Terms & Conditions
Effective Date: July 2026
These Terms & Conditions (“Terms”) apply to all memberships, class packs, pay-as-you-go bookings, private sessions and other services provided by Flow State Pilates Limited, trading as Flow State (“Flow State”, “we”, “us” or “our”).
By purchasing a membership, booking a class, attending the Studio or using our website or booking platform, you agree to be bound by these Terms.
1. About Us
Flow State Pilates Limited
Company Number: 16996836
Registered Office: Unit C, 3 Tebbutts Road, St Neots, PE19 1RJ
Email: hello@flowstatepilates.co.uk
Website: www.flowstatepilates.co.uk
2. Definitions
For the purposes of these Terms:
Booking Platform means the online booking system operated through Mariana Tek or any replacement system.
Class Pack means a bundle of prepaid classes with an expiry date.
Instructor means any employee, contractor or authorised teacher engaged by Flow State.
Member means any person holding an active membership.
Membership means any recurring subscription offered by Flow State.
Pay-As-You-Go Booking means a single class purchased individually.
Private Session means a one-to-one or small group session booked privately.
Studio means Flow State and its premises.
3. Acceptance of these Terms
By purchasing a membership, class pack or attending a class, you confirm that:
you are at least 16 years old or have the consent of a parent or legal guardian where applicable;
you have read these Terms;
you agree to comply with these Terms;
the information you provide to us is accurate and complete.
If you do not agree to these Terms, you should not purchase services or attend classes.
4. Memberships
Flow State offers:
Monthly memberships
Class packs
Pay-As-You-Go classes
Private sessions
Memberships are rolling monthly subscriptions unless otherwise stated. Memberships are personal to the individual member and may not be transferred, shared or assigned to another person. Flow State reserves the right to introduce, amend or withdraw membership options at any time. Existing memberships will continue under the terms agreed at the time of purchase unless notified otherwise.
5. Membership Payments
Membership fees are collected automatically each month using the payment method held on your account. It is your responsibility to ensure your payment details remain valid and up to date. If payment cannot be collected:
your membership may be suspended;
future bookings may be cancelled;
access to classes may be restricted until payment has been received.
Flow State reserves the right to recover any outstanding membership fees. Membership fees are reviewed periodically and may change. Where fees increase, members will receive reasonable advance notice before the new pricing takes effect.
6. Membership Cancellation
Memberships may be cancelled at any time through the Flow State app by giving at least 30 days’ notice before your next billing date. Membership fees paid before the end of the notice period are non-refundable. If notice is submitted after a billing date has passed, the following month’s payment may still be collected before the membership ends. Cancelling a membership does not entitle a member to a refund for unused classes unless required by law.
7. Membership Freezes
Members may request to freeze their membership due to:
medical reasons;
extended travel;
exceptional circumstances at Flow State’s discretion.
The minimum freeze period is one month. The maximum freeze period is three months. The total combined freeze period permitted during any rolling twelve-month period is three months. Freeze requests must be submitted before the requested freeze begins. Flow State reserves the right to request supporting evidence where a freeze is requested for medical reasons. Membership payments will recommence automatically when the freeze period ends unless cancellation notice has been provided in accordance with these Terms.
8. Class Packs and Pay-As-You-Go Bookings
Class packs are valid only for the period stated at the time of purchase. Unused classes expire automatically at the end of their validity period. Class packs are non-transferable and may only be used by the purchaser unless expressly agreed otherwise by Flow State. Pay-As-You-Go bookings are valid only for the class booked. Flow State is under no obligation to extend expiry dates except where required by law or where exceptional circumstances apply. Refunds for unused class packs or individual bookings will only be provided where required by applicable consumer legislation or at the discretion of Flow State.
9. Booking Classes
Classes may be booked through the Flow State booking platform, currently operated via Mariana Tek. Bookings open up to 14 days before the scheduled class time unless otherwise stated. All classes are subject to availability. A booking is only confirmed once it appears in your account and you have received a confirmation email or notification. Flow State reserves the right to amend class schedules, instructors, locations or class formats where reasonably necessary.
10. Waitlists
Where a class is full, members may join the waitlist. If a place becomes available, members may be automatically added to the class. By joining the waitlist, you acknowledge that you may be added to the class at any time before it begins. If you no longer wish to attend, it is your responsibility to remove yourself from the waitlist before a place becomes available. Once you have been moved into a class, the standard cancellation policy applies. Flow State cannot guarantee that a waitlisted booking will become available.
11. Attendance and Late Arrivals
Members are encouraged to arrive at least five minutes before the scheduled class start time. Classes begin promptly. For safety reasons and to minimise disruption to other participants, instructors may refuse entry once a class has started. If you arrive after the class has commenced, your place may be treated as a late cancellation or no-show in accordance with these Terms. Flow State accepts no responsibility where late arrival results in a member being unable to participate.
12. Cancellations and No-Shows
Bookings cancelled more than 12 hours before the scheduled class start time may be cancelled without penalty. Bookings cancelled within 12 hours of the class start time are considered late cancellations. Late cancellations may result in:
the class being deducted from a class pack;
a late cancellation fee where applicable; or
loss of the class credit included within a membership.
