Vitality Fitness Tavistock – Terms & Conditions

Welcome to Vitality Fitness Tavistock (“VFT”). 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 Adult Membership

Membership is open to individuals aged 16 years and older who wish to use the gym independently.

1.2 Minor Membership

Individuals aged 15 may use the gym under the Minor Membership Plan during the following hours only:

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

Access for minors is strictly limited to these hours.

Our insurance coverage applies during staffed hours only.

Upon turning 16, members will automatically transfer to a student rolling direct debit membership.

1.3 Identification

Valid ID must be provided for student and senior memberships.

VFT reserves the right to request ID verification for anyone appearing under 16.

1.4 Emergency Contact Information

All members must provide a valid emergency contact at the time of sign-up.

Vitality Fitness Tavistock reserves the right to request updated contact details at any time.

It is the member’s responsibility to ensure this information remains accurate and up to date.

2. Personal Health and Medical Conditions

Members must ensure that they are medically fit to exercise.

Completion of the PAR-Q confirms personal responsibility for providing accurate health information and assessing suitability to exercise.

VFT may request further medical information or a doctor’s note where reasonably necessary.

Members should notify VFT of any relevant changes to their health that may affect safe use of the gym.

3. Membership Plans and Fees

3.1 Flexible Options

VFT offers:

pay-as-you-go memberships;
rolling direct debit memberships; and
fixed-term memberships.

3.2 Pay-As-You-Go

Pay-as-you-go plans are non-refundable and cannot be frozen, except where otherwise required by law.

3.3 Rolling Direct Debit

Rolling direct debit memberships require one month’s notice to cancel.

A final payment may still apply depending on the billing cycle and the date on which notice is received.

3.4 Fixed 3-Month Commitment

Fixed 3-month memberships automatically renew unless cancelled within the applicable cancellation window following the third payment.

Members should refer to their membership plan details for the exact cancellation period and renewal terms.

3.5 Discounts

Discounted memberships may be available for:

students;
minors; and
seniors.

Discounts are subject to appropriate ID verification.

3.6 Promotional Memberships

Promotional memberships may include non-refundable joining or sign-up fees.

Any promotional terms will be made clear at the time of purchase.

3.7 Membership Freeze Policy

Memberships may be frozen where the relevant plan allows this and any required minimum membership term has been completed.

The maximum freeze period is 3 months.

Members will not have access to the gym while their membership is frozen.

Freeze eligibility resumes after 6 months.

Pay-as-you-go plans cannot be frozen.

3.8 Membership Plan Changes

Members must provide at least 10 days’ written notice before their next payment date to request a membership plan change.

3.9 Payment Terms

Where a direct debit or other membership payment fails, access may be suspended until the outstanding payment is cleared.

VFT may contact the member regarding unpaid sums and may take reasonable steps to recover outstanding membership fees.

4. Access and Usage

4.1 Access Hours

Adult members have 24/7 access, subject to the terms of their membership and any temporary closure or restriction.

Minor members do not have 24/7 access and are restricted to the hours stated in Section 1.2.

4.2 Entry and Exit

Members must scan in and out using their own valid membership credentials.

4.3 Sharing Access Credentials

Membership numbers, QR codes, login details and other access credentials must not be shared with another person.

4.4 Unauthorised Access

Members must not knowingly or negligently facilitate access to the gym for any individual who does not have their own valid membership or pass.

Each person entering the gym must use their own valid access credentials and comply with VFT’s entry requirements.

Members must not:

share membership numbers, QR codes or login credentials;
deliberately allow another person to enter using their access;
hold or open an access-controlled entrance for an unauthorised person where it is reasonably apparent that the individual does not have valid access; or
otherwise assist another person to bypass VFT’s access-control procedures.

VFT recognises that another person entering or leaving close behind a member does not, by itself, establish that the member knowingly facilitated unauthorised access.

Where suspected unauthorised access occurs, VFT may investigate the circumstances before determining whether a breach has taken place.

The investigation may include reviewing relevant:

membership records;
attendance records;
door-entry records;
access-control information;
staff observations;
incident reports; and
where reasonably necessary, CCTV footage.

Members will normally be given an opportunity to provide relevant information or explain the circumstances before disciplinary action is taken, unless immediate action is reasonably necessary for safety, security or safeguarding reasons.

Where, following investigation, VFT reasonably determines that a member knowingly or negligently facilitated unauthorised access, the matter may be dealt with under Section 16.

4.4.1 Charges for Unauthorised Access

Where, following reasonable investigation, VFT determines that a member knowingly or negligently facilitated unauthorised access, VFT reserves the right to apply the following charges:

First breach: £25 charge and formal warning
Second breach: £35 charge and final warning
Third breach: £50 charge and membership may be terminated in accordance with Section 16

Any charge will only be applied where VFT reasonably considers that the member was responsible for the unauthorised access.

The circumstances of each incident will be considered before a charge or disciplinary sanction is imposed.

