BodyFix Clinic Master Policy Manual.

Policy 01

Purpose of This Master Policy

This Master Policy Manual exists to create one clear internal standard for how BodyFix Clinic operates, communicates, books, collects payments, protects client information, handles cancellations, manages consent, and delivers professional corrective bodywork services.

This document is the internal master source for future public pages, intake forms, employee policies, training manuals, client-facing documents, AI assistant instructions, and clinic operations.

BodyFix Clinic is not positioned as a casual walk-in massage business. BodyFix is an appointment-only corrective bodywork clinic built around prepared sessions, clear boundaries, structured assessment, professional communication, and long-term client care.

Policy 02

Core Brand and Clinic Standard

BodyFix Clinic provides licensed massage therapy, corrective bodywork, structural massage, and maintenance care in a professional clinic environment.

The BodyFix standard is:

• Assessment before recommendation.
• Structure before random treatment.
• Professional boundaries always.
• Online booking first.
• Clear intake before care.
• No diagnosis or medical claims.
• No casual walk-in workflow.

BodyFix Clinic does not operate as a spa menu, walk-in massage shop, casual mobile-service marketplace, or emergency medical provider. The clinic is designed for clients who want focused corrective bodywork, prepared sessions, and a clearer path for ongoing care.

Policy 03

Appointment-Only and Online-Booking-First Policy

BodyFix Clinic is appointment-only.

All appointments must be booked online through the approved booking system. This protects the schedule, allows the clinic to review client information before the visit, and helps ensure that each session is properly reserved and prepared.

BodyFix Clinic does not use phone calls as the primary booking method. Clients should not expect to book, reschedule, cancel, or negotiate appointments by phone unless the owner or clinic specifically approves an exception.

Approved booking flow:

• Client visits website.
• Client books online.
• Client completes required intake/consent forms.
• Client receives appointment confirmation.
• Clinic reviews intake before session.
• Client attends appointment.

Appointment-only language: BodyFix Clinic is an appointment-only clinic. All sessions are booked online so each appointment can be properly reserved, prepared, and documented.

Policy 04

Text-First Communication Policy

BodyFix Clinic uses text messaging as the preferred method for simple pre-booking questions.

Clients may text BodyFix Clinic for short questions about services, booking, location, preparation, or general policies.

BodyFix Clinic aims to respond within 24 business hours. This is not a guarantee of immediate response. The clinic may respond sooner when available.

Text messaging is for simple questions only.

Clients should not send detailed medical history, urgent health concerns, private medical documents, photos of injuries, legal notices, payment disputes, or emergency messages by text.

Text messages are not monitored continuously. BodyFix Clinic does not provide emergency services. If a client is experiencing a medical emergency, severe unexplained symptoms, chest pain, difficulty breathing, sudden weakness, severe swelling, signs of infection, or urgent medical concern, the client should contact emergency services or a qualified medical provider.

Policy 05

Email Communication Policy

Email is reserved primarily for business, legal, policy, documentation, vendor, employment, and administrative communication.

Email is not the preferred method for appointment booking. Clients should book online.

Email may be used for:

• Policy questions.
• Business inquiries.
• Legal notices.
• Documentation requests.
• Employment inquiries.
• Insurance/vendor communications.
• Privacy requests.
• Formal disputes.

Email should not be used for urgent medical concerns or same-day appointment requests unless specifically directed by the clinic.

Policy 06

Phone Call Policy

BodyFix Clinic does not operate as a call-first clinic.

Phone calls may be limited, unavailable, or directed to voicemail/text depending on the clinic workflow. This protects treatment time, reduces interruptions, and supports a focused clinical environment.

If a client calls, the voicemail or automated message may direct them to book online or text for questions.

Suggested voicemail: Thank you for contacting BodyFix Clinic. BodyFix is an appointment-only clinic, and all sessions are booked online. For quick questions before booking, please text this number. We aim to respond within 24 business hours. If this is a medical emergency, please call 911 or contact a qualified healthcare provider.

