CANCELLATION POLICY

Classes

 

  1. Cancellation for classes received more than 3 hours before your booked class starts is allowed with no penalties. This allows waitlist students to be contacted and invited to the class. A new class can be booked in place of the cancelled class but payments are not refundable.

  2. Late Cancellation, within 3 hours of the start of the booked class, or a ‘No Show’ (failure to turn up for a class at all) will incur the following: a) Subscriber Members: More than 3 late cancellations or no shows in one month will result in the suspension of your online booking privilege for the following month. b) Class Pack Students: Will result in the deduction of the class from your pass. c) New Client Offer Students: If you book into a class and do not attend then this is classed as a 'no show' and you will need to pay £5 in order to continue the 2 week offer. If you acquire a second 'no show' then the offer will be terminated

  3. Please remember that you must go to our online booking system and remove yourself from the class list if you cannot attend a class.

 

Workshops and Beginners Courses

  1. You may cancel any booking for a course or workshop if you give us 14 days or more notice of cancellation before its start date. A new class can be booked in place of the cancelled class but payments are not refundable.

  2. If you wish to cancel within 14 days of the start date there will be no refund unless there is a waiting list for the event and we can transfer your booking to another applicant. Only the administration fee as above will be payable if we succeed in transferring your booking to someone else.

  3. You may transfer your booking to someone else, but we ask that you let us know so that the substitute's name appears on the sign-in lists. Please do this by e-mailing admin@samsaramindandbody.com

  4. We reserve the right to cancel a course or workshop in the event of exceptional circumstances that means we are unable to offer the event as advertised or if there are insufficient numbers booked into the event for it to be commercially viable. Should this happen you will be given a full refund of fees you have paid.

 

Beauty Treatments and Therapies

  1. 24 hours' notice is required to change or cancel an appointment. Please call reception on 020 8874 4500 or e-mail us on admin@samsaramindandbody.com.

  2. If the appointment is cancelled outside the 24 hours, you will be charged 50% of the booked treatment amount.

  3. The Company retains the right to refuse advance bookings without a deposit or payment in advance if a customer has a history of cancelling appointments.

PRIVACY POLICY

 

Samsara Mind and Body Limited takes your privacy seriously and is committed to protecting your privacy.

What information do we collect?

Samsara Mind and Body Limited collects personal information in order to help us improve the services and products we offer, and to provide unique personalised services and products to each customer. You are under no obligation to provide any personal data other than your name, postal address, e mail address and telephone number. We may ask for further information from you in order to obtain a better understanding of our customers. It is entirely your choice whether or not to provide this additional information. We may also use cookies. For an explanation, see the section on cookies below.

How do we use your information?

We use the information to help us understand more about how our website is used, to improve our site, and to send you information about us and our products which, we think may be of interest to you. Unless you have informed us that you do not wish to receive further information about our products and services and those of our affiliates and partners, we and they may send you direct mail.

 

Do we share information?

We do not sell your personal information to others. We only share your information with software provider (MINDBODY Inc and Mindbody Online in the USA). Our website contains links to other businesses’ and if you choose to select these links then they may collect information. Such sites are not within our control and are not covered by this privacy statement. If we believe that your use of the site is unlawful or damaging to others, we reserve the right to disclose the information we have obtained through the site about you to the extent that it is reasonably necessary in our opinion to prevent, remedy or take action in relation to such conduct.

Cookies

Like most other websites, during the course of any visit to the Samsara Mind and Body website, we may use small files which are stored on your hard drive by your browser (“cookies”) to monitor your use of our website. Once you have closed your browser, we do not use the information these cookies collect.

 

Security

All personal and credit card information is encoded using 256-bit Secure Sockets Layer (SSL) data encryption before being sent over the Internet. To protect your data further, your credit card information is always stored in encrypted form in a database that is separate from our website database, so it isn’t connected to the Internet. Credit card transactions are issued a digital certificate, ensuring that your data can only be read by our transaction system as long as your browser shows its secure mode symbol (such as a key or closed lock). To make the most of the security on our site, we recommend using a modern browser such as Firefox that enables SSL. We also recommend setting your browser’s preferences to accept cookies and enable JavaScript.

Links

Links to other web sites are provided by Samsara Mind and Body in good faith and for information only. Samsara Mind and Body disclaims any responsibility for the material contained on any website linked to our website.

