Cancellation &
Attendance Policy

Scheduling of Sessions

All training sessions must be scheduled in advance and confirmed by both parties. Scheduled times are reserved exclusively for the Client. ODU Active does not hold time without confirmed bookings.

Cancellation & Rescheduling

The Client agrees to provide a minimum of 12 hours' notice for any cancellation or reschedule. Notice must be communicated directly to the coach via WhatsApp or phone.

Late Cancellations

Any session cancelled with less than 12 hours' notice will be charged in full. No exceptions apply unless accompanied by verifiable documentation (e.g., medical emergency).

No-Shows

Failure to attend a scheduled session without prior notice will result in a full charge. No-shows do not carry over and the session is considered used.

Late Arrival

Sessions begin and end at the scheduled time. Clients arriving late will receive a shortened session — the end time does not change. ODU Active is not responsible for time lost due to late arrival.

Trainer Cancellations

If ODU Active cancels a session, the session will be rescheduled at a mutually agreed time or credited to the Client's account in full. ODU Active holds itself to the same standards expected of clients.

Session Validity

All sessions must be used within the agreed programme period. Sessions that expire unused are forfeited without refund. If a Client is struggling to attend within the period, they should contact their coach to discuss options before the sessions expire.

Refund Policy

All payments are non-refundable except in the following circumstances:

• A confirmed and documented medical condition that prevents the Client from training
• Permanent relocation outside of the service area

Refund requests must be submitted in writing to the coach with supporting documentation. All refunds are reviewed on a case-by-case basis and are at the discretion of ODU Active.

Agreement & Acknowledgement

By booking any session with ODU Active — whether via the website, WhatsApp, or any other channel — the Client confirms they have read, understood, and agreed to all terms outlined in this Cancellation & Attendance Policy.

No signature is required. Booking constitutes acceptance.