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Pro Gym Fitness
Terms & Conditions



# PRO GYM FITNESS - TERMS AND CONDITIONS **Effective Date: January 2026** --- ## 1. MEMBERSHIP TYPES AND ACCESS HOURS ### 1.1 Standard Membership (18+ years) - **Access:** 24 hours / 7 days a week - **Payment Options:** Direct Debit (monthly rolling or 12-month contract), Annual payment ### 1.2 Student Membership (Under 18 years) - **Access:** 7 days a week, 09:00 to 18:00 only - **Payment:** Direct Debit only (in parent/guardian's name) - **Requirements:** - Written parental/guardian consent mandatory - Valid student ID required - Members under 18 MUST vacate the premises by 18:00 - Members under 18 may only remain after 18:00 if accompanied by their parent/guardian who is also a Pro Gym Fitness member ### 1.3 Access Times All access times are subject to variation for operational reasons, maintenance, or emergency situations. Members will be notified of any changes with reasonable notice. --- ## 2. HEALTH, SAFETY AND LIABILITY ### 2.1 Pre-Existing Conditions - You must disclose any pre-existing medical conditions, injuries, or health concerns that may affect your ability to exercise safely during the sign-up process - You are required to inform Pro Gym Fitness immediately if you sustain any injury or develop any medical condition after joining that may affect your training - Failure to disclose relevant health information may result in membership suspension or termination ### 2.2 Medical Clearance - If you have any doubts about your fitness to exercise, you must obtain medical clearance from your GP before commencing training - Pro Gym Fitness reserves the right to request medical clearance if staff have concerns about your ability to train safely ### 2.3 Gym Induction - All new members are offered a gym induction to ensure safe and proper use of equipment - We strongly recommend undertaking this induction - If unsure how to use any equipment, you must ask a member of staff before use - Visual equipment inspection is required before each use - Any faulty or damaged equipment must be reported immediately and must not be used ### 2.4 Liability Waiver - You use Pro Gym Fitness facilities entirely at your own risk - Pro Gym Fitness, its owners, and staff accept no liability for any injury, loss, or damage sustained on the premises except where caused by our proven negligence - You are responsible for ensuring you exercise within your physical capabilities - Pro Gym Fitness is not liable for any health complications arising from failure to disclose pre-existing conditions ### 2.5 Insurance - Pro Gym Fitness maintains public liability insurance - Members are advised to maintain their own personal accident and health insurance - Pro Gym Fitness is not responsible for personal belongings. Lockers are provided but items stored are at your own risk --- ## 3. GUEST POLICY AND UNAUTHORIZED ACCESS ### 3.1 Membership is Personal and Non-Transferable - Your membership number/fob is for your personal use only - You may NOT allow family members, friends, or any other person to use your membership or access the gym using your credentials ### 3.2 Guest Visitors - Guests are NOT permitted unless prior written permission has been granted by Pro Gym Fitness management - Any member found allowing unauthorized persons to access the gym will face: - **First offense:** Written warning - **Second offense:** 30-day membership suspension - **Third offense:** Immediate termination of membership without refund ### 3.3 Access Control - If your membership number/fob is used by anyone else with your knowledge or consent, your membership will be suspended or cancelled at our sole discretion - Replacement fobs are available for a fee of £10 --- ## 4. GYM ETIQUETTE AND FACILITY USE ### 4.1 Equipment Care - MANDATORY All members MUST follow these rules. Failure to comply will result in disciplinary action: - **Weights and equipment MUST be returned to their proper location after use** - **All machines and benches MUST be wiped down after use** - **Do not drop weights** - treat equipment with respect - **Collars, clips, and accessories must be returned to designated areas** ### 4.2 Progressive Warning System for Equipment Violations - **First verbal warning:** Staff reminder of gym rules - **Second verbal warning:** Formal written warning placed on file - **Third violation:** 7-day membership suspension - **Fourth violation:** 30-day membership suspension - **Fifth violation:** Immediate membership termination without refund ### 4.3 Dress Code - Appropriate gym clothing must be worn at all times - **Clean trainers are MANDATORY** - outdoor shoes, boots, or dirty footwear are prohibited - Failure to comply with the clean footwear policy may result in immediate suspension ### 4.4 Prohibited Behavior The following are strictly forbidden and may result in immediate membership termination: - Training under the influence of alcohol, drugs, or medication that impairs safety - Smoking or vaping anywhere on the premises (including e-cigarettes) - Consuming food or chewing gum in the gym area or during classes - Aggressive, threatening, or disrespectful behavior toward staff or members - Theft or vandalism of gym property - Unauthorized photography or video recording of other members without consent ### 4.5 Personal Training - Only Pro Gym Fitness authorized Personal Trainers are permitted to train members on the premises - Members may not bring external personal trainers into the facility --- ## 5. MEMBERSHIP