Terms & Conditions

Extension Policy

Extensions are granted only in cases of extenuating circumstances. These are significant and/or unexpected situations that arise during a student’s studies. Examples include:

• Serious illness, accident, or severe psychological impairment
• Bereavement (loss of an immediate family member)
• Significant circumstances affecting the health or wellbeing of a family member whom the student supports
• Participation in representative sports or cultural activities (must be communicated as soon as possible)
• Service in the New Zealand Armed Forces
• Exceptional circumstances beyond the student’s control (e.g., natural disasters, being a victim of a significant crime)

Circumstances That Do Not Qualify for an Extension
Extensions will not be granted for:

• Poor time management
• Changes in work hours or employment status
• Moving to a new residence
• Temporary illness or minor medical issues
• Pregnancy
• Changes in personal relationships
• Failure to disclose a long-term medical condition at enrolment

Required Documentation
Students requesting an extension due to extenuating circumstances must provide verifiable supporting documentation, such as:

• A medical certificate specifying the condition or accident and its impact on the student’s ability to study (generic statements like "illness" or "not fit for study" will not be accepted)
• A death certificate or notice, along with proof of the relationship to the deceased
• A letter from police, a lawyer, or an employer detailing any trauma experienced

Extension Approval & Fees

• Extensions are granted at the discretion of management and are approved one month at a time, up to a maximum of three months.
• The first extension must be requested no earlier than two weeks before and no later than four weeks after the course expiry date.
• Any additional extensions (up to two more) must be requested before the current extension expires.
• Each extension requires the student to complete an Individual Learning Plan (ILP) with their tutor, outlining realistic goals for the month. If further extensions are needed, management will review progress before approval.

Extension Fees

• $150 per month
• $498 for a 3-month block extension

If the first extension is approved and paid for before the course expiry date (within two weeks prior), the extension will begin from that date. If the extension is approved and paid for after the course expiry date (within one month after), it will begin from the date payment is received.

Fit Futures Academy reserves the right to vary its terms and conditions at any time.

Students agree to and are responsible for reading and understanding the Fit Futures Academy Student Handbook, located in the student learning platform.

Fit Futures Academy is committed to protecting the privacy of our users in accordance with the New Zealand Privacy Act 2020, as well as applicable privacy laws in Australia, the United Kingdom, and the European Union (including the GDPR). This privacy policy outlines how we collect, use, store, and protect personal data.

 
1. Information We Collect
We collect the following types of personal information:

• Personal Identification Information: Name, email address, contact details
• Educational Data: Course enrolments, progress records, and assessments
• Technical Data: IP address, device information, browser type, and usage analytics
• Marketing Preferences: Subscription details and communication preferences
   
  2. How We Use Your Information
  We collect personal data for the following purposes:
• Regulatory Compliance: To comply with NZ, AU, UK, and EU privacy laws
• Enhanced Transparency: To inform users about data collection, storage, and usage
• Personalised Learning: To enhance learning outcomes based on student progress and engagement
• Security and Data Retention: To ensure data protection and define retention periods
• Marketing and Auditing: To conduct audits and share marketing communications where consent is provided
   
  3. Data Storage and Security
  We take robust security measures to protect personal data, including:
• Access control measures restricting unauthorised personnel
• Regular audits and compliance assessments
• We retain personal data only as long as necessary for educational, legal, and business purposes. Inactive accounts and course completion records are stored for seven years before secure deletion.

 
4. Data Sharing and Third Parties
We do not sell or rent personal information. However, we may share data with:

• Educational Partners: To improve course offerings
• Regulatory Bodies: As required by law
• Marketing and Auditing Services: Only with prior consent
• Any third parties handling personal data are required to comply with applicable privacy laws and our data protection standards.

 
5. Your Rights
Under the NZ Privacy Act 2020 and applicable international laws, you have rights to:

• Access your personal data
• Request correction or deletion
• Withdraw consent for marketing communications
• Lodge a complaint with the NZ Privacy Commissioner
   

6. Cookies and Tracking Technologies
We use cookies to enhance the user experience and analyse website performance. You can adjust your browser settings to manage cookie preferences.

 
7. Updates to This Policy
We may update this privacy policy from time to time. Changes will be posted on our website with an updated effective date.

 
8. Contact Us
For privacy-related inquiries, please contact: Fit Futures Academy
P: 0800 998 898
info@fitfutures.co.nz 

By using our website, you acknowledge and agree to this privacy policy.