Policy 07

AI Assistant and Automated Communication Policy

BodyFix Clinic may use an AI assistant, automated messaging, website chat, email automation, or SMS automation to answer general questions and guide clients to the correct booking page.

The AI assistant may answer general questions about:

• Services.
• Pricing.
• Booking process.
• Location.
• Hours.
• First visit preparation.
• Policies.
• Assessment process.
• Maintenance care.
• BodyFix Structural Method™ overview.

The AI assistant may not:

• Diagnose conditions.
• Promise results.
• Give medical advice.
• Interpret symptoms as a medical condition.
• Replace the intake form.
• Replace therapist judgment.
• Approve contraindicated care.
• Handle emergencies.
• Store raw credit card information.

If a client asks about symptoms, the AI assistant should provide general, non-diagnostic language and direct the client to book an assessment or consult a qualified healthcare provider when appropriate.

Approved AI assistant language: BodyFix Clinic cannot diagnose your condition by message. The best starting point is the BodyFix Assessment, where we review your goals, posture, movement, and tension patterns within the scope of licensed massage therapy. If you have severe, sudden, unexplained, or urgent symptoms, please contact a medical provider.

Policy 08

New Client Policy

New clients begin with the BodyFix Assessment unless the owner or clinic approves another service type.

The assessment is the preferred first step because it allows the clinic to review the client’s goals, posture, movement, tension patterns, relevant history, and current needs before recommending a care path.

The assessment does not guarantee acceptance into the BodyFix Structural Method™ or any package. It is the starting point for determining the most appropriate next step.

Policy 09

BodyFix Assessment Policy

The BodyFix Assessment is a focused first session designed to understand the client’s body, goals, tension patterns, movement restrictions, and current concerns before recommending ongoing care.

The assessment may include:

• Intake review.
• Conversation about client goals.
• Postural observation.
• Movement or range-of-motion review.
• Palpation and tissue assessment.
• Hands-on corrective bodywork.
• Education within scope.
• Recommendation for next step.

The BodyFix Assessment is not a medical exam, diagnosis, physical therapy evaluation, chiropractic adjustment, or replacement for medical care.

Policy 10

BodyFix Structural Method™ Policy

The BodyFix Structural Method™ is a structured 10-session corrective bodywork system designed to work through the body progressively.

The method is intended for clients who want a more complete corrective process rather than isolated symptom-focused sessions.

The 10-session program may include work related to:

• Breath and ribcage mobility.
• Feet and foundational support.
• Side-body balance.
• Pelvic support.
• Spinal organization.
• Shoulders and neck.
• Integration.
• Movement awareness.
• Maintenance planning.

The exact work may be modified based on the client’s body, health history, contraindications, tolerance, goals, and therapist judgment.

The BodyFix Structural Method™ is not Rolfing®, physical therapy, chiropractic care, medical treatment, or a guaranteed cure.

Policy 11

Maintenance Care Policy

Maintenance care is for clients who have completed an assessment, completed the BodyFix Structural Method™, or have been approved for ongoing support.

Maintenance care is designed to help clients maintain better movement, support, and body awareness over time.

Maintenance care may be recommended weekly, biweekly, monthly, or as-needed depending on the client’s goals and the clinic’s recommendation.

Maintenance care is not a substitute for medical care, rehabilitation, or treatment of diagnosed medical conditions.

Policy 12

Scope of Practice Policy

BodyFix Clinic provides licensed massage therapy and corrective bodywork within the legal scope of massage practice.

BodyFix Clinic does not:

• Diagnose disease.
• Treat disease.
• Prescribe medication.
• Adjust joints as chiropractic care.
• Perform physical therapy.
• Provide psychotherapy.
• Replace medical care.
• Guarantee clinical outcomes.
• Claim to cure pain or disease.

