Last reviewed: 16/Oct/2020
These following terms & conditions refer to the QFit Gym CIC and all services and facilities offered. For updates in relation to the current COVID situation please see section 11
1. HOW TO CONTACT US
1.1 Registered address: John Willie Sams Centre, Market St, Dudley, Newcastle upon Tyne, NE23 7HS
1.2 Contact email address: email@example.com
1.3 Contact number: (0191) 2500 166
1.4 Direct Debit payment enquiries should be directed to Ashbourne Service
Please also see section 11 below in relation to special COVID amendments
2.1 Membership packages have a minimum once month contract
2.2 Where a discounted fixed term package is purchased, you agree your membership contract will apply for the full term duration
2.3 Membership fees are paid in advance
2.4 It is the customers responsibility to ensure they have an active membership in place when using the facility or any of our services
2.5 The QFit Gym membership swipe system will alert customers when signing in to the last week of their membership
2.6 All customers who sign up for a Direct Debit agree to a minimum of three payments, this will take the form of the initial first monmths fee paid upfront plus two mandated payments
2.7 Members must sign in at the start of each session and present proof of membership when asked.
2.8 All users must conduct themselves in a manner which does not cause disruption or have a negative impact upon other users.
2.9 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.
5.3 Should ill health dictate you are unable attend for a period of 14 days or more, you must inform us in writing stating your circumstances. We reserve the right to suspend a membership or session booking as a credit until you return
6.1 The QFit Gym reserves the right to review monthly memberships and class fees based upon business requirements.
6.2 Where a monthly membership fee 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.
8. REFUNDS & CANCELLATIONS
8.1 To cancel a Direct Debit renewal the customer must contact Ashbourne Services direct about their payments and provide a minimum of 21 days notice
8.2 To request a refund for a monthly package, customers must do so in writing, by post or email and within seven days (7) from the date of purchase
8.8 No refund shall be offereed once the package has been activated or used to access the facility or a service
9. SERVICES AND CLASSES
9.1 All gym sessions and activities may be purchased or booked online at the customers discretion
9.2 All customers using the online service have the ability to renew memberships, apply discounts and cancel an online booking using their online account, the link provided in the confirmation email or by calling the facility on 0191 2500166.
10.1 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
11. COVID AMENDMENTS
The following amendments are dated 16 October 2020 and apply to any forced closure of the QFit Gym or where further restrictions imposed are outside of the control of the QFit Gym
11.1 Where the UK Government, North Tyneside Council, or regional authority state that we must fully close the facility all active memberships with a period of 7 (seven) days balance or more remaining shall be frozen and placed into a Grace period
11.2 The Grace period duration shall only reflect the period remaining on an individual membership package from the date of official closure
11.3 Any automated payments, such as Direct Debits due within the first 14 days of closure may still be requested through the payment system, this is outside of our control and no refunds can be offered under these circumstances.
11.4 Ashbourne services shall contact all DD customers via email where deemed necessary with any options as agreed with the QFit Gym. These options may include but are not restricted to;
- 11.4a Continuation of payment
- 11.4b One month 50% reduction the following month
- 11.4c Freeze membership for duration of closure
11.5 The QFit Gym will not guarantee any memberships outside of the Grace period
11.6 The QFit Gym will offer a credit to customers who have made a payment in advance for a single gym session or class that falls within any closure period. A full refund will only be provided where this is requested in writing (email or letter)
11.7 The QFit Gym will not freeze or refund any membership where an individual is required to self-isolate and the facility remains open
Where we are notified of two or more cases of a confirmed positive test result, we shall follow the protocol as published by the Public Health England North East Health Protect Team. Please be aware we are not permitted to disclose any identities, nor shall we contact any customers direct, unless told to do so by NHS Track and Trace. The contact details of every customer who may be at risk will be made available to T&T should they request it. Any customer who is then subsequently asked to isolate must do so.
The QFit Gym has 4 members of staff. In the circumstances where 2 members of staff are told to isolate for the same period, we reserve the right to review our opening hours at very short notice and we will accept no liability or offer any grace periods where the facility remains open.
Should 3 or more members of staff be required to isolate the facility will be forced to close for a specified period, this will then trigger the Grace Period above and memberships shall be frozen with immediate effect.