4.5 Lost or Stolen Access Credentials

Members must report lost, stolen or compromised access credentials as soon as reasonably practicable.

Failure to report compromised credentials may result in access being suspended while VFT investigates any associated security concerns.

4.6 Unstaffed Hours and CCTV

During unstaffed hours, no on-site supervision is provided.

Members must follow all gym safety procedures and use the facility responsibly.

In an emergency, members should contact the emergency services where appropriate.

CCTV operates in and around relevant areas of the premises for purposes including:

safety;
security;
access management;
investigation of incidents;
investigation of complaints; and
investigation of suspected breaches of gym rules or membership terms.

CCTV is not used for continuous tracking of individual members as part of their normal gym use.

Where there is a specific and legitimate reason, such as:

a security concern;
suspected unauthorised entry;
an accident;
an incident;
a complaint;
suspected theft or criminal activity;
property damage; or
an alleged breach of gym rules,

relevant CCTV footage may be reviewed.

Further information about CCTV and the processing of personal data is set out in VFT’s Privacy Policy.

4.7 Profile Photograph Requirement

All members must upload and maintain a clear, recent headshot profile photograph on their membership account.

The photograph must:

clearly show the member’s full face;
contain no filters or digital alterations;
include no other individuals; and
not obscure the face with hats, sunglasses or coverings, unless worn for religious or medical reasons.

This requirement is in place for:

membership administration;
identity verification;
access verification;
health and safety;
safeguarding; and
security.

VFT reserves the right to request a new photograph or suspend access until a compliant image is provided.

VFT does not currently use members’ profile photographs for automated facial recognition or biometric identification.

Further information about how profile photographs and other personal data are processed is available in VFT’s Privacy Policy.

5. Induction Training

Induction training is mandatory for members aged 16 and under where required by VFT.

Members must follow all instructions provided during induction.

6. Safety and Familiarity

Members must follow all safety procedures and instructions.

Members are responsible for familiarising themselves with:

gym equipment;
emergency procedures;
safety notices;
gym rules; and
the VFT Safety Pack.

Members must not use equipment in a way that is unsafe, reckless or contrary to instructions.

7. Gym Etiquette

Members must comply with VFT’s Gym Etiquette rules and any reasonable instructions given by staff.

The Gym Etiquette page forms part of the standards expected of all members.

8. Guest Policy

Guests must purchase a valid pass before entering the gym.

Members must not permit non-members to enter without valid access.

Unauthorised access includes:

tailgating where knowingly or negligently facilitated;
credential sharing;
use of another member’s access;
bringing in a non-member without a valid pass; or
bypassing access-control procedures.

Breaches may result in action under Sections 4 and 16.

9. Conduct and Safety

Members must behave respectfully and safely at all times.

Aggression, harassment, discrimination, threatening behaviour or conduct that places another person at risk may result in disciplinary action or termination.

9.4 Behaviour Outside the Premises

Online or off-site behaviour may be treated as a breach where it has a genuine and material impact on:

VFT safety;
safeguarding;
staff or member welfare;
the operation of the gym; or
VFT’s legitimate business interests.

Any action taken will consider the seriousness and relevance of the conduct.

9.5 Equipment Damage

Members may be held responsible for damage caused by deliberate misuse, reckless behaviour or negligence.

Normal wear and tear will not be treated as member damage.

10. Cancellation and Notice

Rolling memberships require one month’s notice to cancel unless a different period is clearly stated in the relevant membership plan.

Cancellation requests should be made in writing using the method specified by VFT.

Any statutory cancellation rights available to a consumer are not affected by these terms.

11. Classes

Where a class has limited spaces, late cancellations or non-attendance may incur a £5 fee where this has been communicated in advance.

VFT may waive a fee where it considers there are reasonable exceptional circumstances.

12. Liability

Members use the gym and its facilities responsibly and at their own risk in relation to the ordinary risks associated with exercise and physical activity.

Nothing in these Terms & Conditions excludes or limits liability where it would be unlawful to do so.

In particular, VFT does not exclude liability for death or personal injury caused by its negligence.

Members remain responsible for:

using equipment appropriately;
following safety instructions;
exercising within their own capabilities;
seeking medical advice where appropriate; and
reporting unsafe equipment or hazards.

12.3 Lockers and Personal Belongings

Personal belongings are brought onto the premises at the member’s own risk.

VFT is not responsible for loss, theft or damage unless liability arises as a matter of law.

Members should secure belongings appropriately and avoid bringing unnecessary valuables to the gym.

12.4 Service Interruptions

VFT will not be responsible for temporary interruption to services caused by circumstances outside its reasonable control, including:

equipment failure;
emergency maintenance;
utility failure;
safety incidents;
legal restrictions; or
other unexpected events.

Nothing in this clause affects rights that members may have under applicable consumer law.

12.5 Temporary Closure for Development

VFT may temporarily close the gym for refurbishment, upgrades, maintenance or development works for up to ten days in a calendar year where reasonably necessary.

