Terms and Conditions

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ReForm Gym Membership Terms & Conditions

1. Membership Plans and Payment The membership plan and the associated upfront payment or monthly subscription fees, and the initial minimum term you have chosen, are set out on the application form (the initial minimum term is the first period of membership).

Our memberships are monthly memberships and are available for an initial minimum term of 6 months unless otherwise stated. At joining, members can select a subscription plan that includes an early termination option after 1 month. This option is available at a small premium and is reflected in the price of the subscription plan.

Memberships can be paid either upfront by lump sum or by monthly Direct Debit payment. If you choose to pay your membership monthly by Direct Debit there will be no additional charge.

Members who take the 6-month or 12-month upfront payment plan will be entitled to a discounted upfront fee. (The club reserves the right to change this promotional plan). Any changes will be communicated via email to any affected members.

If you are paying monthly and you fall behind with your membership fees and this is not caused by a bank error, we may charge reasonable administration fees or suspend or cancel your membership. We may pass your details to a credit management agency to recover any outstanding payments on our behalf. Administration fees will be added to accounts passed to cover all collection administration. 

If you are paying monthly, your membership subscription will be collected from your associated payment details provided. If we cannot collect payment from your chosen method, your credit/debit card used on sign-up will be used to collect your outstanding arrears. This will be collected in line with the preselected membership subscription price with no additional fees.

We may decide to increase our membership fees, but your fees will not increase during your initial minimum term of membership. We will give you one month’s notice of any fee change. If you pay your membership fees upfront as a lump sum payment, we will only review your membership fees when your membership is due for renewal.

If you pay your membership fees upfront in one single lump sum, your membership will automatically end once you have completed this term unless you choose to renew your membership. Any upfront membership payments cannot be refunded. 

2. Cooling-Off Period If you join online, by email, or over the phone, you have the legal right to cancel your membership within 14 days without giving any reason. This cooling-off period begins the day after your membership is confirmed.

If you use the facility during this time, we may deduct a proportionate amount from any refund based on usage. This right does not apply to in-club sign-ups. However, for in-club sign-ups, we offer a 10-day cancellation window provided you have not used the gym more than once. These cancellations must be processed in person.

3. Cancelling Your Membership If you pay your membership fees monthly by Direct Debit you can cease your membership at, or to coincide with, the end of your initial minimum term. The club must be notified at least one month in advance of your initial term end date. Direct Debit memberships will continue on a rolling basis after your initial term and do not automatically stop at the end of your initial term.

If you wish to change plan or do not wish to renew you must communicate this with the club by giving one full calendar month’s notice. This can only take place at the end of your initial membership term.

If you renew your annual membership for a further period using the monthly payment plan, you can end your membership prior to the annual expiry date by giving us one full calendar month’s notice. The shorter notice period is a no-cost loyalty reward upon renewal.

Members may cancel their membership by providing one full calendar month’s written notice to the gym. You are required to pay the full membership rate for the final month, regardless of when notice is given, even if you do not attend during that period.

Example: If you give notice at any point in April, your final membership payment will cover the entire month of May, and your membership will end on 31st May.

Please note: Our membership and payment systems do not support partial or pro-rata billing. As such, no refunds or adjustments will be issued for unused days following cancellation notice.

You can ask to cancel your membership and give us notice by providing your membership details: in person at the club, by emailing team@reformgym.co.uk, or by completing the ‘contact us’ form on our Facebook or Instagram sites. We will send or give you confirmation once we have processed your cancellation. This could be by email, letter or a receipt from the club, depending on how you tell us you want to cancel your membership. Please tell us if you do not receive this.

We are entitled to keep any membership subscription fees we receive if you have not cancelled your membership subscription with us and you have not given us valid notice to cancel your membership. All membership cancellations are subject to a full calendar month's notice from the date of notification and will result in the collection of one final Direct Debit payment. Cancellations cannot be backdated and can only be accepted on the day of receipt.

Important: Cancelling your Direct Debit does not constitute cancellation of your membership. You must notify the club in writing. Failure to do so may result in your account being passed to a third-party collection agency. Passed accounts will be subject to an administration fee to cover costs incurred to us.

4. Early Membership Cancellations Early membership cancellations can take place on the following grounds:

1. Medical: Immediate cancellation on production of a valid doctor/medical letter submitted to management.
2. Relocation: Cancellation with proof of new address outside a reasonable commuting distance.
3. Redundancy: Cancellation with proof of redundancy, including your name, address, employer’s name and contact details.
4. Other: Cancellation subject to a £50 cancellation fee, covering admin and processing costs within contract.

Management reserves the right to refuse cancellation based on invalid or incomplete documentation.

5. Temporary Freezes If you need to take a temporary break, you can freeze your membership for up to 6 months free of charge. Freezes begin on the 1st of each month, and you must request the freeze at least ten working days before it is due to begin. Freezes during your initial minimum term will not count toward fulfilling that term.

6. Liability Nothing in these Terms & Conditions limits or excludes our liability for:

• Death or personal injury caused by our negligence
• Fraud or fraudulent misrepresentation

We accept no liability for loss or damage to personal property brought into the facility. Members use all equipment and facilities at their own risk. We are not liable for indirect or consequential losses, including loss of income, business, or time.

7. Use of Facilities Our staff, agents and subcontractors are first aid trained but are not medical professionals. If you have any doubts about your fitness or capability to exercise, we strongly recommend that you get advice from a doctor before starting. You are responsible for correctly using all club facilities and reading club signs. We strongly advise that all members complete an induction to the gym. If you are unsure about any equipment, please ask a staff member.

8. Personal Trainers & Third Parties Personal Trainers (PTs) and Massage Therapists at our club are self-employed. Any service they provide is a contract between them and you. We are not liable for any payments or services arranged directly with PTs or third parties. We do not manage their bookings or accept payments on their behalf.

9. Closures There may be occasions where we have to close all or part of the gym. In such circumstances, you will not be entitled to any partial or full refund. We will endeavour to give advance notice unless the issue is urgent or an emergency. Where possible, closures will occur during off-peak hours.

10. Force Majeure We will not be liable or responsible for any failure to perform any of our obligations under this agreement caused by any event outside our reasonable control.

11. Data Protection We process your personal data in accordance with the UK General Data Protection Regulation (GDPR). Your personal information will only be used for managing your membership and providing services you have agreed to. We do not share your data with third parties unless required by law or with your explicit consent.

You can view our full Privacy Policy on our website or request a copy in-club.

12. Member Conduct All members must treat staff, guests, and other members with respect at all times. Abusive language, aggressive behaviour, or misuse of equipment will not be tolerated.

The club reserves the right to suspend or terminate memberships without refund if a member’s behaviour is deemed unsafe, disruptive, or in breach of this code.

13. Junior Memberships Members under 18 must have parental or guardian consent. No members under the age of 16 are permitted to join or use the gym facilities due to insurance restrictions.

14. CCTV Usage CCTV is in operation throughout the gym for the safety and security of members and staff. Footage is stored securely and may be shared with authorities in the event of an incident. CCTV is not in use in changing rooms or toilet facilities.

15. Lockers and Personal Belongings Lockers are provided for day use only and must be emptied by the end of your visit. We do not accept liability for loss, damage, or theft of items stored in lockers or elsewhere on the premises. All personal belongings are brought to the gym at your own risk.