General Studio Policies

1. Empower Wellness Studio – Reformer Pilates Policy

   1. Purpose

   This policy ensures the safe, inclusive, and enjoyable participation of all clients engaging in reformer Pilates classes at Empower Wellness Studio. It outlines expectations for both clients and instructors to maintain high standards of safety, professionalism, and wellbeing.

   2. Scope

   This policy applies to:
   - All clients enrolled in reformer Pilates sessions
   - All Empower Wellness Studio staff and instructors
   - Any visitors or third parties involved in Pilates activities

   3. Health and Safety

   3.1 Pre-Participation Requirements
   - All new clients must complete a Health Screening Form and PAR-Q (Physical Activity Readiness Questionnaire) before their first session.
   - Clients with injuries, chronic conditions, or recent surgeries must provide medical clearance before participation.
   - Pregnant clients must inform their instructor and may be referred to modified or specialist prenatal sessions.

   3.2 Studio Safety
   - Equipment must be checked before and after each class for wear, damage, or malfunction.
   - Any faulty equipment must be reported immediately to management and removed from use until repaired or replaced.
   - The studio must maintain a clear, clutter-free environment with reformers spaced safely to allow free movement.

   3.3 Hygiene and Cleanliness
   - Clients must wipe down equipment after use with provided antibacterial wipes.
   - Grip socks are mandatory for all reformer sessions for hygiene and safety.
   - The studio will conduct daily cleaning and sanitisation of all equipment and high-touch areas.

   4. Booking and Attendance

   4.1 Class Bookings
   - All sessions must be booked in advance through the Empower Wellness Studio app or website.
   - Clients are encouraged to arrive 10 minutes early for setup and instructor briefing.

   4.2 Cancellations and Late Policy
   - A minimum of 12 hours’ notice is required to cancel or reschedule a class.
   - Late arrivals beyond 10 minutes may be refused entry for safety reasons and will forfeit the session.
   - Consistent no-shows may result in temporary suspension of booking privileges.

   5. Membership Policy

   5.1 Membership Cancellation
   - Members wishing to cancel their membership must provide a minimum of one month’s written notice (via email or written form) to Empower Wellness Studio.
   - The notice period begins from the date of receipt of the cancellation request.
   - Memberships cannot be suspended or frozen during the notice period.
   - All outstanding payments and booked sessions within the notice period remain payable.
   - Empower Wellness Studio reserves the right to terminate membership immediately in cases of misconduct, non-payment, or breach of policy.

   6. Health, Medical, and Liability Disclaimer

   - All activities at Empower Wellness Studio, including reformer Pilates, involve physical exertion and carry inherent risks of injury.
   - By participating in any class or studio activity, clients confirm they are voluntarily engaging in exercise at their own risk.
   - Clients are solely responsible for ensuring they are physically fit and medically able to participate.
   - Empower Wellness Studio, its owners, instructors, and employees are not liable for any injury, illness, accident, aggravation of medical conditions, or other physical harm resulting from participation.
   - Clients agree to release, discharge, and hold harmless Empower Wellness Studio, its staff, contractors, and affiliates from any and all liability, claims, or demands related to:
   • Personal injury or illness (including pre-existing conditions)
   • Property damage, theft, or loss occurring on the premises
   • Any consequential or indirect damages arising from participation or use of the studio’s facilities
   - Empower Wellness Studio strongly recommends clients seek medical advice before beginning any new exercise program.
   - Clients must immediately inform their instructor of any pain, discomfort, dizziness, or abnormal symptoms experienced during a session.
   - Participation signifies full acknowledgement, understanding, and acceptance of this disclaimer and the associated risks.

   7. Instructor Responsibilities

   - Instructors must hold a certified Reformer Pilates qualification and valid First Aid certification.
   - All sessions must include a warm-up, main session, and cool-down.
   - Instructors are responsible for providing safe modifications to suit each participant’s needs.
   - A record of attendance and incident reports must be maintained for all classes.

   8. Client Conduct

   - Clients are expected to behave respectfully towards staff and other participants.
   - Mobile phones must be silenced during class.
   - Clients must follow instructor guidance at all times for safety.
   - Empower Wellness Studio reserves the right to refuse participation to anyone under the influence of alcohol, drugs, or displaying unsafe or inappropriate behaviour.

   9. Emergency Procedures

   - Emergency exits and first aid kits are clearly marked and accessible.
   - Instructors are trained in emergency response and will follow the studio’s emergency protocol.
   - All incidents or near-misses must be recorded and reported to management promptly.

   10. Privacy and Data Protection

   - All client information and health data will be managed in compliance with the UK Data Protection Act 2018 and GDPR.
   - Personal data will only be used for class management, communication, and health and safety purposes.

   11. Policy Review

   This policy will be reviewed annually or following any major incident, change in legislation, or update to industry best practice.

   Acknowledgement

   By attending reformer Pilates sessions at Empower Wellness Studio, clients confirm they have read, understood, and agree to comply with this policy, including the Health, Medical, and Liability Disclaimer.