Group Fit Terms & Conditions

1. The Group Fit Platform

Group Fit is a marketplace platform that connects customers with independent fitness trainers, instructors, and coaches. Trainers set their own rates, schedules, service areas, availability, and service offerings. Group Fit is not the trainer, does not deliver training services, and does not employ the trainers listed on the platform. Group Fit operates as an introduction, booking, payment, and communication platform between customers and trainers.

Group Fit may provide platform tools, profile review, identity-related onboarding processes, payment processing, booking management, support, and other marketplace infrastructure. These platform functions do not make Group Fit responsible for delivering the training services booked through the platform.

2. Eligibility, Account, and Minors

• You must be 18 years of age or older to register an account.
• Persons under 18 may participate in sessions only if a parent or legal guardian holds the account and books the session on the minor's behalf. The parent or legal guardian remains responsible for the minor at all times before, during, and after the session and is bound by these Terms in respect of the minor's participation.
• Where a booking is made for a minor, the parent or legal guardian is responsible for ensuring appropriate supervision before, during, and after the session. Group Fit does not provide childcare, supervision, transportation, or guardianship services.

You agree to provide accurate registration information and to keep it current. You are responsible for all activity under your account and must keep your credentials secure. Group Fit may suspend or terminate accounts that violate these Terms, abuse trainers or staff, provide false information, misuse promotions, attempt to bypass the platform, or engage in fraudulent or harmful activity.

3. Bookings, Packs, and Payment

All bookings are processed in advance through the platform. You may purchase single sessions or session packs offered by a trainer. Pack credits can be redeemed only with the trainer who issued the pack and only for the activity associated with the pack, unless Group Fit expressly approves an exception.

All prices and payouts on the platform are in Canadian Dollars (CAD), unless Group Fit expressly states otherwise in a specific market or checkout flow. Card payments are processed by our payment provider, Stripe, or another payment provider used by Group Fit from time to time. Group Fit does not store full card numbers.

Pack pricing is set by the trainer and shown to you at the time of purchase, including any pack-level discount. Applicable taxes are calculated and shown at checkout based on your billing region and the information available to the platform. Receipts are issued automatically by email and may also be available in your account.

Session packs are non-transferable, have no cash value, and may not be exchanged for services from another trainer unless Group Fit expressly approves an exception. If a trainer becomes unavailable, is removed from the platform, or stops offering the relevant activity before all pack credits are used, Group Fit may, at its discretion, provide a refund for unused credits, issue platform credit, restore equivalent credits with another trainer, or provide another reasonable remedy.

3.1 Insurance Billing Requests and Platform Fee

Some trainers, instructors, coaches, therapists, or other service providers may allow customers to request provider-managed insurance billing for eligible bookings. This option is available only where the provider has enabled insurance billing requests on their profile and where the option is shown at checkout. Insurance billing requests are currently available only for eligible in-person bookings in Canada, unless Group Fit expressly enables this option for another booking type, location, or delivery method in the checkout flow.

If you select the insurance billing option at checkout, you are not paying the full activity or session price through Group Fit. Instead, you are asking the provider to review your insurance details and decide whether they are willing and able to accept the booking using provider-managed insurance billing.

Where an insurance billing request is accepted by the provider, Group Fit charges you a Platform Fee of fifteen Canadian dollars ($15 CAD), before applicable taxes, unless a different amount is shown at checkout. The Platform Fee is charged for use of the Group Fit marketplace, booking, communication, and platform services. The Platform Fee is not an insurance claim fee, direct billing fee, treatment fee, healthcare fee, or claim-processing fee.

For insurance billing bookings, Group Fit does not collect the activity or session price from you. Any activity fee, treatment fee, service fee, claim submission, unpaid balance, deductible, co-pay, rejected claim, partially paid claim, insurer refusal, or amount not covered by insurance is handled directly between you, the provider, and your insurer.

Group Fit does not verify your insurance coverage, confirm whether a selected activity or service is covered, submit insurance claims, guarantee claim approval, guarantee reimbursement, or guarantee that the provider will be paid by your insurer. Coverage depends on your insurance plan, insurer rules, selected activity or service, delivery method, provider eligibility, remaining benefits, required documentation, and any other requirements imposed by your insurer.