Interactive material

Portions of this site may allow users to post their own material. Materials posted by users do not necessarily reflect the views of Samsara Mind and Body. By posting material on this site, you represent that you have all necessary rights to such material and that such material will not infringe any personal or proprietary rights of any third parties, nor will such materials be defamatory, unlawful, threatening, obscene or otherwise objectionable. Samsara Mind and Body reserves the right, at its sole discretion, to review, edit or delete any material posted by users which Samsara Mind and Body deems defamatory, unlawful, threatening, obscene or otherwise objectionable. Notwithstanding the foregoing, Samsara Mind and Body expressly disclaims any responsibility or liability for any material communicated by third parties through this web site. 

 

We will review this policy in the light of comments we receive so please check the latest version. 

If you have any questions specifically about Privacy please contact us by emailing admin@samsaramindandbody.com.

TERMS & CONDITIONS

 

1    STUDIO OPENING TIMES

1.1  Studio opening times are Monday - Friday  from 9am to 10pm, Saturday 8:30am - 6:30pm and Sunday 8:30am- 9pm. 

Opening times during holidays and class times will be published by the Studio on our Website.

1.2  Off-peak hours are from 9am to 6pm Monday to Friday. Yoga and Pilates classes which commence during these hours are considered to be off-peak classes.

2    YOGA AND PILATES CLASSES

2.1  Drop-in Classes

  • Class prices are available on our Website and will be reviewed by the Studio from time to time.

  • Payment is required prior to attendance.

  • The payment for a drop-in class is non-refundable, but if a Client cancels within the required cancellation window (3 hours) the class will be refunded to their Client account to be used within a month.

2.2  Introductory Offer - 20 Days for £40

  • The 20 days Introductory Offer gives a new client the right to attend unlimited Yoga and Pilates classes during the 20 days period following the first class booked after purchase.

  • This offer does not include attendance to Courses and Workshops.

  • Once purchased the New Client Offer is non-refundable and non-extendable.

2.3  Introductory Offer - 10 Classes and 60 Mins Massage

  • Offer for 10 classes and 60 mins massage is available to new clients only.

  • Massage (Swedish) is available Monday to Friday only.

  • 10 Classes (Yoga and Pilates) are to be used within one month.

  • Once purchased the New Client Offer is non-refundable and non-extendable.

2.4  Class Packs

  • Class packs are valid for any Yoga or Pilates classes between 60 and 75 minutes in length.

  • A Class pack must be purchased prior to attending a class and the payment is non-refundable.

  • All Class packs have as noted below an expiry date from the purchase date:

    • 5 classes - 2 months

    • 10 classes - 3 months

    • 20 classes - 4 months

  • All class packs can be extended once, up to one month from the date of expiry. The one month extension will start from the date that the extension fee (£10) is paid. Once the pass extension has expired any remaining classes will no longer be valid.

  • Class Packs value is non-refundable and non-returnable and cannot be shared by anyone else (apart from dependants - Children under 16) or used towards any other treatments or purchases at the Studio.

2.5  Memberships

  • Studio provides 3 types of membership: Annual Peak Membership, Annual Off Peak Membership and 6 Months Membership.

  • Members subscribe to unlimited classes by autopay using a debit or dredit card. ("Membership").

  • To qualify for the discounted monthly rate clients must provide credit or debit card details and agree to a minimum number of months of membership, as stipulated by the membership title. The initial monthly payment will be deducted from the debit/credit card provided, on the day the Membership is activated, with subsequent monthly payments taken out on the billing date of your contract.

  • If the Member's card expires, it is the Member's duty to provide another card, otherwise if the payment falls behind their payments for more than 30 days the Membership will be forfeited and the full amount of the contract will become payable.

  • A Member cannot cancel their Memberships before the expiry of the the Minimum Subscription Period from the date of their initial payment.

  • The monthly Annual Membership is non-refundable and non-transferable and is not eligible for the concessionary rate.

  • Annual Members may suspend their Membership for a period of one calendar month, once in any 12 month period. The suspension can only run from the date the Membership started, and not any other date.

  • Membership fees must be paid irrespective of whether or not the Member uses the Studio’s facilities.

  • After the expiry of the Minimum Subscription Period, the Membership will roll over for another year, but a Member may cancel their Membership at any time by written request to the Manager of the Studio, giving one calendar months’ notice from the desired cancellation date.

  • If a Member does not pay their Memberships fees for the Minimum Subscription Period (or cancels their Membership during the Minimum Subscription Period) then the Studio is entitled to charge the Member for any outstanding Membership fees in respect of the Minimum Subscription Period.

