Policy Overview

Tara Fitness Studio ("Tara Fitness") is committed to providing a fair and transparent refund experience for all our members. This Refund Policy outlines the circumstances under which a refund may be requested, the conditions that must be met, and the process for submitting a refund request at our studio in Malda, West Bengal.

We understand that circumstances change and members may need to cancel their memberships. This policy is designed to balance member flexibility with the operational realities of running a professional fitness studio.

Refund Eligibility

Tara Fitness Studio will consider refund requests under the following circumstances. Each request is evaluated on a case-by-case basis at the management's discretion.

Full Refund — Eligible Situations

• Studio Closure: If Tara Fitness permanently closes and ceases operations, all active members are entitled to a full pro-rata refund for the unused portion of their membership
• Duplicate Payment: If you were charged twice for the same membership period due to a system error, a full refund of the duplicate amount will be issued within 7 working days
• Cooling-Off Period: Members who cancel within 3 days of first enrolment and have not used the facilities are entitled to a full refund minus a ₹200 registration processing fee
• Service Not Rendered: If a paid service (e.g., a personal training session) is cancelled by Tara Fitness and cannot be rescheduled within 14 days, the amount paid for that specific service will be refunded in full

Partial Refund — Eligible Situations

• Medical Emergency: Members who must discontinue gym use due to a serious medical condition (supported by a doctor's certificate) may receive a pro-rata refund for the unused membership period, less a 15% administrative fee
• Relocation: Members who permanently relocate outside Malda district (with documentary proof) may receive a pro-rata refund for unused months, less a 10% administrative fee
• Cancellation of Multi-Month Plan: Members on a 3-month, 6-month, or 12-month plan who cancel after the first month may receive a pro-rata refund for fully unused months only. Already-used months are billed at the standard monthly rate (not the discounted multi-month rate).

Non-Refundable Items & Situations

The following fees, charges, and situations are non-refundable under any circumstances:

• Registration or enrolment fees charged at the time of first membership sign-up
• Membership fees for the current active month that has already commenced, regardless of usage
• Personal training sessions (Basic, Pro, or Elite plan) that have already been conducted or attended
• Group fitness classes that have already been attended
• Nutrition consultation and diet plan fees once the consultation has taken place
• Any membership terminated due to violation of our Code of Conduct or Terms & Conditions
• Memberships cancelled due to voluntary non-attendance, dissatisfaction with results, or change of mind after the 3-day cooling-off period
• Free trial or complimentary sessions — no monetary refund applicable

Refund Request Process

To submit a refund request, please follow these steps carefully. Incomplete requests may be delayed or rejected.

1. Submit a Written Request: Visit Tara Fitness Studio reception during business hours and submit a signed written refund application to the manager. Email requests are also accepted at info@tarafitnessstudio.com
2. Attach Required Documents: Include your original payment receipt or digital transaction reference, your membership ID, a valid photo ID, and any supporting documents (e.g., doctor's certificate for medical cancellations)
3. Verification & Review: Our management team will verify your request and assess eligibility within 5 working days of receiving the complete request
4. Decision Communication: You will be notified of the refund decision via SMS/WhatsApp and in writing. If approved, the refund amount, deductions (if any), and timeline will be clearly communicated
5. Refund Processing: Approved refunds will be processed using the original payment method wherever possible. Cash refunds will be issued at the studio reception only for payments made in cash

Processing Timelines

Once a refund request is approved, the following timelines apply based on original payment method:

• Cash Payment: Refunded in cash at the studio reception within 3 working days of approval
• UPI / Net Banking: Refunded to the originating bank account within 5–7 working days of approval
• Debit / Credit Card: Refunded to the card within 7–10 working days of approval — actual credit timing depends on your bank's processing speed
• Cheque: A refund cheque will be issued within 5 working days and must be collected in person at the studio reception with a valid photo ID

Tara Fitness is not responsible for delays caused by your bank or payment gateway after the refund has been initiated from our end.

Medical & Special Cancellations

Tara Fitness Studio recognises that health emergencies can arise unexpectedly. We handle medical cancellation requests with sensitivity and care. To qualify for a medical refund:

• Submit a written cancellation request with a valid doctor's certificate on letterhead confirming the medical condition
• The medical condition must be recent (diagnosed within the past 30 days) and must directly prevent physical exercise for an extended period
• A refund of the unused portion will be calculated from the date on the certificate, minus the 15% administrative fee

In extraordinary circumstances such as prolonged hospitalisation, serious accidents, or death of an immediate family member, management may, at its absolute discretion, waive administrative fees. We encourage affected members to contact us directly via WhatsApp or phone.

Membership Freeze

As an alternative to cancellation and refund, Tara Fitness Studio offers a membership freeze facility for members who temporarily cannot attend. A freeze pauses your membership and resumes from where you left off when you return.

• Minimum freeze duration: 15 days | Maximum: 90 days per membership year
• Freeze request must be submitted in writing at least 48 hours before the intended freeze start date
• Freeze facility is available for Pro and Elite members; Basic members may request at the manager's discretion
• The frozen period is added to the end of the membership, extending the expiry date accordingly
• A nominal freeze administration fee of ₹100 per month of freeze applies

Disputes & Escalation

If you are dissatisfied with the outcome of your refund request, you may escalate through the following channels:

1. Level 1 — Gym Manager: Submit a written appeal to the manager within 7 days of the refund decision. The manager will respond within 5 working days
2. Level 2 — Founder / Senior Management: If unresolved, escalate to Studio Management via info@tarafitnessstudio.com. A final decision will be provided within 10 working days
3. Level 3 — Consumer Forum: If the dispute remains unresolved, members may approach the District Consumer Disputes Redressal Commission, Malda, under the Consumer Protection Act, 2019

Contact Us for Refunds

To initiate a refund request or enquire about this policy, please contact our accounts team:

This Refund Policy was prepared with guidance from Legal Brand India — India's trusted legal services platform for fitness businesses.