BodyFix may use terms such as posture, movement, tension, restriction, mobility, support, compensation patterns, and corrective bodywork as educational and bodywork descriptions, not as medical diagnoses.

Policy 13

Medical Referral Policy

BodyFix Clinic may recommend that a client consult a physician, physical therapist, chiropractor, mental health provider, emergency provider, or other licensed professional if the concern appears outside the scope of massage therapy.

BodyFix may refuse, delay, or modify service if a client presents symptoms or conditions that appear unsafe for massage therapy.

Red flag examples:

• Sudden unexplained pain.
• Chest pain.
• Shortness of breath.
• New numbness or weakness.
• Recent serious trauma.
• Unexplained swelling.
• Fever or contagious illness.
• Signs of infection.
• Active blood clot concern.
• Uncontrolled medical condition.
• Recent surgery without clearance.

Policy 14

Intake Form Requirement

All new clients must complete the required intake form before receiving services.

The intake form helps the clinic understand the client’s goals, health history, contraindications, stress patterns, posture concerns, movement habits, and prior injuries.

If the intake form is incomplete, inaccurate, unsigned, or not submitted before the session, BodyFix may:

• Delay the session.
• Shorten the session.
• Modify the session.
• Refuse service.
• Reschedule the appointment.
• Charge according to the cancellation or appointment policy.

Policy 15

Client Responsibility for Accurate Information

Clients are responsible for providing accurate, complete, and current information.

Clients must disclose:

• Injuries.
• Surgeries.
• Medical conditions.
• Medications.
• Pregnancy.
• Blood clot history.
• Cancer history.
• Skin conditions.
• Allergies.
• Contagious illness.
• Recent accidents.
• New symptoms.
• Pain changes.
• Doctor restrictions.

BodyFix relies on client-provided information to determine whether massage therapy appears appropriate within scope.

Policy 16

Consent to Massage and Corrective Bodywork

Before receiving services, the client must provide informed consent.

Consent means the client understands:

• Massage/bodywork involves professional touch.
• Pressure and technique may vary.
• The therapist may work near but not on sensitive areas when clinically appropriate.
• Draping will be used.
• Soreness can occur after bodywork.
• Results vary.
• The client may ask questions.
• The client may request pressure changes.
• The client may stop the session at any time.

Consent must be documented through the intake/consent form before the first session and may be updated as needed.

Policy 17

Draping Policy

Professional draping is required for all sessions.

Only the area being worked on will be uncovered. Genitals and breasts are never exposed or touched.

Clients must remain appropriately covered at all times. The therapist may end the session immediately if the client refuses draping standards or behaves inappropriately.

Policy 18

Professional Boundaries and Conduct Policy

BodyFix Clinic maintains a strictly professional therapeutic environment.

The following are prohibited:

• Sexual comments.
• Sexual requests.
• Sexual behavior.
• Inappropriate touching.
• Suggestive language.
• Harassment.
• Intimidation.
• Threatening behavior.
• Discrimination.
• Attempting to negotiate sexual services.
• Refusing draping standards.

If inappropriate conduct occurs, the therapist may end the session immediately. The client may still be responsible for the full session fee. BodyFix may refuse future service.

Policy 19

Right to Refuse or Discontinue Service

BodyFix Clinic reserves the right to refuse, modify, pause, or discontinue service when needed for safety, legal, professional, clinical, operational, or boundary reasons.

Reasons may include:

• Contraindications.
• Incomplete intake.
• Unsafe symptoms.
• Inappropriate conduct.
• Nonpayment.
• Repeated late cancellations.
• Intoxication.
• Aggressive behavior.
• Hygiene concerns.
• Scope-of-practice concerns.
• Requests outside legal massage practice.

Policy 20

Payment Policy

Payment is due according to the booking system and service terms.

Payment may be required:

• At booking.
• Before the appointment.
• At time of service.
• Through package purchase.
• Through membership billing.
• Through an approved payment plan.