Fit Futures Academy abides by the NZ Privacy Act 2020 and respects your privacy. Personal information may be used by Fit Futures Academy for external auditing purposes and to send you information about our various products, services, or workshops or that of our partners. All Fit Futures Academy students agree as part of their enrolment that some material may be collected for marketing or advertising purposes.

Recognition of prior learning is not currently available at Fit Futures Academy. Cross credits may be considered if the previously studied course was from a REPs registered training organisation in New Zealand.

All students need to update Fit Futures Academy as soon as possible if their contact details change. Failure to update Fit Futures Academy with any change to your phone number, and/or email, and/or mailing address, may affect our ability to communicate with you during your study. If your contact details do change, please contact Fit Futures Academy directly on 0800 99 88 98 or at admin@fitfutures.co.nz.

All students, in any study option, who successfully complete all course work, assessments and relevant attendance benchmarks, will graduate with a ‘Competent’ (or pass) grade and receive a certified qualification. All students, in any study option, who are unsuccessful in completing all course work, assessments and relevant attendance benchmarks, will be graded ‘Not Yet Competent’ and be unable to graduate.

Upon completion of the course studies, students will undertake a third-party audit before being processed for REPs registration, and before graduating with their Certificate in Personal Training from Fit Futures Academy. Part of the graduation process includes the student completing a self-funded, relevant, first aid course.

All students must be resident in New Zealand while completing their studies with Fit Futures Academy and have a New Zealand address in order to graduate.

Please note: course certification and transcript will not be issued until all competencies are completed and all monies owing are paid in full.

The course must be completed within one year (12 months) of enrolment or as per any extension agreed to in writing by Fit Futures Academy. In the event that the course is not completed within 12 months or any agreed written extension granted, Fit Futures Academy may terminate the student from the course. In the event of termination, and subsequent unenrolment, no refunds will be given. 

In the first instance, extensions should be requested at extensions@fitfutures.co.nz. 

Students who did not complete the course the first time they were enrolled with Fit Futures Academy can be re-enrolled. This can be done from one month after previously expiring, and no longer than two years from previously expiring. A student is re-enrolled into all modules not previously started, and previously started but incomplete modules. Course fees for a re-enrolling student will be based on a cost per module basis. The cost per module is determined by the current total fees of the course (online or part-time) they are re-enrolling into divided by the 13 modules of the course.

A student re-enrolling for the part-time class (regardless of whether they were online or part-time previously), must attend the part-time class from the beginning of the course and be aware they will be covering some course work previously covered.

Please note: the re-enrolled student will not be paying for any previously completed modules. The re-enrolling student must attend the part-time class from the beginning, and the timeframe to complete is the same as a new part-time student; 16 weeks of classes and [if not complete in that time] another three months [free] of online study.

The timeframe for a re-enrolling student to complete the online course is determined by the number of modules they have enrolled in, which is one month per module. E.g. three modules is three months, nine modules is nine months, etc.

There is a non-refundable administration fee of $495 for enrolment in any study option. This is a portion of, not in addition to, the course fees. The fee meets the costs associated with online access setup, web hosting, database management, access to and use of online materials regardless of whether the student opts to access and/or use materials, tutor allocation and initial support, the establishment of the payment arrangements and any subsequent manipulation of these arrangements due to course withdrawal. 

It is a requirement that a part-time student attends a minimum of 80% of all classes, lectures and additional course workshops (if applicable). All course dates, days and timeframes will be issued to the student prior to the course commencement date (as well as reiterated at the student induction day, onsite). 

Online and part-time students are required to do a Zoom assessment with their Tutor to comply with graduation requirements. This is the Module 13 workshop in the course materials. All students are required to attend a Zoom call with their tutor. There is no charge for the Zoom call. Students who fail the assessment are required to make a time with their tutor to be reassessed at a mutually agreed upon time.

Fit Futures Academy may at times offer optional workshops for online students. These workshops are not a part of the course material but are for students to gain additional resources and knowledge. They will be held in various places in New Zealand depending on student interest. There will be a fee of $50 for the optional workshop. 

Failure for a part-time student to complete the necessary course work, assessment or meet the 80% attendance benchmark during the allocated class times will result in the student being issued a ‘Not Yet Competent’ grade. The student will be re-enrolled in the online course, free of charge, for three months, to successfully complete the course. Should the student still not have successfully completed the course in this time, they can apply for an extension. 

All online courses are allocated one year (12 months) for completion. Failure to complete the course in this time will result in a ‘Not Yet Competent’ grade. Should the student not have successfully completed the course in this time, they can apply for an extension.

A course transfer (part-time class to online or vice versa) may be applied for by students that cannot continue their current studies.