You are solely responsible for confirming with your insurer that the selected activity, service, provider, delivery method, and booking are covered by your insurance plan before requesting insurance billing through Group Fit.

If the provider declines the insurance billing request, the booking is not confirmed and you will not be charged the Platform Fee for that request.

4. Discount Codes and the FREE Code

Group Fit may issue discount codes from time to time. Codes are non-transferable and may be limited by trainer, activity, expiry date, geographic area, customer type, booking type, or per-customer use count.

The FREE code is a try-out code that lets you book a single session with a trainer at no cost. It can be used once per trainer, per customer, and is intended to help you find the right trainer for you. The FREE code cannot be stacked with any other promotional code, cannot be applied to packs, and cannot be applied to sessions already booked.

The FREE code has no cash value and cannot be redeemed for money, wallet credit, or any other benefit if unused, expired, revoked, or unavailable.

Group Fit reserves the right to revoke a discount code, including the FREE code, where we detect abuse, fraud, duplicate accounts, coordinated misuse, or attempts to circumvent the once-per-trainer limit. Coordinated misuse of the FREE code with a trainer is grounds for account suspension for both parties.

5. Cancellation, Reschedule, and Refunds

This section explains your rights and responsibilities when you cancel or reschedule a session, when your trainer cancels or reschedules, or when Group Fit administrators cancel on your behalf. By booking a session, you agree to the terms below.

5.1 Cancelling Your Booking

You can cancel a confirmed booking at any time before the session starts. The refund or pack-credit treatment depends on how far in advance you cancel.

5.1.1 Card-Paid Sessions

• Cancel 12 or more hours before the session: full refund to your original payment method.
• Cancel between 3 and 12 hours before the session: 50% of the session price is retained as a late-cancellation fee; the remaining 50% is refunded to your original payment method.
• Cancel less than 3 hours before the session: no refund; the full session price is retained.

5.1.2 Pack-Credit Sessions

When you cancel a session booked using a credit from a session pack, your refund is handled as a pack credit rather than money returned to your card. Pack credits are indivisible. Within the cancellation window you either keep the full credit or forfeit it; partial pack-credit refunds are not available for an individual cancelled session.

• Cancel 12 or more hours before the session: the credit is restored to your pack and can be used for another eligible booking.
• Cancel less than 12 hours before the session: the credit is forfeited.

5.1.3 Discount Codes

Any valid discount code or voucher you applied to a booking is released back to you for re-use whenever you cancel, regardless of cancellation tier. You can apply the same code to your next eligible booking, subject to its original limits, expiry, and eligibility rules.

5.2 Rescheduling Your Booking

You can propose a new time for your session up to 12 hours before the scheduled start. Reschedule proposals expire after 48 hours, or at the moment the session is 12 hours away, whichever comes first. If your trainer does not respond before either deadline, the original booking remains in place. Either party can counter-propose up to two times per session.

5.3 When Your Trainer Cancels

If your trainer cancels a confirmed booking, you will always receive a full refund to your original payment method, or a fully restored pack credit, and any discount code is released back to you. There are no cancellation fees retained from you when the trainer cancels.

5.4 When Your Trainer Reschedules

Your trainer can propose a new time for your session up to 12 hours before the scheduled start. You will receive a notification asking you to accept or decline. If you decline, the original booking is cancelled and you receive a full refund or restored pack credit under Section 5.3.

5.5 No-Shows and Disputes

Once the scheduled start time has passed, you cannot self-cancel or reschedule. If you or your trainer did not attend, or if there is another serious issue with the session, please contact Group Fit from the session detail page or by emailing [email protected] from the email address on your Group Fit account. A Group Fit administrator will review the situation and may apply a refund, platform credit, pack-credit adjustment, discount-code release, commission adjustment, or other reasonable remedy at Group Fit's discretion.

5.6 Dispute Window

Disputes relating to a session must be raised within two (2) days of the session date by submitting a support request through the platform or by emailing [email protected] from the email address on your Group Fit account. Disputes raised after the 2-day window may be declined at Group Fit's discretion, after which payouts and settlements for that session are final, subject to applicable law.

5.7 Refund Timing

• Card refunds usually appear on your statement within 5 to 10 business days, depending on your card issuer and payment processor timelines.
• Pack credits are restored to your account immediately once the applicable cancellation or administrative decision is processed.
• Discount codes are released immediately once the applicable cancellation or administrative decision is processed and can be applied to a new eligible booking.
• Platform credit, when issued by an administrator, is added to your wallet and can be used on future eligible bookings.