BodyFix may require a deposit, prepayment, or card on file before confirming an appointment.

Policy 21

Card-on-File and Payment Authorization Policy

BodyFix Clinic may require clients to keep a valid card on file through an approved payment processor or booking platform.

The card on file may be used for:

• Scheduled services.
• Deposits.
• Late cancellation fees.
• No-show fees.
• Package payments.
• Membership payments.
• Approved outstanding balances.
• Authorized purchases.

Clients must sign or electronically acknowledge the payment authorization policy before a card on file is used for cancellation/no-show or recurring charges.

BodyFix Clinic should not collect or store full credit card numbers, CVV codes, or card images through intake forms, text messages, email, paper forms, screenshots, or unapproved systems. Payment information should be stored only through a compliant payment processor.

Policy 22

Cancellation Policy

BodyFix Clinic reserves appointment time specifically for each client.

Clients must provide at least 24 hours notice to cancel or reschedule unless the clinic later chooses a stricter notice window.

Late cancellations may result in:

• Late cancellation fee.
• Loss of deposit.
• Deduction from package.
• Requirement to prepay future sessions.
• Restriction from online booking.

Policy 23

No-Show Policy

A no-show occurs when a client does not attend the appointment and does not provide required notice.

No-shows may be charged the full session fee or deducted from a package.

Repeated no-shows may result in refusal of future booking.

Policy 24

Late Arrival Policy

If a client arrives late, the session may be shortened to avoid delaying the next appointment.

The full appointment fee may still apply.

If the client arrives too late for the session to be safely or professionally completed, BodyFix may treat the appointment as a late cancellation or no-show.

Policy 25

Refund Policy

Refunds are reviewed case by case.

Used sessions, completed services, no-show fees, late cancellation fees, and partially completed package sessions are generally not refundable.

Refund exceptions may be approved by the owner based on business judgment, medical circumstances, relocation, administrative error, or other reasonable factors.

Refunds may be reduced by:

• Used sessions.
• Discount adjustments.
• Processing fees.
• Promotional credits.
• Late cancellation/no-show fees.
• Administrative costs when applicable.

Policy 26

Package and Program Policy

Packages, programs, and series are client-specific and may not be transferred unless BodyFix approves an exception in writing.

Packages may have expiration dates.

Packages do not guarantee specific results.

The client is responsible for scheduling consistently and completing the series within the recommended timeline.

Policy 27

BodyFix Structural Method™ Assessment Credit Policy

The BodyFix Assessment fee may be credited toward the BodyFix Structural Method™ if the client begins the full program within 7 days of the assessment and is approved for the program.

The assessment credit:

• Applies only to eligible full-program enrollment.
• Is not cash value.
• Is not transferable.
• Does not apply retroactively unless approved.
• May expire after 7 days.
• May be changed by BodyFix with updated written policy.

Policy 28

Membership and Maintenance Policy

Maintenance memberships may be offered after assessment or completion of a corrective process.

Memberships are designed for ongoing care and may include recurring billing, recurring appointments, or preferred pricing.

Membership terms should be clearly stated before enrollment, including:

• Billing date.
• Included services.
• Unused session rules.
• Cancellation notice.
• Freeze policy.
• Expiration rules.
• Transfer restrictions.
• Late cancellation/no-show rules.

Policy 29

Founding Member / Private Pricing Policy

Founding rates are private, limited, and approved by the owner only.

Founding pricing is not public pricing and should not be advertised as permanent public pricing.

Current founding pricing reference:

• 60 minutes: $125.
• 90 minutes: $180.
• 2 hours: $250.
• BodyFix Structural Series: $1,500.
• BodyFix Structural Method™: $2,000.

Eligible founding clients may keep approved founding rates for active membership or up to 3 years maximum, unless the owner changes the terms in writing.

