Terms of service
1. Introduction
Welcome to HALM Collective Wellness Club LLC, a premium wellness space offering personal training, private reformer pilates, group classes, and access to designated training zones for independent use. By using our services or facility, you agree to the following Terms and Conditions, which are designed to ensure a safe, respectful, and results-driven environment for all clients.
2. Physical Readiness
You confirm that you are in good physical and mental health, and capable of participating in fitness and wellness activities. We strongly recommend obtaining medical clearance before beginning any new fitness program, especially if you have any pre-existing injuries or conditions. It is your responsibility to disclose any health considerations that may impact your safety or participation.
3. Service Packages & Validity
3.1 Personal Training Packages
Personal Training sessions are 60 minutes in duration and are available in structured packages with defined validity periods from the date of purchase. A 12-session package is valid for 2 months, a 24-session package for 3 months, a 36-session package for 6 months, a 60-session package for 8 months, and a 108-session package for 12 months. All sessions must be used within the designated timeframe.
3.2 Private Reformer Packages
Private Reformer sessions, conducted one-on-one with a certified instructor, are 50 minutes in length. Single sessions are valid for 14 days from the date of purchase. Packages of 5, 10, and 20 sessions carry a validity of 1 month, 2 months, and 4 months respectively, starting from the date of purchase.
3.3 Reformer Group Class Packages
Reformer Group Classes are 50 minutes in duration and follow a similar package structure. A single class is valid for 14 days, a 5-class package for 1 month, a 10-class package for 2 months, and a 25-class package for 4 months, with all validity periods beginning from the date of purchase.
3.4 General Terms
All services must be used within the assigned validity window. Unused sessions will expire and are non-refundable. Sessions may not be transferred to another client unless explicitly approved in writing by management. Extensions will only be considered under exceptional circumstances and must be requested in advance.
4. Booking, Cancellation & Attendance
4.1 Personal Training & Private Reformer Pilates
All Personal Training and Private Reformer Pilates sessions must be scheduled in advance through our concierge team or directly with your assigned coach or instructor. These sessions are not available for online booking. To ensure effective planning and availability, we recommend that all sessions are booked by the end of each week for the week ahead.
A minimum of 24 hours’ notice is required to book a session unless otherwise approved by your coach or instructor. This notice period allows adequate time for preparation and ensures a structured experience for both client and trainer.
A minimum of 24 hours’ notice is required to cancel or reschedule a session. Cancellations made within 24 hours of the scheduled start time, or failure to attend the session, will result in the full session being deducted from your package.
4.2 Group Classes
All group classes, including Pilates, Yoga, Breathwork, and Strength, must be booked in advance via the Mindbody app or website. Clients are required to provide a minimum of 12 hours’ notice to cancel or reschedule a class. Cancellations made
within this window, or failure to attend, will result in the session credit being forfeited.
4.3 Attendance & Punctuality
To maintain the integrity of our services, we kindly ask that you arrive on time. Entry to group classes will not be permitted more than five minutes after the class has started to avoid disruption. For private sessions, late arrivals will result in a reduced session time, and the full session will still be counted.
5. Payment Policy
5.1 Upfront Payments
Clients may pay in full for any package or service using credit cards, debit cards, bank transfers, or cash. Upfront payments must be completed prior to the start of any service and are subject to the validity and usage terms outlined in Section 3.
5.2 Payment Plans & Installments
For select packages, we offer installment-based payment options. These are processed exclusively via direct debit or auto-pay using a securely stored credit or debit card. Bank transfers and cash payments are not accepted for installment plans. By enrolling in a payment plan, you authorize HALM to automatically charge your chosen payment method on a monthly basis for the agreed duration of your contract.
The full contract value is payable regardless of early termination, unless an exception is granted in writing.
5.3 Failed Payments & Service Suspension
In the event of a failed or missed payment, services may be suspended until the outstanding amount is resolved. Repeated failed payments may result in termination of the agreement and forfeiture of sessions.
6. Use of Facilities & Conduct
6.1 Access & Usage
Use of HALM’s facilities is limited to clients with active packages or memberships. Access is permitted solely for the services purchased or authorized use of specific training zones. Equipment, recovery tools, or studio space may not be used outside of scheduled sessions unless specifically permitted by management.
6.2 Gym Floor Usage
The gym floor is reserved exclusively for Personal Training and Group sessions. Independent training is not permitted at any time unless otherwise authorized by management. Exceptions may be made only for approved events, specialized
programs, or pre-scheduled initiatives led or supervised by the HALM team.
6.3 Cardio Zone Usage
Use of the Cardio Zone is an added benefit available exclusively to clients with an active Personal Training or Private Reformer Pilates package. Access is not included for clients holding Group Class-only packages. The Cardio Zone operates on a first-come, first-served basis. Equipment cannot be reserved in advance, and usage is
subject to availability at the time of arrival. Clients are expected to use the space respectfully, limit time on each machine during busy hours, and follow all guidelines regarding hygiene and equipment care.HALM reserves the right to limit or revoke access to the Cardio Zone at any time in order to prioritize safety,
maintenance, or space availability.
6.4 Attire & Hygiene
Clients must wear appropriate athletic attire. Grip socks are mandatory for Reformer Pilates classes. Clients are expected to maintain personal hygiene, use towels during workouts, and clean equipment after use. HALM reserves the right to refuse access to any client not in compliance with hygiene or attire standards.
6.5 Behaviour & Respect
Clients must conduct themselves in a respectful and professional manner at all times. Disruptive, aggressive, or inappropriate behavior, whether toward staff or other members, may result in immediate suspension or permanent removal from the facility.