  • Members agree and acknowledge that by agreeing to the Minimum Subscription Period, they are being given preferential rates by the Company and therefore it is fair and reasonable that the Company charges them for any payments as referred to above.

  • After the expiry of the Minimum Period, Members may be given no less than two weeks written notice of any increase in their Membership fees.

  • Members who do not wish to accept a change proposed by the Company to the Terms and Conditions or to pay an increase in any Membership fees may cancel their Membership by giving written notice to the Studio. The notice must be given within 28 days of the date of the change to the Terms and Conditions or the date the increase in subscription fees takes effect. The Member giving notice must continue to pay Membership fees at the rate immediately prior to any proposed increase until the end of the notice period.

2.5  Booking of Classes

  • Classes can be booked on our Website, using Mind Body Connect App or by phone up to 2 weeks in advance .

  • All customers with online bookings are required to sign into class a minimum of 5 minutes prior to the class start time. If you have not signed in by this time, or called to notify us that you are running late, your space will be opened up to allow drop ins and this will be treated as a ‘Late Cancellation’ (see 2.6 below) and your class will not be credited or refunded.

  • When classes have reached their online booking capacity you can add yourself to the waitlist.

  • If you are on the waitlist for a class you will automatically be allocated a space in the class once a spot becomes available, our booking system will email you a notification.

2.6  Cancellations

  • Please remember that you must go to our online booking system and remove yourself from the class list if you cannot attend.

  • Cancellation for classes received more than 3 hours before your booked class starts is allowed with no penalties. This allows waitlist students to be contacted and invited to the class. A new class can be booked in place of the cancelled class but payments are not refundable.

  • Late Cancellation, within 3 hours of the start of the booked class, or a ‘No Show’ (failure to turn up for a class at all) will incur the following:

    • Subscriber Members: Failure to cancel the class will result in £5 cancellation fee being charged.

    • Class Pack Clients: Will result in the deduction of the class from your pass.

    • New Client Offer Clients: If you book onto a class and do not attend then this is classed as a 'no show' and you will get a warning . If you acquire a second 'no show' then you will be asked to pay £5 in order to continue the 20 days offer or the offer will be terminated.

2.7  Workshops and Beginners Course Cancellations

  • You may cancel any booking for a course or workshop if you give us 14 days or more notice of cancellation before its start date. A new class can be booked in place of the cancelled class but payments are not refundable.
  • If you wish to cancel within 14 days of the start date there will be no refund unless there is a waiting list for the event and we can transfer your booking to another applicant. Only the administration fee as above will be payable if we succeed in transferring your booking to someone else.

  • You may transfer your booking to someone else, but we ask that you let us know so that the substitute's name appears on the sign-in lists. Please do this by e-mailing admin@samsaramindandbody.com

  • We reserve the right to cancel a course or workshop in the event of exceptional circumstances that means we are unable to offer the event as advertised or if there are insufficient numbers booked into the event for it to be commercially viable. Should this happen you will be given a full refund of fees you have paid or you can use the money against any other services or products.

3   BEAUTY TREATMENTS AND THERAPIES

3.1  Bookings

  • Bookings for treatments can be made over the phone or online

  • Upon booking your appointment over the phone, your full contact details and 50% depost will be taken to secure the booking.

  • Upon booking your appointment online, your full contact details and full payment will be taken.

  • You will be sent a booking confirmation via e-mail, and a text reminder 24 hours before your appointment.

  • On the day of the appointment, the remaining balance will be payable.

3.2  Arrival

  • We recommend that you aim to arrive at least 5 minutes before your appointment to allow enough time to complete our registration process.

3.3  Cancellations

  • If you miss an appointment or cancel it with less than 24 hours notice, you will lose your deposit.

  • The Company retains the right to refuse advance bookings without a full payment in advance if a customer has a history of no show or late cancel.

4    GIFT VOUCHERS

4.1 Gift certificates/vouchers are valid for one year from date of purchase. These are non-refundable, and cannot be used after the expiry date.

5    CLIENT LOYALTY CARD

5.1 For every £30 spent on beauty or Ayurveda treatments, customers will receive a stamp on their loyalty card.

5.2 Once twelve stamps have been collected, customers are entitled to 30% off one beauty or ayurveda treatment with in-house therapists.

5.3 The 30% discount cannot be applied to any packages or special offers.

6   DISCOUNTS

6.1 The Studio is pleased to offer a 15% discount for students and pensioners on any treatments, drop in classes or class packs. The discount cannot be applied to memberships. Identification details can be provided online and confirmed at your first visit. For students your qualification will need to be reconfirmed each October.

