1-1 PT & Group Training Terms & Conditions 2021

On purchase of any training package or session, the client agrees to abide by the policies set out in this document.

On purchase of any single session or training package from Jessica Hughes Fitness & Personal Training, a date and time will be agreed with the client for the session(s).

Client / Trainer Movement Agreement

As your trainer I will use my skills and knowledge to design a safe programme of exercises that will consider your current fitness levels and ability, personal goals and exercise likes and dislikes.

As your trainer I will provide the coaching, supervision, advice and support that you may need to help you achieve your goals. We will create a relationship built on trust and compassion to that you feel comfortable to communicate your needs, concerns or barriers.

It is understood between us that you know your body best and that I am just a facilitator, there to learn about your unique and individual experiences. I will always listen first and strive to find solutions for you as an individual.

From the start of the session to the very end, I will aim to foster an atmosphere that values your individual effort, honours your energy levels works with your body.

Your sessions are for you and you only. If you wish to take it easy, push harder, focus on a particular movement or skill or you’ve had enough of an exercise, together we will make sure your session reflects your ever-changing needs and energy levels.

Client / Trainer Session Agreement

The client is required to arrive to the session in order that we can start at the allocated time. This is to ensure we can achieve a full session on each visit.

The client is required to wear appropriate clothing and footwear. Clothes should be loose fitting and non-restrictive. Footwear should be comfortable and provide adequate support.

It is suggested to eat a meal or snack about an hour or 2 before each session. This is to ensure you’ve got adequate energy to complete the session to the best of your ability. However, I am aware that everyone is different and I trust that you will know what works best for you. If you require any advice or support on nutrition, ask me during a session and I’d be happy to discuss this.

Every session will include a warm-up to prepare your body, and a cool-down to reduce the risk of injury and aid recovery.

Physical Activity Readiness / Health Concerns:

All clients must complete a PAR-Q or screening form and informed consent before commencing any exercise programme.

From the point of the initial consultation and throughout the duration of the training package/block, the client has a responsibility to make the trainer aware of medical concerns/information and any changes that may affect their ability to exercise or that may be affected by taking part in physical activity.

I may require a letter of ‘medical clearance’ from your GP. Please be aware your GP may charge you for this.

The trainer has the right to refer any client to their GP and/or stop training for a period of time if they have concerns about their health at any point throughout the duration of the training agreement (payments will be adjusted accordingly at the discretion of the trainer).

Booking:

All bookings must be made via text message, phone or email at least 24 hours in advance of the session (unless extenuating circumstances apply and I am able to accommodate for less notice). 

If you wish to change or book an additional session, feel free to message me or give me a call and I’ll be happy to rearrange where possible.

Payment:

Payment for pay-as-you-go sessions and any blocks of sessions shall be paid in advance of the session. 

If required, instalments may be agreed with clients & outlined in more detail on individual payment plans where applicable.

Invoices are due and payable on receipt. As a rule, payment for a particular session must be made before a session takes place (instalments will be agreed with this in mind).

Payments are overdue and the client is in breach of agreement if payment is 14 days past the due date. Additional charges for late payments may be applicable.

Payment by bank transfer is preferable (details on invoice), however cash payments are also accepted.

Cancellation:

For our training partnership to work smoothly, as much notice as possible is required for cancellation. Please try to give at least 48 hours notice wherever possible:

Any session cancelled with less than 12 hours notice will be charged at full price for that session or taken off the month of prepaid sessions.

Cancellations received with 12-24 hours notice will allow the client/group to reschedule or keep their session as a credit for a fee of £15 (this can be split between a group where applicable).

Cancellations received with more than 24 hours notice will allow the client/group to reschedule or keep their session as a credit for no additional fee.

Credited sessions can be used as additional sessions for another time agreed between the client(s) and trainer within 3 months from the date of the cancelled session (more time may be allowed at the discretion of the trainer). 

This means credits may be used if a month naturally has more than 4 sessions (e.g. if there are 5 Wednesdays) OR as an extra session in a week. 

If the client/group fails to make up the session in this 3 month time period, it will be deducted from the credited sessions (unless extenuating circumstances apply).

