1. Notice Period:
Clients and trainer are required to provide a minimum of 24 hours’ notice for cancellations or rescheduling of personal training sessions.
2. Communication Channels:
Cancellations must be communicated directly to the personal trainer via text, email, or phone call, ensuring a timely acknowledgment.
3. Late Cancellation Fee:
Clients failing to provide the required 24-hour notice will incur a late cancellation fee equivalent to 50% of the session cost, which must be paid within 48 hours. Clients that cancel within 4 hours will result in a full session charge.
4. Exceptional Circumstances:
Exceptions may be considered for sudden emergencies or unforeseen circumstances, provided clients promptly communicate and provide reasonable evidence for consideration.
5. Notification of Trainer’s Unavailability:
In the rare event of the personal trainer being unavailable, clients will be notified at the earliest opportunity, and alternative arrangements, such as rescheduling, will be offered. If the session is cancelled within 24 hours the client will be provided with a complimentary session.
6. Rescheduling Option:
Clients are allowed to reschedule a session within the same week, subject to availability, without incurring additional fees, as long as the 24-hour notice period is adhered to.
7. No-Show Policy:
Failure to attend a scheduled session without any prior notice will be considered a no-show. No-shows will result in a full session charge.
8. Payment Procedure:
Late cancellation fees are due within 48 hours of the cancelled session and should be settled through the preferred payment method on file.
9. Review of Persistent Issues:
Clients with a pattern of late cancellations or no-shows may be subject to a review of their training agreement, potentially leading to modifications or termination at the discretion of the trainer.
10. Communication Responsibility:
It is the client’s responsibility to ensure the personal trainer receives the cancellation notice. Lack of communication will be treated as a no-show.
11. Advance Planning:
Clients are encouraged to plan their schedules in advance to minimize the need for cancellations. Regularly scheduled sessions can be planned for an entire month for better planning.
12. Policy Agreement:
By engaging in personal training sessions, clients acknowledge receipt and understanding of this cancellation policy and agree to adhere to its terms.
This policy is subject to periodic review, and any updates will be communicated to clients in a timely manner.