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Terms and Conditions

Last Updated: September 25, 2025

Welcome to Body Orchestra. By booking a session or using our services, you agree to the following Terms & Conditions. These terms apply to all services provided by Body Orchestra, including movement coaching, therapeutic bodywork, and any related offerings.

1. Introduction

These Terms & Conditions outline the agreement between you, the client, and Body Orchestra (“we,” “us,” or “our”) for the provision of our services. Please read them carefully before booking any session. Your booking constitutes your acceptance of these terms.

2. Services Offered

Body Orchestra provides professional movement coaching and therapeutic bodywork sessions tailored to individual client needs, as well as group classes. All services are for educational and therapeutic purposes and do not replace professional medical advice, diagnosis, or treatment.

3. 1-to-1 Sessions: Bookings, Payments, Cancellation & Rescheduling

  • Applicability: This section applies specifically to all 1-to-1 movement coaching and therapeutic bodywork sessions. For policies regarding Group Classes, please refer to Section 4.

  • Bookings & Payments:

    • All 1-to-1 sessions must be booked in advance through our provided online booking system or via direct communication.

    • Full payment is required at the time of booking unless otherwise agreed upon in writing (e.g., for certain packages or bespoke arrangements).

    • Packages and multi-session bookings must be used within the specified timeframe communicated at the time of purchase and are non-transferable.

  • Cancellation Policy (1-to-1 Sessions):

    • A minimum of 48 hours’ notice is required to cancel a 1-to-1 appointment.

    • Cancellations made with less than 48 hours’ but more than 24 hours’ notice will be charged 50% of the session fee.

    • Cancellations made with less than 24 hours’ notice, or missed appointments (no-shows), will be charged 100% of the session fee.

    • In the event that a cancelled appointment is successfully filled from our waiting list, no charge will apply. We will notify you if this is the case.

  • Rescheduling Policy (1-to-1 Sessions):

    • You may reschedule your appointment without a fee, provided the change is made with at least 48 hours’ notice.

    • We understand that things happen and offer the courtesy of a reschedule. However, repeated rescheduling may result in us asking you to pre-pay for future sessions to hold your time.

    • Reschedules with less than 48 hours’ notice will be treated as a cancellation and will be subject to the cancellation policy above.

    Additional Information:

    • Clients arriving late for their appointment will receive the remaining time of their scheduled slot, and the full appointment fee will still apply.

  • Refunds (1-to-1 Sessions):

    • For 1-to-1 appointments cancelled with the required 48 hours’ or more notice, a refund will be issued to your bank account less a £5 administrative fee per session. This fee covers payment processing charges and administrative costs.

    • For 1-to-1 sessions cancelled with less than 48 hours’ but more than 24 hours’ notice, a 50% refund will be issued.

    • No refunds will be issued for 1-to-1 sessions cancelled with less than 24 hours’ notice, or for missed appointments, as per the cancellation policy above.

    • In the event of an emergency that genuinely prevents the required notice, please contact Ramona directly to discuss options. Such circumstances will be reviewed on a case-by-case basis.

4. Group Classes: Bookings, Attendance & Policies

  • Applicability: This section applies to all Group Classes, including term/block bookings and drop-in sessions.

  • Bookings & Payments (Group Classes):

    • All group classes must be booked and paid for in advance through our online booking system.

    • Term/block bookings are for a specific series of classes and are non-transferable and non-refundable once the term has commenced.

    • Drop-in sessions are for individual class attendance.

  • Missed Classes Policy (Group Classes):

    • No refunds are provided for missed group classes, including those within a term/block booking or drop-in sessions, regardless of notice given.

    • Recordings: For most mat-based and online classes, a recording of the missed session will be made available. These recordings are typically accessible for 7 days after the class and can be used for catch-ups or to revisit the content. This option is generally not available for Nordic Walking or other outdoor classes due to their nature.

    • Catch-up Swaps: Where possible and subject to availability, we will endeavor to offer a swap to another suitable class within the same term or a reasonable timeframe. This is offered at our discretion and cannot be guaranteed.

  • Cancellation of Group Classes by Body Orchestra:

    • In the rare event that a group class is cancelled by Body Orchestra (e.g., due to instructor illness or unforeseen circumstances), registered participants will be notified as soon as possible.

    • For cancelled individual drop-in classes, a full refund or credit for a future class will be offered.

    • For cancelled classes within a term/block booking, a pro-rata refund for that specific class, or a credit, or an alternative class will be offered.

5. Health & Safety

  • Clients must disclose any relevant medical conditions, injuries, physical limitations, or concerns before participating in any session (1-to-1 or group), and keep the practitioner informed of any changes. This information is crucial for ensuring your safety and tailoring sessions appropriately.

  • Participation in all sessions is at the client’s own risk, and it is their responsibility to ensure they are fit to take part. If you are unsure, please consult your medical practitioner before booking.

  • If you experience any discomfort, pain, or adverse effects during a session, you must inform the practitioner immediately.

6. Liability

  • Body Orchestra is not liable for any injury, loss, or damage sustained during or after sessions, except where such injury, loss, or damage is caused by our negligence.

  • The information and guidance provided in sessions are for educational and therapeutic purposes only and are not intended to diagnose, treat, cure, or prevent any disease. They do not replace professional medical advice, diagnosis, or treatment from a qualified healthcare provider. Always seek the advice of your physician or other qualified health provider with any questions you may have regarding a medical condition.

7. Privacy & Data Protection

  • Personal data collected through bookings, communications, and intake forms will be handled in strict accordance with the UK General Data Protection Regulation (GDPR) and other relevant data protection laws.

  • Client information is used solely for the purpose of providing services, managing bookings, and maintaining client records.

  • Your personal data will not be shared with third parties without your explicit consent, except where required by law.

  • Please refer to our separate Privacy Policy [Link to your Privacy Policy on your website] for more detailed information on how we collect, use, store, and protect your data.

8. Changes to Terms & Conditions

  • These Terms & Conditions may be updated or amended from time to time to reflect changes in our services, operational procedures, or legal requirements.

  • The latest version will always be available on this website. By continuing to book sessions after any changes have been made, you acknowledge and agree to the updated Terms & Conditions.

9. Contact Information

For any questions regarding these Terms & Conditions or our services, please contact: Ramona @ Body Orchestra

By booking a session with Body Orchestra, you acknowledge that you have read, understood, and agree to these Terms & Conditions.