Serendipity Wellness® Terms & Conditions

Last updated: 10/07/26

These Terms and Conditions govern all services offered by Serendipity Wellness®, including but not limited to Pilates classes, Move Better classes, Reformer Pilates sessions, Somalates® classes, workshops, wellness events, memberships, digital products, online programmes and related services.

1. Appointment/Consultation/Booking Policy

1.1 An initial consultation and assessment must be completed before any treatment, ongoing sessions, or online programme participation.

1.2 Clients under the age of 18 must be accompanied by a parent or legal guardian throughout any session or class.

1.3 A Client Agreement Form and Informed Written Consent must be completed and signed before any treatment, consultation, class, or programme participation.

1.4 All bookings (whether online or in-person) are subject to availability and confirmation by Serendipity Wellness®.

1.5 Pilates classes, online programmes, and other scheduled group offerings may be booked via the designated booking platform- TidyCal and forms collected via Google Forms. Please ensure accuracy of your contact details when registering.

1.6 All sessions must be paid for in advance, including packages- which must be used within 12 months of purchase.

1.7 Sessions are non-transferrable unless agreed in writing

1.8 All fees are non- refundable except as required by UK Law.

2. Scope of Practice

2.1 Tracy Richardson and/or Serendipity Wellness® operate strictly within their professional qualifications, insurance coverage, and scope of practice.

2.2 Services offered do not substitute for medical care. Clients are advised to consult with their GP or appropriate healthcare provider before commencing any nutritional guidance, movement therapy, or exercise programmes.

2.3 Tracy Richardson and/or Serendipity Wellness® reserve the right to:

Refuse treatment or participation where a medical contraindication exists.
Require written medical consent before treatment proceeds.
Refuse treatment if it falls outside the scope of insurance coverage.

We have tried our best to make these clear and easy to read and, where possible, have avoided using legal terms and jargon.

3. Medical Disclaimer

3.1 Information provided during consultations, classes, or online programmes is for educational and informational purposes only.

3.2 You must not rely on any content or advice given as a substitute for professional medical guidance.

3.3 Always seek advice from a qualified medical professional regarding health conditions or symptoms. In case of a medical emergency, seek immediate assistance.

3.4 You are responsible for disclosing any medical conditions, medications, or injuries that may affect your ability to safely participate in any service offered.

4. Cancellation, Rescheduling & Refund Policies

At Serendipity Wellness®, we understand that life happens and plans occasionally change. As many of our classes and events involve venue hire, instructor fees and administration costs that are paid in advance, the following cancellation and refund terms apply.

Service-Specific Cancellation Policies- Cancellation, transfer and refund policies vary depending on the service booked. Please refer to the specific terms outlined within Section 4 for Community Pilates Classes, Move Better Classes, Reformer Pilates Sessions, Somalates® Classes, Special Events, Memberships and Digital Products.

4.1 Community Pilates Classes

(Including Pilates classes at Brownsover, Bulkington, Shilton and other regular weekly matwork classes.)

A minimum of 24 hours' notice is required to cancel or reschedule a class booking.
Bookings cancelled with more than 24 hours' notice may be transferred to another available class within the same booking period, subject to availability.
Cancellations made within 24 hours of the class start time are non-refundable and non-transferable.
Failure to attend a booked class without notice will be treated as a no-show and the session will be forfeited.

4.2 Move Better Classes

A minimum of 12 hours' notice is required to reschedule a Move Better class booking.
Where sufficient notice is given, the booking may be transferred to an alternative available session.
Cancellations or rescheduling requests received within 12 hours of the class start time are non-refundable and non-transferable.

4.3 Somalates® Classes

(In-person or online live Somalates® sessions delivered by Serendipity Wellness®.)

A minimum of 24 hours' notice is required for cancellation or rescheduling.
Bookings cancelled with more than 24 hours' notice may be transferred to another available Somalates® session.
Cancellations made within 24 hours of the session are non-refundable.

4.4 Reformer Pilates 1:1 Sessions

A minimum of 48 hours' notice is required to cancel or reschedule a private Reformer Pilates session.
Sessions cancelled with more than 48 hours' notice may be transferred to another available appointment.
Cancellations made within 48 hours of the appointment will incur a 50% cancellation fee.
Failure to attend without notice will result in the full session fee being charged.

4.5 Special Events

(Including Secret Garden Society Pilates, Pilates After Dark, Isla Flow Club and similar wellness events.)

