To help you get the best out of Caversham Health Club, and to understand our responsibilities to you and your responsibilities to us, please read these terms and conditions.
1. Member Responsibilities
1.1. Every person who signs the membership application will be jointly and individually responsible under this agreement.
1.2. You must keep to the rules and regulations for using facilities.
1.3. Members must be 15+ to join. If under 16 a parent/ or guardian must supervise them at all times. Caversham Health Club ltd withholds the right to change or remove the offer at any time.
1.4. A health screening form (par-q)and liability form is required to be completed and signed before purchasing a membership and using the facilities.
1.5. Only Personal trainers employed by Caversham Health Club ltd are permitted to carry out or offer services such as personal training or 1-2-1 sessions with members within the facility. Only Instructors employed by Caversham Health Club Ltd are covered by the companies Insurance to carry out such service. Any member suspected/ or seen soliciting any of the above services to members within the facility will have their membership terminated and may face further legal action. If sufficient evidence is provided the member may face a fine, in order to reimburse the club of any potential loss of business or any other costs incurred. This is to ensure the exclusivity and quality of the personal training sessions carried out within the facility and the health and safety of our members.
2. Monthly Memberships
2.1. When Signing up to any of our monthly memberships you will be required to make an initial payment upfront, which may include any pro rate calculated for the month, along with any joining fee that is applicable.
2.2. Monthly memberships are then paid for on the 1st of every month by direct debit via go cardless. Any late or missing payments will result in your Membership being suspended until this is corrected, and a late payment fee may be incurred.
2.3. We calculate your membership in whole calendar months. This means that the following applies:
2.3.1. Anywhere in these terms and conditions where we ask you to give notice of one calendar month or more, if you give notice during a month, we will treat it as if we received it on the first day of the following month and the notice period will run from that day. The only exception to this is if you give us notice at the beginning of a month. This means that if we receive notice from you up to and including the fourth day of a month, we will treat it as if we received it on the first day of that month and the notice period will run from that day.
2.4. When you give notice, we will end your membership at the end of the month during which we receive your notice as long as you have met all other requirements associated with it.
2.5. If you want to give notice, it must be in writing.
2.6. We will confirm we have received your notice within 10 days of receiving it. If you do not receive this confirmation within 10 days, you must immediately let us know so we can check whether we have received it. Our contact details are on the website. If you fail to give notice and cancel your membership payment without notice and fail to respond to any communication from us you will be liable for the 1 month’s membership and a £50 admin charge.
2.7. From time to time, we will need to contact you about your membership, so it is important you let us know if your address, contact phone number or email address changes.
2.8. If we need to give notice to you:
2.8.1. It will be effective if we send it to the address or email address we have in the records we hold about you; and
2.8.2. if we give notice during a month, our notice period will run from the first day of the following month.
2.9. A member can upgrade a membership anytime if the applicable membership fees are paid, alternatively, the membership can be upgraded from the 1st of the following month. A member may downgrade their monthly membership at the end of the minimum period (30days) the membership downgrade will only be applied from the 1st of the following month and must be requested before the 20th of the month.
3. Discounted Prepaid Memberships
3.1. With this payment option, you commit to being a member for 12 full calendar months and to paying all your membership fees upfront along with any joining fees applicable, when you join or renew. In return you will receive a discount on your membership fee. We will endeavour to contact you near the end of the 12 calendar month period to let you know that your commitment period is coming to an end; and
3.1.1 If you commit for a further 12 full calendar months in exchange for a discount, the membership fee for the next 12 full calendar months may have changed. We will tell you this before you commit again; and
3.1.2. Under this payment option, during your 12-month commitment period you will not be able to downgrade to a lower level of membership, and you will not be able to cancel your membership during this period, but in exceptional circumstance you will be able to freeze your membership see section 5.6.
3.3. If you choose a particular payment option and decide to upgrade your membership, you must pay any extra fees which apply.
4. Ending Your Membership
4.1. We require one month’s written notice if you wish to end your membership. You must continue to pay your membership fees until your membership ends.
4.2. If you have given written notice on your monthly membership (see section 2.3.1-2.36) your membership will end at the end of your notice period.
4.3. You must not enter the premises to use the facilities once your membership has ended.
5. Freezing Your Membership
5.1. You may temporarily freeze your membership for reasons such as the following. We may require you to produce proof which is satisfactory to us of any of these reasons that you are relying on to freeze your membership.
