Last reviewed: 08/JAN/2025

All memberships offer you the right to access our facilities during the period purchased and have no bearing on your attendance.

It is the customers responsibility to notify us of an intention to cancel a membership where they pay via direct debit or recurring card. See section 8 below.

These following terms & conditions refer to the QFit Gym services and facilities offered.

Where any special offers are available these terms shall underpin any conditions imposed however there may be specific restrictions which may apply to the special offer only and in those circumstance the offer conditions shall be deemed to override these standard Terms.

We reserve the right to amend these terms and conditions, and upon doing so we will provide a minimum 30 days notice on our website and using posters or flyers within the gym facility.

The Qfit Gym is owned and operated by QUADRANT LEISURE CIC.

Definitions

Where stated as ‘we‘, ‘us‘ or ‘our‘ will identify as the QFit Gym. Reference to ‘you‘, ‘your‘ will identify you as as an individual member

Casual or non-contracted members refer to any membership with a monthly membership, and those who have signed up to a fixed payment / period such as direct debit or a recurring card transaction.

Ashbourne Services – are a third party organisation who process one phase of our direct debits on our behalf.

GoCardless – are also a third party organisation who process our promotional direct debits on our behalf.

Stripe – are a third party organisation who process and manage all card payments processed online on our behalf.

Per Week – where stated for bookings, GymPLUS or Priority memberships refers to a period starting on a Monday ending on a Saturday.

1. WHO WE ARE

The QFit Gym is owned by Quadrant Leisure CIC, an independent social enterprise, registered in England (no 08787573), our registered address is The John Willie Sams Centre, Market St, Dudley, Newcastle upon Tyne, NE23 7HS.

If you wish to contact us, please email bookings @ qfitgym.uk

2. MEMBERSHIPS

2.0 Standard memberships are offered on a calendar month (unless stated otherwise) and are valid from the date of purchase

2.1 A memberships paid via Direct Debit will commence with a minimum 2 month contract

2.2 Memberships renewed automatically by credit/debit card have an ongoing agreement until cancelled by you (see section 8 below)

2.3 Membership fees are paid in advance

2.4 It is your responsibility to ensure you have an active membership to use our facility or services

2.5 You will be required to sign in / register at the start of each session

2.6 You agree as a member to conduct yourself in a manner which does not cause disruption, harm or a potential hazard to you, other users or staff

2.7 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.

2.8 Memberships are open to anyone aged 14 or above

2.9 The option to pay as you go per session is only open to those aged 16 or over

3. COMPLAINTS

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 email us via info @ qfitgym.uk

3.2 We will acknowledge your communication within 48hrs

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 endevour 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 inquiries regarding Direct Debit Payments must be directed to us in the first instance in writing via email (bookings @ qfitgym.uk)

4. LIABILITY

4.1 You are responsible for the correct and safe usage of all our facilities and equipment.

4.2 You are responsible for ensuring we hold an up to date physical activity questionnaire and have accurate records of your contact details for emergencies

4.3 We are not responsible to you for the following types of loss or damage:

• (a) of a kind that is not reasonably foreseeable;
• (b) which results from you misusing the Branch and its equipment; or
• (c) from any events which are beyond our reasonable control.

4.4 Nothing in our terms is intended to limit or exclude our liability for death or personal injury caused by negligence or the negligence of our employees, fraud or fraudulent misrepresentation, or otherwise where we are not permitted to limit or exclude our liability by English law.

4.5 We will not accept any liability for any loss, damage, or accident to you or your property which occur in any public area of the facility, such as walkways, corridors, toilets or changing rooms. Public areas are managed and owned by our landlord, North Tyneside Council.

5. HEALTH

5.1 You agree to access our facilities in good faith and represent that you are in good health and are not knowingly incapable of engaging in either active or passive exercise.

5.2 By attendance and/or use, you warrant that such exercise or involvement would not be detrimental to your health, safety, comfort, well-being or physical condition.

5.3 Should ill health dictate you are no longer able to attend during your membership period for a duration of 30 days or more, you must inform us in writing stating your circumstances. We reserve the right to suspend a membership in those circumstances for a period lasting no longer than 60 days

6. PRICING

6.1 We reserve the right to review our prices based upon business requirements.

6.2 Where any fee increase is applied, we shall provide a minimum 30 days notice through our facility notice boards, website and media channels where practical.

6.3 You will have no redress should any promotions be offered to attract new customers

6.4 Where you cancel a fixed membership, or decide not to renew a rolling membership, you must wait a minimum 30 days before re-joining

6.5 We reserve the right to offer discounts on any, or all of our membeships at any time

6.6 Where a discounted membership is purchased via Universal Credit (UC) elgibility, we will require proof of customers UC award at the point of purchase. UC discounts only apply to one-month standard gym memberships.