6.2  Customers subscribing to the Studio's membership scheme are entitled to following discounts:

  • Annual members (Gold Membership subscribers) are entitled to 15% off any treatments and 10% off Workshops.

  • Six months members (Silver Membership subscribers) are entitled to 10% off any treatments and 10% off Workshops.

  • Annual Off Peak members are entitled to the same benefits as Silver Memberships subscribers.

6.3 Discounts and special offers cannot be combined or accumulated. 

7    USE OF FACILITIES

7.1 Customers are entitled to use the Studio’s facilities providing always that the Studio (with notice where practical), may at any time withdraw all or part of its facilities for any period for cleaning, repair, alteration or maintenance work or for any other reasons beyond the control of the Studio or the Company.

7.2 Children under the age of 16 may only use the Studio and attend classes if accompanied by an adult and when under their care and supervision, however the Studio reserves the right of refusal for any minor to practice according to clause 8.

7.3 Children age 7 and over may not enter the changing rooms or other areas reserved for the opposite sex, regardless of whether they are accompanied by an adult.

8    FITNESS AND HEALTH

8.1 Clients are advised not to undertake any strenuous physical activities without first seeking medical advice if they have any concerns over their physical condition. The Studio reserves the right to refuse access to any customer if, in its absolute discretion, it considers that the health of the individual concerned may be endangered by the use of our facilities.

8.2 Clients with the following conditions should not attend class: low/high blood pressure and cardiac irregularities. If there is any doubt, the Client should consult their doctor. Clients and their guests must notify the Studio of any circumstances affecting their health which may be exacerbated through continued use of the Studio.

8.3 Clients are required to follow the instructions of the teacher or therapist at all times.

9  DRESS AND FOOTWARE

19.1 Clients are requested to wear a form of dress appropriate to the practice of Yoga or Pilates. Footwear should be removed before entering either of the studios and left in the changing rooms or the footwear racks provided.

 

10    HEALTH AND SAFETY

10.1  Smoking is not permitted anywhere on the premises.

10.2  No crockery, glass or food is permitted in the changing rooms or in the studios. Only water in plastic bottles is permitted in the Studio.

10.3  No pets (except guide dogs) are permitted on the premises or grounds.

10.4  Fire exits, which are clearly marked, are there in the interests of safety and customers must not interfere with these doors for any reason.

10.5  In the event of a fire, Clients are asked to make their way to the nearest available exit.

11     PERSONAL BELONGINGS

11.1  To create a calm and uncluttered environment our studios are bag, coat and shoe free zones. Clients are requested to use shoe and coat rack provided, or the lockers in the changing rooms.

11.2  Personal belongings are brought into the Studio premises at the customer’s risk and the Company does not accept liability for any loss or damage whatsoever to such items.

12    GENERAL GUIDELINES

12.1  Customers must at all times observe the Studio guidelines which may be notified to them from time to time and are requested to comply with any reasonable directions which the management of the Studio may  issue to ensure the smooth operation of the Studio for the convenience of all customers.

12.2  Customers are required to give written notice to the Company of any change of address. Failing such notice, all communications shall be assumed to have been received by the customer within 5 days of mailing to the last address notified to the Studio.

12.3  The Management reserves the right to refuse admission to the Studio.

12.4  The Studio may, if a client so wishes, communicate with the client by electronic mail (“email”). By providing an email address to the Studio the client consents to receiving email communications from the Studio, including notices pursuant to the Terms and Conditions. The client also accepts any risk that email may not be a fully secure and confidential means of communication. The Studio will not be liable for any loss or damage suffered as a result of communicating with a client in this manner.

13     LIMITATION OF LIABILITY

13.1  The Studio cannot be held responsible for any service or equipment not being available for whatever reason. The Company reserves the right to make alterations to the types of facilities provided, without notice and in its absolute discretion and the Studio shall not be liable for any loss occasioned by such alterations except in so far as the loss is by law incapable of exclusion.

13.2  It is the customer’s responsibility to ensure that they are capable of the exercises involved in any programme or class they book to attend. Clients accept the risk of injury from performing exercises and are advised to consult their doctor prior to beginning any programme or class.

13.3  The Studio accepts no liability for loss or damage to property or injury of the customers in the business premises or outside the business premises except in so far as such loss, damage, or injury is by law incapable of exclusion.

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