IKAIKA Personal Fitness Membership Cancellation Policy

1) Scope and Covered Memberships

This policy governs cancellations for the following IKAIKA Personal Fitness offerings:

• Personal Training (PT)
• Semi-Private Training
• Group Classes & Bootcamp
• Class Packs
• Promotional Memberships/Plans

It applies to plans with the following commitment terms: 4, 6, 9, and 12 weeks, whether auto-renewing or non-auto-renewing.

2) Key Definitions

• Effective Date: The start date of your contract.
• Billing Cycle: A 4-week (28 days) period used for recurring charges, occurs every 4 weeks from your Effective Date
• Renewal Date: The first day of your next 4-week billing cycle.
• Written Notice: A cancellation request submitted in writing via the IKAIKA Cancellation Request Form.

All time references are calendar days (not business days) unless otherwise stated.

3) Notice Requirement and Effective Cancellation

A. Standard Notice

• Members must provide at least 4 weeks (28 calendar days) written notice prior to their next Renewal Date to end their commitment without further charges beyond the current cycle.
• Why 28 days matters (processor explanation):

  Our credit‑card merchant requires 28 days’ notice to stop a scheduled recurring payment (this is standard in the industry).

   

  If notice arrives inside 28 days, the scheduled payment still processes; issuing a refund then triggers additional merchant fees, fees on the original charge and separate fees on the refund.

   

  To keep things consistent and fair—and avoid double processing fees—we require 28‑day notice and treat sub‑28‑day requests as late, which entails one final 4‑week cycle while your access remains active through that period.

B. Late Notice (Less Than 4 Weeks)

If written notice is received fewer than 28 days before the next Renewal Date:

1. One additional 4-week billing cycle will be processed, and
2. A $130 late termination processing fee will be charged (the requested cancellation will take effect at the end of that additional 4-week cycle).

C. Fixed-Term Plans Without Auto-Renew

For non-auto-renew plans (4/6/9/12 weeks), the plan ends on its scheduled end date. However, if the plan would otherwise auto-renew into a new 4-week cycle (e.g., as part of your agreement) and we receive late notice, the Late Notice rules above apply.

4) Refunds and Proration

• No refunds for paid dues, unused time, missed sessions, or partially used billing cycles.
• No proration of fees.
• Missed sessions do not reduce or defer membership charges.

6) Medical / Health Exceptions

Exceptions may be granted for medical or health reasons at IKAIKA’s discretion:

• Member must provide a doctor’s note describing the restriction period.
• IKAIKA approval is required for any waiver or modification of the standard policy.
• Approved exceptions will be confirmed in writing.

7) Class Packs and Promotional Plans

• Class Packs are final sale. They do not qualify for refunds or proration. If a class pack is set to auto-renew, the Notice rules in Section 3 apply to future renewals only.
• Promotional plans follow the same Notice, Late Notice, and No-Refund rules unless the promo explicitly states otherwise in writing at the time of purchase.

8) How to Submit Written Notice

Submit your request in writing using the following:

• Click on the Link: https://ikaika.fit/cancellation/

If you have already emailed or texted a cancellation request, IKAIKA will honor the timestamp of that message as your official request date for notice and billing purposes; however, you are still required to complete the Cancellation Request Form to finalize processing.

We will confirm receipt and next steps in writing.

9) Processing Timeline and Confirmation

• IKAIKA processes cancellation requests within 24 hours of receipt.
• You will receive a written confirmation stating your final active date, any remaining charges, and the effective cancellation date.

10) Outstanding Balances and Same-Day Charges

Upon receiving your notice, IKAIKA will process all applicable charges the same day, which may include:

• Unpaid dues in the current cycle
• One additional 4-week cycle (if notice is late)
• $130 late termination processing fee (if notice is late)
• Freeze/hold fees (if applicable)
• Any other outstanding balances (e.g., retail purchases)

11) Member Responsibilities

• Ensure your payment method on file is active to allow required charges to process.
• Maintain accurate contact information so we can send confirmation.
• Continue to comply with your membership agreement until you receive written confirmation from IKAIKA.

12) Changes to This Policy

IKAIKA may update this policy from time to time. The latest version will be posted on our website.

13) Contact

Questions? We’re here to help.
IKAIKA Personal Fitness
Email: info@ikaika.fit
Phone: 919-689-1415