Terms & Conditions – Liv Gray Coaching

Welcome! These Terms & Conditions form part of your agreement with Olivia Gray (Liv Gray Coaching). They cover your sessions, payments, commitments, cancellations, and liability. Please read carefully — if anything is unclear, reach out before booking.

Session Information

• All personal training sessions are 60 minutes in duration.

• Top-up sessions (individual sessions purchased outside of a package) are priced at the individual session rate of the next package tier above your current package.

  
  

Example: If you are on a 4-session package, any top-up sessions will be charged at the 8-session package rate, with a maximum of two top-ups.

Payments

• Full payment must be made before any sessions take place.

• Payments may be made via bank transfer or cash, subject to the conditions below.

• Where payment is made in person (e.g., cash), a deposit equal to the individual price of the first session must be paid in advance via bank transfer to secure the booking.

• The remaining balance may then be paid in cash at the first session.

• Exact cash payment is required. No change will be provided.

• Unused sessions in 3-month commitment packages must be used within the calendar month they relate to.

• Unused sessions in Flex Packs must be used within three (3) months of the first session.

• Sessions cannot be carried over or refunded unless specified under the refund policy.

Pay-As-You-Go (Flex Pack)

• The Pay-As-You-Go option is offered as a Flex Pack.

• The Flex Pack commences from the date of your first session, not the date of purchase.

• All sessions included in the Flex Pack must be used within three (3) months of the first session.

• Any unused sessions remaining after the three-month period will expire and are non-refundable.

• Flex Packs are subject to the same cancellation, lateness, and booking policies outlined in these Terms & Conditions.

• Top-up sessions cannot be purchased on a Flex Pack.

  
  

Example: If a client starts a Flex Pack on 15th February, all sessions must be used by 14th May.

Three-Month Minimum Commitment

• The three-month commitment officially commences on the 1st day of the full calendar month following your initial start. If you start mid-month, your first month will be prorated based on the number of sessions used.

• Following the prorated month, all subsequent monthly payments for the three-month commitment are due on the 1st of each month.

• Clients must use all sessions in their chosen package within each calendar month.

• Clients must remain on their chosen package for the full three-month commitment.

• You may upgrade to a higher package at any point during the three-month period.

• You may not downgrade to a lower package until the three-month commitment has been completed.

• Monthly payments for the three-month commitment are due on the 1st of each month. Payments not received by the 5th will incur a £10 late fee. Sessions for that month cannot be scheduled until full payment (including any late fees) is made. Partial payments will not secure sessions.

  
  

Example: If a client starts on 15th February, their first month is prorated. The official three-month commitment then begins on 1st March and runs through the end of May.

Holidays & Absences – Three-Month Commitment

• If a client is away for part of a month or starts mid-month, that month is prorated and does not count as one of the three official months of the commitment. The prorated price will be calculated at the same individual session rate as their chosen package.

• If a client is away for a full month (e.g., on holiday), that month may be paused, and the three-month commitment will resume once the client is fully available.

  
  

Example: If a client is away for two weeks in March, March will not count as an official month, and the three-month commitment will continue into the following month.

• Clients must provide notice in advance of any planned absences or holidays to arrange proration or pausing. Early notice is required wherever possible to allow scheduling adjustments.

• Sessions cannot be squeezed into the remaining weeks beyond reasonable scheduling; any adjustments will be prorated fairly.

• All sessions must still be completed within the adjusted commitment period.

Cancellations & Lateness

• A minimum of 24 hours’ notice is required to cancel a session.

• Late cancellations will be charged at the full session rate.

• If you arrive more than 20 minutes late, the session may be cancelled and charged in full.

• If you arrive late, the session will continue for the remaining time only and will still be charged at the normal rate.

Refunds

• Refunds are only available for medical reasons and must be supported by a doctor’s letter, including the timeframe of restriction.

• Refunds are not available under any other circumstances.

Payment Confirmation

• Please ensure you have completed your PAR-Q Assessment Form prior to submitting payment.

• Once payment has been made, you will receive an email confirmation and payment receipt.

• Time slots are booked on a first-come, first-served basis.

• Payment secures your selected time slot.

Waiver & Release of Liability

Assumption of Risk

By participating in any physical activity, training session, or by using any equipment or space provided by Liv Gray Coaching, you do so entirely at your own risk. This includes injury or damage that may result from the use of equipment or facilities (indoors or outdoors), including alleyways, courts, stairways, parking areas, and general premises — whether supervised or not.

You acknowledge that fitness activities involve inherent risks, including but not limited to weightlifting, running, group training, and recreational exercise. You voluntarily assume all risks of injury, illness, loss, or damage — including theft or property damage — whether caused by the Trainer’s negligence or otherwise.

Release of Liability

You, your heirs, and personal representatives agree to fully release Olivia Gray (including affiliates, employees, agents, and successors) from all claims or causes of action arising from participation, including those resulting from:

• Equipment malfunction or improper maintenance

• Negligent instruction or supervision

• Slips, trips, or falls on or near the premises

• Travel to or from training sessions

This release applies even in cases of Trainer negligence, excluding gross negligence or intentional misconduct.

Indemnification

You agree to indemnify and hold Olivia Gray harmless from any liability, loss, damage, or cost arising from your participation in services provided by Liv Gray Coaching.

Acknowledgement

You acknowledge that this waiver is legally binding and enforceable to the fullest extent permitted under the laws of England. If any provision is found to be invalid or unenforceable, the remaining provisions shall remain in full force.

You understand that Olivia Gray does not sell or manufacture equipment, and any equipment used is incidental to the services provided. You confirm that you have read, understood, and voluntarily agreed to this waiver. No verbal assurances or representations alter this agreement.