TERMS AND CONDITIONS

General Studio Rules

MEMBERSHIP AND FEE

Members must be at least 18 years of age. Membership payments shall be payable monthly in advance, although Members may prepay all of their membership subscriptions for the following 12 months in a lump sum payment. Payments of monthly instalments can only be made by Direct Debit from a UK bank account with a recurring transaction agreement. Monthly instalments are payable on the original purchase date, while additional charges i.e. water, clothing, other accessories purchased at the studio will be charged to the date with credit card provided as on file, unless different payment method is requested. Members must give notice to the Studio of any change of postal or email address. Failing such notice, all communications shall be presumed to have been received within 5 days of the postmarked date. All membership fees are reviewed annually usually on the 1st January, members will be notified of any changes by post or email by giving one full calendar months’ notice. The Company reserves the right to refuse an application from any applicant for any reason. Membership is non-transferable and non-refundable, unless there is written agreement to the contrary. If any monthly fees or charges incurred are not paid when they fall due, the company reserves the right to temporarily refuse the member access to the studio until such time as full payment has been made. The studio reserves the right to refer any missed payments to a debt collection agency and will charge you a fee, in respect of failed subscription payments and/or collection letters sent to you in respect of unpaid amounts.

PER-BOOKING & CHECKING-IN FOR THE CLASS

Members must book-in for a class and are advised to do so in advance to secure a space. On arrival, members must check-in with Front Desk Staff. If member fails to check-in with Front Desk Staff they may be marked as ‘no-show’ and may liable to pay penalty fee.

WAITING LIST

When a class is full, you will be able to book onto a class waiting list. If a place becomes available, you will be sent an email and a text to say you have been moved into the class, with request to confirm your attendance (if you move from the waiting list into a class and you are no longer able to attend, you will not generate a no-show or late cancellation).

CLASS CANCELLATION POLICY

If you change your mind, cancellation is available up until 12 hours before the start of the class. Later notification will be classified as late cancel / no-show and you may be liable to pay penalty fee. Penalty fee is a full credit charge.

This policy maximises the potential number of class slots available to members.

NO-SHOWS AND LATE CANCELS

You will be charged a credit if you don’t show up or cancel your class with less than 12hrs notice. However, you are able to re-schedule your booking for the later/earlier class within the same day.

DEFINE Black Card Unlimited membership holders are allowed 3 no-shows/late cancels per billing month. Exceeding this allowance will lead to pay penalty fee per cancelled/missed class. Penalty fee is a full credit charge. Black card member is able to re-schedule within the same day to avoid ‘no show/late cancel’ charge.

DEFINE Weekender Membership holders are allowed 1 no-show/late cancel per month. Member is able to re-schedule within the same day to avoid ‘no show/late cancel’ charge.

LATE ARRIVALS

Clients will be denied access to the class if they are more than 5 minutes late and will be marked as ‘late cancel’.

This policy is in place to ensure your safety (warm-up is critical part of the workout) and other participants experience.

BUDDY CREDITS

From time to time, monthly rolling membership holders may be entitled to receive a Buddy Credit (you will always be notified by email). Buddy Credit may be used to invite a friend, family or colleague to a class with you. ‘Buddy’ must be accompanied by the member. ‘Buddy’ is allowed to come-in only once to try-out the class. Same person will not be allowed more than once. If you wish to use your Buddy Credit, email studio@define.london with your friend’s full name, email address and telephone number and the class you wish to attend and we will book them in.

Members that joined before 1st January 2019 are entitled to 2 buddy credits a month.

PT CANCELLATION

PT bookings must be cancelled 12hrs before the session if unable to attend. Unfortunately, if cancelled with less than 12hrs notice, we will charge 50% of the booking price.

Please be aware that all Personal Training sessions are non-transferable and will expire exactly 6months from the date of purchase.

LOCKERS

Lockers may be available for use by members and clients whilst they are at the studio, subject to availability. Members/clients must ensure that the contents of the daily lockers are removed at the end of their visit. The studio reserves the right to open lockers without the member’s/client’s permission or presence. All bags must be kept in lockers and should not be taken into the fitness areas. The Company reserves the right to remove the contents from any locker, which has not been emptied after the visit. Property cleared from lockers, or left on the premises, shall be donated to charity after 1 month.
ONLINE WORKOUT VIDEOS

Access to online workout videos will expiry 30 days from date of purchase. Studio will not accept liability for for any client’s broken furniture from use during the online workouts.