Policy 30

Results Disclaimer

BodyFix Clinic does not guarantee specific results.

Results vary based on:

• Health history.
• Injury history.
• Stress.
• Sleep.
• Movement habits.
• Hydration.
• Work posture.
• Consistency.
• Medical conditions.
• Client participation.
• Frequency of care.

BodyFix may describe intended goals such as improved support, easier movement, reduced strain patterns, improved body awareness, or better posture organization. These are goals, not guarantees.

Policy 31

Soreness and Aftercare Policy

Clients may experience temporary soreness, tenderness, fatigue, emotional release, or changes in body awareness after massage/bodywork.

Clients should communicate pressure preferences during the session.

Aftercare may include hydration, gentle movement, rest, awareness exercises, or referral to another provider when appropriate.

BodyFix does not prescribe medical exercises, diagnose post-session reactions, or provide medical treatment.

Policy 32

Product, Oil, Lotion, and Allergy Policy

BodyFix may use massage lotion, oil, cream, balm, topical products, towels, sheets, disinfectants, or cleaning products.

Clients must disclose allergies, sensitivities, skin conditions, fragrance sensitivity, latex sensitivity, nut allergies, or product reactions before the session.

BodyFix may modify products used but cannot guarantee an allergen-free environment unless a specific written accommodation is approved.

Policy 33

Hygiene and Illness Policy

Clients should arrive clean and prepared for bodywork.

BodyFix may refuse or reschedule service if a client presents with:

• Fever.
• Contagious illness.
• Active infection.
• Unsafe skin condition.
• Open wounds in treatment area.
• Strong intoxication.
• Hygiene issue that prevents safe service.

If a client is sick or contagious, the client should reschedule according to the cancellation policy.

Policy 34

Pregnancy Policy

If BodyFix does not offer prenatal massage, the policy should state:

BodyFix Clinic does not currently specialize in prenatal massage. Pregnant clients must disclose pregnancy before booking or receiving services. BodyFix may decline, modify, or refer care based on scope, safety, training, and clinical judgment.

Policy 35

Minors Policy

Clients under 18 require parent/legal guardian consent.

A parent or legal guardian may be required to remain on-site or in the treatment room depending on the minor’s age, service type, and clinic policy.

BodyFix may choose not to treat minors unless the owner approves.

Policy 36

Client Records Policy

BodyFix Clinic may maintain client records including:

• Contact information.
• Intake forms.
• Consent forms.
• Session notes.
• Payment records.
• Communication records.
• Signed policy agreements.
• Treatment preferences.
• Contraindication notes.

Records should be stored securely and accessed only by authorized personnel.

Policy 37

Privacy and Information Handling Policy

BodyFix Clinic collects client information for legitimate clinic purposes, including scheduling, intake review, communication, payment processing, care planning, legal compliance, and business records.

BodyFix should collect only information reasonably necessary for these purposes and should protect client information through secure systems, limited access, and proper record-handling procedures.

Policy 38

Text and Email Privacy Policy

Clients should not send detailed health history or sensitive medical information by text or normal email unless specifically instructed.

BodyFix may use text/email for general communication, appointment reminders, basic questions, and administrative matters.

Sensitive intake information should be submitted through the approved intake platform.

Policy 39

Data Retention Policy

BodyFix should keep client records only as long as needed for business, legal, tax, insurance, regulatory, or professional purposes.

A future attorney/accountant review should determine the exact retention period.

Records that are no longer needed should be securely deleted or destroyed.

Policy 40

Website and Advertising Compliance Policy

BodyFix website and advertisements should include required massage license information where required.

Florida law requires licensed massage therapists or establishments to include the license number in advertising for massage therapy services, including Internet advertising.

BodyFix marketing must avoid:

• False claims.
• Guaranteed cures.
• Medical diagnosis claims.
• Misleading credentials.
• Before/after promises that cannot be supported.
• Claims outside massage scope.
• Confusing BodyFix with physical therapy/chiropractic/medicine.

