Terms & Conditions
SARAHHAYNES STRENGTH AND FLEXIBILITY
Effective Date: 20th May 2025
Terms & Conditions - the basics
​1. General Information
1.1 These Terms and Conditions apply to all services provided by Sarah Haynes Strength and Flexibility, a personal training service based in the United Kingdom.
1.2 By signing up for personal training sessions or services, you agree to these Terms and Conditions.
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2. Services
2.1 Sarah Haynes Strength and Flexibility offers personal training services, including one-on-one sessions, group sessions, fitness assessments, and general nutrition guidance.
2.2 The scope of services will be agreed upon in writing prior to the commencement of training.
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3. Client Responsibilities
3.1 Clients must provide accurate information about their health, fitness, and medical history to ensure safe and effective training.
3.2 Clients agree to inform the trainer of any changes in their health or fitness that may affect training.
3.3 Clients are responsible for attending scheduled sessions on time and wearing appropriate attire.
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4. Trainer Responsibilities
4.1 The trainer will design and implement a fitness program tailored to the client’s goals, abilities, and health status.
4.2 The trainer will monitor progress and provide adjustments as necessary.
4.3 The trainer holds appropriate qualifications and insurance and will maintain professional conduct at all times.
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5. Health and Safety
5.1 Clients participate in training sessions at their own risk.
5.2 Sarah Haynes Strength and Flexibility is not responsible for injuries or health issues arising from undisclosed medical conditions or failure to follow guidance.
5.3 Clients should consult their GP before starting a new fitness program, particularly if they have pre-existing medical conditions.
5.4 Clients are required to complete a PAR-Q assessment and answer all questions honestly before starting a new fitness program.
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6. Payment and Cancellation
6.1 Payments must be made in advance for all sessions or as per the agreed payment plan.
6.2 Sessions cancelled with less than 48 hours' notice may incur a charge
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7. Trainer Lateness
7.1 If the personal trainer is late for a session, the trainer will:
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Provide the full session duration by extending the session end time, subject to client availability.
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If the client is unavailable for an extension, the trainer will offer a proportional refund or credit for the lost time.
7.2 In the event of repeated lateness by the trainer, clients may file a complaint and request a review of their contract terms.
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8. Client Lateness
8.1 Clients are encouraged to arrive on time for all scheduled sessions. Sessions will end at the originally scheduled time to respect subsequent appointments.
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Example: If a session is scheduled for 10:00 AM–11:00 AM, and the client arrives at 10:15 AM, the session will still conclude at 11:00 AM.
8.2 Lateness exceeding 15 minutes without prior notice may be treated as a no-show, and the session may be forfeited without a refund.
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9. Communication
9.1 If either the client or trainer anticipates being late, they must notify the other party as soon as possible via the agreed method of communication (e.g., phone, email, or messaging).
9.2 Reasonable efforts will be made to accommodate unexpected delays when communicated promptly.
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10. Exceptional Circumstances
10.1 In the case of emergencies or unforeseen circumstances causing lateness, exceptions may be granted at the discretion of the trainer or client.
10.2 These exceptions will be discussed and agreed upon on a case-by-case basis.
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11. Repeated Lateness
11.1 Repeated lateness by either the trainer or client may lead to a review of the agreement, including the potential for rescheduling or contract termination.
By adhering to this policy, both clients and trainers can ensure a respectful and professional working relationship.
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12. INFORMED CONSENT
12.1 At Sarah Haynes Strength and Flexibility, we are committed to ensuring the safety, well-being, and autonomy of our clients. This informed consent policy outlines the process for obtaining clear and voluntary agreement from clients before engaging in personal training activities.
12.2 This policy complies with applicable UK laws and ethical standards in the fitness industry.
12.3 The purpose of informed consent is to:
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Ensure clients are fully aware of the nature, risks, and benefits of personal training.
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Foster a transparent relationship between the client and the trainer.
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Empower clients to make informed decisions regarding their participation.
12.4. This policy applies to all clients receiving personal training services from Sarah Haynes Strength and Flexibility and any affiliated trainers.
