Membership Terms & Policies
These Terms & Conditions apply to all FLOW Studios membership plans. By purchasing a membership, you agree to the terms outlined below.
Membership Overview
1.1 FLOW memberships provide a fixed number of class credits each month, depending on the tier selected.
1.2 Memberships require a minimum initial commitment of three (3) consecutive months.
1.3 After the initial 3-month period, memberships continue on a monthly rolling basis until cancelled.
1.4 Membership credits renew on your billing date each month.
- Class Credits
2.1 Credits are valid only within the billing cycle in which they are issued.
2.2 Credits do not roll over to future months. Any unused credits expire at the end of each billing cycle.
2.3 Credits are non-refundable and non-transferable.
2.4 Credits may not be shared between clients.
- Booking Window
3.1 Members have the same booking window as class-package clients.
3.2 FLOW Studios does not guarantee availability in specific classes, time slots or with specific instructors.
3.3 To maximise your chances of securing your preferred sessions, we recommend booking early and joining waitlists where available.
- Class Cancellations & Credit Returns
4.1 If you cancel a class outside the studio’s standard cancellation window (e.g., 12 or 24 hours), your credit will be returned for use within the same billing cycle.
4.2 If a class is cancelled inside the late-cancellation window, or you do not attend, the credit will be forfeited.
4.3 Credits returned from future bookings (e.g., classes booked ahead of time) will always return to the billing cycle they were originally taken from.
- Switching From Class Packages to Membership
5.1 If you hold an active class package and move to a membership, FLOW Studios will roll any remaining package credits into your first month’s membership.
5.2 Rolled-over credits are valid only within the first month of membership.
5.3 After the first month, the no-rollover policy applies.
- Membership Freezes (Pauses)
6.1 Memberships may be frozen only after the initial 3-month minimum commitment has been fulfilled.
6.2 Members may freeze their membership for a minimum of one full billing month.
6.3 A maximum of two freezes per calendar year is permitted.
6.4 A minimum of 7 days’ notice before your next billing date is required to freeze a membership.
6.5 Freezes cannot be applied retrospectively.
6.6 During a freeze:
- No payments are processed
- No credits are issued
- No class bookings may be made
6.7 Any unused credits at the point of freezing will expire and cannot be reinstated.
- Membership Cancellations
7.1 Memberships may be cancelled after the initial 3-month commitment period.
7.2 After the initial commitment, cancellations require 7 days’ notice before the next billing date.
7.3 Cancellations must be submitted in writing via email or through your FLOW account.
7.4 Memberships cannot be cancelled while frozen — the membership must be active to process a cancellation.
7.5 No refunds will be issued for partial months or unused credits.
- Payment & Billing
8.1 Membership fees are collected automatically each month via your chosen payment method.
8.2 If a payment fails, FLOW Studios may suspend your membership and booking privileges until payment is resolved.
8.3 Prices may be reviewed and updated periodically. Members will be given at least 30 days’ notice of any changes.
- Fair Use & Studio Etiquette
9.1 Repeated no-shows or late cancellations may result in suspension of booking privileges.
9.2 FLOW reserves the right to adjust booking privileges if behaviour repeatedly prevents fair access for other clients.
9.3 Members must arrive on time, use equipment safely, and follow instructor guidance at all times.
- Health & Safety
10.1 Clients are responsible for disclosing any injuries, medical conditions, or relevant health concerns before participating in classes.
10.2 FLOW Studios may refuse participation if an instructor believes a class is unsuitable or unsafe for a client.
- Changes to Terms
11.1 FLOW Studios reserves the right to update these Terms & Conditions at any time.
11.2 Any significant changes will be communicated to active members with reasonable notice.
FLOW Retreats - Terms & Conditions
Please read these Terms & Conditions carefully before booking a FLOW Retreat. By paying your deposit, you confirm that you have read, understood and agree to these Terms & Conditions.
1. Booking & Payment
Your place is only secured once your booking has been confirmed by FLOW Reformer Studios Ltd and your £500 per person deposit has been received.
The £500 deposit is non-refundable, subject to your statutory rights.
The remaining balance is due four months before the retreat start date. If payment is not received by the due date, we reserve the right to cancel your booking and offer your place to another guest.
2. What's Included
Full details of what is included in each retreat are shown on the relevant FLOW Retreat page on our website and form part of your booking.