Policy 41

Massage Establishment Compliance Policy

Before operating a physical location, BodyFix must maintain required massage establishment licensing and required posted materials.

Florida massage establishment rules include establishment licensure requirements, and Florida Board resources reference required establishment signage/human trafficking materials.

The clinic should maintain a compliance checklist for:

• Active establishment license.
• Therapist license display.
• Required signs.
• Human trafficking awareness sign/reporting procedure.
• Local business tax receipt.
• Insurance documents.
• Cleanliness standards.
• Laundry procedures.
• Client records.
• Emergency contact information.

Policy 42

Cleanliness and Sanitation Policy

BodyFix Clinic must maintain a clean and professional environment.

Sanitation standards should include:

• Clean linens for each client.
• Sanitized table and surfaces.
• Hand hygiene before/after session.
• Proper laundry handling.
• Disinfection of face cradle and equipment.
• Safe storage of products.
• Trash removal.
• Restroom cleanliness.
• Treatment room reset between clients.

Policy 43

Room Preparation Policy

Each session room should be prepared before the client enters.

Room preparation includes:

• Clean linens.
• Fresh face cradle cover.
• Appropriate temperature.
• Calm lighting.
• Organized products.
• Sanitized surfaces.
• Clear walkway.
• Secure storage for client belongings if available.
• Professional presentation.

Policy 44

Session Documentation Policy

Therapists should document relevant session information.

Session notes may include:

• Client goals.
• Areas worked.
• Pressure tolerance.
• Client feedback.
• Contraindications.
• Modifications.
• Recommendations.
• Referrals.
• Next-step plan.
• Important communication.

Documentation should be professional, factual, and within scope.

Policy 45

Employee and Contractor Conduct Standard

Until a separate employee handbook is created, all BodyFix workers should follow this master policy.

Therapists, contractors, front desk staff, assistants, and future AI/admin systems must follow:

• Professional boundaries.
• Scope of practice.
• Privacy standards.
• Booking rules.
• Documentation standards.
• No diagnosis.
• No promises.
• No inappropriate conduct.
• No unauthorized discounts.
• No off-platform booking unless approved.

Policy 46

Client Fit and Filtering Policy

BodyFix is not the right fit for every client.

The intake process and assessment are used to determine whether BodyFix is appropriate for the client’s needs.

BodyFix may not be the best fit for clients who:

• Want only the cheapest massage.
• Want emergency medical answers.
• Refuse intake.
• Refuse draping.
• Refuse policies.
• Want inappropriate services.
• Expect guaranteed results.
• Want diagnosis.
• Repeatedly cancel/no-show.
• Are outside massage scope.

The clinic may politely decline service or refer out.

Policy 47

Intake Form as Education and Pre-Sell Policy

The intake form should prepare the client for the BodyFix method.

The intake should communicate:

• BodyFix does not only chase pain.
• The assessment looks for the larger pattern.
• The first session helps determine the right next step.
• The Structural Method may be recommended if deeper work is needed.
• Maintenance care may be recommended after corrective work.

This is not manipulative. It sets expectations before the session.

Policy 48

Consent and Policy Acknowledgment Policy

Before receiving services, clients should acknowledge:

• Scope of practice.
• Consent to massage/bodywork.
• Draping policy.
• Professional conduct policy.
• Cancellation/no-show policy.
• Payment authorization.
• Privacy notice.
• Communication policy.
• Results disclaimer.
• Medical disclaimer.

Acknowledgment may be electronic.

Florida’s electronic signature law generally recognizes electronic records and signatures and states they cannot be denied legal effect solely because they are electronic.

Policy 49

Dispute and Chargeback Policy

If a client disputes a charge, BodyFix should review:

• Booking confirmation.
• Signed policies.
• Payment authorization.
• Cancellation/no-show history.
• Message records.
• Session notes.
• Proof of service.
• Processor records.

