Cancellation and Rescheduling Policy

Effective Date: 22 May 2025
Last Updated: 22 May 2025

Overview

At Island BodyTalk, we understand that life circumstances can change unexpectedly. This policy outlines our cancellation and rescheduling procedures to ensure fair treatment for all clients while maintaining the integrity of our therapeutic services.

By booking an appointment or purchasing a package, you acknowledge that you have read, understood, and agree to comply with this policy.

Individual Session Cancellations

Advance Cancellation (48+ Hours Notice)

  • Timeline: Cancellations made 48 hours or more before your scheduled appointment
  • Fee: 10% administrative fee will be deducted from refund to cover processing costs
  • Refund: 90% of session fee refunded to original payment method
  • Processing Time: 3-5 business days

Late Cancellation (Less than 48 Hours Notice)

  • Timeline: Cancellations made less than 48 hours before your scheduled appointment
  • Fee: 50% of the full session fee
  • Refund: 50% of session fee refunded to original payment method
  • Processing Time: 3-5 business days

No-Show Policy

  • Definition: Failure to attend your scheduled appointment without prior notice
  • Fee: Full session fee charged
  • Refund: No refund available
  • Rebooking: New appointment may be scheduled with advance payment

Individual Session Rescheduling

Standard Rescheduling (24+ Hours Notice)

  • No Fee: Complimentary rescheduling available
  • Booking Window: Must reschedule within 30 days of original appointment
  • Availability: Subject to practitioner availability

Late Rescheduling (Less than 24 Hours Notice)

  • Fee: £20 late rescheduling fee
  • Payment: Fee must be paid before confirming new appointment
  • Booking Window: Must reschedule within 30 days of original appointment

Same-Day Rescheduling

  • Fee: £40 same-day rescheduling fee
  • Availability: Subject to same-day availability only
  • Payment: Fee must be paid immediately to secure new time slot

Package Policies

Package Cancellation Policy

Packages cannot be cancelled or refunded once purchased. This policy ensures:

  • Commitment to your healing journey through BodyTalk’s holistic approach
  • Fair scheduling for all clients
  • Protection of therapeutic program integrity

Individual Sessions Within Packages

  • Sessions within packages follow the individual session rescheduling policies above
  • Sessions can only be rescheduled and can not be cancelled
  • No refunds are provided for cancelled sessions within packages

Package Expiration

  • Validity Period: All package sessions must be used within 12 months of purchase date
  • Extension Policy: Extensions may be granted for documented medical emergencies only
  • No Refunds: No refunds for expired, unused sessions

Emergency and Compassionate Circumstances

Medical Emergency Pause

We understand that serious medical situations may require extended breaks from treatment.

Qualifying Circumstances:

  • Serious illness or injury requiring hospitalization
  • Pregnancy complications requiring medical supervision
  • Mental health crisis requiring intensive treatment
  • Death of immediate family member

Documentation Required:

  • Medical professional’s written confirmation, or
  • Death certificate for family member

Policy:

  • Packages may be “paused” for up to 6 months
  • Individual sessions may be rescheduled without penalty
  • Documentation must be provided within 10 days of missed appointment

Family Emergency Considerations

  • Single-session rescheduling fees may be waived for documented family emergencies
  • Package sessions may be rescheduled without penalty
  • Emergency must be verified with appropriate documentation

Package Transfer and Gift Options

Family Transfers

Unused package sessions may be transferred to immediate family members under these conditions:

  • Eligible Recipients: Spouse, parent, child, or sibling
  • Transfer Process: Written request required with relationship verification
  • Timing: Transfers must be completed within package validity period
  • Fee: £50 administrative transfer fee

Gift Package Conversions

Purchased packages may be converted to gift certificates:

  • Conversion Fee: £25 administrative fee
  • Validity: Gift certificates maintain original package expiration date
  • Restrictions: Gift certificates are non-refundable and non-transferable

Weather and Travel Disruptions

  • Sessions cancelled due to severe weather warnings are rescheduled without penalty
  • Clients are responsible for monitoring weather conditions
  • “Severe weather” defined as official warnings issued by local authorities

Practitioner Availability

  • If the practitioner must cancel due to illness or emergency, sessions are rescheduled at no charge
  • Clients will receive 24+ hours notice whenever possible
  • Priority rebooking will be offered to affected clients

Communication and Booking Changes

How to Cancel or Reschedule

  • Calendly: Use the cancellation/rescheduling links in your appointment confirmation email
  • In-Person: Discuss with practitioner during your visit

Confirmation Requirements

  • All cancellations and rescheduling requests require confirmation
  • Confirmation will be sent within 24 hours of your request
  • Keep confirmation records for your files

Contact Response Times

  • Calendly: Responses within 24 hours (business days)
  • Urgent Changes: Same-day responses when possible
  • Weekends/Holidays: Responses by next business day

Special Circumstances

Repeat Offences

Clients with multiple late cancellations or no-shows may be required to schedule sessions with stricter cancellation terms.

Package Holders

Three or more late cancellations within a package may result in:

  • Reduced rebooking flexibility
  • Shortened package validity period

Policy Updates and Communication

Policy Changes

  • Changes to this policy will be posted on our website with 30 days advance notice
  • Updated policies apply to new bookings after the effective date
  • Existing packages and scheduled appointments honour the policy terms in effect at the time of original booking
  • Clients are responsible for reviewing the current policy before making new bookings

Notification Methods

  • Website posting with prominent notice
  • Updated policy linked in booking confirmations

Acknowledgment

By booking an appointment or purchasing a package with Island BodyTalk, you acknowledge that:

✓ You have read and understood this Cancellation and Rescheduling Policy
✓ You agree to comply with all terms and conditions outlined above
✓ You understand that packages are non-refundable once purchased
✓ You accept responsibility for fees associated with late cancellations, no-shows, rescheduling, and transfers
✓ You will provide accurate contact information for appointment confirmations and reminders

This policy is designed to ensure fairness for all clients while supporting the therapeutic integrity of BodyTalk services. We appreciate your understanding and cooperation.

Questions about this policy?

First Name
Last Name
Email
Message
Your questions have been submitted successfully!
There has been some error while submitting the form. Please verify all form fields and try again.