Definition Gym Tonbridge
Terms & Conditions

Definition Gyms — Terms & Conditions v1.0 | Page 1 DEFINITION GYMS Terms & Conditions of Membership These terms and conditions apply to all memberships and access passes at any Definition Gyms site. By signing up, purchasing a pass, or using our facilities, you agree to be bound by these terms. Please read them carefully. Where we say "we", "us", or "the gym", we mean Definition Gyms Ltd and the specific site you are a member of. Where we say "you" or "member", we mean the individual named on the membership agreement. 1. MEMBERSHIP & ELIGIBILITY 1.1 You must be at least 16 years of age to become a member. If you are aged 16 or 17, a parent or legal guardian must co-sign your membership agreement and PAR-Q. 1.2 We offer the following membership and access types: monthly rolling memberships, annual memberships, weekly passes, and day passes. The specific pricing, inclusions, and terms of each option are set out at the point of sale and may vary by site. 1.3 All members must complete a Physical Activity Readiness Questionnaire (PAR-Q) before first use of the gym. You are responsible for updating us if your health circumstances change. 1.4 Membership is personal to you and is non-transferable. You must not allow anyone else to use your membership, access credentials, or biometric profile to enter the gym. 1.5 We reserve the right to refuse or revoke membership at our discretion where we reasonably believe a member poses a risk to the safety, welfare, or enjoyment of other members or staff. 2. PAYMENT 2.1 Monthly memberships are payable by Direct Debit, debit/credit card, or cash. Your first payment (including any joining fee) is due at the point of sign-up. Subsequent monthly payments are collected on or around the same date each month. 2.2 Annual memberships are payable in full at the point of sign-up by Direct Debit, debit/credit card, or cash. 2.3 Day passes and weekly passes are payable at the point of purchase by card or cash. 2.4 If a Direct Debit or card payment fails, we will attempt to collect the outstanding amount again. If payment remains outstanding for more than 14 days, we reserve the right to suspend your access until the balance is cleared. Repeated payment failures may result in cancellation of your membership. 2.5 Any outstanding balance owed at the point of cancellation remains payable and may be referred to a third-party collections agency if not settled within 30 days. 3. CANCELLATION 3.1 Monthly memberships require a minimum of 30 days' written notice to cancel. Notice can be given in person at the gym, by email, or through the member portal. Your membership will remain active (and any final payment collected) until the end of the 30-day notice period. 3.2 Annual memberships run for a fixed 12-month term from the date of purchase. No refunds are given for early termination except where required by law (see clause 3.5). At the end of the 12-month term, your membership will either expire or, if agreed at sign-up, convert to a monthly rolling membership. 3.3 Day and weekly passes are non-refundable once purchased and are valid only for the dates specified at the point of sale. 3.4 We may cancel your membership immediately and without refund if you are in serious or repeated breach of these terms, including but not limited to: violent, threatening, or abusive behaviour; theft; deliberate damage to equipment or property; or allowing unauthorised access to the gym. Definition Gyms — Terms & Conditions v1.0 | Page 2 3.5 Your statutory rights under the Consumer Contracts Regulations 2013 are not affected. If you signed up online or at a distance, you have the right to cancel within 14 days of sign-up for a full refund, provided you have not used the gym during that period. If you have used the gym during the 14-day cooling-off period, we may deduct a reasonable amount for the services used. 4. MEMBERSHIP FREEZES 4.1 You may request a membership freeze at any time by contacting us in writing (email or in person). During a freeze, your monthly fee is reduced to £5.00 per month. Your access to the gym will be suspended for the duration of the freeze. 4.2 If your freeze request is supported by medical evidence (e.g. a GP letter or hospital documentation), the £5.00 monthly fee will be waived for the duration of the medically supported period. 4.3 We reserve the right to request evidence for any freeze request and to set reasonable limits on the duration or frequency of freezes. 4.4 Freezes do not extend the term of an annual membership unless separately agreed in writing. 5. PRICE CHANGES 5.1 We may increase membership fees from time to time. We will give you at least 30 days' written notice before any price increase takes effect, by email or SMS to the contact details you have provided. 