Virtual Programs Policy

Trinity Veda Wellness LLC
Effective Date: August 9, 2026

Trinity Veda Wellness LLC offers certain classes, workshops, consultations, educational programs, and wellness services through virtual platforms.

This Virtual Programs Policy explains the expectations, responsibilities, privacy considerations, safety requirements, technology requirements, and participation standards that apply to virtual services.

This policy applies to adults, parents or guardians, youth participants, and other individuals participating in online Trinity Veda Wellness offerings.

1. Types of Virtual Programs

Virtual offerings may include:

  • Yoga classes

  • Private yoga sessions

  • Ayurveda and wellness education

  • Educational consultations

  • Workshops

  • Multi-week programs

  • Youth programs

  • Tween and teen programs

  • Family wellness education

  • Mindfulness education

  • Lifestyle education

  • Educational presentations

  • Group discussions

  • Other online wellness or educational services

Specific requirements may vary according to the individual program.

2. Educational Nature of Services

Virtual programs provided by Trinity Veda Wellness are intended for educational and general wellness purposes.

They are not substitutes for:

  • Medical care

  • Medical diagnosis

  • Medical treatment

  • Mental health treatment

  • Physical therapy

  • Occupational therapy

  • Emergency services

  • Other licensed healthcare services

Participants should review the Trinity Veda Wellness Educational Disclaimer for additional information concerning the scope of services.

3. Virtual Platforms

Trinity Veda Wellness may use third-party technology platforms to provide virtual services.

These may include:

  • Zoom

  • Practice Better

  • Video-conferencing platforms

  • Scheduling platforms

  • Payment platforms

  • Educational platforms

  • Other technology providers

Use of a third-party platform may also be subject to that provider's own terms, privacy policies, security practices, and technical requirements.

Trinity Veda Wellness does not control every feature or technical function of independent third-party platforms.

4. Technology Requirements

Participants are responsible for maintaining technology reasonably necessary to participate in virtual services.

This may include:

  • Reliable internet access

  • A compatible computer, tablet, or mobile device

  • Working speakers or headphones

  • A functioning microphone when participation requires it

  • A functioning camera when required for safe instruction

  • Current software or applications

  • Adequate battery power or electrical access

  • Sufficient internet bandwidth

Participants should test their equipment before the scheduled session when possible.

5. Internet and Technology Problems

Trinity Veda Wellness cannot guarantee uninterrupted internet connectivity or flawless operation of third-party platforms.

Technology interruptions may occur because of:

  • Internet outages

  • Device failures

  • Software issues

  • Platform outages

  • Power failures

  • Audio or video problems

  • Browser incompatibility

  • Third-party service disruptions

If a participant experiences a technology problem on their own device or internet connection, the scheduled service may not automatically qualify for a refund.

If Trinity Veda Wellness is unable to provide the service because of a technology failure on our side or a significant platform failure, an appropriate rescheduling, credit, or refund option may be offered in accordance with the applicable Cancellation & Refund Policy.

6. Joining Virtual Sessions

Participants should join the designated virtual session using the link or instructions provided during registration.

Meeting links, passwords, and access information are intended only for registered participants unless Trinity Veda Wellness expressly authorizes sharing.

Participants should not publicly post or distribute:

  • Meeting links

  • Access codes

  • Passwords

  • Private registration links

  • Other confidential access information

Unauthorized individuals may be removed from a virtual session.

7. Participant Identity

Trinity Veda Wellness may request that participants identify themselves when joining a session.

Participants should not knowingly impersonate another individual or use another person's registration without authorization.

For youth programs, the name associated with the registration should reasonably identify the participating child or family when requested.

8. Cameras

Camera requirements may vary depending upon the service.

For movement-based services such as yoga, participants may be asked to keep the camera on when visual observation is reasonably necessary for instruction or safety.

For educational lectures or discussions, camera use may be optional unless otherwise disclosed.

Trinity Veda Wellness may make reasonable accommodations regarding camera use when appropriate.

Participants should notify Trinity Veda Wellness in advance if camera use presents an accessibility, privacy, sensory, or technical concern.

9. Microphones

Participants may be asked to mute microphones when not speaking to reduce background noise.

Microphones may be used for:

  • Questions

  • Group discussion

  • Instructional feedback

  • Safety communication

  • Participation in educational activities

Participants should avoid disruptive background conversations, music, television, or other noise when reasonably possible.

10. Appropriate Virtual Environment

Participants are responsible for choosing an appropriate environment for virtual participation.

