Refund Policy - VitalForce Fitness

Effective Date: January 15, 2025

Last Updated: January 15, 2025

At VitalForce Fitness, we're committed to your success and satisfaction. Our refund policy is designed to be fair and transparent while supporting your fitness journey.

1. Refund Eligibility Periods

7-Day Full Refund Period

Applies to: New client consultations and initial assessment packages

Conditions: Full refund available within 7 days of initial service, no questions asked. This allows you to ensure our approach aligns with your fitness goals.

14-Day Partial Refund Period

Applies to: Training packages and nutrition coaching programs

Conditions: 75% refund available within 14 days, minus any sessions already completed. Must provide feedback for continuous service improvement.

30-Day Prorated Refund

Applies to: Monthly membership programs and long-term coaching contracts

Conditions: Prorated refund based on unused portion, applicable within 30 days of purchase. Minimum 4 sessions must be completed to qualify.

2. Non-Refundable Services

Services Not Eligible for Refunds

Completed training sessions and consultations
Customized nutrition plans already delivered
Specialized equipment or supplements purchased
Services used beyond the 30-day period
Group fitness classes and workshops
Digital content and downloadable resources

3. Medical and Emergency Exceptions

Compassionate Refund Policy

We understand that life circumstances can change. Full or partial refunds may be considered for:

Serious illness or injury preventing participation
Job loss or significant financial hardship
Relocation beyond our service area
Pregnancy-related modifications to training needs

Documentation Required: Medical documentation or proof of circumstances may be requested.

4. Refund Process

How to Request a Refund

Contact Us: Email [email protected] or call +1 (512) 847-3629

Provide Information: Include your name, service details, and reason for refund request

Review Process: Our team reviews your request within 2-3 business days

Resolution: Approved refunds processed within 5-7 business days to original payment method

5. Refund Calculation Examples

Example 1: $1,200 training package, 3 sessions completed out of 12, refund requested on day 10

Calculation: (9 remaining sessions ÷ 12 total sessions) × $1,200 × 75% = $675 refund

Example 2: $800 monthly program, discontinued after 18 days

Calculation: (13 remaining days ÷ 30 total days) × $800 = $347 prorated refund

6. Cancellation vs. Refund

Cancellation: Stopping future services without refund of paid amounts
Refund: Return of money for unused services within eligible timeframes
Credit: Service credit for future use (alternative to cash refund)
Transfer: Moving services to family member or friend (with approval)

7. Dispute Resolution

If you disagree with a refund decision:

Request escalation to senior management
Provide additional documentation supporting your request
Consider alternative solutions like service credits or transfers
Final disputes may be subject to arbitration per our Terms of Service

8. Processing Timeframes

Credit Card Refunds: 5-7 business days
Bank Transfers: 7-10 business days
PayPal Refunds: 3-5 business days
Cash Payments: Available immediately upon approval

9. Policy Updates

This refund policy may be updated to reflect changes in our services or legal requirements. Existing clients will be notified of significant changes that affect their current agreements.

10. Contact Information

For refund requests or questions about this policy:

Refund Specialist: [email protected]

Phone: +1 (512) 847-3629 (Option 3 for Billing)

Address: 2847 Performance Drive, Suite 300, Austin, TX 78749

Business Hours: Monday-Friday, 8:00 AM - 6:00 PM CST