Olympic Personal Training: Service Agreement & Policies

 

Last Updated: September 20, 2025

Welcome to Olympic Personal Training. Our mission is to provide you with the highest quality coaching and support to achieve your fitness goals. This agreement outlines our mutual commitments to ensure a professional, respectful, and effective partnership. By purchasing any personal training service, you agree to the following terms and conditions.

1. Active Gym Membership Requirement

All personal training clients are required to maintain an active and valid gym membership with Olympic Fitness for the entire duration of their personal training package. A valid membership must be presented for entry at the time of each scheduled session. Failure to have an active membership will result in the client being denied access to the facility. The scheduled personal training session will be cancelled and will be forfeited at the full session cost.

2. Payment and Session Packages

• Payment: All personal training sessions and packages must be paid in full prior to scheduling.

• Package Expiration: To encourage commitment and ensure scheduling integrity, all packages have an expiration date from the date of purchase.

  • Single Session: Expires 60 days from purchase.

  • 10-Session Package: Expires 120 days from purchase.

  • 20-Session Package: Expires 240 days from purchase.

• Non-Transferable: All services are non-transferable and non-shareable.

• Taxes: All stated prices are subject to GST/PST as applicable in British Columbia.

3. Cancellation & Rescheduling Policy

We enforce a strict 24-hour cancellation policy to ensure respect for our trainers' time and availability for all clients.

• Client Cancellation: A minimum of 24 hours' notice is required to cancel or reschedule a session without charge. All cancellations must be submitted in writing to cancellations@olympicfitness.ca. Any cancellation made within 24 hours of the scheduled session, or a no-show, will result in the forfeiture of the session at its full cost.

• Trainer Cancellation: In the event a trainer must cancel a session with advance notice, the session will be rescheduled at a mutually agreeable time at no cost to the client.

• Trainer No-Show: In the rare event a trainer fails to appear for a session without notice, the client will have that session returned to their package, plus one (1) additional complimentary session for the service failure.

4. Lateness Policy

• Client Lateness: Sessions will begin and end at their scheduled times. Time lost due to client lateness will not be made up. A client arriving more than 15 minutes late may be considered a no-show, and the session will be forfeited.

• Trainer Lateness: If a trainer is late, the client will be compensated for the missed time by adding it to the end of the session or to a future session.

5. Client Reliability & Frequent Cancellation Policy

This policy exists to ensure schedule integrity for all clients and applies to all cancellations, even those made with more than 24 hours' notice.

• Trigger Conditions: This policy is automatically triggered if EITHER of the following conditions is met:

  • (a) Frequency Trigger: A client cancels three (3) or more scheduled sessions within any 14-day rolling period.

  • (b) Percentage Trigger: A client's total cancellation rate exceeds 25% of their sessions within any single purchased package.

• Consequence: Upon meeting either trigger condition, the client's account status is automatically changed, suspending their advance booking privileges for the remainder of their package. They will be restricted to "Same-Day Bookings" only, subject to trainer availability.

• Reinstatement: Advance booking privileges are fully reinstated upon the purchase of a new session package.

6. Refund and Credit Policy

All sales are final. Olympic Personal Training does not offer refunds on services. In exceptional, documented circumstances, a client may submit a written request for the remaining value of their package to be converted to a store credit, valid for 12 months. All such decisions are at the sole discretion of management. The only circumstances considered are:

• Permanent Medical Disability: A condition arising after the date of purchase for which a physician provides a formal letter stating the client is unable to participate in any exercise program for more than six (6) months.

• Permanent Relocation: A permanent change of residence to a location more than 50km from Olympic Fitness, confirmed by official documentation.

7. Scope of Practice

Our trainers are certified fitness professionals, not medical providers. They do not diagnose medical conditions, prescribe treatments, or create restrictive nutritional meal plans. Any guidance is for informational purposes only and is not a substitute for professional medical advice.

8. Right to Terminate Service

Olympic Personal Training reserves the right to terminate this agreement at any time at its sole discretion for reasons including, but not limited to, inappropriate conduct or consistent non-adherence to gym policies.