5.1.2. Serious illness
5.1.3. Serious injury
5.2. As long as you obtain our prior written agreement, you may extend the period of any membership freeze. Freezing your membership is not the same as cancelling your membership – freezing is a temporary suspension, although during this time you will not be able to use the facilities. Cancellation is terminating your membership. To cancel your membership you must follow the procedure described in section 4.
5.3. If you want to freeze your membership, you can request us to do so in writing. For Monthly memberships as long as we receive your request on or before the 15th day of the month, we can apply this from the first of the following month. Memberships can be frozen for up to 3 months.
5.4. If we receive your request in accordance with section 5.3 and agree to freeze your membership, we will do so with effect from the first day of the following month. We cannot freeze it from an earlier date and will not refund any monthly fees paid before your membership was frozen.
5.5. When you request us to freeze your membership, you will need to tell us when you plan to resume your membership and return to the club, although your membership can start again before this date if you let the club know. We will automatically start your membership again, and start taking any direct debits, on the date you tell us you want your membership to resume.
5.6. We will not charge you membership fees while your membership is frozen, although a monthly fee of £10 is applicable. This will ensure if there is any price increase on memberships you will retain your membership rate. If you have chosen our discounted prepaid payment option, only in exceptional circumstances due to a medical problem (where we may require proof) will we will extend your membership period by the number of full calendar months your membership has been frozen for. If we increase our prices during the period when your membership is frozen, you will have to pay any new prices that apply to your membership type when your membership resumes.
5.7. If you have joint membership freezing your membership may result in changes to your payment arrangements, including losing some or all of any discount you and they receive. We will tell you about any changes when you ask to freeze your membership if this applies. To freeze a joint membership a monthly fee of £20 is applicable.
6. Our Rights to Terminate Your Membership
6.1. We will not tolerate our staff or other members being verbally abused or intimidated or being physically threatened. If we find this to be the case, we have the right to report you to the police, to ban you immediately and permanently and to cancel your entire membership.
6.2. We may also cancel your entire membership in the following circumstances:
6.2.1. If you break this membership agreement or the rules and you do not or cannot put it right within seven days of us writing to you about it;
6.2.2. If you use rude or abusive language or behaves or threatens to behave in a violent or aggressive way;
6.2.3. If we receive any complaint about your behaviour;
6.2.4. If we cancel your membership for any of the reasons in clauses 4.2.1 to 4.2.4 above, we have the right to keep a proportion of the money you have paid under this agreement to cover any reasonable costs we have had to pay. We will also not accept any future applications you make for membership;
6.2.5. If you do not pay your membership fee when it is due.
6.2.6. If we suspect you are in breach of section 1.5.
7. Changing Your Membership Fees and this Agreement
7.1. We may increase membership fees automatically each year by up to either 1% above the rate of inflation according to the Retail Prices Index or 3%, whichever is higher. If we do this, the new fees will come into force on 1 January each year.
7.2. If we plan to increase the membership fees by more than the higher of these amounts, we will make every reasonable effort to give you at least one month’s notice. We will give you notice of the change by writing to you and by displaying a sign on the noticeboard in the facilities.
7.3. As well as the increase described in 5.1 above, we have the right to increase membership fees at any time to take account of any increase in the rate of VAT. We will make every reasonable effort to give you one month’s notice of the increase (either in writing or by displaying a sign on the noticeboard in our facilities).
7.4. We may make reasonable changes to this agreement, to these terms and conditions in Part A and to the rules and regulations in Part B or displayed on the premises, at any time, as long as we give you notice before we make the changes.
7.5. We may transfer our rights or obligations (or both) under this agreement, or subcontract our obligations under it, to another organisation without giving you notice, and you will continue as a member. If the other organisation fails to provide the same (or equivalent) facilities and services we provided, you may end your membership by giving them notice in writing. Your membership will end on the last day of the month in which they receive your notice.
8. Making Changes to the Facilities, Services and Activities
8.1. If we decide to change the location of our facility or permanently close we will make every reasonable effort to provide at least three month’s notice.
8.2. We have the right to increase, reduce or withdraw certain facilities, services or activities either permanently or temporarily.
8.3. We will display the opening and closing times of the club at reception. Opening times may vary during Bank Holidays, we will inform you of any changes.