5.2 If you do not wish to continue at the new price, you may cancel your membership during the notice period in accordance with clause 3.1. If you continue to use the gym or do not cancel within the notice period, you will be deemed to have accepted the new price. 5.3 Annual memberships are not subject to mid-term price increases. Any price change will apply from the next renewal date. 6. ACCESS & OPENING HOURS 6.1 Definition Gyms operates a 24/7 access model. Members can access the gym at any time using biometric fingerprint recognition (internal turnstiles) and a personal QR code (external doors during unstaffed hours). 6.2 Staffed hours vary by site and are displayed at reception and on our website. Outside of staffed hours, the gym is unmanned. By using the gym during unstaffed hours, you accept that: (a) No staff will be present to supervise your training or respond to incidents. (b) You are responsible for exercising safely and within your own ability. (c) You must not allow any other person to enter the gym using your access credentials. Tailgating (allowing someone to follow you through a secure door) is strictly prohibited and may result in immediate termination of your membership. 6.3 We reserve the right to temporarily restrict access for maintenance, deep cleaning, equipment installation, or emergency situations. Where reasonably possible, we will give advance notice of planned closures. 6.4 Your biometric data and QR code are personal to you and must not be shared. Any suspected misuse may result in suspension or termination of your membership. 7. FACILITY RULES & CODE OF CONDUCT 7.1 You must use all equipment safely and for its intended purpose. If you are unsure how to use a piece of equipment, ask a member of staff during staffed hours. 7.2 You must re-rack all weights and return all equipment to its designated place after use. 7.3 You must wipe down equipment after use using the cleaning materials provided. 7.4 Appropriate gym clothing and clean indoor trainers must be worn at all times on the gym floor. Definition Gyms — Terms & Conditions v1.0 | Page 3 7.5 Prohibited items and behaviour: (a) Loose chalk is not permitted. Liquid chalk is allowed. (b) Bringing your own supplements for resale or distribution within the gym is not permitted. (c) Aggressive, intimidating, or antisocial behaviour will not be tolerated. (d) The use of any illegal substance on the premises is strictly prohibited. (e) Photography or video recording of other members without their express consent is not permitted. 7.6 We reserve the right to update the facility rules from time to time. Updated rules will be displayed in the gym and communicated to members. 8. CLASSES 8.1 Group fitness classes are included in all memberships at no additional charge, subject to availability. 8.2 We may require advance booking for certain classes. If a booking system is in place, failure to attend a booked class without cancelling in advance may result in restrictions on future bookings. 8.3 We reserve the right to change the class timetable, instructors, or class types at any time. We will endeavour to give reasonable notice of significant changes. 9. GUEST PASSES 9.1 Guest passes are available for purchase at reception or online. Guests must complete a PAR-Q before using the gym. 9.2 Guests under the age of 16 are not permitted to use the gym. Guests aged 16 or 17 must be accompanied by a member or pass holder aged 18 or over. 9.3 The host member is responsible for ensuring their guest follows the facility rules and code of conduct. Any breach by a guest may result in action against the host member's account. 9.4 Guest access is only available during staffed hours unless the guest has purchased a pass that includes 24/7 access and has registered their own biometric and QR credentials. 10. PERSONAL TRAINERS 10.1 All personal trainers operating at Definition Gyms are independent, external professionals. They are not employed by Definition Gyms. 10.2 Before training clients on site, all personal trainers must: (a) Provide current, valid proof of qualification (minimum Level 3 Personal Training or equivalent). (b) Provide current, valid professional indemnity and public liability insurance. (c) Be registered with Definition Gyms management and approved in writing. 10.3 Both the personal trainer and all of their clients must hold a valid, paid Definition Gyms membership or day/weekly pass. No individual may train or be trained on the premises without a current access entitlement. 10.4 Definition Gyms accepts no liability for the advice, programmes, or conduct of any external personal trainer. Any contract for personal training is between you and the trainer directly. 10.5 We reserve the right to withdraw approval for any personal trainer to operate on our premises at any time and for any reason. 