Refund, Cancellation & Rescheduling Policy

This Policy applies, as relevant, to GVNFIT / Guhayavarman Fitness online and in-person coaching, personal training, 12-session packages, monthly plans, CALIBRATE programmes, digital resources and app-based services. It should be read with the Terms and Conditions, Privacy Policy and package-specific purchase confirmation.

Mandatory consumer rights and other rights that cannot lawfully be excluded remain unaffected.

Before paying, clients should review the package price, services included, session count, session duration, validity period, payment deadline, cancellation and rescheduling rules, refund conditions and any minimum commitment expressly applicable to the selected programme. These details should be available before purchase and recorded in the package confirmation or invoice.

Coaching packages are prepaid unless a different arrangement is expressly agreed in writing. For a 12-session package, payment for the next 12-session package must be completed on or before the 12th session of the current package if the client wishes to continue without interruption.

GVNFIT may issue the renewal invoice in advance, ordinarily when three sessions remain, and may send a reminder before session 12. The current package covers 12 sessions only. If payment for the next package has not been received and verified by the end of session 12, session 13 and subsequent sessions will not be scheduled or delivered until payment is confirmed.

This is a renewal deadline, not a separate cancellation charge. It does not retroactively change the payment terms of a package already purchased.

A client who wishes to cancel before GVNFIT begins delivering the purchased service should submit a written request through the designated business email or WhatsApp channel. GVNFIT will assess the request by considering whether onboarding, assessment, personalised programming, digital delivery, app access or other services have begun, along with the package agreement and applicable law.

Any refund will be calculated transparently. Any deduction must be disclosed where required, relevant to the transaction and legally permissible. Applicable mandatory refund rights remain unaffected.

A client is not automatically entitled to a full refund merely because they change their mind, become unavailable, lose motivation or do not attend all sessions. However, GVNFIT will not automatically refuse every refund request.

A request will be assessed by considering the amount paid, services already delivered, unused or undelivered services, the applicable package agreement, the reason for cancellation and applicable law. Where a refund is approved or legally required, GVNFIT will communicate the calculation and any lawful deductions in writing.

No provision in this Policy excludes a refund or remedy required by law.

Clients who wish to terminate an ongoing package should submit a written request. GVNFIT will confirm receipt and review the request under the applicable package terms and law.

Where a package includes both delivered and undelivered services, the refund calculation, if any, will distinguish between those components where reasonably possible. Any minimum commitment or early termination charge must have been clearly disclosed before purchase and must be legally enforceable. GVNFIT will not impose an arbitrary penalty merely because a client requests cancellation.

Clients must provide at least 16 hours' notice before the scheduled session to request cancellation or rescheduling. Notice must be sent through the designated GVNFIT business WhatsApp number or business email address.

Requests made with sufficient notice may be rescheduled subject to coach availability and package validity. A specific replacement date or time is not guaranteed. The replacement session should be completed within the package validity unless an extension is agreed or otherwise required under the applicable terms or law.

A late cancellation occurs when the client requests cancellation or rescheduling less than 16 hours before the scheduled session. Subject to the emergency provisions and applicable law, the session may be deducted from the package because the reserved coaching time may no longer be available to another client.

A late cancellation does not automatically create a right to a refund or replacement session. GVNFIT will apply the rule consistently and reasonably, taking account of the circumstances and applicable legal requirements.

Once a replacement appointment has been confirmed, it cannot be rescheduled again. A request to reschedule an already-rescheduled session will not be accepted, and the session will be treated as a cancelled session, subject to the emergency provisions and applicable law.

Genuine emergencies and changes caused by GVNFIT will be considered separately and fairly.

Each active monthly coaching plan includes one emergency cancellation allowance per calendar month. Examples may include a sudden medical emergency, accident, immediate family emergency or another serious and unforeseen circumstance.

GVNFIT may reasonably request supporting information where appropriate. An accepted emergency cancellation may permit a replacement booking or other reasonable scheduling accommodation. It does not automatically entitle the client to a cash refund. The allowance does not accumulate or transfer to another client. Exceptional circumstances may be considered separately, subject to applicable law.

Sunday slots with the Head Coach, Exercise Physiologist or Dietician are planned only based on availability. They do not come under the cancellation rules or cancellation windows in this Policy, and once a Sunday slot is cancelled it is treated as cancelled. For further details, please check with your coach.

A no-show occurs when a client fails to attend a scheduled session without providing the required notice or making themselves available for the agreed appointment. A no-show session may be deducted from the package, subject to emergency provisions and applicable law. No replacement session or refund is automatic.

Where a genuine emergency or technical issue arises, GVNFIT may review the circumstances before determining the treatment of the session.

Clients are expected to join online sessions or arrive at the agreed venue on time. If a client arrives late, the session may still end at its originally scheduled time. For example, a session booked from 7:00 PM to 7:45 PM may still end at 7:45 PM if the client joins at 7:20 PM.