Cancellations made more than 7 days before the event date will receive a full refund, less any non-refundable booking or payment processing fees.
Cancellations made within 7 days of the event date will receive a 50% refund only, as venue hire and event costs have already been incurred.
Cancellations made within 48 hours of the event start time are non-refundable.
Tickets may be transferred to another person with prior written agreement from Serendipity Wellness®.
Outdoor events are weather dependent. Serendipity Wellness® reserves the right to postpone, relocate, modify or move an event indoors where necessary due to weather conditions, venue requirements, health and safety concerns or circumstances beyond our control. Where a suitable alternative date, venue or format is offered, refunds will not automatically be available.

4.6 Online Memberships, Digital Content & On-Demand Services

Pilates Pyjama Club (PPJ Club)

Due to immediate access being granted to the membership library and digital resources, all PPJ Club purchases are non-refundable.
Membership fees remain payable in accordance with the membership terms selected at checkout.

Online Reset Classes and Digital Sessions

Once access has been provided, a participant has logged in, attended, viewed a recording, or downloaded any associated materials, no refunds will be issued.
This does not affect your statutory rights under UK consumer law.

4.7 No-Shows

Clients who fail to attend a booked class, session or event without notice will not be entitled to a refund, transfer or credit.

4.8 Cancellation by Serendipity Wellness®

In the unlikely event that Serendipity Wellness® cancels a class, session or event, clients will be offered either:

An alternative date;
A credit towards another service; or
A full refund.

5. Lateness and No-Show Policy

5.1 If you arrive late for an appointment, your session will be shortened accordingly, and you will still be charged the full fee.

5.2 If your instructor/ therapist is running late, you will still receive your full session duration where possible.

5.3 Clients who fail to show up for scheduled appointments without notice will be charged 100% of the session fee. Repeated no-shows may result in refusal of future bookings or requirement for pre-payment in full.

6. Class and Programme Conduct

6.1 For Pilates classes and group sessions, clients are expected to:

Arrive on time and prepared.
Inform the instructor of any injuries, pregnancies, or health concerns prior to the class.
Behave respectfully toward staff and fellow clients.

6.2 Serendipity Wellness® reserves the right to refuse entry or discontinue participation for any individual whose behaviour is deemed unsafe, inappropriate, or disruptive.

7. Website Use

Your use of this website is subject to the following terms:

7.1 By browsing or using this site, you agree to comply with and be bound by these Terms & Conditions and our Privacy Policy.

7.2 We", "our", or "us" refers to Tracy Richardson and/or Serendipity Wellness®. "You" refers to the website user.

7.3 Content may change without notice. We do not guarantee accuracy, completeness, or reliability of any content.

7.4 You use this content at your own risk. It is your responsibility to ensure our services meet your needs.

7.5 All website content is owned/licensed by us and protected by copyright.

7.6 You may not reproduce, duplicate or copy material without prior written permission. No data harvesting, scraping, or automated extraction is permitted.

7.7 Unauthorised use of the website may result in a claim for damages or criminal liability.

7.8 Links to other websites are provided for convenience; we accept no responsibility for their content.

7.9 You may not link to this website without prior written permission.

7.10 The website and these Terms are governed by the laws of England, Scotland, and Wales.

8. Website Medical Disclaimer

8.1 The information on this website is not medical advice.

8.2 Always consult your GP or a qualified healthcare provider for medical concerns.

8.3 We do not guarantee that the information will always be available, accurate, or up to date.

8.4 Use of interactive features on the website does not constitute professional advice.

8.5 Nothing in this disclaimer limits liability where it cannot be legally excluded (e.g. for negligence causing death or injury).

9. Copyright Notice

9.2 All intellectual property rights in our website and materials remain our property.

9.3 You may view, download, and print content for personal use only. Commercial use is prohibited without permission.

9.4 You must not copy, sell, or exploit any materials unless expressly permitted.

10. Consultant Contract Services & IP

10.1 All materials shared in consultant relationships are confidential and remain the property of Tracy Richardson and/or Serendipity Wellness®.

10.2 Clients are granted a non-exclusive, limited-use licence only.

10.3 Services cancelled without notice may still be charged in full.

11. Limitation of Liability

11.1 Serendipity Wellness® and Tracy Richardson shall not be held liable for any personal injury, illness, loss, damage, or expense incurred by a client through the use of our services.

11.2 By participating in any 1:1 consultation, Pilates class, online programme, or related service, you confirm that you are voluntarily engaging in physical or wellness-related activity at your own risk. You are responsible for ensuring you are medically and physically fit to participate, and must seek advice from a medical professional if unsure.

11.3 All advice, guidance, and content (whether provided during a session, on our website, via email, or in an online programme) is for educational and informational purposes only, and does not constitute professional medical or psychological advice or diagnosis.