The environment should be:

  • Reasonably private

  • Safe

  • Free of unnecessary hazards

  • Appropriate for the activity

  • Large enough for movement when participating in yoga or exercise

  • Free from distractions when reasonably possible

Participants should not join virtual programs while driving or performing another activity that makes safe participation difficult.

11. Physical Space for Yoga and Movement

Participants engaging in yoga or movement should create enough space to move safely.

Before beginning, participants should consider removing:

  • Furniture within the movement area

  • Loose rugs

  • Electrical cords

  • Breakable objects

  • Toys

  • Pets when they create a tripping hazard

  • Other obstacles

The floor should provide a reasonably stable surface.

Participants are responsible for determining whether their physical environment is appropriate for movement.

12. Equipment

Program descriptions may identify required or optional equipment.

Examples may include:

  • Yoga mat

  • Yoga blocks

  • Strap

  • Blanket

  • Chair

  • Bolster

  • Water bottle

  • Notebook

  • Educational materials

Participants are responsible for ensuring that personal equipment is in reasonable condition and suitable for use.

Household substitutes should only be used when they are stable and appropriate for the intended activity.

13. Physical Safety

Virtual instruction limits the instructor's ability to assess a participant's environment and physical condition.

Participants are responsible for:

  • Working within their abilities

  • Following safety instructions

  • Avoiding movements that cause pain

  • Using modifications when appropriate

  • Stopping an activity when necessary

  • Seeking medical guidance when appropriate

Participants should stop physical activity if they experience:

  • Sharp or unusual pain

  • Severe dizziness

  • Faintness

  • Chest pain

  • Significant shortness of breath

  • Sudden weakness

  • Other concerning symptoms

Virtual yoga instruction is not emergency medical monitoring.

14. Existing Health Conditions

Participants with health concerns, injuries, recent surgery, pregnancy, physical limitations, or other conditions affecting movement should seek appropriate professional medical guidance regarding participation when needed.

Trinity Veda Wellness does not determine medical fitness for virtual participation through the public website.

Relevant participation information may be requested during registration or intake.

15. Emergency Situations

Trinity Veda Wellness cannot physically respond to an emergency occurring in a participant's home or other remote location.

Participants are responsible for having access to appropriate local emergency assistance.

Do not rely upon the instructor or virtual platform for emergency medical or mental health response.

If an emergency occurs during a session, Trinity Veda Wellness may instruct the participant or another person present to contact local emergency services when appropriate.

16. Privacy During Virtual Sessions

Participants should understand that virtual participation takes place through electronic communications technology.

Although reasonable precautions may be used, no internet-based communication system can be guaranteed to be completely private or secure.

Participants are encouraged to:

  • Join from a private location when appropriate

  • Use headphones when confidentiality is important

  • Avoid displaying sensitive information on camera

  • Protect meeting links and passwords

  • Use secure internet connections when reasonably possible

  • Avoid discussing highly sensitive information in group settings

17. Group Privacy

Participants in group virtual programs must respect the privacy of other participants.

Information shared by another participant during a group session should not be:

  • Recorded without permission

  • Posted publicly

  • Shared on social media

  • Repeated outside the group in a way that identifies the participant

  • Used for commercial purposes

Trinity Veda Wellness encourages respectful confidentiality within group programs but cannot guarantee that every participant will comply with confidentiality expectations.

18. Recording by Participants

Participants may not record, photograph, screen-record, livestream, screenshot, or otherwise capture a Trinity Veda Wellness virtual session without prior authorization.

This restriction protects:

  • Participant privacy

  • Youth privacy

  • Instructor privacy

  • Copyrighted educational content

  • Program materials

  • Confidential discussions

Unauthorized recording may result in removal from the session or program.

19. Recording by Trinity Veda Wellness

Trinity Veda Wellness will not assume that registration automatically authorizes recording of a participant.

If Trinity Veda Wellness plans to record a session in which participants may be identifiable, appropriate notice and authorization will be provided when required.

Some educational presentations may be recorded in a format designed to minimize participant identification.

Specific recording terms will be disclosed when applicable.

20. Youth Virtual Programs

Youth virtual programs require appropriate parent or guardian involvement.

A parent or guardian is responsible for:

  • Completing registration

  • Providing required consent

  • Ensuring the child joins the correct session

  • Providing an appropriate space

  • Monitoring technology access

  • Following supervision requirements

  • Protecting meeting credentials

  • Ensuring that program rules are followed

The level of active adult supervision may depend upon the child's age, maturity, program type, and individual needs.

21. Parent or Guardian Availability

For youth virtual programs, Trinity Veda Wellness may require a parent or responsible adult to remain:

  • In the room

  • Within hearing distance

  • In the home

  • Immediately reachable by phone or other communication

depending upon the participant's age and the nature of the program.