7. PHOTOGRAPHY

7.1 We may wish to take photographs of activities and class participation for marketing purposes, where we do so, we shall offer all participants the opportunity to step aside whilst this takes place

7.2 No person under the age of 16 shall be photographed without explicit parental consent

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. YOUR RIGHT TO CANCEL

If you have paid by cash or card, either in person or online your membership shall expire at the end of the stated purchase period and therefore these cash/card purchases will not auto renew. No action is required to cancel

8.1 Once you purchase your membership, it will become ‘Live’ as soon as you attend the gym facility the membership shall then become ‘Active’

8.2 There are no refunds once a membership is active regardless of attendance and/or further use

Direct Debits

8.3 To cancel a Direct Debit payment, you must contact us via email and provide a minimum 10 days notice prior to your renewal date to stop the payment from being processed. (bookings @ qfitgym.uk)

8.4 Once any renewal payment has been processed this will not be refunded, the only exception to this is where you have provided a cancellation notice correctly and a payment was then requested by us in error

8.5 All Direct Debits commence with a minimum agreement period which will be clearly stated at the time of purchase. No cancellations or refunds are available during the minimum agreement period.

8.6 If you cancel a direct debit through your bank please be aware this does not cancel your membership or your direct debit mandate (your obligation to pay us) – see 8.3 above.

8.7 A membership will remain active and all payments will continue to be requested regardless of your attendance and until such time as we receive a written notification to cancel.

8.8 We accept no liability, nor offer any compensation, refund or redress for any payments that continue to be made without a cancellation notice being received.

8.9 Where the cancellation notice has been proven to be submitted correctly, and we have failed to cancel the payments in error, all excess payments will be refunded.

9. REFUNDS & CREDITS

1. We will only issue a refund within 7 days of purchase (14 days if purchased online) on the condition you have not used your membership to access our facility during the refund period.
2. No refunds or partial payments will be offered once your membership is active (see 8.1 above)
3. Where a direct debit renewal payment has been processed, this can not be refunded unless it has been requested in error by us (see 8.3 above).
4. To cancel a recurring card payment, you can do this directly with your own bank in person or via a banking app. You must allow at least 48hrs prior to your renewal date to stop the payment.
5. There are no refunds or credits allowed to any Class discount or Gym Flexipass cards. All cards are valid for up 4 months from the date of purchase, or until the last credit is used, whichever is sooner!

9.1 Refund processing times

• Where a refund is allowed, this shall be made payable to the original payment process.
• Where you have paid in person by card, a refund can only be processed back to the original card.
• Where you pay via direct debit, the refund shall be returned to payees bank account.
• Refund processing times may vary and could potentially take up to 21 days.

9.2 How to request a refund

To request a refund for you must do so in writing via email (to info@qfitgym.uk) and ensure the following conditions are met:

1. You have requested the refund within the agreed time frame as stipulated and you do not have an ‘Active’ membership
2. Please confirm in your request the reason for the refund.

10.0 GYM ETIQUETTE

• All users must sign in / register at reception on arrival for each visit
• If you are unsure as to how to use any piece of equipment, please speak to a member of staff
• Coats and bags not permitted onto the gym floor, free lockers are available
• No open cups/cans are allowed within the gym facility, drinks must have a sealed lid
• You may not use the gym whilst under the influence of alcohol, narcotics, tranquilizers or any medication or other substance which may affect your ability to exercise safely
• Please ensure all equipment is cleaned and stored away after use
• We will not tolerate the use of any foul language or any behaviour that may cause harm, upset or distress to staff or other users
• Any aggression, or a perceived threat of aggression or violence will result in the person(s) being ejected and local authorities / police may be informed
• We do not allow users to coach or deliver personal training to other users within this facility. Anyone perceived to be training other users will be asked to leave the gym immediately without recompense
• Members are solely responsible for their own belongings. The QFit Gym accepts no responsibility for any loss or damage to personal property.
• Members are asked to only use the lockers for the duration of their training session.
• Members must inform staff of changes to any contact details.
• By accessing the gym members are deemed to have read and understood the terms and conditions of membership.
• Should your personal medical circumstances change you are required to inform us immediately.
• Smoking, including e- cigarettes are strictly prohibited in all areas of the building
• Staff reserve the right to remove any person who is perceived to be behaving in a manner that may disrupt, endanger or cause distress to other users
• The Qfit Gym reserve the right to terminate the membership or restrict use of the facility to any person who is in breach of the etiquette and/or membership conditions.