11.4 We are not responsible for any injury, condition, or negative outcome resulting from:\n- Incorrect use or misinterpretation of our materials or guidance; Omission or non-disclosure of relevant health conditions; Failure to follow safety instructions or advice given.

11.5 By engaging in our services, you voluntarily waive and release Serendipity Wellness® and Tracy Richardson from any and all liability, claims, or causes of action arising out of your participation, to the fullest extent permitted by law.

12. General

12.1. Any marketing, educational or other materials of any nature whatsoever produced by the Company in connection with Tracy Richardson and/or Serendipity Wellness® and which are made available to clients will at all times remain the property of Tracy Richardson and/or Serendipity Wellness® and will be subject to copyright.

12.2. By providing an email address to Tracy Richardson and/or Serendipity Wellness® the client consents to receiving email communications from Tracy Richardson and/or Serendipity Wellness®.

3. The client also accepts the risk that email may not be a secure and confidential means of communication. Although every effort is made to ensure information is secure, Tracy Richardson and/or Serendipity Wellness® will not be liable for any loss or damage suffered as a result of communicating with a client by email.

4. If the client has agreed to receive marketing emails from Tracy Richardson and/or Serendipity Wellness® they have the option to unsubscribe in the email.

13. Data Protection and Confidentiality

13.1 All client records and information are handled in accordance with the UK GDPR and Data Protection Act 2018.

13.2 Confidentiality is maintained at all times, except where required by law or where there is a risk of harm.

See our Privacy Policy for details.

14. Force Majeure

14.1 Neither the client or Tracy Richardson and/or Serendipity Wellness® shall be deemed to be in breach of these Terms and Conditions by reason of any delay in performing, or any failure to perform, any of the client’s or Tracy Richardson and/or Serendipity Wellness® obligations in respect of these Terms and Conditions, if the delay or failure was due to any cause beyond the client’s or Tracy Richardson and/or Serendipity Wellness® control including, but not limited to, acts of God, explosions, actual or suspected terrorist attacks, floods, fire or accident, war or threat of war, sabotage, civil disturbance, prohibitions or measures of any kind on the part of any governmental, parliamentary or local authority, import or export regulations or embargoes or industrial actions or trade disputes.

15. Governing Law

15.1 This Agreement shall be governed and construed in accordance with the laws of England and Wales and shall be subject to the non-exclusive jurisdiction of the courts of England and Wales.

15.2 If any part of these Terms is found by a court of competent jurisdiction or other competent authority to be invalid, unlawful or unenforceable then such part will be severed from these Terms, the remainder of which will continue to be valid and enforceable to the fullest extent permitted by law.

16. Enquiries & Complaints

Contact us at: tracy@serendipitywellness.co.uk
Postal: Tracy Richardson, Serendipity Wellness®, 31 Hawlands, Rugby, CV21 1JR

17. Online Programmes, Memberships and Digital Content

This section applies to all digital products and online services offered by Serendipity Wellness®, including but not limited to:

Pilates Pyjama Club (PPJ Club)
Online Reset Classes
Recorded Pilates Classes
Online Workshops
Digital Courses
Downloadable Resources
Any future on-demand or digital wellness programmes

17.1 Intellectual Property

Upon purchase of an online programme, course, membership or digital resource from Serendipity Wellness®, you are granted a limited, non-transferable, non-commercial licence for personal use only. All content remains the intellectual property of Tracy Richardson trading as Serendipity Wellness® and may not be shared, copied, reproduced, recorded, resold, distributed or used for commercial purposes without prior written permission.

17.2 Pilates Pyjama Club (PPJ Club) and Online Reset Classes

Due to immediate access being granted to digital content, PPJ Club memberships and Online Reset Classes are non-refundable once access has been provided, the member area has been accessed, or content has been viewed or downloaded.

17.3 Digital Programmes and Courses

Once access to a digital programme or course has been granted, or the programme has officially commenced (whichever occurs first), no refunds will be issued unless the product is faulty, not as described, or otherwise in breach of your statutory rights under UK consumer law.

17.4 Access Periods

Access to each programme, membership or resource will be clearly stated at the time of purchase. It is your responsibility to access and make full use of the materials within the access period provided. Extensions are not guaranteed and may incur an additional fee.

17.5 Lifetime Access

Where "lifetime access" is stated, this refers to the lifetime of the programme, platform or business, and not the lifetime of the purchaser. Should a programme be discontinued, Serendipity Wellness® will endeavour to provide reasonable notice where practicable.

18. Memberships

18.1 Membership Services

This section applies to any recurring membership offered by Serendipity Wellness®, including but not limited to the Pilates Pyjama Club (PPJ Club) and any future subscription-based services.