Program-specific expectations will be communicated during registration.

22. One-to-One Virtual Sessions With Minors

Individual virtual sessions involving minors may have additional safeguards.

These may include:

  • Prior parent or guardian consent

  • Parent availability

  • Parent visibility at the beginning or end of the session

  • Use of approved communication platforms

  • Limits on private messaging

  • Additional documentation

Trinity Veda Wellness seeks to maintain professional boundaries in all communications and interactions with minors.

23. Youth Privacy

Parents and guardians should help youth participants protect their privacy online.

Participants should avoid displaying:

  • Home addresses

  • School information

  • Personal documents

  • Private family information

  • Other sensitive information

during virtual sessions.

Youth participants should not exchange personal contact information with other participants without parent or guardian approval.

24. Youth Recording Restrictions

Youth participants and parents may not record or screenshot other minors during a virtual Trinity Veda Wellness program without authorization.

Images or recordings involving minors should not be posted on social media without appropriate permission.

25. Appropriate Conduct

Participants are expected to maintain respectful conduct during virtual programs.

Participants should not:

  • Harass others

  • Use threatening language

  • Bully other participants

  • Display inappropriate content

  • Use discriminatory or abusive language

  • Intentionally disrupt instruction

  • Share unauthorized meeting links

  • Record participants without permission

  • Engage in behavior that creates a safety concern

Trinity Veda Wellness may mute, remove, suspend, or discontinue participation when reasonably necessary.

26. Appropriate Clothing

Participants should wear clothing appropriate for the virtual activity.

For yoga or movement classes, clothing should allow safe movement.

Youth participants should participate in age-appropriate attire suitable for an educational class environment.

27. Backgrounds and Visible Environment

Participants should use a reasonably appropriate background.

Virtual backgrounds may be used when supported by the platform and when they do not interfere with instruction.

Participants should avoid displaying:

  • Explicit material

  • Offensive imagery

  • Confidential documents

  • Personally sensitive information

in the visible camera area.

28. Pets and Other Household Members

Participants should consider whether pets, children, household members, visitors, or other distractions could interfere with safe participation.

When participating in physical movement, pets and other individuals should remain outside the immediate movement space when they create a safety risk.

Participants should also consider the privacy of household members who may appear on camera or be heard during a session.

29. Communication Outside Sessions

Administrative communication may occur through approved methods such as:

  • Practice Better

  • Email when applicable

  • Scheduling systems

  • Website contact forms

  • Other designated business communication methods

Participants should avoid sending sensitive health information through unsecured or public communication channels.

Youth administrative communications should generally include the parent or guardian.

30. Chat Features

Virtual programs may include text chat functions.

Participants should use chat appropriately and only for legitimate program-related purposes.

Participants should not use chat to:

  • Harass others

  • Exchange inappropriate content

  • Share confidential information

  • Send unsolicited commercial messages

  • Privately contact minors inappropriately

  • Disrupt instruction

Private chat functions may be limited or disabled in youth programs.

31. Breakout Rooms

Some virtual educational programs may use breakout rooms.

When breakout rooms are used, participants remain subject to the same conduct, privacy, and recording rules that apply to the main session.

Youth breakout-room use may be limited or structured according to age and program needs.

32. Digital Educational Materials

Participants may receive electronic materials such as:

  • Worksheets

  • Guides

  • Handouts

  • Presentations

  • Yoga sequences

  • Educational PDFs

  • Program resources

  • Recordings when specifically authorized

These materials are generally intended for the registered participant's personal educational use.

They may not be reproduced, sold, distributed, uploaded, or used commercially without permission.

The Trinity Veda Wellness Copyright Notice and Terms & Conditions apply to virtual educational materials.

33. Accessibility

Trinity Veda Wellness seeks to make virtual programs reasonably accessible.

Participants may contact Trinity Veda Wellness in advance regarding accessibility needs involving:

  • Captions

  • Written materials

  • Visual instructions

  • Audio access

  • Movement modifications

  • Sensory considerations

  • Other participation barriers

The availability of a specific accommodation may depend upon the platform, program, timing, and nature of the request.

34. Captions and Transcripts

When reasonably practicable, Trinity Veda Wellness may use captioning or provide written materials for certain virtual educational programs.

Automatically generated captions may contain errors.

Participants who require a particular accessibility format should contact Trinity Veda Wellness in advance when possible.

35. Attendance

Participants are responsible for joining virtual sessions on time.

