Cancellation, Rescheduling & Refunds
At Viribus Fitness, I understand that plans can change. Work, family commitments, illness and unexpected circumstances can sometimes get in the way of training. I'll always try to be reasonable and accommodate changes where possible.
However, coaching sessions and group classes have limited availability, and late cancellations can mean that time cannot be offered to someone else.
The following policy helps keep bookings fair, protects the time reserved for your training and allows me to provide a consistent service to everyone.
1. Personal Training & Small Group Coaching
All personal training and small group coaching sessions are arranged directly with Viribus Fitness.
Cancellations and rescheduling
Please provide at least 24 hours' notice if you need to cancel or rearrange a scheduled session.
Where sufficient notice is given, I'll arrange an alternative appointment, subject to availability and any applicable programme validity period.
If you need to cancel with less than 24 hours' notice, the session may be deducted from your prepaid coaching programme or a cancellation charge applied, reflecting the loss reasonably incurred by Viribus Fitness.
Where I'm able to fill the appointment or otherwise avoid the loss, this will be taken into account.
Missed appointments
If you don't attend a scheduled session without providing notice, the session will normally be treated as used.
Any charge or deduction will remain subject to applicable consumer rights and will not exceed the reasonable loss arising from the missed appointment.
Small group coaching
Small group coaching sessions are reserved for two participants.
If one participant cannot attend, the session may still proceed for the remaining participant, with exercises adapted accordingly.
If both participants wish to rearrange the session, the standard 24-hour notice period applies.
Any changes to the session format or pricing will be discussed and agreed in advance.
2. Group Strength & Conditioning Classes
Group classes have a maximum capacity of 12 participants, and all places must be booked in advance.
Cancellations
Please cancel your place at least 12 hours before the scheduled class.
Where sufficient notice is given, your booking can be cancelled and any applicable class credit returned to your account.
Cancellations made with less than 12 hours' notice, or failure to attend a booked class, may result in the class credit being deducted or the booking charge being retained, to the extent reasonably justified by the loss incurred.
If your place can be filled by another participant, this will be taken into account.
Class passes and monthly packages
Class passes and monthly packages are subject to the validity periods and booking conditions stated at the time of purchase.
Unused class credits cannot automatically be carried forward beyond their agreed validity period. Any refund or extension request will be considered in accordance with this policy and your statutory rights.
3. Illness, Injury & Unexpected Circumstances
I appreciate that some circumstances are beyond your control.
If you're unwell, injured or dealing with an unexpected emergency, please contact me as soon as possible.
I'll consider the circumstances and, where appropriate, may offer an alternative appointment, programme extension or temporary pause.
For longer-term illness or injury that prevents you from continuing, we'll discuss the most appropriate arrangement, including a reasonable refund where applicable.
Please don't attend training if you're unwell or if participating could put your health or that of others at risk.
4. Personal Training Programme Refunds
Personal training programmes are purchased as a complete coaching package, with discounted session rates reflecting the number of sessions included.
Programmes may also include an initial assessment, individual programming, guidance between appointments and progress reviews.
If you wish to end your programme early, please contact me to discuss your circumstances.
Where a refund is appropriate, it will be calculated fairly, taking account of:
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Coaching sessions already delivered.
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Assessments, programming and other services already provided.
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Any reasonable costs or losses directly resulting from early cancellation.
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Any savings made or opportunities to reallocate unused appointments.
Any deductions will be explained, and Viribus Fitness will not charge twice for the same loss.
Where appropriate, an alternative arrangement may be agreed, such as transferring remaining sessions to another suitable participant or using an agreed credit towards another Viribus Fitness service.
Transfers are subject to agreement and any necessary health and suitability assessments.
Nothing in this policy affects your statutory consumer rights.
5. Cancellations by Viribus Fitness
Occasionally, I may need to cancel or rearrange a session due to illness, unforeseen circumstances or reasons beyond my control.
If this happens, I'll provide as much notice as reasonably possible and offer an alternative appointment.
If a suitable alternative cannot be arranged, you'll receive a refund or credit for the affected session, as appropriate.
Where a group class is cancelled by Viribus Fitness, participants will be offered a replacement booking or refund.
Any reasonable programme extension required because of cancellations by Viribus Fitness will be provided without additional charge.
6. How to Cancel or Rearrange
Please contact me directly by telephone, text message or email.
Jim Holroyd
Viribus Fitness
Telephone: 07545 317658
Email: jimholroyd78@gmail.com
For online class bookings, cancellations can also be made through the booking system where that facility is available.
The time your cancellation is received will be used to determine whether the required notice has been provided.
7. Your Consumer Rights
These terms are intended to be fair and transparent.
Where applicable, statutory cancellation rights, including any cooling-off period for purchases made online or at a distance, will take precedence over this policy.
Certain leisure services booked for a specific date or period may be exempt from the usual 14-day cancellation right. Whether that exemption applies depends on the particular booking arrangement. Legislation.gov.uk
Nothing in these terms excludes or restricts rights that cannot legally be excluded.