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Terms & Conditions

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Trainers Obligations

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  • The Coach/Trainer will use their skills and knowledge to design a safe programme of exercise that will take into account your lifestyle, personal goals, fitness levels, medical history, life stage, preferences and any special conditions.

  • The Coach/Trainer will provide the programming, coaching, supervision, education, advice, motivation, support and inspiration that you will require to help you achieve your goals, and will be completely honest if goals are unattainable.

  • The Coach/Trainer will initiate comprehensive information gathering and Health Screening prior to commencing sessions: all clients must complete a PAR-Q and other relevant screening forms to provide a thorough screening before commencing any exercise programme. All Client information will be kept strictly private and confidential.

  • The Coach/Trainer may request a letter of 'medical clearance' from your GP depending on your health status. (Please be aware that your GP may charge for providing this letter).

  • The Coach/Trainer may seek to liaise with any other medical or therapeutic professional who is treating or advising you in order to ensure that a safe and holistic programme is created for you. 

  • The Coach/Trainer cannot be held liable in any way for undeclared or unknown medical conditions.

  • Coaching packages will consist of an initial 90 minute session followed by 45 minute sessions.

  • Each physical personal training package will consist of an initial 90 minute session followed by 1hr sessions.

  • Each session/class will last up to 45 minutes (coaching) or 1 hour (personal training) unless otherwise stated and shall start at the scheduled time. Sessions will not be extended due to lateness of the client or due to interruptions caused by the client.

  • If the Coach/Trainer misses your session without at least 24 hours notice, you will be credited with an additional session on top of the missed session.

  • Online session will be held via Zoom or Teams. The coach/Trainer will provide a link to the session and instructions on how to access the session. If the session is interrupted by continuous poor signal, wherein a video call is not viable, then the session will be carried out by voice call if it is a coaching session, or rescheduled if it is a movement session.  

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Clients Obligations

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  • You are required to complete an enrollment form or Physical Activity Readiness Questionnaire (a “PARQ”) and all other screening forms sent to you by the Coach/Trainer before undertaking your first session.

  • The Coach/Trainer may require a letter of ‘medical clearance’ from your GP. Please be aware that your GP may charge for providing this letter. If the Coach/Trainer requires further medical information from a practitioner, you must provide such details.

  • You understand and agree that it is your responsibility to inform the Coach/Trainer of any conditions or changes to your mental and emotional health, now and ongoing, which might affect your ability to take part in a coaching programme. Thus you agree that the coach/Trainer cannot be held liable in any way for undeclared or unknown mental or emotional conditions.

  • Your recognise that your Coach/Trainer, though certified and skilled, is not a registered Counsellor or Psychotherapist and thus cannot be expected to deliver counselling or psychotherapy.  You accept responsibility for your own mental and emotional wellbeing and will seek adequate and appropriate support from a counsellor of psychotherapeutic professional if required.

  • You understand and agree that it is your responsibility to inform the Coach/Trainer of any conditions or changes to your physical health, now and ongoing, which might affect your ability to take part in exercise safely- with minimal risk of injury. Your Coach/Trainer cannot be held liable in any way for undeclared or unknown medical conditions.

  • You understand that there are inherent risks in participating in a programme of exercise. If you sustain or claim to sustain any injury while participating in training, you acknowledge that the Coach/Trainer is not responsible, except where the injury was caused by his/her gross negligence or intentional act.

  • It is understood between you and your Coach/Trainer that both must commit to your training programme 100% and engage in an open and honest dialogue to review your progress in order for you to achieve results.

  • You understand that lifestyle medicine strategies can be a process of trial and error and that no size fits all. 

  • You understand that the results of any coaching or fitness programme cannot be guaranteed. Your progress depends on your effort and co-operation in and outside of the sessions. In particular, you acknowledge that individual results may vary and no particular result is guaranteed by your Coach/Trainer.

  • You are required to wear appropriate clothing and footwear for physical training sessions. Clothes should be non-restrictive. Footwear should be comfortable and provide adequate support and you should be prepared to train barefoot or in socks where appropriate.

  • Sessions must be paid for in advance before the session commences. Session/class/workshop slots cannot be guaranteed until payment is received.

  • Classes or sessions that occur weekly will be subject to varying total number of classes/sessions per month. This is due to the fact that in some months there naturally may be 5 weeks and in others 4 weeks worth of classes based on the yearly calendar. You understand that the membership amount that you pay monthly takes this into consideration and that you will not be issued a refund or gain an extra class for any month wherein there are naturally less classes due to the shorter duration of the month.

  • You will endeavour to book and attend your sessions regularly. Ideally Personal training sessions will be held on the same day and time slot each week.

  • Should you cancel your membership for any reason and then wish to reinstate it please note that a space in the class/session that you originally held cannot be guaranteed until payment has been made.