11. RECOVERY FACILITIES & ADD-ON SERVICES 11.1 Definition Gyms may offer additional facilities and services including, but not limited to, infrared saunas, ice baths, red light therapy, and retail products. Access to these may require a separate booking or payment. 11.2 You use all recovery facilities at your own risk. You must follow the posted safety instructions and usage guidelines for each facility. If you have any medical condition that may be affected by heat, cold, or light Definition Gyms — Terms & Conditions v1.0 | Page 4 therapy, you must consult your GP before use. 11.3 We reserve the right to change, withdraw, or add facilities and services at any time. 12. HEALTH, SAFETY & LIABILITY 12.1 You use the gym and its facilities entirely at your own risk. It is your responsibility to satisfy yourself that you are medically fit to exercise. 12.2 Definition Gyms will not be liable for any injury, loss, or damage arising from your use of the gym, its equipment, or its facilities, except where caused by our negligence or the negligence of our employees. 12.3 Definition Gyms will not be liable for any loss of, theft of, or damage to your personal property while on the premises, including items left in lockers. Lockers are provided for temporary use during your visit only and must be emptied after each visit. We reserve the right to remove locks and contents from lockers left overnight. 12.4 CCTV is in operation in common areas of the gym for the safety and security of members, staff, and the premises. CCTV does not cover changing rooms, showers, or toilets. CCTV footage is stored securely and accessed only where necessary for security, incident investigation, or legal purposes. 12.5 You must report any injury, accident, or equipment fault to a member of staff as soon as reasonably possible. During unstaffed hours, please report by email or through the member portal at the earliest opportunity. 12.6 Nothing in these terms excludes or limits our liability for death or personal injury caused by our negligence, fraud, or any other liability that cannot be excluded by law. 13. DATA PROTECTION & PRIVACY 13.1 We collect and process your personal data (including health data from your PAR-Q and biometric data for access) in accordance with UK GDPR and the Data Protection Act 2018. 13.2 Your data is used for the purposes of managing your membership, ensuring your safety, communicating with you about your membership, and improving our services. We will not sell your data to third parties. 13.3 We may share your data with third-party service providers who help us run the gym (e.g. payment processors, gym management software, email platforms), but only to the extent necessary and under appropriate data processing agreements. 13.4 Biometric data (fingerprint templates) is stored securely and used solely for access control. It is deleted when your membership ends and any post-membership retention period has expired. 13.5 You have the right to access, correct, or request deletion of your personal data at any time by contacting us. Our full Privacy Policy is available on our website and at reception. 14. COMMUNICATION 14.1 By becoming a member, you consent to receiving communications from Definition Gyms by email, SMS, push notification, or in-app messaging relating to your membership, account, facility updates, and safety information. 14.2 We may also send you marketing communications about offers, events, and new services. You can opt out of marketing communications at any time using the unsubscribe link in any email or by contacting us. 14.3 It is your responsibility to keep your contact details up to date. We are not responsible for communications that do not reach you due to outdated contact information. 15. GENERAL 15.1 These terms are governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales. Definition Gyms — Terms & Conditions v1.0 | Page 5 15.2 We may update these terms from time to time. We will notify you of any material changes at least 30 days in advance. Continued use of the gym after changes take effect constitutes acceptance of the updated terms. 15.3 If any provision of these terms is found to be invalid or unenforceable, the remaining provisions will continue in full force and effect. 15.4 Our failure to enforce any right or provision of these terms does not constitute a waiver of that right or provision. 15.5 These terms, together with your membership agreement and PAR-Q, constitute the entire agreement between you and Definition Gyms in relation to your membership. By signing your membership agreement (digitally or in writing), you confirm that you have read, understood, and agree to these Terms & Conditions. Member Name: Date: Signature: Membership No: Definition Gyms Ltd — Terms & Conditions v1.0 This document forms part of your membership agreement. A copy will be stored on your member file. For queries, contact your local Definition Gyms site or email the address provided at sign-up.