Cancellation Policy

 

The Calm Instructor Group

Effective Date:13/09/2025

Last Updated: 13/09/2025

​

We understand that life is unpredictable and sometimes you may need to cancel or reschedule your session. In order to offer fairness to all clients and ensure that we can manage time and resources effectively, we operate a 48-hour cancellation policy.

 

⸻

 

CLIENT CANCELLATIONS

 

If you need to cancel or reschedule a session, the following applies:

• You must give at least 48 hours’ notice before the scheduled session start time.

• Sessions cancelled with less than 48 hours’ notice will be charged in full, including sessions booked via gift voucher or pre-paid packages.

• Reducing the length of a booked session (e.g. from 2 hours to 1 hour) within 48 hours is also considered a cancellation of that time and will be charged accordingly.

• Cancellations must be made either:

• By email to: info@calminstructor.co.uk, or

• Directly with your coach/trainer.

 

Repeated cancellations (within or outside the cancellation period) may lead to the following measures:

• Requirement for longer notice periods for all future reschedules

• Request to replace missed sessions in advance

• Requirement for weekly prepayment for continued participation

• In some cases, we reserve the right to discontinue sessions if ongoing cancellations impact the programme integrity.

 

⸻

 

WELLBEING & FITNESS FOR SESSION

 

If, in the sole opinion of the trainer/coach, you are unfit to participate in a session due to illness, substance use, emotional distress, or any other reason that may impact your or others’ wellbeing, the session will be cancelled, and the full fee may still be charged. Your safety and wellbeing are our priority.

 

⸻

 

COVID-19 CANCELLATIONS

 

We understand that COVID-related issues may arise at short notice. In such cases:

• The cancellation notice period is reduced to 24 hours.

• Please notify your instructor or email us as soon as possible if you develop symptoms or test positive.

• If a positive test is returned, your session fee will be held over and applied to your next booked session.

 

⸻

 

CANCELLATIONS BY THE CALM INSTRUCTOR GROUP

 

Occasionally, we may need to cancel or reschedule sessions due to unforeseen circumstances (e.g. illness, emergencies, technical failure, or other unexpected disruptions). In such cases:

• You will be notified as soon as possible.

• Your payment will be carried over to a new date at no additional charge.

• If we are unable to reschedule the session, you will receive a full refund.

• If the reason for cancellation is beyond our control (e.g. weather, platform outage, sudden illness), we will do our best to rearrange promptly, but no additional compensation will be offered.

 

Please note: For programmes that include multiple participants (e.g. group training, workshops, or retreats), we reserve the right to reschedule or amend delivery to ensure minimum attendance or facilitator availability. You will always be offered an alternative date or refund in such cases.

 

⸻

 

The Calm Instructor Group reserves the right to update these terms at any time.