PAYMENTS AND CONTRACTS ### 5.1 Payment Administration All Direct Debit memberships are administered by a third-party payment processor on behalf of Pro Gym Fitness. ### 5.2 Direct Debit Membership Options **Rolling Monthly Contract (3-month minimum commitment):** - Payments collected monthly by Direct Debit - After the initial 3-month minimum period, the contract continues on a rolling monthly basis - To cancel after the minimum period: 30 days written notice required to Pro Gym Fitness - Cancellation takes effect at the end of the 30-day notice period - DO NOT cancel your Direct Debit with your bank - you must notify Pro Gym Fitness in writing first **12-Month Direct Debit Contract:** - 12 monthly payments collected by Direct Debit - Contract becomes rolling monthly after the 12th payment - To cancel after 12 months: 30 days written notice required to Pro Gym Fitness - Early cancellation only permitted under exceptional circumstances (see Section 5.6) ### 5.3 Annual Membership (Pay in Full) - Full payment in advance for 12 months access - **No refunds** for unused portions of the membership period - No exceptions unless due to proven negligence or breach by Pro Gym Fitness - **Annual memberships are NOT eligible for membership freeze** ### 5.4 Failed Payments - If any Direct Debit payment fails or is returned unpaid, your membership will be automatically suspended - Access will not be restored until all outstanding payments are made in full - An administration fee of **£15** will be charged for each failed payment - Repeated payment failures may result in membership termination and debt collection proceedings ### 5.5 Membership Suspension for Non-Payment - If payments are more than 30 days overdue, the debt may be passed to a third-party collection agency - You will be liable for all reasonable collection costs including tracing fees if you change address without notification ### 5.6 Exceptional Cancellation Circumstances Your contract may be cancelled before the minimum term expires ONLY in the following circumstances, with appropriate written proof: **Relocation:** - Permanent move to a new address more than 15 miles from Pro Gym Fitness - Proof required: utility bill or bank statement showing new address **Long-term Illness or Injury:** - Illness, injury, or medical condition preventing exercise for 3+ months - Proof required: written statement from GP or qualified medical practitioner **Redundancy:** - Proof of redundancy from your employer - Proof required: official redundancy letter **Pregnancy:** - Proof required: maternity certificate (MAT B1) or letter from midwife/GP **Important:** Cancellation will NOT be processed until appropriate proof is received in writing or via email by Pro Gym Fitness. ### 5.7 Membership Transfer - You may transfer your membership to another person with Pro Gym Fitness approval - The new member must pay a joining fee and accept responsibility for any remaining minimum payments - Transfer fee: £25 administration charge ### 5.8 Automatic Renewal - After completing your minimum contract period, payments will continue automatically on a monthly rolling basis - Your membership rate may be adjusted with 30 days written notice - To stop automatic renewal: give 30 days written notice to Pro Gym Fitness, then cancel your Direct Debit with your bank ### 5.9 MEMBERSHIP FREEZE #### 5.9.1 Freeze Policy Members may request to temporarily freeze their Direct Debit membership under the following conditions: **Freeze Duration:** - Minimum freeze period: 30 days - Maximum freeze period: 60 days - Maximum freeze requests per year: 2 **Notice Period:** - Members must request freeze at least **14 days in advance** of the intended freeze start date - Due to Direct Debit processing schedules, immediate freeze requests may not always be possible - We will accommodate freeze requests as quickly as the Direct Debit system allows **Cost:** - Membership freeze is FREE - no administration fee **Payment During Freeze:** - Direct Debit payments are suspended during the freeze period - Your membership will be extended by the length of the freeze period - Example: If you freeze for 30 days, your membership end date moves forward by 30 days #### 5.9.2 How to Request a Freeze To request a membership freeze: 1. Email progymlaunceston@gmail.com with "Membership Freeze Request" in the subject line 2. Include your full name, membership number, and requested freeze dates (start and end) 3. Provide at least 14 days notice before your intended freeze start date 4. You will receive confirmation once your freeze has been processed #### 5.9.3 Freeze Restrictions - **Annual memberships (paid in full) are NOT eligible for freeze** - Freeze cannot be backdated - it must be requested in advance - Access to gym facilities is suspended during freeze period - Class bookings will be cancelled during freeze period - Freeze dates cannot be changed once confirmed without Pro Gym Fitness approval - Members within their initial 3-month minimum commitment period may still request freeze, but the minimum commitment period will be extended accordingly #### 5.9.4 Reactivation - Your membership will automatically reactivate on the freeze end date - Direct Debit payments will resume automatically - You will receive notification 3 days before reactivation - If you wish to cancel your membership after a freeze, you must still provide 30 days written notice as per standard cancellation terms --- ## 6. CLASSES AND BOOKABLE ACTIVITIES ### 6.1 Class Booking Rules - Bookings can