Policies
Please find below our current policies. We reserve the right to make changes to these policies at any time as necessary for business operations, safety, and to uphold a positive training experience for everyone.
For the details of each of our policies, please review the drop-down options below:
Your Reserved Training Times
You will be set up on a recurring schedule for your training each week to ensure your best results and success with your program.
We have limited spots available at each time during the day and your recurring schedule RESERVES your preferred training times for as long as you are an active member with us.
Guidelines:
- You are only able to reserve training times that you are currently paying for. For example: If you are paying for a 2X per week package you are only able to reserve 2 weekly recurring training times
- If you cancel your package your recurring training times will no longer be yours and will be offered to someone on the waitlist immediately after your last training session as specified in on your cancellation form
- If you change your training package (example going from 3X per week to 2X per week) the recurring training time that you are no longer using will no longer be yours and will be offered to someone on the waitlist
- For any changes to your recurring schedule please contact us at info@movimentofitness.ca or speak to one of our admin team members at the front desk.
Cancelling & Booking a Make Up
We allow you to book a make up for those times that you must cancel your regularly scheduled training due to other commitments, travel, or illness.
To cancel a regularly scheduled training time and be eligible to make it up, you must CANCEL your training appointment through our online schedule 8 hours prior to the appointment start time. If you do not cancel at least 8 hours prior (OR do not show up) you will lose that appointment and you will not be able to book a make up.
Guidelines:
- Make ups can be booked no more than 7 days in advance
- Make ups must be booked online at www.movimentofitness.ca/schedule
- If you have to cancel your scheduled training time we encourage you to book a make up for a different time that same week when possible. This will help you stay focused on what you are here for so you get the most out of your custom designed training programs.
- Make ups have NO monetary value. Make ups cannot pay for a future month of your program, cancellation fees, or products. We do not put your monthly payments on ‘hold’ or reduce your monthly payments in order for you to use your make ups. Make ups cannot be refunded. The monetary value was in the session that still went ahead in your absence.
- Make ups are not guaranteed, as they are subject to both your and our availability.
- You only receive an opportunity to make up if you cancel your session by the 8 hour cut off time. By canceling on time, you are giving someone else an opportunity to book a make up.
- Make ups remain on your account and do not expire
- You need to be an active member with a current training package to use your make ups. Should you cancel your training package all make ups are lost upon your last day of training with us (as specified on your cancellation form).
- Make ups are not transferable between training packages. For example: if you end your 3x per week package and begin a 2x per week package, saved make ups can not be transferred to the new package. You will start fresh on the new package.
- Make ups are not transferable between members
Training Expectations:
1) You must arrive 15 minutes prior to your scheduled training appointment for your warm-up. Example: If you are scheduled for 6:00pm you need to arrive at 5:45pm to warm-up. Please complete your warmup in the WARM UP ZONE and never in the TRAINING ZONES. The warm up is a critical part of your training to help you avoid injury and prepare you for your workout.
2) At the time of your scheduled appointment you will complete the custom designed strength training portion of your workout for 30 minutes with your coach in one of the 3 TRAINING ZONES.
3) Then your coach will prescribe you with 15 minutes of cardio/metabolic training in the CARDIO ZONE that will complement your strength training and support your goals.
Guidelines:
- Expect to be in the studio for about 60 minutes completing the 3 components of your workout – the warmup (15 minutes), your custom strength training (30 minutes), and cardio (15 minutes).
- Please be aware, if you arrive LATE after the start time of your scheduled appointment, you will only be allowed to train for the time remaining in your 30 time slot. You will not complete your full training program if you do not show up on time. WHY? This allows for the training appointments after you to run on schedule and for our team to provide everyone in our studio a great overall experience. Everyone pays equally and and we must respect the time of each participant equally.
- Acknowledge that skipping the warmup or cardio component of your workout can reduce your results from the program and may increase a chance of injury.
Here at Movimento Fitness it is important to maintain a safe, positive, respectful, and non-intimidating environment for all participants and for our team members.
What we expect from you:
- We have a ZERO tolerance policy for negativity, disrespect, or harassment towards our team members and/or other members. In the event of unreasonable behaviour, necessary action will be taken, including immediate termination of your package with a cancellation fee.
- Our coaching team is here to instruct you and keep you safe at all times. In the event an exercise/movement/machine causes you discomfort please communicate with your coach immediately so appropriate changes can be made.
- No cell phone use on the training floor.
- No headphones are to be worn during your personal training. This allows you to hear your coaches instructions to maintain your safety. Headphone use is permitted during the cardio portion of your workout.
- Please wipe the warm up and cardio equipment you use. We ask that you spray the towel and then wipe the equipment instead of spraying directly onto the machine. Your coaches sanitize all equipment used in your personal training.
- Please wear clean indoor training shoes only. No muddy or dirty footwear.
You will be billed month-to-month, ongoing as a monthly subscription for the training package you have chosen UNLESS you request to cancel.
We accept Visa, MasterCard, or EFT (direct debit). All services are subject to applicable taxes by law. The paid amount is non-refundable. Your package is not transferable to another person.
An official Cancellation Form supplied by the front desk MUST be completed to cancel your package. See full details in the PACKAGE CANCELLATION POLICY tab below.
OPTION #1 – Cancel Effective Immediately – Fee Required:
You will be charged a cancellation fee equivalent to the rate of 1 month of your current package, processed at the time your Cancellation Form is completed to cancel your package. Your training will come to an end effective the day your Cancellation Form is complete. All future payments will cease and any unused make ups will be immediately forfeit and cannot be refunded nor applied as payment for the cancellation fee.