The remaining time may be used for coaching, subject to safe exercise execution and the planned workout. Client lateness does not automatically create a right to a refund, replacement session or additional time. If the coach is responsible for the delay, the client will not be treated as having missed the session.

Standard online one-to-one coaching sessions generally last 30–45 minutes. Some sessions may occasionally extend up to 60 minutes depending on the planned workout, client performance, safety and coaching requirements. An occasional extension does not entitle the client to a 60-minute session for every appointment. A consistently 60-minute service must be expressly included in the package or separately agreed in writing.

If GVNFIT or the assigned coach cancels a session, GVNFIT will make reasonable efforts to notify the client and arrange a replacement appointment. A session cancelled by GVNFIT will not be deducted from the client's package.

If a replacement session cannot reasonably be provided within the package validity period, GVNFIT will offer an appropriate extension, carry-forward arrangement or pro-rata refund for the undelivered session, as appropriate under the package agreement and applicable law. A client will not be charged twice for a replacement session arising from a coach-caused cancellation.

If a technical problem on GVNFIT's side prevents an agreed online session from being delivered, the session will be treated as a coach-caused cancellation and an appropriate remedy will be offered under Section 15.

If a client-side internet, device or platform issue prevents participation, GVNFIT will consider the circumstances under the attendance rules. Where a failure is outside either party's reasonable control, GVNFIT will seek a fair and practical resolution rather than automatically treating every incident as a client no-show.

The package validity period, start date and expiry date will be communicated before purchase or confirmed in writing at activation. Clients are responsible for scheduling and attending sessions within that period.

Unused sessions do not automatically carry forward or convert into cash unless the package terms, an agreed extension or applicable law provide otherwise. Coach-caused cancellations and approved extensions will be handled under this Policy. Expiry terms will not be applied in a way that removes rights the client has under applicable law.

For monthly plans, the service period, price, session allowance and renewal arrangements will be stated in the package description. Unused sessions do not automatically carry forward unless the package expressly provides otherwise.

CALIBRATE will not impose a blanket three-month minimum commitment or a blanket non-refundable quarterly plan rule through this Policy. If GVNFIT offers a particular programme with a minimum commitment, fixed term, recurring billing or quarterly prepayment in the future, the applicable duration, price, billing schedule, cancellation terms and financial obligations must be clearly disclosed before purchase, expressly accepted by the client, and reviewed for compliance with applicable law.

Where a recurring plan is offered, the purchase confirmation must clearly state whether the client is purchasing a monthly service, a fixed-term programme paid monthly, or a fixed-term programme paid upfront. Those arrangements must not be described interchangeably. Cancellation and refund rights will be assessed under the agreed plan and applicable law.

Refund requests should be submitted in writing through the designated business email or WhatsApp channel and should include the client name, package or programme, invoice or transaction reference if available, purchase date, reason for the request and relevant information about services delivered or remaining.

GVNFIT may request reasonable additional information to review the request. GVNFIT will acknowledge and review requests within a reasonable period and within applicable legal timeframes. The decision and calculation will be communicated in writing.

Where a refund is approved, it will ordinarily be processed through the original payment method where feasible, subject to payment provider procedures and applicable law.

A refund calculation will be based on the applicable package agreement, services already delivered, the undelivered portion of the service and any deductions permitted by applicable law. Deductions must be transparent, relevant to the transaction and legally permissible. GVNFIT will not impose arbitrary administrative penalties or retain amounts merely because a client requested a refund.

The time taken for a refund to appear in the client's account may depend on the payment provider or financial institution. GVNFIT will communicate the processing status where appropriate.

Clients should promptly notify GVNFIT if they believe an invoice, payment record or session balance is incorrect. GVNFIT will review relevant invoices, transaction records, attendance records and written agreements. Confirmed errors will be corrected and the client informed of the outcome. A legitimate dispute will not automatically be treated as misconduct or grounds for an arbitrary penalty.

• Brand: GVNFIT / Guhayavarman Fitness
• Business: Lakchinna Digitals (MSME-registered business)
• Address: Plot 13 A, 1st Street, Kuberan Nagar Extn, Madipakkam, Sami Nivasam, Chennai, Tamil Nadu 600091
• Phone/WhatsApp: +91 98848 24064
• Website: www.gvnfit.online
• Email: admin@gvnfit.online

Please retain your invoice, package confirmation and relevant payment records when submitting a request.

GVNFIT may update this Policy to reflect changes in Services, operations or applicable law. The current version and effective date will be published on the website. Updates will not retroactively remove rights or alter the agreed terms of an existing package except where required by law or expressly agreed.

This Policy is governed by applicable Indian law. Nothing in it is intended to exclude statutory consumer rights, legally required refunds or other remedies that cannot lawfully be excluded.