be made up to 24 hours in advance - You must register your attendance at reception upon arrival - Only members with up-to-date payments may book classes ### 6.2 Cancellation Policy - Class cancellations must be made at least **4 hours before** the scheduled start time - Late cancellations (within 4 hours) or no-shows will be charged - Persistent no-shows may result in restriction of booking privileges ### 6.3 Class Participation - Entrance may be refused if you arrive after the warm-up is completed - Inform the instructor before class if you have injuries, illness, or are a beginner - Class schedules and instructors are subject to change without notice --- ## 7. UNDER 18 MEMBERS - ADDITIONAL REQUIREMENTS ### 7.1 Parental Consent - All members under 18 must have written parental/guardian consent - The membership agreement must be signed by a parent/guardian - Direct Debit payments must be set up in the parent/guardian's name ### 7.2 Access Restrictions for Under 18s - Members under 18 MUST leave the premises by 18:00 (6pm) - **Exception:** Under 18s may remain after 18:00 ONLY if accompanied by their parent/guardian who is also a current Pro Gym Fitness member - Unaccompanied minors found on premises after 18:00 will have their membership immediately suspended ### 7.3 Supervision Responsibility - Pro Gym Fitness staff are not responsible for supervising members under 18 - Parents/guardians are responsible for ensuring their child follows all gym rules and safety procedures --- ## 8. GENERAL TERMS ### 8.1 Member Responsibilities - Keep your personal details (address, phone, email, emergency contact) up to date via the member portal - Notify Pro Gym Fitness immediately of any change of address - Familiarize yourself with emergency exits, fire procedures, and safety notices - Report any accidents, injuries, or safety concerns immediately to staff ### 8.2 Parking - Parking is available on a first-come, first-served basis - Maximum parking duration: 3 hours - Pro Gym Fitness is not responsible for vehicles or contents left in the car park ### 8.3 Security and Monitoring - The premises are monitored by CCTV 24/7 for security and safety purposes - By becoming a member, you consent to CCTV recording - Footage may be shared with law enforcement if required ### 8.4 Photography and Mobile Phone Policy - Personal photography/video of other members without consent is strictly prohibited - Mobile phone use in changing areas is prohibited - Professional photography by Pro Gym Fitness may occur for promotional purposes - inform staff if you do not wish to be photographed ### 8.5 Rule Changes - Pro Gym Fitness reserves the right to amend these Terms and Conditions with reasonable notice to members - Continued use of the facility after notification of changes constitutes acceptance ### 8.6 Complaints Procedure If you have a complaint: 1. Speak to a member of staff or the gym manager 2. If unresolved, submit a written complaint via email to progymlaunceston@gmail.com 3. We will respond within 14 days ### 8.7 Termination by Pro Gym Fitness Pro Gym Fitness may terminate your membership immediately without refund if you: - Breach these Terms and Conditions - Engage in criminal activity on the premises - Behave in a threatening, aggressive, or abusive manner - Repeatedly violate gym etiquette rules despite warnings --- ## 9. DATA PROTECTION AND PRIVACY ### 9.1 GDPR Compliance Pro Gym Fitness processes your personal data in accordance with: - UK Data Protection Act 2018 - General Data Protection Regulation (GDPR) (EU) 2016/679 ### 9.2 Your Rights You have the right to: - Access your personal data - Request correction of inaccurate data - Request deletion of your data (subject to legal obligations) - Object to processing of your data - Withdraw consent for marketing communications To exercise these rights, contact Pro Gym Fitness customer service. ### 9.3 Data Sharing Your data may be shared with: - Third-party payment processors (for Direct Debit processing) - Third-party service providers (access control systems, booking systems) - Law enforcement (if legally required) --- ## 10. COOLING-OFF PERIOD (Distance Sales Only) If you signed up online (not in person at the gym): - You have **14 full days** from signup to cancel for any reason - To cancel, contact Pro Gym Fitness by post, email, or phone - If you used the gym during this period, your refund will be reduced proportionally --- ## 11. LEGAL AND DISPUTE RESOLUTION ### 11.1 Governing Law This agreement is governed by the laws of England and Wales. ### 11.2 Dispute Resolution We will make every effort to resolve disputes informally. If court proceedings are necessary, they must be brought in the courts of the United Kingdom. ### 11.3 Severability If any part of this agreement is found to be unenforceable, the remaining provisions will continue in full effect. --- ## 12. AGREEMENT AND ACCEPTANCE By signing the membership agreement (electronically or in person), you confirm that: - You have read and understood these Terms and Conditions - You agree to abide by all rules and policies - You acknowledge the health and liability waivers in Section 2 - All information provided is accurate and complete - You accept financial responsibility for all payments due under your chosen membership type --- **PRO GYM FITNESS** For questions or concerns about these Terms and Conditions: - Email: progymlaunceston@gmail.com - Phone: 07380 380561 - Address: Southern Court Newport, Unit 7, Launceston, PL15 8EX --- *Last Updated: January 2026*