IKAIKA Personal Fitness Membership Hold/ Freeze Policy

1. Purpose

The Membership Hold/ Freeze option allows members to temporarily pause active training during short periods of travel, work changes, or personal circumstances, while keeping their membership in place. This Hold/ Freeze Policy explains when and how a hold/ freeze may be requested, what happens to billing, and how it affects pricing.

2. Eligibility

A hold/ freeze is available to members who:

• Have an active membership in good standing
• Are within a current 4-week billing cycle
• Submit a request in writing as described below

IKAIKA may request documentation for extended or medical related holds/ freezes.

3. How to Request a Hold/ Freeze

All hold/ freeze requests must be:

• Submitted in writing, and
• Sent before the start of the requested hold/ freeze period

Download the Hold Request form HERE

The request date is the date and time the email is received by IKAIKA.

4. Notice Requirement

To align with billing and credit card processing:

• Members should provide at least 14 days-notice before your next billing cycle.
• If a request is received less than 14 days before a scheduled billing date, that payment may still process, and the hold/ freeze will typically be applied to the next 4-week cycle or as otherwise confirmed in writing.

Why 14 days are required: Our credit card merchant typically needs a minimum of 10 days in advance to place a hold on a scheduled recurring payment. In addition, IKAIKA needs time to receive, review, and process your request. For this reason, we require 14 days notice. Requests made inside this window may result in the scheduled payment processing as usual, and any refund or adjustment can create additional processing fees from the merchant.

Any exceptions or adjustments will be confirmed in writing.

5. Duration and Limits

• A hold/ freeze is typically approved for up to 4 weeks per request.
• Members are allowed one (1) hold/ freeze per rolling 12-month period.
• Additional or longer holds/ freezes may be considered only at IKAIKA discretion and must be approved in writing.

6. Effect on Billing

When a hold/ freeze is approved in writing:

• Membership dues may be paused during the hold/ freeze period.

Specific details for your membership will be outlined in your written hold/ freeze approval.

7. Impact on Promotional Pricing

By requesting and using a hold/ freeze, the member understands and agrees that:

• Any promotional, introductory, or discounted pricing attached to the original membership term will be voided after the hold/ freeze period.
• When the membership resumes, the current standard rates in effect at IKAIKA will apply.
• Any return to promotional pricing after a hold/ freeze is at the sole discretion of IKAIKA and must be confirmed in writing.

8. Relationship Between Hold/ Freeze and Cancellation

A hold/ freeze is not a cancellation.

• A hold/ freeze temporarily pauses active use while the membership agreement remains in effect.
• A cancellation ends the agreement and is governed by the Membership Cancellation Policy.

If a member submits a cancellation request within 90 days of using a hold/ freeze, the Membership Cancellation Policy may provide that:

• The hold/ freeze is revoked retroactively.
• Banked or pending sessions are forfeited.
• Any deferred or held payments may be reinstated.
• Late notice rules, additional 4-week cycle charges, and any applicable fees may still apply.

Members should review the Membership Cancellation Policy carefully before requesting a hold/ freeze or cancellation.

9. Member Responsibilities

By requesting a hold/ freeze, the member agrees to:

• Provide accurate away and return dates.
• Coordinate and schedule make up sessions before and or after the hold/ freeze period, subject to availability and attendance policies.
• Keep payment information up to date so required charges and reinstated payments can process.
• Inform IKAIKA promptly if plans change.

10. Policy Changes

IKAIKA may update this Membership Hold/ Freeze Policy from time to time. The most current version will be available on the IKAIKA website or upon request. Changes apply going forward, and continued use of membership services after notice of changes will constitute acceptance of the updated Hold/ Freeze Policy.