5.8 Administrator-Initiated Cancellations

Group Fit may cancel a session where reasonably necessary, including where there is suspected fraud, a policy violation, safety concern, trainer unavailability, payment issue, technical error, duplicate booking, venue issue, or other operational issue. Where Group Fit cancels a session, Group Fit will determine an appropriate remedy based on the circumstances, which may include a full or partial refund, restoration of a pack credit, release of a discount code, platform credit, or another reasonable adjustment. The remedy will be communicated to you in the cancellation notice.

5.9 Changes to This Policy

Group Fit may update the cancellation thresholds and fee percentages from time to time. Any change applies prospectively only. Bookings made before a policy change are settled under the policy that was in effect at the time of booking.

Effective values applied in this version: 12-hour free cancellation window, 3-hour fee tier window, 50% retention in fee tier, and 12-hour reschedule cutoff.

5.10 Insurance Billing Booking Cancellations

For bookings where the provider has accepted an insurance billing request, Group Fit's refund responsibility is limited to the Platform Fee charged by Group Fit.

If you cancel an accepted insurance billing booking twelve (12) or more hours before the scheduled start time, the Platform Fee will be refunded to your original payment method.

If you cancel an accepted insurance billing booking less than twelve (12) hours before the scheduled start time, the Platform Fee is non-refundable, unless Group Fit determines otherwise at its discretion or applicable law requires otherwise.

If the provider cancels an accepted insurance billing booking, the Platform Fee will be refunded to your original payment method.

Group Fit is not responsible for refunding, adjusting, collecting, or resolving any amount that is billed, claimed, collected, rejected, unpaid, partially paid, or disputed between you, the provider, and your insurer.

6. Platform Credit (Wallet) Expiry

Platform credit issued to your wallet by Group Fit, including goodwill credit, dispute-related credit, or administrator-issued credit, expires three hundred and sixty-five (365) days after the date of issue if not redeemed, unless Group Fit states a different expiry period in writing. Expired credit is not refundable to your card and has no cash value.

7. Chargebacks and Payment Disputes

If you believe a charge is incorrect, contact Group Fit first through the platform or by emailing [email protected] from the email address on your Group Fit account. Group Fit will work with you to review the charge and the related booking. Initiating a card chargeback before raising a support request may result in your account being suspended pending review of the underlying booking.

Where a chargeback is found in Group Fit's favour by the card network, the associated session, pack, discount code, platform credit, and account access may be permanently revoked. Where a chargeback fraudulently bypasses the cancellation policy or other platform rules, Group Fit reserves the right to recover the disputed amount and any associated costs to the fullest extent permitted by law.

8. Health, Safety, Equipment, and Venue

Physical activity carries risk of injury. You confirm that you are medically and physically able to participate in the activities you book. You should consult a physician before starting any new fitness, sports, wellness, or physical activity program, especially if you have a medical condition, injury, disability, pregnancy, or other health concern.

You are responsible for determining whether you, any minor on whose behalf you book, and any other participant included in your booking are medically and physically able to participate in the selected activity. You agree to stop participating immediately if you experience pain, dizziness, discomfort, shortness of breath, or any other concerning symptom, and to seek medical attention where appropriate.

You acknowledge that physical activity, sports instruction, strength training, martial arts, swimming, rehabilitation-related activity, and other fitness-related activities may involve inherent risks, including injury, illness, aggravation of pre-existing conditions, property damage, or, in rare cases, serious harm. By booking and participating in a session, you assume all risks associated with the activity and release Group Fit from liability arising from participation, to the fullest extent permitted by law.

Equipment used during a session is the customer's responsibility unless otherwise expressly agreed in writing with the trainer. Any venue charges, drop-in fees, court bookings, gym entry fees, facility access fees, permits, memberships, or guest passes are the customer's responsibility unless explicitly included in the listing price by the trainer.

You are responsible for ensuring that the session location is safe, lawful, accessible, and suitable for the booked activity. You are also responsible for obtaining any required permission, booking, permit, membership, guest pass, or facility access needed for the session to take place.

