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Booking Policy

This Booking Policy outlines the terms and conditions for booking Reformer Pilate classes at Luna Reform.

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1. Booking Procedure​

  • All class bookings must be made online via the Luna Reform website or through the Fit by Wix app.

  • Clients must create an account and provide accurate information during registration.

  • All online bookings must be paid at the time of booking via our integrated payment provider, Stripe.

  • Gift vouchers and discount coupons must be used at the time of booking and cannot be applied retrospectively.

  • Upon booking, you will receive a confirmation email with class details, and a reminder by SMS 24 hours before your scheduled class (if opted in).

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2. Class Availability

  • Classes are booked on a first-come, first-served basis, subject to availability.

  • If a class is full, you may join the waitlist. If a space becomes available, you’ll be notified and given a limited window to confirm your spot.

  • A minimum of 2 clients is required for a group session. If a class does not reach this minimum within 3 hours of the start time, it may be cancelled. You will be notified as early as possible and offered the option to reschedule or receive class credit.

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3. Rescheduling Your Class

  • You may reschedule your class up to 24 hours before the scheduled start time, subject to availability. This reschedule window is automatically enforced by our booking system.

  • Clients may also transfer their booking to another person if they are unable to attend, provided they inform us in advance.

  • Missed or late-cancelled classes cannot be rescheduled, refunded, or transferred.

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4. Cancellations

  • Cancellations must be made at least 24 hours before the class to receive a refund or class credit.

  • Late cancellations within 24 hours are non-refundable and non-transferable.

  • Refer to our Cancellation Policy for full details.

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5. No-Shows

  • Failure to attend a class without prior cancellation will result in forfeiture of the class fee.

  • No refunds or reschedules will be offered.

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6. Refunds

  • Refunds are only issued for cancellations made within the required 24-hour notice period.

  • Refunds will be processed within 5-7 business days to the original payment method.

  • Class bundles are non-refundable. However, exceptions may be made at the studio’s discretion in cases of special circumstances.

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7. Studio Policies

  • Clients confirm they are fit and healthy to participate in Reformer Pilates. Any relevant health issues must be disclosed to the instructor prior to class.

  • Please arrive on time. Clients arriving more than 5 minutes after class start time may not be admitted for safety reasons, and the session will be forfeited.

  • Grip socks are encouraged but not mandatory. Clients may go barefoot, but non-grip socks are not permitted on the reformer for safety reasons.

  • Luna branded grip socks are available to purchase at the studio.

  • Participants must be 16 or over, with parental or guardian consent if under 18.

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8. Changes to Booking Policy

  • Luna Reform reserves the right to modify this Booking Policy at any time. Changes will be posted on our website, and continued use of our services will indicate acceptance of the updated terms.

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9. Contact Us

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Last updated: 18th April 2025

Cancellation Policy

This Cancellation Policy outlines the terms for cancelling or rescheduling Reformer Pilates classes at Luna Reform.

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1. How to Cancel

  • Cancellations can be made via our website, the Fit by Wix app, or by contacting us directly. Please ensure you receive confirmation of your cancellation to avoid any disputes.

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2. Cancellations

  • Cancellations made at least 24 hours before the scheduled class qualify for a full refund or class credit.

  • Cancellations made within 24 hours of the class are non-refundable and non-transferable.
     

3. Rescheduling Bookings

  • You may reschedule a class if done more than 24 hours in advance. This is managed automatically by our booking system.

  • Clients may transfer a booking to another person if they are unable to attend, provided the studio is informed in advance.

  • Missed or late-cancelled classes cannot be rescheduled or refunded.
     

4. No-Shows

  • Failure to attend a class without cancellation will result in forfeiture of the session.

  • Repeated no-shows may result in restrictions on future bookings.


​5. Class Bundles and Memberships

  • Class Bundle Holders: If cancelled within the required notice period, your class pass is unaffected. Late cancellations or no-shows will result in one class being deducted.

  • Membership Holders: Same cancellation rules apply. Late cancellations or no-shows will deduct one session or incur an extra charge, depending on your plan.

     

6. Studio-Initiated Cancellations

  • In cases of unforeseen circumstances (e.g. instructor illness), Luna Reform may cancel or reschedule a class. Affected clients will be notified and offered a rescheduled class, class credit, or refund.

