TERMS AND CONDITIONS FOR TRUGYM THORPE BAY MEMBERSHIP

The following Terms and Conditions apply to all users of truGym Thorpe Bay. This includes, but is not limited to, members, guests (free or paid), individuals attending private or paid classes or events, and any persons engaging in services provided by tenants operating on-site.

Contract Memberships

(Not currently offered at this site)

Members joining on a 12-month contract agreement are required to make twelve (12) consecutive monthly payments prior to cancellation. Upon completion of the initial 12-month term, the membership shall automatically continue on a rolling monthly basis. Cancellation thereafter requires a minimum of one (1) month’s written notice.

To cancel a membership, written notice must be provided. Early termination within the initial 12-month contract is only permitted under one of the following circumstances, subject to appropriate evidence being provided:

• Redundancy or Loss of Employment: Proof such as a P45 or letter from a former employer.

• Relocation: Evidence that the member has moved residence more than ten (10) miles from the club.

• Medical Reasons: Written confirmation from a qualified medical professional stating that the member is unable to continue training.

Where such proof is accepted, an administrative charge of twenty percent (20%) of the remaining balance shall apply.

Following completion of twelve (12) payments, the contract automatically converts into a rolling monthly membership. A minimum of one (1) month’s written notice is required to cancel. Members are liable for any payments falling within the notice period and will retain access until the end of that calendar month.

Membership Freeze Policy

Members may freeze their membership for up to six (6) months at a charge of £14 per month. Freezes are available without charge under the following conditions, upon submission of evidence via email:

• Financial hardship

• Extended travel

• Medical reasons

• Students returning home

• Work-related relocation

During a freeze, payments are deferred and added to the end of the original contract to ensure completion of twelve (12) payments. Following a six-month freeze, at least one full monthly payment must be made before applying for an additional freeze. Freeze requests must be submitted at least five (5) working days prior to the next scheduled payment date. Extended freezes may be granted for exceptional circumstances, such as pregnancy.

Cooling-Off Period

A membership may be cancelled within fourteen (14) days from the date of joining, provided no facilities have been used during that period.

Membership Upgrades and Downgrades

Upgrades to higher membership tiers may be made at any time during the initial 12-month period. Downgrades are only permitted after completion of the minimum term.

Payment Default

Failure to make payments by the due date shall result in an automated notification being sent four (4) days after the missed payment.

• Seven (7) days after the due date: A second email will be issued and a £25 charge will be applied.

• Fourteen (14) days after the due date: A further notice will be sent and a £50 charge applied.

• Twenty-one (21) days after the due date: A £75 charge will be added to the account.

Members in arrears will be denied access to all club facilities. truGym reserves the right to waive such charges at its discretion depending on individual circumstances.

A copy of the payment schedule, together with these Terms and Conditions, will be sent via email upon activation of the membership.

Non-Contract Memberships

For members joining on a non-contract basis, a minimum of thirty (30) days’ written notice via email is required for cancellation.

If the membership was purchased under a promotional offer (such as “first month free” or “half price for the first month”), a minimum of two (2) full monthly payments must be made before cancellation is permitted. Thereafter, one (1) month’s written notice is required. The member shall retain access until the end of the final paid month.

The notice period may be waived under specific circumstances as detailed below, subject to documentary evidence:

• Redundancy or Loss of Employment (P45 or employer’s letter)

• Relocation (proof of residence over ten (10) miles from the club)

• Medical Reasons (doctor’s note confirming the member is unable to train)

All evidence must be supported by official documentation, such as a council tax bill, water bill, tenancy agreement, or bank statement.

Membership Freeze Policy

Members may freeze their non-contract membership for a maximum of three (3) months. After this period, the membership will automatically reinstate. At least one full monthly payment must be made before an additional freeze may be applied. Freeze requests must be submitted at least seven (7) working days before the next scheduled payment date.

For medical reasons, the membership may be frozen for a maximum of six (6) months upon submission of medical evidence (e.g. a doctor’s letter).