Safety during the session is the customer's and trainer's responsibility. Group Fit does not supervise sessions, does not assess venue safety, and does not assume liability for the conduct, qualifications, omissions, or actions of trainers. Group Fit's role is limited to operating the marketplace platform and facilitating booking, payment, and related platform services.

Trainers are independent service providers and are responsible for maintaining the certifications, insurance, qualifications, and legal permissions required to deliver their services. Group Fit may request identity information, profile details, resumes, certifications, or other supporting documents as part of its onboarding or review process; however, Group Fit does not guarantee the accuracy, completeness, continued validity, or legal sufficiency of any trainer's credentials, insurance, experience, or qualifications. Customers should review a trainer's profile and may request further information before booking.

9. Force Majeure and Unforeseen Events

If a session is affected by events outside the reasonable control of either party, including but not limited to severe weather, public health orders, venue closures, power outages, transportation disruptions, natural disasters, or other emergencies, please raise a support request through the platform or by emailing [email protected] from the email address on your Group Fit account. A Group Fit administrator will review the situation and apply an appropriate remedy, which may include a refund, pack-credit restoration, reschedule, platform credit, or another reasonable adjustment at Group Fit's discretion.

10. Conduct on the Platform

• Treat trainers, other customers, participants, and Group Fit staff with respect.
• Do not harass, threaten, abuse, intimidate, or discriminate against any user on any basis.
• Do not solicit, arrange, or pay trainers off-platform for services that were discovered through Group Fit. Off-platform circumvention may result in account suspension or termination.

Insurance billing may not be used to bypass Group Fit's standard booking and payment process for ordinary non-insurance bookings. You may not select insurance billing unless you genuinely intend to request provider-managed insurance billing for the selected booking. Misuse of the insurance billing option, including selecting it to avoid paying the applicable session price where insurance billing is not genuinely applicable, may result in booking cancellation, account restriction, or account termination.

• Do not provide false information, create duplicate accounts to misuse promotions, abuse discount codes, or interfere with platform operations.
• Do not record sessions or share images, videos, or personal information of trainers or other participants without their explicit consent.

11. Communications and Marketing Consent

By creating an account, you agree to receive transactional and service-related communications from Group Fit, including booking confirmations, payment receipts, cancellation notices, reschedule notices, dispute updates, account notices, safety notices, and security-related messages. These communications are necessary to operate the platform and cannot be opted out of while your account remains active.

Where permitted by applicable law, including Canada's Anti-Spam Legislation, Group Fit may also send you marketing communications, including promotions, feature announcements, trainer recommendations, surveys, and special offers. You may unsubscribe from marketing communications at any time by using the unsubscribe link in a marketing email, replying STOP where available for SMS, or updating your notification preferences. Unsubscribing from marketing communications does not prevent Group Fit from sending transactional or service-related messages.

12. Intellectual Property

All Group Fit branding, content, software, designs, platform features, text, graphics, logos, trademarks, interfaces, and related intellectual property are owned by Group Fit or its licensors. You are granted a limited, non-exclusive, non-transferable, revocable licence to use the platform for personal, non-commercial purposes in accordance with these Terms. You may not scrape, copy, reverse-engineer, resell, reproduce, modify, or commercially exploit platform content except as expressly permitted by Group Fit in writing.

13. Privacy

Your use of the platform is also governed by our Privacy Policy. Group Fit collects, uses, stores, and discloses personal information as reasonably necessary to operate the platform, create and manage accounts, process bookings and payments, communicate with users, provide support, investigate disputes, maintain safety and security, comply with legal obligations, prevent fraud, and improve the service.

Payment information is processed by third-party payment providers, and Group Fit does not store full card numbers. Please review our Privacy Policy for further details about how personal information is handled.

If you choose to save insurance details or select insurance billing for a booking, Group Fit may collect, store, use, and disclose the insurance information you provide for the purpose of allowing the provider to review and manage your insurance billing request. Where you select insurance billing at checkout, your insurance details may be shared with the provider for that specific booking request. Group Fit does not use your insurance details to verify coverage, submit claims, or make coverage decisions.