Invoices will no longer be reduced to allow for credited sessions to be used (unless agreed at the discretion of the trainer in exceptional circumstances).

Invoices may still be reduced for less sessions when the availability of the client(s) and trainer is known in advance e.g. for pre-booked holidays etc.

If for any reason the trainer is not able to make the session due to unforeseen circumstances, the best effort will be made to ensure the client is made aware as soon as possible. Missed sessions will be rescheduled at a time suitable for the client without additional charge.

Late Arrivals:

Sessions shall be 60 minutes in length (unless agreed otherwise) and shall start at the scheduled time. Sessions will not be extended due to the lateness of the client or due to interruptions made by the client. Any client who has not arrived within 15 minutes after the scheduled time shall be deemed cancelled and will be charged for that session.

If for any reason the trainer is late for a session, the best effort will be made to complete the full 60 minute session. If this is not possible, the session will be rescheduled at a time suitable for the client.

Refunds:

In the event that a medical problem or prolonged circumstances prevent completion of the contracted sessions within the time period set forth in this agreement, the client may take an extended period of time, not to exceed 1 year, to complete said sessions.

Any prepaid purchase of sessions is non-refundable, however in exceptional circumstances this may be agreed at the discretion of the trainer.

A prepaid block of sessions may be transferred or sold to another individual for a period of 1 year from the original purchase date (1-1 personal training ONLY).

Pricing is reviewed regularly, and session charges may increase. This does not affect any services purchased before the review.

Group Training:

In addition to all points outlined above, the following policy applies to any group training session/agreement:

• Group training sessions are limited to a maximum of 5 participants per session.

• Prepaid packages/plans apply only to the individual for which they were purcahsed, for the full duration of training. Group training packages are non-transferrable and non-refundable.

• If a member of the group misses a session and doesn’t inform the trainer within 24 hours prior to the agreed session time, the normal rate for the session will still be charged to that individual, or the session deducted from a prepaid block.

• If a member of the group cancels with more than 24 hours notice, the group will have the option to reschedule the session within the next 14 days.

• If rescheduling is not possible, the session can take place with the remainder of the participants.

COVID-19:

It is incredibly important that we all do our best to keep ourselves and others safe. As your trainer, I have a responsibility to ensure I am doing everything possible to minimise the transmission of the virus.
In order to fulfil my responsibility, I will:
Thoroughly clean equipment.
Regularly use hand sanitiser or wash my hands with soap and water.
In emergency circumstances in which close contact is required (e.g. first aid incident meaning treatment is required) I will do my best to ensure I wear a face covering and gloves.

I will NOT attend sessions if…
I develop symptoms of COVID-19 (information available at https://www.nhs.uk/conditions/coronavirus-covid-19/symptoms/#symptoms ) or test positive for the virus.
In the case of the above circumstances, it will be possible to rebook your sessions for a convenient time after my isolation period is over.

As a client, I would ask that you fulfil your responsibility by:
Practicing good hygiene by regularly washing/sanitising your hands.
Please DO NOT attend your training sessions if…
You develop symptoms of COVID-19 (information available at https://www.nhs.uk/conditions/coronavirus-covid-19/symptoms/#symptoms ) or receive a positive test result.
In the case of the above circumstances, it will be possible to rebook your sessions for a convenient time after your isolation period is over.

If there is anything you feel I could be doing differently/better in order to ensure you are comfortable and feel safe, please do voice this during our sessions or via a message beforehand.

Data Protection / Privacy:

Your personal data will be processed and stored in line with our Data & Privacy Policy. For more details on what data will be collected and how it will be used, consult this policy. 

Please be assured that only necessary data will be collected. In order to become a client and take part in 1-1 or group sessions, it is necessary for your personal details to be collected and stored, this means contact details as well as medical questionnaires, informed consent, programmes and any other data required to provide training services.

If you have any questions, please email jesshughespt@gmail.com.

This page will always display the most up to date version of this policy. Should a new version come into place, you will be notified of this via e-mail.

This policy is effective from 29/03/2021.