18.2 Membership Payments

Membership fees are charged on a recurring basis as specified at the time of purchase. By subscribing, you authorise Serendipity Wellness® to collect the applicable membership fee using your chosen payment method on each renewal date.

It is your responsibility to ensure that your payment details remain current and valid.

18.3 Failed Payments

If a recurring payment fails, Serendipity Wellness® reserves the right to suspend access to membership content, classes, resources and member benefits until payment has been successfully received.

18.4 Cancellation of Membership

You may cancel your membership at any time through the relevant payment platform or by contacting Serendipity Wellness® in writing.

Cancellation will prevent future payments from being taken but will not entitle you to a refund for any membership fees already paid.

Unless otherwise stated, access to membership content and benefits will continue until the end of the current billing period.

18.5 Refunds

Membership fees are non-refundable. No refunds or partial refunds will be provided for:

Unused membership periods;
Failure to attend live sessions;
Failure to access available content;
Early cancellation during a billing period;
Changes in personal circumstances.

This does not affect your statutory rights under UK consumer law.

18.6 Membership Content

Membership content, including videos, recordings, documents, downloads, live sessions and other resources, is provided for the personal use of the registered member only.

Sharing login credentials, distributing content, recording sessions for redistribution, or providing access to non-members is strictly prohibited and may result in immediate termination of membership without refund.

18.7 Changes to Membership Content

Serendipity Wellness® reserves the right to add, remove, update or amend membership content, live sessions, schedules, resources, instructors, platforms or member benefits at any time in order to maintain and improve the service.

Such changes shall not constitute grounds for a refund.

18.8 Termination of Membership

Serendipity Wellness® reserves the right to suspend or terminate a membership without refund where a member:

Breaches these Terms and Conditions;
Shares membership content or login details without permission;
Behaves in a manner that is abusive, threatening, discriminatory or inappropriate towards Serendipity Wellness®, its instructors, staff or other members.

18.9 Health and Participation

Members are responsible for ensuring that they are medically fit to participate in any exercise, movement or wellness activities provided through the membership.

Participation is undertaken at the member's own risk and subject to the health and liability provisions contained within these Terms and Conditions.

19. Somalates® Instructor Training

Somalates® Instructor Training, Continuing Professional Development (CPD) courses, workshops and certification programmes are governed by separate Terms and Conditions.Participants enrolling on Somalates® training programmes should refer to the applicable Terms and Conditions available at www.somalates.co.uk prior to booking.Where a conflict exists between these Terms and Conditions and the Somalates® Training Terms and Conditions, the Somalates® Training Terms and Conditions shall take precedence.

For further clarification, contact Tracy Richardson at tracy@serendipitywellness.co.uk.

20. Special Events additional terms and condidtions

The Wellness Mix – Special Event Terms

In addition to the terms and conditions the Wellness Mix is a wellness experience hosted by Tracy of Serendipity Wellness® and Nicola of Nicola Fitness, and may include choreographed walking, movement sessions, Pilates, Somalates®, wellbeing talks, refreshments, networking opportunities and other wellness-related activities.

Booking & Payment

Full payment is required at the time of booking to secure your place.

Cancellations by Participants

Cancellations made more than 14 days before the event date will receive a full refund, less any payment processing fees incurred.

Cancellations made within 14 days of the event date will receive a 50% refund.

Cancellations made within 48 hours of the event start time are non-refundable.

Tickets may be transferred to another person with prior written agreement from Tracy of Serendipity Wellness® and/or Nicola of Nicola Fitness.

Event Changes

Serendipity Wellness® and Nicola Fitness reserve the right to amend the event programme, schedule, speakers, activities, venue arrangements or timings where reasonably necessary. Any such changes shall not entitle participants to a refund.

Health & Participation

Participants are responsible for ensuring they are medically fit to take part in any movement, Pilates, Somalates® or wellbeing activities offered during the event. Participation is voluntary and undertaken at the participant's own risk. All participants must complete a pre participation questionnaire.

Photography & Media

Photographs and video footage may be taken during The Wellness Mix for marketing, promotional and social media purposes. Participants who do not wish to appear in photographs or video recordings should notify Serendipity Wellness® and/or Nicola Fitness before the event begins.

Cancellation by Serendipity Wellness® and/or Nicola Fitness

In the unlikely event that The Wellness Mix is cancelled by Serendipity Wellness® and/or Nicola Fitness, participants will be offered either:

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A transfer to a future event;
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A credit towards another Serendipity Wellness® and/or Nicola Fitness service; or

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A full refund of the booking fee paid.
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Serendipity Wellness® and/or Nicola Fitness shall not be liable for any travel, accommodation, childcare, loss of earnings or other consequential costs incurred by participants.