Failure to attend a booked class without cancelling will be treated as a no-show. No-shows may result in:
forfeiture of the class;
applicable no-show charges;
temporary booking restrictions where repeated no-shows occur.
Flow State reserves the right to introduce reasonable measures to discourage repeated late cancellations and no-shows in order to ensure fair access for all members.
13. Studio Cancellations
Occasionally it may be necessary for Flow State to cancel or reschedule a class due to circumstances including, but not limited to:
instructor illness;
equipment failure;
building maintenance;
adverse weather;
utility failures;
circumstances beyond our reasonable control.
Where this occurs, members will receive:
the class credit back to their account; or
the opportunity to book an alternative class.
Flow State will not be liable for any indirect costs incurred by members as a result of a cancelled class, including travel costs, childcare arrangements or loss of earnings.
14. Private Sessions
Private sessions must be booked in advance. Cancellation terms for private sessions may differ from group classes and will be communicated at the time of booking. Flow State reserves the right to charge the full session fee where insufficient notice of cancellation is provided.
15. Studio Etiquette
To maintain a welcoming, safe and enjoyable environment for everyone, members agree to:
wear grip socks during all Reformer Pilates classes;
remove outdoor shoes before entering studio spaces;
arrive on time for classes;
follow all instructor guidance;
treat instructors, staff and fellow members with courtesy and respect;
use equipment responsibly;
wipe down equipment after use where requested;
keep mobile phones on silent or switched off during classes;
avoid behaviour that may disrupt the experience of others;
bring a refillable water bottle where desired;
help maintain the cleanliness and presentation of the Studio.
Flow State reserves the right to ask any participant to leave the Studio where behaviour is considered abusive, unsafe, intimidating, discriminatory or disruptive. No refund will be provided where a participant is asked to leave due to a breach of these Terms.
16. Personal Belongings
Members are responsible for their own belongings. Flow State does not provide lockers. Personal items should be kept in designated areas and not left where they may obstruct walkways or create safety hazards. Flow State accepts no responsibility for the loss, theft or damage of personal
belongings unless caused by our negligence. Lost property will be retained for a reasonable period before being donated, recycled or disposed of.
17. Health Questionnaire
All new members must complete a health questionnaire before participating in their first class. It is the member’s responsibility to ensure that the information provided is accurate, complete and kept up to date. Members agree to notify Flow State of any changes to their health that may affect their ability to exercise safely. Flow State may refuse participation where the required health information has not been provided.
18. Medical Conditions and Injuries
Members confirm that they are medically fit to participate in physical exercise. Members must inform their instructor before every class if they:
have suffered a recent injury;
are experiencing pain or discomfort;
have undergone surgery;
have been advised to avoid certain exercises;
have developed a new medical condition since completing their health questionnaire.
Flow State instructors are fitness professionals and do not provide medical advice. Where appropriate, members should seek advice from a suitably qualified healthcare professional before participating.
19. Pregnancy
Members who are pregnant must inform Flow State before attending classes. Participation during pregnancy is undertaken at the member’s own discretion and risk. Members should obtain approval from their doctor, midwife or other healthcare professional before participating. Flow State reserves the right to recommend alternative classes or decline participation where it believes attendance may present a safety risk.
20. Participation at Your Own Risk
While Flow State takes reasonable steps to provide a safe exercise environment, participation in physical activity carries inherent risks. By attending classes, members acknowledge that participation may involve risks including muscle soreness, falls, strains or other injuries. Members voluntarily accept these risks and agree to exercise within their own physical capabilities. Nothing within these Terms excludes or limits Flow State’s liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation or any liability that cannot legally be excluded under the laws of England and Wales.
21. Instructor Authority
For the safety of all participants, instructors may:
modify exercises;
recommend alternative movements;
refuse participation in specific exercises;
refuse entry to a class;
end a participant’s session if they believe continued participation presents a safety risk.
Members agree to follow all reasonable instructions provided by instructors while attending the Studio.
22. Safety and Equipment
Members agree to use all studio equipment only in the manner instructed by Flow State instructors. Equipment must not be adjusted, repaired or used in any way that is inconsistent with the instructor’s guidance. Members must immediately report any damaged or faulty equipment to a member of staff. Flow State carries out regular inspections and maintenance of its equipment but cannot be held responsible for injuries arising from misuse of equipment or failure to follow instructor guidance. Members may be responsible for the cost of repairing or replacing equipment where damage has been caused deliberately, recklessly or through misuse.
23. Personal Responsibility
Members acknowledge that participation in exercise is a voluntary activity. Each member is responsible for exercising within their own limits and for taking appropriate rest where necessary. If a member experiences dizziness, pain, shortness of breath or any other unusual symptoms during a class, they should stop exercising immediately and notify their instructor. Flow State reserves the right to end a participant’s session if continuing would present a risk to their health or safety.
24. Limitation of Liability
Nothing in these Terms excludes or limits any liability that cannot legally be excluded
under the laws of England and Wales, including liability for:
death or personal injury caused by negligence;
fraud or fraudulent misrepresentation; or
any other liability which cannot lawfully be excluded.
