Cancellation & Refund Policy

Your first 3 active clients are free forever — not a trial. Past that, the subscription is $2 per active client per month with a $29/mo minimum, capped at $149/mo per coach (the cap is reached at 78 active clients; an organization with several coaches can reach it more than once). Gyms and companies also pay a $99/mo organization fee ($99 per location for gyms).

The subscription renews automatically every month until you cancel. Because it's metered on your active client count, the amount can change from month to month. An “active client” means a client with an active relationship who has actually used the app in the last 30 days — a dormant client doesn't count toward your bill. You can see your current count and what you'll be charged at any time in Account → Billing.

Go to Account → Billing and choose Manage subscription. It takes the same number of steps to cancel as it did to subscribe, and you never have to email us or call anyone to do it.

Cancellation takes effect at the end of your current billing period. You keep access to paid features until that date. We don't prorate or refund the unused portion of a period you've already paid for, except where the law requires it or where one of the cases below applies.

If your account crosses the free threshold because your active client count went past 3, you'll see the amount before it's billed. You can cancel, or bring your active client count back down, before the billing date to avoid the charge.

If you think you were charged in error, email support@coachvana.com within 30 days of the charge. We'll review it, and we refund confirmed billing errors in full. That includes being metered for clients who weren't actually active.

We'll tell you before a price change takes effect, with enough notice to cancel first if you don't want to continue. A price change never applies retroactively to a period you've already paid for.

Add-on subscriptions (such as white-label) follow the same monthly cancellation rule. One-time setup fees are charged once, on the first invoice that includes them, and are non-refundable once the setup work has been delivered.

Payments between you and your coach, or between you and your clients, are not covered here. Those are handled directly between the two of you — see the Terms of Service. CoachVana takes 0% commission on them and is not the merchant of record.

Anything unclear, or you want a cancellation confirmed in writing: support@coachvana.com.