• Any rescheduled session must take place within the same calendar month

 

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8. Membership Freeze (Client Travel)

Membership freezes are available for client travel only and apply to all memberships under the following conditions:

• Minimum freeze duration: one full calendar month

• Short-term freezes (1–3 weeks) are not offered

• Freeze requests must be made before the next billing date

• During a freeze:

• Billing is paused

• Membership access is paused

• No sessions accumulate

• The billing date moves forward by the length of the freeze (1 month+)

Freeze requests outside these terms are granted only in exceptional circumstances, at the coach’s discretion.

(Group programs do not offer short-term freezes due to fixed class capacity and space reservation.)

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9. Coach Availability & Travel

If the coach is unavailable due to travel, leave, or unforeseen circumstances:

• Training sessions or classes will pause or offer and optional move online for the duration of absence.

• Memberships will be extended by the equivalent duration of absence

• Billing dates will be moved forward accordingly

This ensures members are not charged for periods where in-person training access is unavailable.

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10. Changes or Cancellation

• Any request to change or cancel a membership must be made before the next billing date

• Requests made after billing will apply to the following month

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11. Acknowledgement

By continuing training under the membership model, members acknowledge and agree to these terms.

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🔑 Key Principle

Memberships are calendar-based, not session-based.

Session Focus & Time Respect

To ensure every client receives the full benefit of their scheduled session, all sessions are run on a fixed time-slot basis.

During an active session, the coach’s attention and focus are dedicated entirely to the client(s) scheduled at that time. Clients arriving early or present nearby are kindly asked to wait until the coach is fully available before initiating greetings or conversations.

This structure allows every participant to receive equal focus, professionalism, and respect.

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Communication Outside of Sessions

Questions that require more than a brief clarification should be sent via WhatsApp. Messages will be responded to within 24–48 hours.

If a question or discussion requires more time, a dedicated phone or face-to-face conversation will be arranged at a mutually convenient time.

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Coach Availability

The coach will always make an effort to greet and connect with clients when fully present and available. Focus during sessions should never be interpreted as rudeness, but as commitment to delivering the highest standard of coaching

 

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Fairness & Professional Boundaries

As the program continues to grow, maintaining clear structure is essential. These guidelines are in place to ensure fairness, consistency, and a positive experience for all clients.

By joining the program, clients agree to respect session times, boundaries, and communication processes as outlined above.