Subject to the above, Flow State shall not be liable for:
indirect or consequential loss;
loss of earnings;
loss of business opportunity;
travel costs;
childcare costs;
disappointment arising from cancelled or fully booked classes.
Flow State’s total liability arising from any claim relating to memberships or services shall not exceed the amount paid by the member for the relevant services during the preceding twelve months, except where prohibited by law.
25. Photography and Video Recording
From time to time, photographs and video recordings may be taken within the Studio for promotional, educational or marketing purposes. Flow State will always seek to respect members’ privacy and will make reasonable efforts to avoid including anyone who has indicated that they do not wish to appear in promotional content.
Members may notify us at any time if they wish to opt out of photography or filming.
Members may not photograph or film other participants without their express permission.
Flow State reserves the right to ask members to stop recording where this may affect the privacy, comfort or safety of others.
26. CCTV
CCTV operates within parts of the Studio for the purposes of:
crime prevention;
public safety;
protection of staff and members;
investigation of incidents.
CCTV footage is processed in accordance with our Privacy Policy and applicable UK data protection legislation.
27. Website and Booking Platform
Our website and booking platform are provided to enable members to learn about our services, manage their accounts and make bookings.
Members agree not to:
interfere with the operation of our systems;
attempt unauthorised access to accounts or data;
upload malicious software;
misuse the website or booking platform in any unlawful manner.
Flow State may suspend or terminate online access where misuse is suspected.
28. SMS Communications
By opting in, you agree to receive recurring automated text messages from Flow State at the mobile number you provided. Messages may include appointment reminders, order updates, account alerts, promotional offers, customer support follow-ups, etc. Consent to receive these messages is not a condition of any purchase.
You may receive up to 30 messages per month. Message frequency may vary depending on your activity and interactions with us.
Message and data rates may apply. Charges are billed by and payable to your mobile service provider. Please contact your wireless carrier for details about your messaging plan.
You can unsubscribe the SMS service at any time by replying STOP to any message we send you. After you send STOP, you will receive a one-time confirmation message, and no further messages will be sent. If you want to rejoin, you can sign up again using the original opt-in method or reply START. For help or more information at any time, reply HELP to any of our messages. You can also contact our support team directly at hello@flowstatepilates.co.uk.
Carriers are not liable for any delayed or undelivered messages.
Link to Privacy Policy: https://flowstatepilates.co.uk/privacy-policy
29. Intellectual Property
All content created by Flow State, including but not limited to:
logos;
branding;
photographs;
videos;
class programming;
written materials;
website content;
graphics;
marketing materials;
digital resources;
remains the intellectual property of Flow State Pilates Limited unless otherwise stated.
Members may not reproduce, copy, distribute, modify or commercially exploit any Flow State content without prior written permission.
30. Retail Products
Flow State may offer retail products for sale, including apparel, grip socks, refreshments and other merchandise.
All retail purchases are subject to availability and applicable UK consumer law. Unless faulty, damaged or otherwise required by law, retail items are non-refundable once purchased. For hygiene reasons, worn or opened items such as grip socks cannot be returned or exchanged.
Flow State reserves the right to change its retail product range and prices at any time.
31. Complaints
Flow State aims to provide an exceptional experience for every member.
If you are dissatisfied with any aspect of our services, we encourage you to contact us as soon as possible by emailing:
We will acknowledge complaints promptly and aim to resolve them fairly and within a reasonable timeframe.
Nothing in this section affects your statutory rights.
32. Changes to Timetables and Services
Flow State continually reviews its timetable and services to ensure the best possible experience for members.
We reserve the right to:
change class times;
introduce new classes;
discontinue classes;
change instructors;
amend membership benefits;
alter opening hours.
Where significant changes affect memberships, reasonable notice will be provided wherever practicable.
33. Changes to these Terms
Flow State may update these Terms from time to time.
Where changes are material, members will be notified by email, through the Flow State app or via our website before the revised Terms take effect.
Continued use of our services after the effective date constitutes acceptance of the updated Terms.
34. Force Majeure
Flow State shall not be liable for any failure or delay in performing its obligations where such failure results from events beyond our reasonable control, including but not limited to:
severe weather;
flood;
fire;
epidemic or pandemic;
government restrictions;
industrial action;
utility failures;
building damage;
supplier failure;
acts of terrorism;
civil unrest.
Where reasonably possible, affected services will be resumed as soon as practicable.
35. Consumer Rights
Nothing in these Terms limits or excludes any rights that members have under applicable consumer protection legislation, including the Consumer Rights Act 2015. Where any provision of these Terms is found to be unenforceable, the remaining provisions shall continue in full force and effect.
36. Governing Law
These Terms shall be governed by and interpreted in accordance with the laws of England and Wales. Any dispute arising from these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.
37. Contact Details
Flow State Pilates Limited
Trading as Flow State
Unit C, 3 Tebbutts Road, St Neots, PE19 1RJ
Email: hello@flowstatepilates.co.uk
Website: www.flowstatepilates.co.uk
Version: 1.0
Effective Date: July 2026
© Flow State Pilates Limited. All rights reserved.