Cancellation Process:

To cancel your membership, please visit the front desk or submit your request to our customer service team at memberservices@vicstudios.ca at least 7 days prior to the upcoming billing cycle. A $30+tx administrative fee will be applied if the cancellation request is made outside of this policy.

Temporary Freeze:

Members have the option to freeze their membership for a maximum of 3 months per year due to extended travel, illness, or other personal reasons. To request a freeze, please visit the front desk or email us at memberservices@vicstudios.ca.

Note: The billing cycle is independent from the freeze period and any remaining credit from the last payment will be applied toward the remainder of the payment cycle once the member’s account is reactivated.

We offer complimentary workout towels for members attending our group classes. For gym users, the first towel is provided free of charge, with subsequent towels incurring a cleaning fee. Please remember to return used towels to the designated bins to help maintain a clean and organized gym environment.

Members will be issued a gym access fob upon sign-up, providing secure entry during operating hours. If a fob is lost, please notify the front desk immediately to deactivate the lost fob and issue a replacement. A $20 fee will be charged to the member's account for the replacement fob. Do not share your fob with others for security reasons. A member found sharing their fob will have their fob deactivated.

By signing up as a member, the client agrees to monthly automated payments unless requested in writing to stop the membership.

For this reason, we require that the member provide a valid credit card to keep on file.

The member’s card will be charged according to the terms outlined in their membership agreement. This ensures seamless and uninterrupted access to the gym facilities.

Any changes to billing information should be communicated promptly to our customer service team.

Phone Usage:

To respect the privacy and comfort of all members, please refrain from taking phone calls in the locker room. If you need to make or receive a call, please step outside the locker room to do so.

Cleanliness:

Keep the locker and locker room clean and tidy at all times. Dispose of any trash or personal items properly. Report any spills or maintenance issues to the front desk staff immediately.

Access Restriction During Circuit Classes:

Regular circuit classes are held on the turf area. To prevent class disruption and delays, access to the turf area is strictly prohibited during class time. This policy ensures the safety and focus of participants during their workouts.

Equipment Placement:

It is the responsibility of each member to return equipment to its designated area after use. This ensures that the turf area remains tidy and accessible for all members.

To complete your membership registration, we require a photo ID for verification purposes. Upon signing up, you will be asked to take an identification photo. This step ensures the security and accuracy of our records. Your photo will be securely stored and used solely for membership verification. Thank you for your cooperation.

Late Cancelation:

Members are encouraged to cancel their class registration in advance if they are unable to attend. A loss of credit or late cancellation fee of $10 will be charged to the member's account for cancelling less than 12 hours of the scheduled class.

No Show Fee:

If a member fails to attend a registered class without prior notice, the member loses the credit. This policy aims to encourage timely cancellations and allow other members the opportunity to attend.

Cancellation by Vic Studios:

In the event that we need to cancel a scheduled class, members will be notified as soon as possible by phone call or email. Reasons for cancellation may include but are not limited to instructor unavailability, maintenance issues, or unforeseen circumstances.

Compensation for Cancelled Classes:

Vic Studios will make every effort to reschedule or provide alternative class options. If there are no other class options available, the class credit will be returned to the client’s account for future use.

Class sign-in:

All members must sign in for their class at the reception upon arrival to the facility.

Classes begin promptly as scheduled. For this reason, clients should arrive with enough anticipation and ready to attend the group class when it starts.

Spots in the classes are held up to 5min before the start of the class after which Vic Studios reserves the right to assign it to another member who may be waiting for a spot.

No-Show Fee:

Late arrivals will be treated as a no-show. For clients with class packs, it will result in the loss of one class credits. Unlimited members will be charged a $25 penalty fee.

Joining the Waitlist:

If a class is fully booked, members can still join the waitlist. However, joining the waitlist requires us to hold a class credit in case a spot becomes available. We will hold the credit until 5 minutes before the class starts.

Automatic Waitlist Addition:

If a spot becomes available more than 2 hour before the start of the class, the 1st person on the waitlist will be upgraded to the class roster and notified by email.

Last-Minute Availability:

If a spot becomes available less than 2 hours before the class starts, waitlisted clients will be called by waitlist order and the first person to confirm will be upgraded to the class roster.

Once a member has been upgraded from the waitlist to the class roster, the late cancel and no-show policy will apply.

Approval for Self-Recording:

Self-recording during classes is not allowed without prior approval of Vic Studios. Please seek permission with the instructor before recording any part of the class for personal use.

Respecting Others' Privacy:

If your self-recording captures the identity of other clients, you must obtain their consent before proceeding. If a fellow participant declines to be included in your recording, you are not allowed to self-record them nor to post any recording that includes them.

Speaking on the phone is strictly prohibited in the main gym area and during group classes. This policy is in place to show respect to other members and class participants.

Clients are expected to maintain proper decorum at all times during group classes. This includes respecting the personal boundaries, space, and peace of instructors and fellow participants.

Equipment Provision:

We provide necessary equipment for group classes at no additional charge to clients. This includes items such as mats, weights, and resistance bands.

Damage Responsibility:

While we allow for use of gym equipment to our members, members are expected to use the equipment responsibly and report any issues immediately to the class instructor or front desk staff. Any damages caused to the provided equipment due to improper use will be the responsibility of the client.

Bookings for each day open precisely 2 weeks prior to the class date, down to the minute or second. For example, if you want to book a 12:15pm class for Monday, April 15th, you can do so starting at exactly 12:15 PM on Monday, April 1st.

If you lose an item, please report it at our reception desk. We will log the item and store it securely.

To claim a lost item:

1. Notify Us: We will contact you if your item is found.

2. Verify Ownership: Provide a description or proof of ownership.

3. Get Your Item: We will return the item once ownership is confirmed.

• Retention Period: Items are kept for 2 months.

• Disposal: Unclaimed items are either donated or recycled.