STUDIO POLICIES

At Vai Fitness, we value respect, professionalism, and community. These policies ensure every client enjoys a smooth, safe, and consistent experience in our boutique studio.

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Starting Time

Please arrive no more than 5 minutes before class. The studio opens specifically for scheduled classes or appointments. For security, doors remain locked until just before each class begins. If you arrive 10 minutes or more late, your spot may be offered to a standby client.

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Late Arrival Policy

Clients arriving up to 10 minutes late may still join the class, but please be aware that the session will end at the originally scheduled time to accommodate other clients. Arrivals exceeding 10 minutes past the scheduled start time will not be permitted to join the class to minimize disruption to other participants.

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Cancellation & No-Show Policy

We understand life happens. Please cancel as soon as possible if you can’t attend a class, private, or semi-private session. All class cancellations must be made at least 12 hours in advance and all appointment cancellations at least 24 hours.

Late Cancellation

Less than 12 hours notice for classes or 24 hour notice for appointments results in loss of the session or class credit.

No-Show

Failing to attend without canceling also forfeits the full cost of the session.

Early Cancellation

Cancel within policy and your credit remains active for a future booking.

If We Cancel a Class

In some cases, a class may be canceled if the minimum enrollment is not met or due to unforeseen circumstances. Generally, a minimum of 3 participants is required to run a class. When possible, we will contact you in advance to offer an alternative class time. If the alternative does not work for you, the class will be canceled and a full refund will be issued automatically. We aim to provide at least 12 hours’ notice for any class cancellation. In the event of an emergency or circumstances beyond our control, notice may be shorter.

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Make-Up Sessions

If you cancel within the policy window, you may schedule a make-up session within 30 days of the original booking.

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Waitlist Policy

If a class is full, add yourself to the waitlist. When a spot opens, the system automatically moves you into the class and you become responsible for that spot. If you can no longer attend, remove yourself from the waitlist to avoid late fees.

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Grip Socks

For Pilates classes "grip" or "sticky" socks are required. If you do not bring your own they will be available for purchase at the studio. Alternatively, we can provide sticky pads for your use. The benefits of grip socks for Pilates include increased stability, improved grip, enhanced balance resulting in a better workout, improved safety, reduced risk of potential injury and helps keep the equipment clean.

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Health & Medical Conditions

If you have any medical conditions, health concerns, or are pregnant, we highly recommend scheduling a private sessions to receive personalized attention and guidance before participating in group classes. Vai Fitness reserves the right to request a doctor’s note of permission to exercise for pre and post natal, as well as post-rehabilitation clients.

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Purchases/Return/Refund Policy

All sales are final and non-refundable. Please choose your purchases and programs carefully as we do NOT offer refunds of any kind or under any circumstance. Sessions and packages are non-transferable and must be used by the purchasing client. All prices, services and hours of operation at Vai Fitness are subject to change without notification. Please check our online schedule to confirm current rates, services and days of operation. We are here to assist you for the best experience that best suits your individual needs.

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Package Expiration Policy

All class packages and private session bundles have expiration dates:

4-class & 8-class packages: 60 -90

days from purchase.

12-class & 16-class packages: 180 -240

days from purchase.

Extensions may be considered only in special circumstances (travel, illness, injury) and must be requested before expiration.

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Instructor Substitution

We reserve the right to substitute instructors or modify the class schedule when necessary without previous notice. All Vai Fitness instructors are certified professionals trained in our method and philosophy.

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Inclement Weather / Emergency Closures

If the studio must close due to weather, power outages, or emergencies, affected sessions will not be charged and can be rescheduled. Announcements will be made via email and text.

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Phone / Device Policy

To maintain a mindful environment, please silence your phone upon entering the studio. No phone use, during class without prior permission.

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Personal Belongings & Liability

Vai Fitness is not responsible for lost or stolen items. Please keep personal belongings in designated areas. By participating in any class or session, you acknowledge the inherent risks of physical activity and agree to exercise at your own discretion.

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Private Session Policy

Private and semi-private appointments are by advanced booking only.

To modify or reschedule, please contact the studio directly within 24 hours of your session. All private session communications must go through the Vai Fitness contact channels not individual instructors.

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Studio Etiquette

Arrive on time and stay through the full session. Clean equipment after use. Be kind, encouraging, and respectful that’s the Vai Fitness way.

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We are committed to protecting your privacy and using any personal information you provide responsibly. We believe it is important for you to understand what information we collect from you, how it is used and who will have access to that information.
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Information Collected

The information we collect is solely for the purpose of your client relationship with Vai Fitness. The minimum requited information is: email address, first and last name, date of birth, mobile phone and credit card information for billing purposes. We do not collect or retain any personal other information unless you choose to provide it to us. We do not collect non-personally identifiable information such as:

Name of the domain form which you access the internet
Date and time you access our website
The internet address of the website from which you linked to our Site.

We track and retain information regarding your class sessions attended, purchases, payment information and history, and correspondence in order to maintain our business relationships. We also track the number of visitors to the different pages of our site as to assist us in making our site more convenient to users.
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Information Disclosure

We DO NOT disclose your personal information to any third party for any reason.
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Use of Third Party Services

Vai Fitness uses third party services for collection of member information, class scheduling and payment collection and processing. Vai Fitness has no control over the Privacy and Data Security polices of these companies, therefore our clients are subject to the Privacy & Security Policies of those third party companies. The MINDBODY, Inc. Privacy Policy can be found at https://company.mindbodyonline.com/legal/privacy-policy . The MINDBODY, Inc. Data Security Policy (including for credit card processing) can be found at https://company.mindbodyonline.com/legal/security-policy .
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Changes to Privacy Policy

We may change or supplement this Privacy Policy from time to time and we will post revised versions of this Policy on the Site. Privacy Policy changes will apply to the information collected from the date we post the revised Privacy Policy to the Site, as well as to existing information held by us.
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California Privacy Rights

California residents have the right to request the following information from businesses with whom they have an established business relationship:

A list of the categories of personal information that a business has disclosed to third parties during the immediately preceding calendar year for the third parties' direct marketing purposes if any, and
the names and addresses of all such third parties, if any. Vai Fitness will collect your address and zip code to facilitate shipping any products you choose to order, if shipping is arranged for. Collection of such information is necessary to complete your order.

If you are a Vai Fitness client and a California resident, please contact us to request this information. Please note that we are only required to respond to each client once per calendar year.
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Opting Out of Promotional Communications

To opt out of promotional emails: Follow the instructions provided in email communication footer or contact us at silvia@vaifitness.com

Please note that when you opt out of receiving promotional communications, Vai Fitness may continue to send you non-promotional emails, such as those related to account credentials or transactions.
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Contact Information

All questions and concerns about your privacy can be sent to silvia@vaifitness.com or 1460 7th Ave, San Diego, CA 92101.
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Thank You

Your cooperation keeps Vai Fitness running smoothly and allows us to provide the premium, personalized experience our clients value. Consistency keeps the studio fair for everyone thank you for respecting these policies.