VFT will aim to provide reasonable notice of planned closures where possible.

No refund, credit or extension will normally be provided for short planned closure periods, except where required by applicable law or where VFT determines that a credit or extension is appropriate.

13. Amendments

VFT may update these Terms & Conditions where reasonably necessary to reflect:

changes to services;
operational changes;
safety requirements;
legal or regulatory requirements;
changes to membership systems; or
changes to gym rules.

Where a change is material, VFT will take reasonable steps to notify affected members.

Where a material change significantly disadvantages a member, any applicable contractual or statutory cancellation rights will remain unaffected.

14. Data Protection, Privacy and CCTV

VFT processes personal data in accordance with applicable UK data-protection legislation.

Personal data processed by VFT may include:

membership information;
contact details;
payment information;
health information where provided;
attendance data;
access-control information;
profile photographs;
communications;
incident records;
complaint records;
audit records; and
CCTV footage.

VFT may use membership records, access-control information and CCTV for purposes including:

providing and managing access to the premises;
safety and security;
investigating unauthorised access;
investigating accidents or incidents;
responding to complaints;
investigating suspected breaches of membership terms or gym rules; and
protecting members, staff, visitors and property.

Where reasonably necessary to investigate a particular incident, VFT may review relevant information from more than one source.

For example, CCTV footage may be reviewed alongside:

membership records;
attendance data;
door-entry data;
access-control records;
staff observations;
incident reports; and
audit records.

This may be used to establish the circumstances surrounding a particular access, security, safety or conduct issue.

The fact that another person enters or leaves the gym close to a member will not, by itself, be treated as conclusive evidence that the member facilitated that person’s access.

CCTV footage is normally retained for 60 days, after which it will ordinarily be overwritten or securely deleted.

Relevant footage may be retained for longer where reasonably necessary in connection with:

an incident;
a complaint;
an investigation;
a Subject Access Request;
a legal matter;
an insurance matter; or
a law-enforcement request.

VFT does not currently use facial-recognition technology or biometric identification through its CCTV systems.

Further information about how VFT collects, uses, stores, shares and protects personal data is contained in the VFT Privacy Policy.

15. Governing Law

These Terms & Conditions are governed by the laws of England and Wales.

Nothing in these terms affects any statutory rights available to a consumer under applicable law.

16. Disciplinary and Breach Policy

16.1 General Warning Process

For less serious breaches, VFT will normally follow the following process:

First breach: formal warning
Second breach: final warning, suspension or termination depending on the circumstances

The seriousness of the conduct and any previous breaches may be taken into account.

16.2 Serious Breaches

Serious breaches may result in immediate suspension or termination without following the normal warning process.

Examples may include:

deliberate or serious unauthorised access;
sharing access credentials;
serious safeguarding breaches;
possession or use of illegal substances;
alcohol-related conduct creating a safety risk;
smoking or vaping inside the premises;
aggression;
harassment;
discrimination;
serious threatening behaviour;
deliberate damage to equipment or property;
theft;
deliberate misuse of safety systems; or
behaviour that places another person at significant risk.

This list is not exhaustive.

16.3 Suspension Pending Investigation

Membership may be temporarily suspended while VFT investigates an alleged serious breach where suspension is reasonably necessary for:

safety;
safeguarding;
security;
protection of members;
protection of staff; or
protection of the business.

An allegation will not automatically be treated as proof that a breach has occurred.

Where reasonably practicable, VFT will:

review the relevant information;
consider any available access-control records;
consider relevant CCTV or other evidence;
consider staff or witness information;
give the member an opportunity to explain the circumstances; and
make a decision based on the information reasonably available.

Any disciplinary action will take account of:

the seriousness of the conduct;
the available evidence;
any explanation provided by the member;
previous relevant breaches; and
the potential impact on safety, security and other members.

16.4 Management Discretion

VFT may bypass the usual warning process where the seriousness of the conduct reasonably justifies immediate suspension or termination.

Any decision will be based on the circumstances and information reasonably available and will not be made solely on an unverified allegation.

16.5 Re-Application

A person whose membership has been terminated does not have an automatic right to rejoin VFT.

Any future membership application may be accepted or refused at VFT’s reasonable discretion.

17. Complaints and Disputes

Members who wish to raise a complaint about:

their membership;
a disciplinary decision;
access;
payments;
staff conduct;
privacy; or
another aspect of VFT’s services

should contact:

Vitality Fitness Tavistock Ltd
Pixon Lane, Tavistock, Devon, PL19 9AZ
Email: hello@vitalityfitnesstavistock.com
Telephone: 01822 366335

VFT will aim to consider complaints fairly and respond within a reasonable timeframe.

Complaints concerning the processing of personal data will be handled in accordance with VFT’s Privacy Policy and applicable UK data-protection law.

Vitality Fitness Tavistock Terms & Conditions