OPTION #2 – Provide 60 Days Notice – No Fee Required:
You can continue with your training as normal for 60 days from the day notice is given and your monthly payments will continue to run as regularly scheduled. After 60 days, all future payments will cease, your training will come to an end, and any unused make ups will be forfeit and cannot be refunded.
An official Cancellation Form supplied by the front desk MUST be completed to cancel your package. Without completion of this form you will continue to be billed monthly and no credits or refunds will be provided at any point in the future.
All payments before the date the cancellation form is signed are non-refundable and cannot be applied as a cancellation fee.
We are committed to helping you reach your best – and sometimes that means that we need to modify your workout plan. In the unfortunate event of an injury or change in your medical condition, you have the following options:
1) Modifications:
Continue your Semi-Private Training workouts with modifications. Simply communicate with our team and we can customize your programs accordingly.
2) Private Training:
Switch your Semi-Private Training for Private 1-to-1 Training (2 Semi-Private appointments equal 1 Private 1-to-1 Training appointment). Please note this is limited to both your and our availability for scheduling.
3) Medical Hold:
If you are advised by a doctor that you are NOT to participate in ANY physical training due to an injury or a medical issue, we can place your account on a MEDICAL HOLD for a maximum of 2 months. See below for details.
4) Package Cancellation:
In the event that you will need to be away from training for longer than 2 months we will proceed with cancelling your package (as per our package cancellation policy tab above).
MEDICAL HOLD:
- A note from your physician is required for a medical hold
- You must complete an official “Medical Hold Form” supplied by the front desk to begin the hold. If you do not complete this form, your payments will continue to run monthly and no credits or refunds will be provided at any point in the future.
- A $199 non-refundable fee will be charged to place your account on Medical hold. This non-refundable fee guarantees that your preferred, recurring training schedule will be held for you for up to 2 months.
- Your monthly payments will resume when you return for your first training appointment back, or after two months, whichever occurs first.
- We may ask you to complete a ‘Return to Fitness’ questionnaire prior to returning to your training so we can safely bring you back into our program. Your safety is always our top priority.
- In the event that you choose to not return to your training after your medical hold your package will be cancelled as an immediate cancel with a cancellation fee (as per our package cancellation policy above).
90% of our time slots are currently on a waitlist. Once a time slot is full with recurring bookings that training time is put onto a waitlist.
Spots will be filled from the waitlist in the following order:
1) Current Member Moves:
If a current member has requested to be on the waitlist to move to a different time, they will be given top priority for that time slot. If there is more than 1 current member on the waitlist for that same time slot we will move in order of first to last (first come first serve) according to the date they were added to the waitlist.
2) Returning Past Members:
If spots become available after all current member moves have been made, spots will then be offered to any past members that are waiting for spots to return to their training.
3) New Members:
Finally any remaining spots will be offered to new members.
Going away? We hope you have a wonderful vacation!
What to do:
- Go online and cancel your training appointments for the time you are going to be away. Don’t forget! Our system will only let you book a make up if you cancelled the original booking at least 8 hours before. If you don’t cancel 8 hours in advance our system is not able to give you those make ups back.
- If you are going away for more than 1 week, please tell us at the front desk or send us an email. We like to keep you accountable, so if we don’t see you for more than a week, and didn’t know you were away, we’ll be calling to find you 🙂
- We keep coaching you while you are gone. We will provide you with a program to do while you are gone so you stay on track. Request this at the front desk at least a few days before you leave. There is no additional charge and it is our pleasure to include this for you.
- Book in your make ups. You can use them before or after your trip to get in a little extra training. They never expire, simply get them in when you can.
- Please note: we do not put your payments on hold when you are on vacation and unused make ups cannot be refunded. Your payment continues to reserve your recurring schedule, your make ups do not expire, and you are provided with an online training program so you keep on training and stay accountable to your goals.
- If you are planning an extended vacation (where you will be away for multiple consecutive months) it is best to give us your cancellation notice 60 days prior to your departure (as per our cancellation policy above). Upon your return we can set you up on a new training schedule and package. Please note: We can add you onto the waitlist for your desired training times but cannot guarantee your same recurring training schedule when you return.
We are closed on all statutory holidays to allow our small, but mighty, team to also enjoy those days off so that they can always be at their best for you!
If your training appointment falls on a stat holiday our admin team will cancel your appointment 2 weeks in advance of the stat holiday. A make up will then show up in your online account under “Available Make ups” so you may book for a different day.
We are also closed every year between Christmas Eve to New Years Day for our winter break. We provide an online training program for you to do at home while the studio is closed so you keep moving and hit the ground running in the new year!
By participating in our program you understand that:
- Our coaches are not medically trained to monitor your internal health during exercise.
- It is your responsibility to contact your doctor for any questions regarding your ability to begin exercising. If your medical condition changes it is your responsibility to talk to your doctor about the safety of continuing your exercise program and keep us informed. Your safety is always our top priority.
- Here at Movimento Fitness we are able to provide you with simple strategies for incorporating healthier habits into everyday life. However, we are not registered dietitians nor medical professionals and cannot provide nutritional guidance for management or treatment of any disease or medical condition. If you are on a doctor/ dietitian prescribed diet you must talk to your doctor/dietitian before making any changes to your diet.
