Page 39 - VAFM Section 1

Cancellation and Freeze Policies

Three Day Cancellation

Must be submitted in writing to “company address here”. Certified or registered mail
SUGGESTED but not mandatory. Can also be handled in the club b the TD/ATD/QCS
between the hours of 9 am and 6 pm, Monday-Friday. Refund will be processed within 30
days.

Evergreen Cancellations

30 day written cancellation notice must be completed with the TD/ATD/QCS between the
hours of 9 am and 6 pm, Monday-Friday OR may be submitted in writing to “business
address”. Certified or registered mail SUGGESTED but not mandatory.

Medical Freeze/Cancellations

Written notice and review must be completed with the TD/ATD/QCS between the hours of 9
am and 6 pm, Monday-Friday OR may be submitted in writing to ‘business address”.
Certified or registered mail SUGGESTED but not mandatory. Proper documentation
required. If there is a date on the doctor’s note stating when they can return, that would be
sufficient for a freeze, but not for a cancellation. Cancellation requires must state permanent
disability or inability to use the facility for 6 months or more. Medical cancellations and
freezes are case by case and not guaranteed, but rather reviewed and then the client is
contacted with the final determination.

Buy Out

Can be done at club level with TD/ATD/QCS-$250 or 50% of remaining balance whichever is
greater, must be approved by either Amanda or Jeff.
All paperwork and documentation must be submitted from a TD/ATD/QCS through and
attachment in an email.

**Proper documentation for medical cancel: substantial physical disability, certified by a
physician, which makes it impossible for the Buyer to use the Seller services for 6 months or
more. Letter from a physician. The proof cannot be from prior to the contract being sold.
For example, someone cannot purchase a contract on 11/1/13 and then try to cancel on
12/1/13 with a letter from a doctor stating they have been suffering an illness since 10/21/13.
Proper documentation for medical freeze: substantial physical disability, certified by a
physician, which makes it impossible for the Buyer to use the Seller services for less than 6
months. **