12.5. Pre-Training Assessment
Prior to starting any training program, clients will be required to complete a detailed health and fitness assessment, including but not limited to:
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Medical history and current health conditions.
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Exercise experience and fitness goals.
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Lifestyle factors that may affect training outcomes.
12.6. Explanation of Services
The trainer will provide a clear explanation of the training program, including:
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The types of exercises, techniques, and equipment to be used.
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The expected benefits and potential risks associated with the training program.
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Alternative exercises or modifications, if applicable.
12.7. Disclosure of Risks
Clients will be informed of potential risks, including:
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Physical discomfort or soreness.
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Risk of injury during exercise.
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Contraindications related to pre-existing medical conditions.
12.8 Voluntary Agreement
Clients must sign informed consent, as part of thier consulation form to acknowledge that they:
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Have received all relevant information about the training program.
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Understand the risks and benefits associated with the program.
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Agree to participate voluntarily.
12.9 Clients have the right to:
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Withdraw consent and discontinue training at any time without penalty.
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Ask questions or request further clarification about any aspect of the training program.
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Refuse participation in any specific exercise or activity.
12.10 Trainers are responsible for:
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Providing accurate and complete information about the training program.
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Respecting the client’s autonomy and decisions.
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Adjusting the program to accommodate the client’s needs or concerns.
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Maintaining confidentiality of all client information in compliance with data protection laws.
12.11 In the event of a medical emergency during training, trainers will follow established emergency protocols, including contacting emergency services and providing basic first aid if necessary.
12.12 Documentation
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All clients must sign the informed consent, on their consultation form, before commencing training.
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A copy of the signed form will be provided to the client, and the original will be securely stored by Sarah Haynes Strength and Flexibility.
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13 GDPR COMPLIANCE
13.1 Sarah Haynes Strength and Flexibility is committed to complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, ensuring that client personal data is handled lawfully, transparently, and securely.
13.2 Personal Data: Any information that identifies an individual, such as name, contact details, medical history, or fitness data.
13.3 Processing: Any operation performed on personal data, such as collection, storage, or sharing.
13.4 Data Subject: The individual whose personal data is being processed.
13.5 Data Collection
Personal data may be collected through:
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Client registration forms.
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Health and fitness assessments.
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Communications such as emails, texts, or calls.
The data we may collect includes:
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Name, address, email, and phone number.
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Medical history and health conditions.
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Fitness goals and progress tracking information.
13.6 Legal Basis for Processing
We process personal data only where we have a lawful basis, including:
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Consent: Explicit consent provided by the client.
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Contract: Data necessary for delivering agreed personal training services.
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Legal Obligation: Compliance with legal or regulatory requirements.
13.7. Data Usage
Personal data is used for the following purposes:
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To provide personalised training programs.
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To communicate with clients regarding appointments and updates.
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To ensure health and safety during training.
Personal data will not be used for marketing purposes without explicit client consent.
13.8. Data Storage and Security
Personal data is stored securely using appropriate technical and organisational measures, including:
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Password-protected systems for digital records.
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Locked cabinets for physical records.
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Restricted access to client data by authorised personnel only.
We will retain personal data only for as long as necessary to fulfil the purposes outlined in this policy or as required by law.
13.9. Data Sharing
We do not share personal data with third parties unless:
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Required to do so by law.
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With explicit consent from the client.
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In cases of medical emergencies, where necessary to protect the client’s health.
Any third-party processors (e.g., cloud storage providers) are required to comply with UK GDPR standards.
13.10. Client Rights
Clients have the following rights regarding their personal data:
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Access: The right to request access to their data.
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Rectification: The right to correct inaccurate or incomplete data.
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Erasure: The right to request deletion of their data ("right to be forgotten").
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Restriction: The right to request limited processing of their data.
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Data Portability: The right to obtain and reuse their data for personal use.
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Objection: The right to object to data processing in certain circumstances.
Requests to exercise these rights can be made by emailing sarahhaynesyoga@hotmail.com.
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13.11 Data Breach Policy
In the event of a data breach, we will:
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Notify affected clients without undue delay.
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Report the breach to the Information Commissioner’s Office (ICO) if required.
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Take appropriate action to mitigate the breach and prevent future occurrences.