Should a student need to transfer to a different Fit Futures Academy course, due to extenuating circumstances, this will be done at the discretion of Fit Futures Academy management. A decision will be made by considering the individual circumstance and whether or not there is a place in upcoming courses. If a transfer is successful, the student will incur a $150 administration and processing fee, and pay, or be refunded, any difference in course fees.

Additional charges or refunds will be calculated on cost-per-module (pro-rata) basis. If the difference in course fees is an increase, this will need to be paid upfront before beginning the new course. A student can only transfer once during their time at Fit Futures Academy.

Please note: a student may not transfer their course to another person. 

• Can be paid in full by debit or credit card over the phone to Fit Futures Academy
• Can be paid in full by completing and submitting an online direct debit (with Debitsuccess) form supplied by Fit Futures Academy
• Can be paid in full by direct credit/bank transfer following an invoice supplied by Fit Futures Academy
• Can be paid by a payment plan, by completing and submitting an online direct debit (with Debitsuccess) form supplied by Fit Futures Academy
• Can be paid by Q Card at management’s discretion

Students who choose a payment plan are responsible for having sufficient cleared funds in their nominated account.

Applications for payment suspensions must be made in writing to info@fitfutures.co.nz and will be assessed case by case and are at the discretion of Fit Futures Academy management. 

Should a student fall behind in their payments, to the extent that they are sent to debt collection, they will be suspended from the course until all their arrears are cleared and have resumed their correct payment terms. 

A full refund will be given if the part-time course is cancelled by Fit Futures Academy before formal classes commence. A student cannot apply for any form of reimbursement or refund if they have completed the course (attended college lectures) or completed online learning topics. Not wishing to complete all required assessments for achieving competence in the course is not grounds for a refund. 

Any student wanting to withdraw eight (8)+ days from the ‘start date’ of their course due to extenuating circumstances, and has provided comprehensive and satisfactory supporting documentation, may at management’s discretion, be refunded in full, less the administration fee and 10% of course fees. The amount of study attempted (or completed), and tutor support offered prior to application to withdraw, will be taken into consideration.

Withdrawal due to extenuating circumstances is intended to cover significant and unexpected circumstances that arise during the student’s study, such as: 

• Serious illness/accident, or severe psychological impairment
• Bereavement
• Significant circumstances involving the health or wellbeing of a family member who the student supports
• Service in the New Zealand Armed Forces
• Exceptional circumstances beyond the student’s control (e.g. natural disaster, the victim of significant crime, etc). 

The following would not be considered as extenuating circumstances for a refund: 

• Lack of time management
• Change in work hours or employment status
• Change in residence
• Temporary illness or medical issue
• Pregnancy
• Change in relationship
• Non-disclosure of a long-term medical condition at enrolment

Verifiable supporting documentation detailing the reason for withdrawing due to extenuating circumstances must be supplied. Examples of supporting documentation are as follows: 

• Medical certificate detailing the condition or accident that has been suffered and how it affects the student
• Generic terms such as ‘illness’ or ‘not fit for study’ will not be accepted
• Death certificate/notice with evidence of their connection to you
• Letter from police, lawyer or employer which details trauma experienced. 

The student ‘enrolment date’ for the part-time course is the date described in the ‘Cooling-off Period’ above (i.e. the date the student’s ‘debit success payment authority form, over phone credit/debit card payment, Q Card payment, or online payment (invoice)’ is completed).  

The ‘start date’ for the part-time course is the first day that formal classes begin. 

1. If a student withdraws from the part-time course after the ‘enrolment date’, and prior to the ‘start date’, they will be refunded any monies paid, less the administration fee
2. If a student withdraws from the part-time course one – seven (1 – 7) days from the ‘start date’, they will be refunded any monies paid, less the administration fee. This is regardless of class attendance or online course access
3. If a student withdraws from the part-time course eight (8)+ days after the ‘start date’, they will be responsible for full course fees. This is regardless of class attendance or online course access. 

The student ‘enrolment date’ for the online course is the date described in the ‘Cooling off Period’ above. This is also the ‘start date’ for the online course. 

If a student withdraws from the online course, regardless of course access, eight (8)+ days after the ‘start date’, they are responsible for full course fees. 

If a student wishes to apply to withdraw from their course, they must phone and email Fit Futures Academy on 0800 99 88 98 and info@fitfutures.co.nz. 

If a student withdraws from any study option (part-time or online) within seven (7) days of the date their ‘debit success payment authority form, over phone credit/debit card payment, Q Card payment, or online payment (invoice)’ is completed, all monies will be refunded, less the administration fee of $495.