9.1. All Classes, In studio, online and on demand, unless specified, are included in all Unlimited memberships. Gym only memberships do not include classes but are available to members to purchase for £10 per class (only bookable via reception).
9.2. PAYG ONLINE Classes. A single ONLINE class drop in can be booked and paid for online with a 30 day expiry.
9.3. Buying a Block of 10 ONLINE Class passes (10-week expiry). You can purchase a block of 10 Classes online, or with reception. Blocks are per person; they cannot be shared. Blocks can only be extended in exceptional circumstances and at the club’s discretion. If you are unable to train due to illness, injury or other medical reasons, we are able to extend the expiry of blocks on receipt of a note from your doctor, consultant, Physio, midwife or other medical professional.
9.4. Video on demand Membership. Access to our video on demand library is included in all unlimited memberships. We also offer an online only membership that gives you access to any live online classes and our video on demand library of recorded classes.
9.5. Online Classes. During an online class the instructor will mute all participants upon commencement of the class, but do feel free to say hello and speak with your instructor when entering the online session. It is your choice whether you have your camera on or off, but we recommend, for you to get the best experience to have your camera on so your instructor can see you and give you any relevant feedback/if needed during the live class.
9.6. Taking Part in Classes / Sessions. When taking part in classes/sessions (online, in person or on demand) you do so at your own risk, please ensure you consult with your gp or the relevant health care professional if needed before taking part.
9.7. Class Bookings. We kindly ask that you book and reserve a place in specific class/classes in advance online or with reception, and if you need to cancel your space in the class, follow the procedure detailed in section 10 below. The Booking Window will open 7 days prior to the class after 12noon for unlimited members and 6 days in advance for gym only members and close 1 hour before the class takes place, however if you wish to book on within this 1 hour window please call/email us directly and we will book you on if there is availability. We also operate a waiting list system so, in the unfortunate event the class you would like to attend is full you be notified as soon as a space becomes available. We will continue to monitor class numbers and popularity, so we can put on additional classes if full capacity is reached.
10. Classes and Sessions
10.1. At least 1 hr hours’ notice is required if you wish to cancel your class reservation, which will allow anyone on the waiting list to be notified of a place. This can be done online or with reception. If you have pre paid PAYG ONLINE class pass you will have a credit to use on another class, with a 30 day expiry, providing you cancel at least 1 hour before, but unfortunately no refund will be given. To cancel please contact us using our main contact number or email address if the online option does not allow you to.
10.2. For personal training sessions please provide your trainer with no less than 24hrs notice for the cancellation of your session, in which you will be able to reschedule. Any notice less than 24hrs will result in the loss of your session, or for exceptional circumstances, at the discretion of your trainer, they may be rescheduled.
10.3. On the rare occasion that your Instructor cannot teach a class, we will organize another teacher to cover it. If there is no cover and you are using a PAYG ONLINE or ONLINE Block credit you will be issued a class credit to use for another class.
10.4. A Health questionnaire and our company waiver/liability form needs to be completed before signing up or attending any class and if needed we will contact you to discuss health conditions/injuries (if any) and the best class options.
10.5. All mats and fitness equipment are provided when participating in person, unless you want to bring your own mat. Online and on demand sessions sometimes require your own equipment. A comfortable mat or a towel is recommended for most online classes, and your instructor will advise you if you need any other equipment. We do sell a small variety of equipment contact us directly to arrange this.
11.1. If you have any questions or if you have any complaints, please contact us or speak to a member of the team or Club manager. You can contact us by emailing us at firstname.lastname@example.org. If you wish to contact us in writing, or if any clause in these terms requires you to give us notice in writing you can send this to us by email to Caversham Health Club ltd at email@example.com. We will confirm receipt of this by contacting you by email.
12.1. We do not accept liability for damage or loss to your property or a guest’s property that may happen on the premises or within the grounds, other than the liability which arises from our negligence or our failure to take reasonable care.
12.2. We do not accept liability for the injury or death of any member, child or guest that may happen on the premises or within the grounds, other than the liability which arises from our negligence or our failure to take reasonable care.
12.3. Nothing in these terms and conditions is meant to limit any rights you might have as a consumer.
13. Data Protection
Please note Caversham Health Club ltd reserve the right to change and update these T&C’s at anytime, please ensure you regularly check via the website or through the clubright booking software, before purchasing any service.