Refund & Rescheduling Policy

This Refund & Rescheduling Policy explains how refunds, rescheduling requests, course transfers, and payment-related disputes are handled by Habib Fitness Institute (HFI).

This Policy applies to course registrations, enrollments, and payments made through the Habib Fitness Institute website, student portal, M-Pesa, bank transfer, card payments, or any other approved payment method.

By enrolling in a course or making a payment for a course or training program, you acknowledge that you have read, understood, and accepted this Refund & Rescheduling Policy.

This is because Habib Fitness Institute provides educational and professional training services that may include online learning materials, practical training sessions, instructor support, assessments, examinations, certification, student resources, and access to scheduled training sessions.

Once access to these services has been provided or a place has been reserved for a student in a training program, the Institute may have already incurred administrative, instructional, and operational costs.

A student may request to reschedule their enrollment to a future class, intake, or available training session if the request is submitted within seven (7) days of enrollment or payment.

Rescheduling is subject to:

• Availability of the requested course or intake.
• Availability of training spaces and physical equipment.
• Administrative approval by the Admissions and Academic Committee.
• Confirmation of the original payment reference.
• Applicable academic and training prerequisites.
• Any difference in course fees, where applicable.

Rescheduling is not automatic and must be formally approved by Habib Fitness Institute.

Refunds will generally not be issued where:

• • The student has already been enrolled in the course.
• • The student has accessed online course materials or digital portals.
• • The student has attended practical training sessions or workshops.
• • The student has attended live online classes or training sessions.
• • The student has received instructor, tutor, or administrative support related to the course.
• • The student has downloaded or accessed course notes, videos, assignments, or other learning resources.
• • The student has participated in assessments, examinations, practical evaluations, or other academic activities.
• • The student has received or become eligible to receive a certificate or qualification.
• • The request is made outside the applicable 7-day rescheduling period.
• • The student fails to attend scheduled classes or practical sessions due to personal circumstances.
• • The student is unable to attend because of work commitments, travel, internet connectivity, device failure, or other personal reasons.
• • The student's account or enrollment has been suspended or terminated because of a violation of HFI policies.

Unless otherwise stated for a particular program, students are expected to complete their course and required training activities within the period specified for that course.

Course duration may vary depending on the program, intake, practical training schedule, assessment requirements, and academic structure.

Failure to complete a course within the applicable period does not automatically qualify the student for a refund, free extension, or rescheduling. Where an extension is possible, it will be considered at the discretion of Habib Fitness Institute and may be subject to additional administrative fees.

Students are responsible for attending scheduled:

• Classroom and theory lectures.
• Practical gym floor training sessions and demonstrations.
• Online webinars and guest instructor classes.
• Workshops, practical assessments, and CPR/First Aid training.
• Examinations and practical evaluations.

Missing a scheduled session due to personal circumstances, work commitments, travel, illness, internet problems, device failure, or failure to check the timetable does not automatically qualify the student for a refund.

Where possible, Habib Fitness Institute may provide alternative learning materials, recordings, or an opportunity to attend a future session, subject to course availability and Institute approval.

Habib Fitness Institute may, at its discretion, allow a student to transfer to another class, intake, or eligible course where this is administratively and academically possible.

Transfer requests may be declined where:

• The request is made after the applicable deadline.
• The requested course or intake is full or unavailable.
• The student has substantially completed or consumed the original course.
• The requested course has different admission or academic prerequisites.
• The requested course has a different fee structure.
• The transfer would affect class capacity or practical coaching arrangements.
• The transfer would negatively affect the student's academic progression.

Where the new course or program has a higher fee than the original course, the student is required to pay the difference before the transfer is finalized.

Certain Habib Fitness Institute programs include practical training, demonstrations, workshops, or other in-person activities.

Where a student's place has been reserved for a practical session, failure to attend does not automatically qualify the student for a refund.

Where an alternative practical session is available, the Institute may permit the student to attend a future session, subject to availability and applicable administrative requirements.

For payments made through Safaricom M-Pesa, bank wire transfer, debit or credit card, or other approved payment methods, Habib Fitness Institute will review refund, rescheduling, or payment correction requests according to this Policy.

Students must provide:

• Full Name as registered.
• Email address used during registration.
• Phone number and WhatsApp contact.
• Course or qualification program enrolled in.
• Date of payment or enrollment.
• Payment or transaction reference (e.g. M-Pesa confirmation code).
• Order or reservation number (e.g. HFI-2609-XXXX), where applicable.
• Relevant supporting information or receipts.

If a student accidentally makes a duplicate payment or pays an incorrect amount, they should contact Habib Fitness Institute immediately.

The Institute will review the transaction and may, where appropriate:

• Refund the verified duplicate amount through the original payment channel.
• Apply the excess amount toward the student's outstanding course fees.
• Credit the amount toward another eligible qualification course or workshop.
• Correct the institutional payment record.

If a student initiates an unauthorized chargeback, payment reversal, or dispute after receiving access to a course, training service, or learning materials, Habib Fitness Institute may temporarily suspend the student's portal access while the matter is investigated.

Where a payment dispute is found to be invalid, fraudulent, or inconsistent with this Policy, Habib Fitness Institute may restrict future enrollments, recover outstanding amounts, or take any other action permitted under the laws of Kenya.

Students who wish to request a refund, rescheduling, transfer, or payment correction should submit a formal request as soon as possible through our online portal or official contact channels.

Your request must include:

• Full Name.
• Email address used for registration.
• Phone number and WhatsApp contact.
• Course or program enrolled in.
• Date of enrollment or payment.
• Payment or transaction reference (e.g. M-Pesa code, Bank wire ref).
• Order or reservation number (e.g. #HFI-2609-XXXX).
• Reason for the request.
• Preferred future intake or training session, where applicable.

Submitting a request does not guarantee automatic approval.

Habib Fitness Institute reviews all requests based on the information provided, student enrollment status, course activity, payment records, training attendance, applicable course rules, and the circumstances surrounding the request.

The Institute may request additional information or documentation (such as a medical certificate or employer reassignment letter) before making a final decision.

Each request is evaluated fairly and objectively in accordance with this Policy and applicable Kenyan law. Decisions are generally communicated within two to three (2–3) business days.

Payment of course or training fees does not automatically guarantee a refund, course transfer, extension, or rescheduling.

Any exception to this Policy must be expressly approved in writing by Habib Fitness Institute authorized leadership. Where an exception is approved, the terms of that approval will be formally communicated to the student.

Habib Fitness Institute may update this Refund & Rescheduling Policy from time to time to reflect changes in:

• Courses and training programs.
• Payment methods and banking integrations.
• Academic and practical training arrangements.
• Student services and portal infrastructure.
• Operational requirements and class capacity.
• Applicable laws and educational regulations in Kenya.

The updated version will be published on the Habib Fitness Institute website with an updated effective date. Students are encouraged to review this Policy periodically.