Last reviewed: 14/Feb/2020
These Terms & Conditions refer to facilities, services and products supplied and provided by The QFit Gym CIC.
1. HOW TO CONTACT US
1.1 Registered address is The QFit Gym, John Willie Sams Centre, Market St, Dudley, Newcastle upon Tyne, NE23 7HS
1.2 Contact email address is firstname.lastname@example.org
1.3 Contact number is (0191) 2500 166
1.4 Direct Debit payment enquiries should be directed to Ashbourne Service
2. MEMBERSHIP FEES & RENEWALS
2.1 All memberships have a minimum term of up to 31 days, this duration will vary where multiple month discounts are applied
2.2 Membership fees may be paid by cash, Credit/Debit Card or via Direct Debit and are processed with no additional charge to all customers.
2.3 The QFit Gym will allocate an appropriate renewal date to all customers who pay in person using cash or card. The renewal dates for these customers shall be the 10th or 24th day of the following month. A renewal schedule is clearly displayed in the gym office and noticeboards.
2.4 Customers who renew via Direct debit will be allocated the nearest renewal date in association with the first payment received. Four dates are available via DD (1, 9, 17 or 24) day each month
2.5 The minimum period for DD customers is three-months, there is one initial immediate payment plus a minimum of two DD renewal payments required.
2.6 Members must sign / swipe in at the start of each session and present proof of membership when asked.
2.7 All users must conduct themselves in a manner which does not cause disruption or have a negative impact upon other users.
2.8 We reserve the right to cancel a membership and/or suspend any person who is deemed to be in breach of these terms and conditions.
All complaints will be dealt with in strict confidence and in a timely manner
3.1 Please report concerns verbally to a member of staff as soon as possible, if you feel unable to do so, or do not get satisfaction, please contact the Business Manager using the contact details at the top
3.2 We will acknowledge you communication within 48hrs in writing
3.3 Written complaints must be submitted within 7 days on any incident.
3.4 You must include full contact details, these however will not be made public or shared with third parties without consent.
3.5 We will endeavour to respond to your complaint within 14 days of receipt
3.6 We are a not-for-profit community interest company and all complaints will be dealt with by two or more independent members of the committee.
3.7 Please be aware that we have a lawful obligation where any complaint raises concern involving any criminal, sexual or safeguarding concerns, that we inform the relevant authorities in all cases.
3.8 All enquiries and/or complaints about Direct Debit payments must be directed to Ashbourne Services
4.1 All customers are responsible for the correct and safe usage of all our facilities and equipment.
4.2 The QFit Gym will not be liable for any accident, indirect or consequential loss, damage, costs, expenses, theft or damage to property, whether arising under contract, or otherwise.
5.1 All customers access our facilities in good faith and represent that he/she is in good health and is not knowingly incapable of engaging in either active or passive exercise.
5.2 By attendance and/or use, customers and members further warrant that such exercise or involvement would not be detrimental to their health, safety, comfort, well-being or physical condition.
6.1 The QFit Gym reserves the right to review monthly memberships and class fees based upon business requirements.
6.2 Where a price increase is applied, we shall aim to provide a minimum 32 (thirty-two) days-notice through our on-site notice boards, web and media channels where practical.
6.3 Exisiting customers will have no redress should any promotions be offered for the same package or membership
7.1 The QFit Gym may wish to take photographs of activities and class participation for marketing purposes, please inform the member of staff on site if you do not wish to be included.
7.2 No person under the age of 16 shall be named on any material without explicit prior written consent from their parent/guardian.
7.3 All imagery used for marketing is copyright to The QFit Gym and no reimbursement or payment shall be made or owned to the customer.
CANCELLATIONS AND REFUNDS
8. DIRECT DEBIT MEMBERS
8.1 To cancel a Direct Debit renewal the customer must contact Ashbourne Services direct about their payments
8.2 It is the customers responsibility to stop a payment
8.3 No refunds shall be offered once a DD payment has been processed or the 30-days notice has not been followed.
8.4 The QFit Gym have no authority to cancel a DD on a customer’s behalf
9. CASH/CARD PAYING MEMBERSHIPS
9.1 All memberships are a maximum of 31-day contracts unless the customer makes a multiple month advance payment as part of an offer
9.2 Once a membership has been purchased, it becomes active on the first visit & access to our facilities.
9.3 There are no refunds available to any membership once the facility has been accessed with an active card.
9.4 Customers have seven days (7) from the date of purchase to cancel a membership, refunds shall only be offered where the membership has not been activated
9.5 A refund request must be made in writing – letter or email only – within 7 days of purchase
10 SERVICES AND CLASSES
10.1 Any activity paid for in advance, such as exercise classes, massage therapies, personal training sessions or holiday/sports days and camps may be cancelled up to 24 (twenty-four) hours in advance of the activity
10.2 Where advance notice has been provided, a credit-note or re-booking may be available
10.3 Block bookings will only expire after the final session, therefore we shall only offer a credit roll over for any sessions cancelled in advance
10.4 Any session cancelled on the day of booking or where a customer fails to show will be forfeit and rescheduling shall not be available.
10.4 Where a block booking is cancelled and a refund requested, you must do so in writing and prior to the first session booked in to take place.
10.5 Once a block booking has commenced – no refunds are available (see 10.6 below)
10.6 Should illness or personal circumstances make a block booking unusable within four months of purchase, you must inform us within 35 days of the purchase date. You will be required to provide supporting evidence. A full refund will not be available after the 35 day period.
11.1 This agreement shall be construed in accordance with the laws of England and Wales the Courts of England and Wales shall have exclusive jurisdiction in relation to any matters arising out of this Agreement.