14. Accessibility

Group Fit is committed to providing an accessible experience to people with disabilities, in alignment with the Accessibility for Ontarians with Disabilities Act (AODA) and applicable accessibility legislation in other Canadian jurisdictions. If you require an accommodation, encounter an accessibility barrier on the platform, or need to receive information in an alternative format, please contact us at [email protected] and we will work with you to respond to the request in a reasonable manner and timeframe, having regard to the nature of the request and applicable accessibility laws.

15. Platform Availability and Third-Party Services

Group Fit aims to keep the platform available and functioning but does not guarantee uninterrupted, error-free, secure, or continuous access. The platform may be unavailable from time to time due to maintenance, updates, technical issues, third-party service interruptions, internet outages, payment processor issues, hosting issues, or events outside Group Fit's reasonable control. Group Fit is not liable for losses arising from temporary platform unavailability, except to the extent required by law.

The platform may rely on third-party service providers, including payment processors, identity verification providers, communication providers, mapping and location providers, hosting providers, analytics providers, and other technology vendors. Group Fit is not responsible for delays, failures, errors, or losses caused by third-party systems, except to the extent required by law.

16. Fraud, Abuse, and Platform Protection

Group Fit may investigate suspected fraud, abuse, payment misuse, promotional-code misuse, account sharing, duplicate accounts, false information, off-platform circumvention, safety concerns, or other conduct that harms users or the platform. Group Fit may suspend accounts, cancel bookings, withhold or reverse credits, revoke promotions, restrict access, or take other reasonable action while an investigation is pending or after a violation is confirmed.

17. Liability

To the fullest extent permitted by law, Group Fit is not liable for any insurance coverage decision, rejected claim, partially paid claim, unpaid balance, deductible, co-pay, insurer delay, provider billing issue, provider claim submission issue, or dispute between you, the provider, and your insurer. Group Fit's role in insurance billing bookings is limited to operating the marketplace and collecting the Platform Fee where the provider accepts the booking request.

To the fullest extent permitted by law, Group Fit's aggregate liability for any claim relating to a session is limited to the amount you paid for that session. Nothing in these Terms limits liability that cannot legally be limited or excluded under applicable law.

18. Changes to These Terms

Group Fit may update these Terms from time to time. Material changes will be communicated by email, in-app notice, or another reasonable method. Continued use of the platform after the effective date of an update constitutes acceptance of the updated Terms. Changes apply prospectively unless otherwise required by law or expressly stated by Group Fit.

19. Governing Law and Disputes

These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein. Any dispute arising from these Terms or your use of the platform shall be resolved in the courts of the Province of Ontario, except where mandatory consumer protection law of your home province requires otherwise.

20. Legal Notices and Contact

For questions about these Terms, legal notices, disputes, or account-related requests, contact Group Fit by emailing [email protected] from the email address associated with your Group Fit account. Support tickets, chat messages, or informal communications do not constitute legal notice unless Group Fit expressly confirms receipt as legal notice.

U.S. and Cross-Border Tax and Marketplace Clarifications

Applicable taxes, including but not limited to GST/HST, PST, QST, VAT, sales tax, marketplace facilitator tax, digital services tax, and other indirect taxes, may be calculated and shown at checkout based on billing address, session location, jurisdiction, applicable law, and information available to the platform. Group Fit may collect, remit, report, or facilitate the collection and remittance of applicable taxes where required by law or where supported by its payment and tax providers, including Stripe Tax. Tax calculations may be adjusted where required by law, tax authority guidance, payment processor correction, or updated jurisdictional rules. Group Fit operates as a cross-border marketplace platform and may facilitate services, payments, bookings, communications, tax collection, tax remittance, reporting, or payout-related functions across multiple jurisdictions. Regulatory requirements, taxes, fees, reporting obligations, and consumer rights may vary by jurisdiction. Group Fit reserves the right to modify its processes, payment flows, payout structures, tax handling procedures, reporting obligations, verification requirements, or platform operations as reasonably necessary to comply with applicable law, payment provider requirements, marketplace facilitator obligations, tax authority guidance, or operational requirements.

U.S. Arbitration and Class Action Waiver

To the fullest extent permitted by applicable law, any dispute, claim, or controversy arising out of or relating to these Terms, the platform, or any booking involving a user located in the United States shall be resolved through binding individual arbitration and not through court proceedings or class actions, except where prohibited by applicable law. Users waive any right to participate in a class action, class arbitration, representative proceeding, or jury trial to the fullest extent permitted by law.