  • For online sessions you agree to check that you have the appropriate technology and software in place to access your session video call and you will endeavour to join the call waiting room 5 minutes before your session is due to start.

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Lateness Policy

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  • You are required to arrive on time for each session/class/workshop so that the Coach/Trainer’s full training plan can be achieved on each visit. If you are late the session cannot be extended and will end at the appointed time. If the client arrives more than 30 minutes late for a scheduled appointment, then the coach/Trainer may cancel the session or leave the premises and the appointment may be forfeited.

  • If you are a no-show for your appointment and have not provided 24hr prior cancellation notice, then your session will be forfeited.

  • If the Coach/Trainer is late, additional time will be added to the Session or to subsequent Sessions.

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Cancellations, Refunds & Expiry

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  • Once purchased, your sessions/classes/workshops are non-refundable regardless of client circumstances. 

  • coaching session and Personal Training session cancellations need to made at least 24hrs in advance of your session. The session can then be rescheduled. Cancellations made less than 24hrs in advance will be forfeit and the session will not be rescheduled.

  • Personal Training monthly membership sessions must be used within the month issued. They cannot be rolled over to the next month. Any sessions not used within the month will be forfeit. If the session is cancelled due to trainer absence or WiW closure periods then the session can be carried over to the next month.

  • Personal training session packages cannot be refunded but can be transferred to another person if you are no longer able to attend your sessions. The replacement participant will need to complete and submit an online PAR Q Screening form 24hrs before the session/class begins. If an online form is not submitted then they will not be permitted to attend in your place, this is to ensure that appropriate screening and safety protocol is followed.

  • Classes are non-refundable, if you cannot attend a class then the class will be forfeit. Classes can be transferred to another person if you are unable to attend. You will need to notify your instructor by email providing the full name and email address of the replacement participant who will need to complete and submit an online PAR Q Screening form 24hrs before the class begins. If an online form is not submitted then they will not be permitted to attend in your place, this is to ensure that appropriate screening and safety protocol is followed.

  • Refunds will not be given due to temporary illness, injury or non-participation for coaching sessions, personal training sessions, classes or workshops.

  • Any unused sessions due to long term absences due to serious injury, illness or complication during pregnancy will be dealt with on a case-by-case basis at the discretion of the trainer, and can be postponed for up to 3 months, or transferred to another suitable person. 

  • In the unlikely event that your Coach/Trainer is unable to continue your training, for any reason, you can request a full refund from your Coach/Trainer for any unfulfilled Sessions.

  • The Coach/trainer reserves the right to cease any membership or service in general, or for a client at their own discretion, and shall endeavour to provide ample notice and issue refunds where applicable.

  • If the trainer cancels a class/session you will be offered a replacement class/session.

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Class Closure Dates & Memberships

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  • There are 8 closure weeks per year where classes or sessions will not usually be held. 

       August (4 weeks)

       December (4 weeks)

       A further 2 weeks at the discretion of the coach/trainer.

  • The cost of your  monthly membership session/class, takes into account the fact that there are 42 classes per year with 10 closure weeks as listed below. The cost of the 42 classes has been spread out throughout a year so that you only pay for classes that are running.

  • The cost of your Personal Training membership is paid every 4 weeks so if a closure date falls on one of your paid session weeks then the owed session will be carried over and added on to the end of your membership. Alternatively, if time permits, you can request to add the owed hour(s) onto a pre-existing session and have longer sessions if slots are available.

  • Classes and sessions that are booked under membership, must be paid by direct debit during the preceding month. You reserve the right to cancel your membership with 30 days notice. If you decide to cancel your membership you are entitled to attend any classes/sessions already paid for. We ask that if you cancel your membership or direct debit that you send an email notification to support@womenintowellness.com

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Health & Safety

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  • Your Trainer has completed and holds a certificate for Emergency First Aid at Work approved by the Health and Safety Executive and Mental Health First Aid Certificate.

  • Your Trainer has £5 million public liability insurance cover.

  • If your Trainer conducts the sessions on your premises you are responsible for providing a safe exercise environment.

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Exclusivity of service

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  • Any services or content that you receive are intended exclusively for you alone. You do not have permission to reproduce the content or share it with any other persons who have not paid to receive the services or content directly from Women into Wellness.

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General

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  • The Coach/Trainer has the right to change these Terms and Conditions at any time when necessary e.g. to offer new services or make changes as required by governing authorities or laws. It is your responsibility to keep up-to-date with the current terms & conditions. 

  • You are responsible for keeping your contact information and marketing preferences up to date with the Coach/Trainer. The Coach/Trainer will comply with the Data Protection Act 1998, pertaining to any personal or sensitive information held about you.

  • Your training may be filmed, recorded or photographed for marketing purposes and your permission will be sought by your coach/trainer. Your participation in a Session means that you consent to being included in any material used in commercial distribution without payment or copyright.

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