 

7. Refunds

  • Refunds are only issued for cancellations made within the notice period and will be processed within 5–7 business days.

  • Refunds are not available for group or private class bundles unless exceptional circumstances apply, at the studio’s discretion.
     

8. Exceptions

  • Exceptions may be made for emergencies or extraordinary circumstances. Please contact us if you believe your case qualifies.

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9. Changes to Cancellation Policy

  • Luna Reform may update this policy at any time. Updates will be posted on our website and take effect immediately.

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10. Contact Us

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Last updated: 18th April, 2025

Privacy Policy

Luna Reform ("we," "our," or "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal data when you visit our website ("Site") and book Reformer Pilates classes, use our services, or interact with us in any way.

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By using our Site, you agree to the collection and use of information in accordance with this policy.

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1. Information We Collect

We collect personal data from you when you use our Site to book classes, register for an account, subscribe to newsletters, or contact us. This data may include:

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  • Personal Information: Name, email address, phone number, and billing address.

  • Payment Information: Credit or debit card details, though this data is processed securely by our payment

    processor and is not stored on our servers.

  • Usage Data: IP address, browser type, device information, and pages visited on our Site.

  • Cookies: Information collected via cookies and similar tracking technologies to improve your user experience on our Site.
     

2. How We Use Your Data

We use the information collected for the following purposes:

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  • Providing Services: To book and manage your Pilates classes.
    Communication: To send you confirmation emails, updates, and other communications related to your bookings or our services.

  • Marketing: If you have opted in, we may send you promotional emails about our services, offers, and updates. You can unsubscribe from these communications at any time.

  • Improvement of the Site: To analyse how users navigate the Site, improve functionality, and personalise your experience.

  • Compliance: To comply with legal obligations, resolve disputes, and enforce our agreements.
     

3. Sharing Your Information

We do not sell your personal data to third parties. However, we may share your data in the following situations:

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  • Service Providers: We may share your information with third-party service providers that assist us in operating our Site, such as Wix (our website platform), payment processors, and email marketing platforms. These providers are obligated to handle your data securely and in accordance with the law.

  • Legal Requirements: We may disclose your personal information if required by law, such as in response to a legal request or to protect the rights, property, or safety of Luna Reform, our clients, or others.

  • Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to a new entity as part of that process.
     

4. Data Retention

  • We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. This includes data needed for accounting, reporting, or other legal requirements.

 

5. Security of Your Data

  • We take appropriate security measures to protect your personal data from unauthorised access, disclosure, or destruction. These measures include encryption, firewalls, and secure payment processing. However, please note that no method of transmission over the Internet or electronic storage is 100% secure.

 

6. Cookies and Tracking Technologies

  • Our Site uses cookies to improve user experience and track website usage. Cookies are small files stored on your device that help us remember your preferences, improve our services, and understand how you use the Site.

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  • You can control your cookie preferences via your browser settings. However, disabling cookies may affect the functionality of certain parts of our Site.​​

 

7. Your Rights

  • As a data subject, you have certain rights regarding your personal data under the General Data Protection Regulation (GDPR). These rights include:

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  • Right to Access: You can request a copy of the personal data we hold about you.

  • Right to Rectification: You have the right to request correction of any inaccurate or incomplete data.

  • Right to Erasure: You can request that we delete your personal data in certain circumstances.

  • Right to Restrict Processing: You may request that we restrict the processing of your data under specific conditions.

  • Right to Data Portability: You can request to receive your data in a structured, commonly used, and machine- readable format.

  • Right to Object: You have the right to object to certain types of processing, such as direct marketing.

 

  • ​If you wish to exercise any of these rights, please contact us using the contact information provided below. We may ask for verification of your identity before responding to your request.

 

8. Third-Party Links

  • Our Site may contain links to third-party websites. We are not responsible for the privacy practices or content of these websites. Please review their privacy policies before submitting any personal data.

 

9. Changes to This Privacy Policy

  • We may update this Privacy Policy from time to time. Any changes will be posted on this page, and we encourage you to review this page periodically for updates. By continuing to use our Site after any modifications, you accept the updated policy.

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10. Contact Us

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Last updated: 4th September, 2024

​© 2025 Luna Reform Pilates Classes

Luna Reform, 1 Churchill Villas, Churchill Way, Cardiff CF10 2EA

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