7. Personal Items & Security
Clients are encouraged to avoid bringing valuables or unnecessary personal items into the facility. HALM is not responsible for the loss, theft, or damage of personal belongings. Lockers may be provided for convenience, but use is at your own risk. Items left behind may be held temporarily but will be discarded or donated if not claimed.
8. Service Continuity & Scheduling
8.1 Trainer Leave & Session Coverage
In the event that your assigned Personal Trainer or Instructor is on leave, HALM will arrange a suitable substitute to ensure consistency in your training experience. Clients will be informed in advance of any temporary changes to their trainer.
8.2 Session Frequency – Personal Training
Personal Training packages are designed for an average training frequency of three sessions per week. Clients may opt to train more or less frequently (e.g., two or four times weekly), subject to trainer availability and the validity period of the package. It is the client’s responsibility to ensure sessions are scheduled in alignment with the expiration date of their package.
8.3 Session Frequency – Private Reformer Pilates
Private Reformer Pilates programs are designed for a minimum frequency of two sessions per week. This cadence supports optimal progress and results. Clients should ensure regular attendance to make the most of their package before it expires.
9. Freezing Policy
Clients may request a one-time pause or “freeze” of their package during the validity period for a maximum of one month. Acceptable reasons include medical conditions, travel, or other extenuating circumstances. All freeze requests must be submitted in writing and approved by management prior to the requested start date of the freeze. Sessions will not be extended retroactively without prior notice.
10. Session Transfers & Sharing
Packages are intended for individual use and are generally non-transferable and non-shareable. However, HALM permits a one-time transfer of a package to another client, subject to approval by management. We do not encourage
session sharing between multiple individuals, but exceptions may be made for couples or family members if pre- approved by management. All requests must be submitted in writing and will be reviewed on a case-by-case basis to ensure they align with the integrity and intent of the service.
11. Age & Eligibility
Clients must be 18 years or older to participate in HALM services unless otherwise approved. Minors may participate with written parental consent and only in programs deemed suitable by the management team.
12. Health Screening & Consent to Train
Clients may be asked to complete a health screening form prior to beginning services. All information must be accurate and up to date. HALM may require medical clearance if deemed necessary to ensure client safety.
13. Photography & Social Media Consent
HALM may document sessions, events, and community moments for promotional purposes. If you prefer not to appear in any content, please inform us. Your privacy preferences will always be respected.
14. Events, Workshops & Special Programs
Separate terms and conditions may apply for special events, workshops, and programs. These will be communicated at the time of registration and may include unique payment, cancellation, or refund policies.
15. Temporary Closures & Service Interruptions
In the case of temporary closure due to maintenance, government directives, private events, or unforeseen events (e.g., force majeure), HALM will communicate proactively and make every effort to accommodate clients through extensions or alternative arrangements. HALM is not liable for interruptions beyond our control.
16. Waiver of Liability
By participating in HALM services, you acknowledge the risks associated with physical activity and release HALM Collective Wellness Club LLC, its staff, and affiliates from any liability related to injury, illness, or loss incurred while using our services or facility.
17. Privacy Policy
At HALM Collective Wellness Club LLC, we are committed to protecting the privacy and personal data of every client. We recognize the importance of maintaining confidentiality and transparency in how we collect, store, use, and share your information.
17.1 Data Collection
We collect personal information during registration, service bookings, and consultations. This may include your name, contact details, emergency contact, health history, payment information, preferences, and service history. In some cases, we may also collect data related to your progress, training metrics, feedback, or goals to personalize your experience.
17.2 Purpose of Use
Your information is used solely to deliver services effectively and provide you with a personalized wellness experience. This includes:
- Scheduling and managing your appointments
- Communicating with you regarding sessions, program updates, or account activity
- Providing customer support and tailored recommendations
- Managing billing, invoicing, and payment processing
- Complying with legal obligations and internal operational requirements
We may also use anonymized or aggregated data to improve our service offerings or report performance insights internally.
17.3 Data Storage & Security
All personal data is securely stored in accordance with applicable laws and best practices. We use encrypted systems and secure platforms to manage bookings, process payments, and handle client communications. Access to your data
is limited to authorized personnel only and is monitored regularly to prevent unauthorized access, misuse, or disclosure.
17.4 Third-Party Services
We may engage trusted third-party service providers to support our operations - such as scheduling platforms, payment processors, or communication tools. These providers are contractually obligated to uphold the confidentiality
and security of your information and may only use it to the extent necessary to perform their function. We will never sell, lease, or share your personal data with third parties for marketing purposes.
17.5 Client Rights & Consent
By signing up for our services, you consent to the collection and use of your information as described in this policy. You have the right to:
Access the personal data we hold about you Request correction or deletion of your information Withdraw consent for non-essential communications Lodge a complaint if you believe your privacy has been compromised
To exercise these rights, or for any questions regarding your data, you may contact us directly at: info@halmcollective.com.
17.6 Marketing Communications
From time to time, we may send wellness updates, class announcements, or promotional offers via email, SMS, or WhatsApp. You may opt out of these communications at any time by following the unsubscribe link in the message or by notifying our concierge team.
18. Client Code of Conduct
Clients are expected to arrive on time, honuor scheduled sessions, communicate respectfully with staff, and follow all policies and guidelines set by HALM. We reserve the right to suspend or terminate services for any client who fails to uphold these standards.
19. Amendments to Terms
HALM reserves the right to modify or update these Terms & Conditions at any time. Clients will be informed of any material changes via email, in-facility signage, or through our official communication platforms. Continued use of our
services following such updates will constitute acceptance of the revised terms.
20. Governing Law
These Terms & Conditions are governed by the laws of the United Arab Emirates. Any disputes arising from these terms or the use of HALM services shall fall under the exclusive jurisdiction of the courts of Dubai.