Payment Default

The same payment failure process and associated charges outlined under Contract Memberships shall apply.

A copy of the payment schedule, together with these Terms and Conditions, will be sent via email upon activation of the membership.

Age Limits

Children aged twelve (12) and over may use gym facilities, provided they are supervised by a responsible adult aged eighteen (18) or older. The supervising adult must be an authorised member and capable of ensuring the child’s safety.

Where the supervising adult is not the child’s parent, written authorisation must be provided by the parent linked to the child’s membership.

Facilities available to those under sixteen (16) vary by location and can be found on the ClubRight app.

Children under sixteen (16) may use the swimming pool only during designated hours and must be accompanied in the water by an adult. A valid children’s membership, day pass, or family plan is required. Upon reaching the age of sixteen (16), the member must transfer to an adult membership.

Members under sixteen (16) are not permitted to use spa facilities, swim lanes, or outdoor areas.

Pool Access for Under-16s

• Monday to Friday: 2:00 pm – 6:00 pm

• Saturday and Sunday: 9:00 am – 12:00 pm and 2:00 pm – 5:00 pm

truGym hosts swimming lessons on-site through an external company (SplashyToes). Members must respect the reserved lanes and must not engage with instructors or students. Any inappropriate conduct or language will result in immediate termination of membership.

Induction and Waiver Form

All members must either:
(a) sign an induction waiver form available on the club website prior to using gym facilities, or
(b) complete an induction session conducted by a qualified member of staff.

Sessions beyond standard induction must be arranged with a truGym personal trainer.

Waivers and inductions are mandatory for all members under sixteen (16). Minors must have an individual profile containing full details and proof of parental responsibility.

Failure to complete the induction or waiver process may result in immediate termination of membership. truGym Thorpe Bay accepts no liability for injuries or incidents involving members who have failed to fulfil this requirement.

Health Conditions

Members must disclose any health conditions that could affect their ability to exercise safely prior to using any facility. Any new or developing medical conditions must be reported via email before resuming activity.

All members must complete the health questionnaire and induction waiver prior to first use of the facilities. These documents are provided via email along with payment and membership details.

Participation in classes or activities with known health conditions is undertaken entirely at the member’s own risk. truGym and its instructors shall not be liable for injury or loss resulting from undeclared medical conditions.

All members use the facilities strictly at their own risk.

Member and Visitor Conduct

Members are required to adhere to all club rules and Terms and Conditions at all times. Non-compliance may result in immediate suspension or termination of membership.

All equipment must be used appropriately and with care. Members causing damage through misuse or negligence will be held liable for repair or replacement costs.

Members are expected to behave respectfully towards staff and other users at all times.

In changing rooms, members must:

• Respect minors (mixed genders under 8 years).

• Remain appropriately covered.

• Use facilities solely for their intended purpose.

The following activities are strictly prohibited: vaping, consumption of alcohol, shaving, hair dyeing, use or exchange of steroids or pharmaceuticals, and use of abusive or inappropriate language.

truGym Thorpe Bay enforces a zero-tolerance policy on abuse, whether physical or verbal. Disrespectful behaviour toward staff, members, or facilities will result in immediate termination of membership and may result in legal action.

truGym reserves the right to terminate any membership at its sole discretion and may retain payments to offset damages. Appeals against termination must be made in writing to the Club Manager.

Class Booking and Timetables

All classes must be booked through the ClubRight app, which also provides the member’s QR code for entry. Physical access cards are available upon request.

Class bookings open one (1) week prior to each session at 2:00 pm. truGym does not operate a telephone booking service.

Class timetables are subject to change without prior notice and may be reduced during public holidays or quieter periods. Updates will be published on the app.

Opening Hours

The club’s current opening hours are available via the website and the ClubRight app. truGym reserves the right to amend opening hours at any time without notice.

Car Park

The car park is managed by Smart Parking Ltd. All members and visitors must enter their vehicle registration details on the Smart Parking tablet upon each visit. Failure to do so will result in a parking fine.

truGym may, at its discretion, request cancellation of a fine; however, such cancellation remains subject to approval by Smart Parking Ltd.

