Vitality Fitness Tavistock - Terms and Conditions
Effective Date: 9th October 2024
Welcome to Vitality Fitness Tavistock! By signing up for a membership or pass plan, you agree to abide by the following terms and conditions. Please read them carefully.
1. Membership Eligibility
1.1 Membership is open to individuals aged 16 years and older who wish to use the gym independently.
1.2 Individuals aged 15 may use the gym with a parental guardian and under the minor membership plan of gym usage during the following hours:
• Monday to Friday: 15:30 - 19:30 (last entry 19:00; gym vacated by 19:45)
• Saturday & Sunday: 10:00 - 18:30 (last entry 18:00; gym vacated by 18:45)
Once the user turns 16, they will automatically transfer to a student rolling direct debit membership. We do not permit access for 15-year-olds under parental supervision outside of these hours. Our insurance coverage only applies during staffed hours.
1.3 All members must provide valid identification at the time of sign-up if joining under a student or senior plan. A valid student ID is required for student discounts, and identification is required for senior plans. VFT reserves the right to request ID verification for anyone who appears to be under the age of 16.
2. Personal Health and Medical Conditions
2.1 Members must ensure they are in a fit and healthy condition to use the gym. This includes disclosing any existing health conditions, injuries, or concerns, including pregnancy, that may affect their ability to participate.
2.2 By signing the Physical Activity Readiness Questionnaire (ParQ), members acknowledge responsibility for their health and fitness levels.
2.3 The club reserves the right to request a doctor’s note if any concerns arise from the ParQ.
3. Membership Plans and Fees
3.1 Flexible Membership Options
We offer a range of flexible plans to suit your lifestyle, including pay-as-you-go, rolling direct debits, and fixed-term contracts.
3.2 Pay-As-You-Go Plans
Pay-as-you-go memberships, including 1-month, weekly, and day passes, are non-refundable and cannot be frozen once purchased.
3.3 Rolling Direct Debit Plans
These plans require one month’s notice for cancellation. Depending on your notice date, a final payment may still be collected if it aligns with the next collection cycle. This final payment is non-refundable. To avoid additional charges, we recommend notifying us at least six days before your collection date.
3.4 Fixed 3-Month Commitment Plans
After three payments, you’ll have a 25-day window to switch or cancel your membership. If we do not hear from you, your plan will automatically renew for another 3 months.
3.5 Membership Discounts
Discounts are available for students, minors, and seniors. All membership fees are non-refundable and subject to change with notice.
3.6 Pre-Sale and Black Friday Memberships
Our no-contract Pre-Sale and Black Friday plans include a non-refundable £15 sign-up fee. Plans activate on 14th December 2024.
3.7 Membership Freeze Policy
We understand life sometimes requires a pause—whether for health reasons, travel, or a break. That’s why we allow you to freeze your membership for up to three (3) months, minimum of four weeks.
Eligibility to Freeze:
• Fixed 3-Month Commitment Plans: Must complete the full three-month term before freezing.
• Rolling Direct Debit Plans: Eligible to freeze after completing at least three full monthly payments.
Freeze Conditions:
• Memberships may be frozen for a maximum of three months at a time.
• During the freeze, no fees are charged, and gym access is paused.
• If you cancel after the freeze, you must pay one final monthly bill before cancellation is processed.
• After resuming, you must wait six months before being eligible to freeze again.
Important Notes:
• 1-Month, Weekly, and Day Passes cannot be frozen and are non-refundable.
• Email hello@vitalityfitnesstavistock.com at least ten business days before your next payment date to request a freeze.
This flexible option is designed to support short-term changes without cancelling your plan.
3.8 Membership Plan Changes
If a member wishes to change their current membership plan (for example, switching from one rolling plan to another, or from a fixed plan to a different type), they must provide at least ten (10) days’ notice before their next scheduled payment date.
• If notice is given at least 10 days in advance, the new plan will take effect from the next payment.