LIABILITY

Studio will not accept liability for any damage or loss to a Member’s or client’s personal property brought into the Studio premises. All activities and treatments are taken at the Member’s or client’s own risk. Neither the Studio, the Company nor their servants and agents shall be liable for personal injury sustained by Members or clients whilst on the Studio’s premises, except in so far as it can be proven that this relates to the wilful act, neglect or default of the Company or the Studio or any servants or agents. Members or clients who suffer an accident or injury on the Studio premises must report the accident or injury and the circumstances in which it occurred to the Studio Manager immediately following the accident or injury. Studio will not accept liability for for any client’s broken furniture from use during the online workouts.

MEMBER’S HEALTH AND SAFETY WARRANTY

Members and clients must warrant and represent that they are in good physical condition and capable of engaging in exercise and notify a member of the fitness team immediately in order that Member/client notes and their programme can be updated or medical clearance obtained. If through injury or other reason, such as pregnancy, this is not the case, they must consult a doctor before engaging in exercise and that he/she knows of no medical or other reason why he/she is not able to engage in active or passive exercise and that such exercise would not be detrimental to his/her health, safety, comfort or physical condition. The Member/Client shall not use Studio facilities whilst suffering from any infectious or contagious illness, disease or other ailment or whilst suffering from a physical ailment such as open cuts, abrasions, open sores or minor infections where there is a risk that such use may be detrimental to the health, safety, comfort or physical condition of other Members and Clients. We recommend that before using the club you familiarise yourself with the fire exits and emergency routes in case of evacuation. Please note that employees are NOT required to “seek & search” the building. Therefore, it is the responsibility of each individual to follow the relevant instructions.

DATA PROTECTION

Your data privacy and security are important to us. Please refer to our Privacy Notice which explains how we collect, store and handle your personal data.

CANCELLATION AND FREEZE OF MEMBERSHIP

Monthly membership cancellations must be received before or by your billing date, however cannot be submitted in the same month as joining. A full calendar month’s payment is required which means a minimum of one month and a maximum of 2 months final payment will be necessary depending on the date the cancellation form is received. Requests for cancellation must be made on a cancellation form available at the studio or can be emailed to you. You will receive an email confirmation within 3 working days – until you receive this email the cancellation will not be valid. Verbal instructions to cancel a membership cannot be accepted, all requests must be in writing. Memberships can only be cancelled if subscription collection is active. Monthly fees and/or prepaid fees are not refundable.

Request to freeze must be made on a freeze form available at the studio or can be emailed to you. We require 3 days’ notice and the minimum time for freezing is one month, maximum 3 per year. Members cannot apply to cancel while their membership is frozen. Freeze fee of £30 will be applied per frozen month.

You can request to freeze on medical grounds free of charge. Freeze application form must be filled and suitable notice must be provided. The membership can be suspended for maximum of 6 months free of charge. The decision to accept or reject an application from a member to suspend their membership is at the sole discretion of the Studio Manager.

CCTV

Closed circuit cameras operate throughout the Studio except in the changing areas. Any unlawful activity within the Studio may be reviewed for possible legal action.

STANDARD COMPLAINTS PROCEDURE

Members and Clients are encouraged to make any comment or complaint to any staff member or email studio@define.london. Should a member or client wish to discuss any issue in person they can also request to speak to the manager.

GENERAL

The Company may assign the benefit of the Membership Agreement to a third party at any time without notice to the Member. A person who is not party to the Membership Agreement has no rights under the Contracts (Rights of Third Parties) Act 1999 to rely upon or enforce any term of the Membership Agreement. The Company may communicate with the Members via electronic mail (“email”) and/or by SMS. By providing an email address or mobile telephone number to the Company, the Member consents to receiving email and/or SMS communications from the Company, including notices pursuant to these terms and conditions. The Member also accepts that email and/or SMS may not be a secure and confidential means of communication. The Company will not be liable for any loss or damage suffered as a result of communicating with a Member by email and/or SMS. The Company may communicate with the Members via a newsletter, notice boards and through content on the Company’s website.

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