A participant who joins late may miss important:

  • Safety instructions

  • Orientation

  • Educational information

  • Warm-up activities

For movement-based programs, a participant who arrives substantially late may be asked to observe rather than participate when joining immediately would create a safety concern.

36. Missed Sessions

Failure to attend a virtual program does not automatically entitle the participant to:

  • A refund

  • A recording

  • A make-up session

  • Individual instruction

  • Replacement materials

Missed sessions are governed by the applicable Cancellation & Refund Policy and program-specific registration terms.

37. Session Recordings as Make-Up Material

A recording will not automatically be provided when a participant misses a session.

Recordings may only be available when:

  • Trinity Veda Wellness has elected to record the program

  • Appropriate permissions have been obtained

  • Privacy considerations allow distribution

  • The specific program includes recording access

38. Cancellation and Rescheduling

Virtual services are subject to the Trinity Veda Wellness Cancellation & Refund Policy.

Unless different terms are disclosed, cancellations or rescheduling requests should generally be made at least 48 hours before the scheduled service.

Program-specific policies may apply.

39. Cancellation by Trinity Veda Wellness

If Trinity Veda Wellness must cancel a virtual session because of illness, emergency, technology failure, platform outage, or another circumstance, participants may be offered:

  • A rescheduled session

  • A replacement class

  • An account credit

  • A refund

depending upon the circumstances and applicable policy.

40. Virtual Program Changes

Trinity Veda Wellness may reasonably change:

  • Virtual platforms

  • Meeting links

  • Session times

  • Instructors

  • Educational content

  • Session format

  • Technology requirements

when necessary.

Participants will be notified of material changes when reasonably possible.

41. Class Size

Virtual classes may have enrollment limits to support:

  • Safety

  • Interaction

  • Instruction

  • Youth supervision

  • Program quality

Registration may close once capacity has been reached.

42. Digital Security

Participants should use reasonable precautions to protect access to virtual services.

Recommended practices include:

  • Using unique passwords

  • Keeping meeting links private

  • Updating software

  • Using secure networks

  • Avoiding public posting of access credentials

  • Logging out of shared devices

Trinity Veda Wellness may change access information when a meeting link or password has been compromised.

43. Unauthorized Access

Attempting to enter a private virtual program without authorization is prohibited.

Trinity Veda Wellness may remove unauthorized individuals and take reasonable steps to protect program security.

44. Participant Responsibility

By participating virtually, individuals acknowledge that they are responsible for:

  • Their physical environment

  • Their technology

  • Their internet connection

  • Appropriate equipment

  • Following safety instructions

  • Protecting meeting access information

  • Respecting participant privacy

  • Complying with program rules

  • Seeking appropriate medical guidance when necessary

45. No Guarantee of Results

Participation in a virtual Trinity Veda Wellness program does not guarantee specific:

  • Health outcomes

  • Fitness outcomes

  • Educational outcomes

  • Emotional outcomes

  • Stress reduction

  • Flexibility improvement

  • Strength improvement

  • Lifestyle changes

  • Other individual results

Individual results and experiences vary.

46. Arizona ESA Virtual Programs

Certain virtual educational programs may be eligible for payment through the Arizona Empowerment Scholarship Account program when they satisfy applicable requirements.

The fact that a program is virtual does not by itself determine ESA eligibility.

Parents and guardians remain responsible for reviewing applicable Arizona ESA requirements.

Trinity Veda Wellness does not guarantee:

  • ESA approval

  • ClassWallet approval

  • Reimbursement

  • Approval of a particular service or expense

ESA transactions remain subject to applicable Arizona Department of Education and ClassWallet requirements.

47. Relationship to Other Policies

This Virtual Programs Policy should be read together with applicable Trinity Veda Wellness documents, including:

  • Privacy Policy

  • Terms & Conditions

  • Educational Disclaimer

  • Cancellation & Refund Policy

  • Accessibility Statement

  • Youth Programs Policy

  • Copyright Notice

  • Liability Waiver

  • Virtual Participation Consent

  • Parent/Guardian Consent

  • Program-specific agreements

When a particular service includes more specific terms, those terms will also apply.

48. Changes to This Policy

Trinity Veda Wellness may update this Virtual Programs Policy as technology, services, safety practices, legal requirements, or program structures change.

The effective date displayed at the beginning of this policy identifies the current version.

49. Questions

Questions regarding virtual program requirements may be submitted to:

Trinity Veda Wellness LLC

Please use the Contact form available on the Trinity Veda Wellness website.

Registered clients or participants should use the designated secure communication platform for sensitive or participant-specific information whenever available.