BodyFix should respond professionally and factually.

Chargebacks should be handled through the payment processor with supporting documentation.

Policy 50

Policy Change Policy

BodyFix Clinic may update policies at any time.

Public policy pages should include an effective date.

Clients are bound by the policies in effect at the time of booking/service unless otherwise required by law.

Material changes to memberships, packages, or recurring billing should be clearly communicated.

Policy 51

Internal Review Policy

This Master Policy Manual should be reviewed:

• Before launch.
• After legal review.
• After choosing booking/payment software.
• After opening physical location.
• Before hiring staff.
• Every 6 to 12 months.
• Whenever Florida law or clinic operations change.

Policy 52

Master Agreement Language

I acknowledge that I have reviewed and agree to the BodyFix Clinic policies, including appointment, cancellation, no-show, late arrival, payment, card-on-file, professional conduct, draping, communication, privacy, medical disclaimer, and scope-of-practice policies.

I understand that BodyFix Clinic provides licensed massage therapy and corrective bodywork and does not diagnose, treat, cure, or replace medical care.

I understand that results vary and no specific outcome is guaranteed.

I authorize BodyFix Clinic to charge my card on file through its approved payment processor according to the payment, cancellation, no-show, membership, package, and outstanding balance policies that I have agreed to.

I understand that my electronic signature has the same intent as my handwritten signature.

Policy 53

Signature Block

Client Full Name: _______________________________

Date of Birth: _________________________________

Email: ________________________________________

Phone: ________________________________________

Signature: _____________________________________

Date: _________________________________________

Checkboxes:

• I agree to the Client Policies.
• I agree to the Medical Disclaimer.
• I consent to receive massage therapy/corrective bodywork.
• I understand professional draping and conduct rules.
• I authorize card-on-file charges according to written policy.
• I understand BodyFix does not diagnose, treat, cure, or replace medical care.

Policy 54

Business Closure, Emergency Closure, and Events Beyond Control Policy

BodyFix Clinic may temporarily close, cancel appointments, modify services, limit availability, or pause operations due to causes outside the reasonable control of the business.

These causes may include severe weather, hurricanes, flooding, fire, power outage, internet outage, building issue, landlord/building closure, government order, public health emergency, illness, injury, family emergency, equipment failure, staffing shortage, security concern, unsafe facility condition, payment processor outage, booking platform outage, or other event that makes normal operation unsafe, unavailable, impractical, or impossible.

If BodyFix Clinic must close or cancel due to an event beyond its control, the clinic will make reasonable efforts to notify affected clients and offer rescheduling, credit, or other reasonable solution based on the circumstances.

BodyFix Clinic is not responsible for client travel costs, lost wages, third-party costs, inconvenience, or indirect damages caused by emergency closure, schedule changes, or events beyond the clinic’s control.

Prepaid services, packages, or memberships affected by temporary closure may be paused, extended, credited, or rescheduled at the discretion of BodyFix Clinic unless another written agreement applies.

Policy 55

Therapist Illness, Emergency, or Unavailability Policy

BodyFix Clinic may cancel, reschedule, or modify an appointment if the therapist is sick, injured, unavailable, delayed, or unable to safely provide service.

If the clinic cancels due to therapist illness or emergency, the client will not be charged a late cancellation or no-show fee for that appointment.

BodyFix Clinic may offer the next available appointment, a credit, or another reasonable option depending on the circumstances.

BodyFix Clinic is not responsible for client travel costs, lost wages, inconvenience, or indirect costs related to therapist unavailability or schedule changes.

Policy 56

Booking System, Payment System, and Technology Outage Policy

BodyFix Clinic may rely on third-party systems for booking, intake forms, payment processing, communication, reminders, membership billing, card-on-file storage, and digital records.