It is the sole responsibility of the member to register their vehicle. truGym and its staff are not obligated to remind members to do so.

truGym accepts no liability for loss, damage, or theft of vehicles or property within the car park. Use of the car park is entirely at the member’s or visitor’s own risk.

Garden and Outdoor Areas

Access to outdoor areas is signposted and permitted only when open. Use of these areas is at the member’s own risk. Persons under sixteen (16) must be accompanied by an adult aged eighteen (18) or older at all times.

Multi-Club Access

Members may access other truGym locations within the truGym network. Verification of membership may be required via the ClubRight app or by the visiting club contacting truGym Thorpe Bay for confirmation.

Proof of Identity

truGym reserves the right to request identification or proof of membership at any time. Children’s memberships are reviewed regularly.

Communication and Complaints Procedure

All communications, changes, and requests must be made in writing via the truGym website, the ClubRight app, or by contacting the Reception team. Response times may vary.

Social Media

truGym prohibits any defamatory or harmful references to the truGym brand or the truGym Thorpe Bay site on social media. Any deliberate or malicious activity directed against truGym, its staff, or members may result in immediate termination of membership and potential legal action.

Other Terms

• Refunds or discounts will not be provided for partial facility closures or interruptions beyond truGym’s control.

• Class timetables may be altered or suspended during seasonal or bank holidays.

• Routine maintenance or remedial work may temporarily restrict facility access.

• Smoking and vaping are strictly prohibited anywhere on truGym Thorpe Bay premises.

• truGym reserves the right to amend these Terms and Conditions or individual site rules at any time without notice.

truGym Thorpe Bay Rules

General

• Under-16s: Refer to the ClubRight app for details on children’s amenities.

• Timetable: Refer to the app for class bookings and penalty information.

• Pool & Spa: Updates available via the app.

• Appropriate gym attire must be worn at all times. Workwear, jeans, coats, sliders, and crocs are prohibited.

• Replace all weights after use.

• Wipe down equipment after use.

• Register your vehicle each visit.

• Bags and large belongings are not permitted in pool, studio, or gym areas.

• Equipment must not be removed from the premises.

• Chalk use is prohibited unless the area is fully cleaned afterward.

• Children must be supervised at all times. Running or disruptive behaviour is prohibited.

• No glass bottles.

• Follow gym etiquette notices displayed throughout the facility.

Poolside, Garden & Spa

• No shaving or razors in spa areas.

• No oils or glass permitted poolside.

• Showers are for rinsing only—no soaps or gels permitted.

• No phones or music devices.

• No bags in spa or pool areas.

• Do not pour water on the electric sauna heater.

• Appropriate swimwear must be worn at all times (no underwear or T-shirts).

• Rinse between facilities (pool, sauna, jacuzzi).

• No under-16s in spa or patio areas.

• Do not move or reserve sunbeds.

• Use of sun cream is prohibited in spa areas.

• Clean footwear is required poolside.

• Maintain appropriate noise levels.

Changing Rooms

• Do not leave belongings overnight; padlocks may be removed.

• No hair dyeing, shaving, or littering.

• Dry off before entering the main changing area.

• Respect families; children under 8 may accompany a parent into either changing room.

• Use hairdryers appropriately.

• Clean any talcum powder residue after use.

Car Park

• Park only in designated spaces.

• Do not litter or fly-tip.

• Register your vehicle on arrival.

• Report any concerns immediately.

• No smoking.

Garden

• Follow signage and instructions.

• Children must be supervised at all times.

• Do not tamper with furniture, barriers, or installations.

Please report any members not adhering to these rules. These rules exist to ensure all members and staff enjoy a safe and positive experience within truGym Thorpe Bay.

Complaints

Members with a complaint or concern should follow the procedure outlined in these Terms and Conditions or contact the Club Manager directly in writing.

Use of Personal Information

truGym complies with the Data Protection Act 2018. Members may amend their personal data or communication preferences by notifying Reception or updating details via the ClubRight app.