Unless otherwise stated, your retreat includes:
Accommodation in your confirmed room type
Private chef and meals throughout the retreat
One glass of wine per guest, per evening
Reformer Pilates and Mat Pilates sessions included in the retreat programme
Any other activities or experiences specifically stated as included on the relevant retreat page
Anything not specifically listed as included should be considered an additional cost.
In particular, flights, airport transfers, travel to and from the retreat, travel insurance, additional drinks, optional activities and personal expenses are not included unless specifically stated otherwise.
3. Cancellations
If you need to cancel your place, please let us know in writing as soon as possible.
Your £500 deposit is non-refundable, subject to your statutory rights. Any refund of additional payments will depend on the timing of your cancellation and any costs or financial commitments already incurred by FLOW Reformer Studios in relation to your booking.
We strongly recommend taking out travel insurance as soon as you book to provide appropriate cancellation cover.
4. Travel Insurance
Comprehensive travel insurance is essential and is a condition of attending a FLOW Retreat.
It is your responsibility to arrange suitable insurance from the time you book. Your policy should provide appropriate cover for cancellation, medical treatment and emergencies, repatriation, travel disruption, personal belongings and participation in Pilates and other activities included in the retreat.
FLOW Reformer Studios Ltd cannot accept responsibility for costs or losses which could reasonably have been covered by appropriate travel insurance.
5. Travel & Passports
You are responsible for arranging and paying for your own flights, airport transfers and travel to and from the retreat, unless specifically stated otherwise.
You are also responsible for ensuring you have a valid passport, appropriate travel documentation and meet any entry requirements for the destination.
FLOW Reformer Studios cannot accept responsibility for flight cancellations, delays, missed connections or other travel disruption outside our control.
6. Health & Participation
Participation in Pilates classes and other retreat activities is voluntary.
You are responsible for ensuring that you are fit and well enough to participate and should tell us and your instructor about any injury, medical condition, pregnancy or other relevant consideration before taking part.
If you are unsure whether an activity is suitable for you, please seek appropriate medical advice.
7. Dietary Requirements & Allergies
Please tell us about any dietary requirements, intolerances or allergies when booking and let us know if anything changes before the retreat.
We and our private chefs will make reasonable efforts to accommodate dietary requirements; however, we cannot guarantee a completely allergen-free environment.
Guests with severe allergies should contact us before booking.
8. Accommodation
Your room type will be confirmed when booking and is subject to availability.
Guests booking Twin or Triple Rooms should provide the names of the other guests they are sharing with.
We reserve the right to make reasonable changes to room allocations or accommodation where circumstances outside our control make this necessary.
9. Changes to the Retreat
The advertised programme is a guide to what you can expect. Occasionally, we may need to make reasonable changes to instructors, class times, meals, activities or other elements of the retreat.
If you choose not to participate in an included class, meal or activity, no refund will be given for that element.
10. Cancellation by FLOW
In the unlikely event that FLOW Reformer Studios cancels a retreat, you will normally be offered either a transfer to another available FLOW Retreat or a refund of the payments you have made directly to us.
We cannot reimburse independently booked flights, transfers, accommodation or other travel costs. These should be protected by your travel insurance where applicable.
11. Behaviour & Personal Responsibility
We want our retreats to be relaxed, friendly and enjoyable for everyone. Guests are expected to behave respectfully towards other guests, instructors, staff and third-party providers.
Guests are responsible for their own belongings and may be responsible for the cost of any property or equipment they deliberately or negligently damage.
12. Photography & Video
We may take photographs and videos during our retreats for use on FLOW Reformer Studios' website, social media and marketing.
If you would prefer not to be photographed or filmed, please let us know and we will respect your wishes.
13. Liability
Nothing in these Terms & Conditions excludes or limits any liability which cannot legally be excluded, including liability for death or personal injury caused by our negligence.
FLOW Reformer Studios Ltd cannot accept responsibility for loss, damage, injury, travel disruption or additional expenses arising from circumstances outside our reasonable control.
14. Agreement
By paying your £500 deposit, you confirm that you:
Have read and agree to these Terms & Conditions
Have read the details and inclusions for your chosen retreat on our website
Understand what is and is not included in the retreat price
Agree to arrange appropriate comprehensive travel insurance
Accept responsibility for your own flights, transfers and travel arrangements
These Terms & Conditions are governed by the laws of England and Wales and do not affect your statutory rights.
FLOW Reformer Studios Ltd