If a booking system, payment system, intake platform, text system, website, internet connection, or other technology fails or becomes unavailable, BodyFix Clinic may delay, reschedule, manually confirm, or modify appointments and payments as needed.

A technology outage does not automatically waive payment obligations, cancellation policies, no-show policies, package terms, or signed agreements.

If a client experiences a genuine technology issue that affects booking, payment, intake completion, cancellation, or communication, BodyFix Clinic may review the situation case by case.

Policy 57

Office Relocation, Room Change, or Facility Change Policy

BodyFix Clinic may change rooms, locations, suite numbers, office spaces, buildings, or clinic layouts as the business grows or operational needs change.

Clients will be notified of location details through the booking system, confirmation message, website, text, or other approved communication method.

A location change does not automatically cancel prepaid sessions, packages, memberships, or client obligations unless BodyFix Clinic determines that fulfillment is no longer reasonably possible.

Policy 58

Service Availability and Schedule Change Policy

BodyFix Clinic may update service availability, appointment times, business hours, therapist schedules, service menus, program availability, and accepted client types as the business changes.

Not every service, package, membership, or program may be available at all times.

BodyFix Clinic may discontinue, rename, modify, or replace services while making reasonable efforts to honor existing paid obligations according to written policy and business judgment.

Policy 59

Pricing Change, Promotional Offer, and Discount Policy

BodyFix Clinic may change pricing, discounts, promotions, founding offers, membership rates, package rates, and program pricing at any time.

Price changes do not automatically affect services already paid for unless the written terms of the purchase allow adjustment.

Promotions, discounts, founding rates, private rates, and special offers are limited, may expire, may be discontinued, and may not be combined unless approved in writing.

BodyFix Clinic may refuse unauthorized discounts, expired promotions, screenshots, verbal claims, or offers that were not approved by the owner.

Policy 60

Gift Card, Credit, and Promotional Credit Policy

Gift cards, account credits, promotional credits, referral credits, and courtesy credits may be subject to specific terms at the time they are issued.

Credits are not cash unless required by applicable law.

Credits may be limited to specific services, clients, timeframes, or appointment types.

BodyFix Clinic may review lost, disputed, expired, or transferred credits case by case.

Policy 61

Personal Belongings and Lost Property Policy

Clients are responsible for their personal belongings while at BodyFix Clinic.

BodyFix Clinic is not responsible for lost, stolen, damaged, or forgotten items unless required by law.

Found items may be held for a reasonable period and then discarded, donated, or otherwise handled according to clinic judgment if unclaimed.

Policy 62

Accessibility and Accommodation Policy

BodyFix Clinic aims to provide a professional and respectful experience for clients.

Clients who need a reasonable accommodation should contact BodyFix Clinic before booking or before the appointment whenever possible.

BodyFix Clinic may review accommodation requests based on safety, scope, facility limitations, therapist ability, legal requirements, and operational feasibility.

If BodyFix cannot safely or reasonably accommodate a request, the clinic may refer the client to another provider or recommend a more appropriate service setting.

Policy 63

Incident, Injury, or Adverse Event Policy

If an incident, injury, adverse reaction, safety concern, boundary issue, or unusual event occurs before, during, or after a session, BodyFix Clinic should document the event promptly and professionally.

The clinic may recommend medical care, pause service, stop the session, contact emergency services, notify appropriate parties, or complete an internal incident report depending on the situation.

Incident documentation should be factual, timely, objective, and stored with the appropriate client or business records.

Policy 64

Business Sale, Ownership Change, or Transition Policy

If BodyFix Clinic is sold, transferred, reorganized, merged, closed, or transitioned to a new owner, location, structure, or operating model, client records, prepaid obligations, memberships, credits, and policies should be handled according to applicable law, written agreements, privacy obligations, and business transition terms.

Clients may be notified of material changes when appropriate.

A future attorney review is recommended before any sale, transfer, closure, or business transition involving client records, prepaid services, memberships, or employee obligations.