• If notice is given within 10 days of the upcoming payment, the change will take effect from the following payment cycle.
All change requests must be submitted in writing via email to hello@vitalityfitnesstavistock.com.
4. Access and Usage
4.1 Members have 24/7 gym access. Minors do not have 24/7 access.
4.2 Use your membership number to sign in/out.
4.3 Do not share your membership number.
4.4 Unauthorised access may result in cancellation.
5. Induction Training
5.1 Induction is optional for adults but recommended.
5.2 Induction is mandatory for members aged 16 and under.
5.3 Induction bookings can be made via phone or email. Resources are also available via app and in-gym guides.
6. Safety and Familiarity
6.1 All members must read the gym’s Safety Pack.
6.2 Members are responsible for understanding and following safety protocols.
7. Gym Etiquette
7.1 Respect the equipment, staff, and other members.
7.2 Breaches of etiquette may result in a ban. Full etiquette guidelines are posted in the gym and app.
8. Guest Policy
8.1 Guests must buy a valid pass online before entering.
8.2 All guests must sign in/out.
8.3 Violations may result in suspension or cancellation of the member's account.
Unauthorised Access
Members must not bring non-members into the gym without a valid online day pass or membership for that individual.
Violations will result in:
• First Offence: Account frozen. £25 fine per unauthorised person.
• Second Offence: Account frozen again. £35 fine.
• Third Offence: £50 fine and immediate ban from The Zone Callington.
9. Conduct and Safety
9.1 Respectful and courteous behaviour is expected at all times.
9.2 Aggression, harassment, or discrimination will result in termination.
9.3 Members must follow all gym and equipment policies.
10. Cancellation and Notice
10.1 Pay-as-you-go Plans: No cancellation needed. Plans end automatically.
10.2 Rolling Direct Debits: One month's notice via email is required. Notify us 6 days before your collection date to avoid additional charges.
10.3 3-Month Fixed Plans: Cancel or switch after the third payment during the 25-day window.
10.4 All plans auto-renew unless cancelled (excluding PAYG).
10.5 Membership Plan Changes: As outlined in section 3.8, changes to membership types require at least 10 days’ written notice before the next payment cycle.
11. Classes
11.1 Classes are included in memberships.
11.2 Cancel classes via email. Do not message trainers directly.
11.3 Late cancellations (within 24 hours) or no-shows will be charged £5 per class.
12. Liability
12.1 We are not responsible for injuries or lost/stolen property.
12.2 Members should consult a physician before beginning exercise, especially if pregnant or with pre-existing conditions.
13. Amendments
13.1 We reserve the right to amend these terms at any time. Members will be notified of significant changes.
14. Governing Law
14.1 These terms are governed by and interpreted under applicable laws.
3.9 Payment Terms
If your direct debit payment fails collection, the amount will be considered overdue until successfully collected again. During this time, your access QR code will not activate, and entry to the gym will be temporarily suspended until the overdue amount is paid.
If your payment fails to collect, please contact the customer support team immediately to arrange payment and reinstate access.
4.5 Unstaffed Hours
During unstaffed hours, members are responsible for their own safety and conduct. CCTV monitoring is in place, but staff assistance may not be immediately available.
In case of emergency, members should use the emergency alarm system or contact emergency services directly.
9.4 Equipment Use and Damage
Members must use all equipment as instructed. Any damage caused by misuse, negligence, or intentional acts may result in the member being held liable for repair or replacement costs.
14. Data Protection and Privacy
Vitality Fitness Tavistock collects and processes personal data in accordance with UK data protection laws (GDPR).
• Member data is used solely for managing memberships, payments, and communication.
• CCTV is in operation for safety and security purposes.
• Members may request access to or deletion of their data at any time by contacting hello@vitalityfitnesstavistock.com.
15. Governing Law
These terms are governed by and interpreted under applicable laws.