Studio Policy

DEEP ROOTS PILATES, LLC Liability Waiver and Studio Policy

Revised 7/27/2026

 

At Deep Roots Pilates, we believe in building strong foundations and deep roots within our families and community. Because our classes are strictly reformer-focused with limited space per session, every reformer counts. We have designed these booking, cancellation, and refund policies to keep our schedule fair, predictable, and accessible to everyone trying to cultivate intentional movement.

1.Liability Release & Informed Consent

Voluntary Participation

I, the undersigned, understand that my participation in Reformer Pilates classes, workshops, and private instruction at Deep Roots Pilates, LLC is completely voluntary. I choose to participate knowing the inherent risks involved in physical exercise and specialized equipment training.

 

2.Assumption of Risk

I recognize that Reformer Pilates instruction involves specialized mechanical machinery including rolling carriages, spring tension systems, pulleys, straps, and adjustable footbars. I acknowledge that use of this apparatus carries unique risks of injury, including but not limited to:

• Muscle strains, ligament tears, or joint injuries.

• Loss of balance, slips, or falls on or from the Reformer carriage.

• Injuries resulting from rapid spring recoil, improper spring setting, or hardware malfunction.

I knowingly and freely assume all such risks, both known and unknown, associated with my participation.

 

3.Medical Representation

I affirm that I am in good physical condition and have no medical impairment that would prevent me from safely engaging in Reformer Pilates exercise. I acknowledge that Deep Roots Pilates, LLC is not medically trained and cannot diagnose injuries or medical conditions. I agree to consult a physician prior to participating if I have any underlying health conditions, joint replacements, spinal injuries, or if I am pregnant.

 

• Pregnancy Waiver

If the client is pregnant, the client certifies that:

• Both the client and fetus are in good health.

• The client’s physician and/or obstetrician is aware of their participation in Pilates classes.

• The client has been advised that participation is safe and appropriate.

• The client understands that pregnancy-related exercise may involve risks, including but not limited to:

  • Diastasis recti

  • Supine Hypotensive Syndrome

  • Symphysis pubis Dysfunction

Participation is voluntary and undertaken at the client’s own discretion.

 

4.Release and Indemnity

In consideration of being allowed to participate, I hereby release, waive, discharge, and hold harmless Deep Roots Pilates, LLC, its owners, instructors, employees, and independent contractors from any and all liability, claims, or demands for personal injury, property damage, or wrongful death arising out of my participation, instruction, or use of the facility's apparatus. I am aware that by signing this document, I am waiving certain legal rights, including the right to sue Deep Roots Pilates, LLC.

5.Studio Safety Rules & Mechanical Policies

• Spring Modifications: I agree never to adjust, change, or remove any Reformer springs without the explicit direction and verbal approval of the attending instructor.

• Carriage Control: I promise to maintain control of the Reformer carriage at all times, ensuring it does not slam into the gearbar or platform unexpectedly.

• Footbar and Straps: I will ensure footbars are locked securely in position and straps are properly fitted to hands or feet before transferring my weight onto them.

• Injury Reporting: I agree to immediately notify the instructor if I feel pain, dizziness, discomfort, or if an incident occurs during class.

6. Refund & Purchase Policy

• All Sales Are Final: All purchases—including single reformer classes, class packages, intro offers, and monthly memberships—are non-refundable, non-exchangeable, and non-transferable.

• Membership Cancellations: For recurring monthly memberships, written cancellation requests must be submitted online or via email at least 30 days prior to your next scheduled billing date. No partial or prorated refunds are issued for mid-cycle cancellations.

• Retail Products: High-quality grip socks are available for purchase directly at the studio. To ensure the highest standards of hygiene and safety for our community, all retail sales are final.

7. Founding Membership Rate Guarantee

• Two-Year Lock: Founding Member pricing is guaranteed for a maximum of two (2) consecutive years from the date of enrollment, provided the membership remains active.

• Forfeiture of Rate: If your membership is canceled, paused, or terminated for any reason, this rate lock is permanently forfeited.

• Future Adjustments: Following the initial two-year period, your membership rate may be subject to standard annual inflation or cost-of-living adjustments.

8. Class Cancellation Window

• 24-Hour Cutoff: We require at least a 24-hour notice to cancel a class reservation without penalty.

• Late Penalty: Canceling after this cutoff or failing to show up will result in the forfeiture of your class credit or a late fee.

9. Late Cancellations & No-Shows

When you cancel late or miss a class, it prevents another community member from booking that specific reformer.

• Early Cancellation: If you cancel before the 24-hour window, your class credit is automatically returned to your account for future use.

• Late Cancellation (Drop-ins & Packages): Canceling a class within 24 hours of the start time results in the automatic forfeiture of that class credit.

• Late Cancellation (Memberships): Monthly members who cancel within the 24-hour window will automatically forfeit that class credit.

• No-Show Policy: Failing to cancel and not showing up for your reserved reformer class results in the immediate loss of the class credit.

10. Class Expiration & Renewal Policy

• Use It or Lose It: All monthly membership classes must be used within your current billing cycle.

• No Rollovers: Unused classes do not roll over to the next month and are automatically forfeited on your next billing date.

• Member Responsibility: It is the member's responsibility to schedule and attend their classes before the renewal date. No refunds, credits, or extensions are given for unused classes.

11. Late Arrival & Studio Etiquette

• Safety First: For your physical safety and structural alignment, missing the warm-up drastically increases your risk of injury.

• 5-Minute Grace Period: If you are running late, we allow a strict 5-minute grace period.

• Forfeited Reformer: Arriving more than 5 minutes after class starts will be treated as a no-show. Your reformer may be given to a walk-in or wait-listed client, and your credit will be forfeited.

12. Grace, Emergencies, & Inclement Weather

• Rooted in Community: We understand that "life happens"—including sudden illness, family emergencies, or dangerous winter road conditions.

• Discretionary Credit Adjustments: If you experience a true emergency, please contact the studio via email as soon as possible. While we do not offer monetary refunds, we review medical emergencies or severe weather issues on a case-by-case basis to potentially return your class credit.

13. Policy Changes

• Right to Modify: These policies are subject to change at any time without prior notice. Updated policies will be posted on our website and made available in-studio.

14. Contact Us

If you have any questions or concerns regarding these policies, please reach out to us:

Deep Roots Pilates

322 Mt. Rushmore Rd., Lower Level, Custer, SD 57730

deeprootspilatesbh@gmail.com

(605) 440-3584