Membership Terms & Conditions

1. Principal Terms
   
   1. This agreement commences once you have indicated your acceptance in the Declaration section of the membership application form. This agreement will become binding on you and us when we confirm that your membership application has been accepted.

 

1. 2. You cannot transfer this agreement to anyone else.

 

1. 3. We will not be liable for any failure to perform, or delay in performance of, our obligations under these terms that is caused by another person or company not involved in the provision of our services or an event that is outside of our reasonable control.

 

1. 4. We reserve the right to change the agreement at any time. We will give you 30 days’ notice of this change in writing at the address you have provided.

 

2. Membership
   
   1. Members must be aged 14 or older, unless approved by ARC Gym management.

 

2. 2. Your membership will begin when we have confirmed that your membership application has been accepted.

 

2. 3. When applying for a membership, you must have your photograph taken by one of our staff members. This will be stored on our membership database for identification purposes.

 

2. 4. Your membership is personal to you and cannot be loaned or transferred to another person.

 

2. 5. You are responsible for notifying us of any changes to your personal details, including contact details, payment details, or health conditions which may affect your membership agreement.

 

2. 6. Should ARC Gym need to limit the number of memberships, you will not be able to reserve a membership place before you have completed a membership application form and received confirmation from us that you are a current member.

 

2. 7. You can freeze (pause) your membership at anytime with a minimum of 14 working days notice before your next payment date to ARC Gym. This can be done only once every 12 months and up to a maximum of 3 months at once.

 

2. 8. Should you choose to freeze (pause) your membership, the 30 day cancelation period will still stand and will be added to the membership freeze time. This means that your cancelation period will be; 30 days + the amount of days you froze your membership for.
      

 

3. Junior members
   
   1. If you are below 18 years of age, your parent or guardian must complete the Declaration section of the membership application form to confirm their responsibility for your adherence to this agreement.

 

3. 2. If you are below 18 years old, you cannot take out a direct debit under your name. This must be paid by a parent or guardian.

 

3. 3. You cannot use the gym if you are younger than 14 years old.

 

3. 4. If you are between the ages of 14-16 years old, you must be accompanied by an adult who are above the ages of 18 within ARC Gyms premises.

 

 

 

4. Membership Cards & App

 

4. 1. Nobody other than you can use your membership card or fob to enter the gym. Your card or fob cannot be sold, rented, or given to anybody else.

 

4. 2. You must swipe your membership card/fob at reception upon arrival at the gym. If you forget to bring your membership card/fob, we may require you to show us photo identification. Without your membership card/fob or photo identification, we will charge you for a one-day membership pass to access the gym’s facilities. And a membership form may be required to be completed.

 

4. 3. If you lose your membership fob, you will be provided a replacement fob for a fee of £2.50.

 

4. 4. Points 1 & 2 (section 4) above apply to the Your App Plus mobile app. For more information on this app, please see our privacy policy, terms or contact Ashbourne’s Management for more information.

 

 

5. Membership fees
   
   1. You must pay a membership fee, which will be determined by your chosen membership package. Membership fees are payable even if you do not use the gym’s facilities.

 

5. 2. The initial admin fee (if one is payable) is collected from you by us either by debit card or credit card at the time of applying for a membership or upgrading your membership. Admin fees are non-refundable and cover the initial administration costs associated with setting up a new membership, Direct Debit agreement, membership card and/or members app.

 

5. 3. Monthly Direct Debit payments will be due from the bank you have provided details of on the 1st, 9th, 17th, or 24th of each calendar month, or the next available working day by Direct Debit. When paying by Direct Debit, an initial optional pro rata payment will be required to cover the period up to your first Direct Debit payment. Please note that you may not be able to change this date within the first 2 months based off the date you signed up.

 

5. 4. If your Direct Debit contract term has elapsed and you do not renew your membership, your membership will automatically continue as a rolling Direct Debit contract; the monthly cost of this rolling contract may vary from the monthly cost of your previous membership.

 

5. 5. If, for any reason, a Direct Debit payment fails to credit our account, Ashbourne Membership Management (our Direct Debit collection service provider) reserves the right to charge a late payment fee and we reserve the right to suspend the membership until payment resumes or another payment method is used. ARC Gym Ltd. do not benefit from or stipulate these fees. For further information, please see Ashbourne Membership Management Terms & Conditions.

 

5. 6. If ARC Gym Ltd. or your bank or building society makes a mistake with your Direct Debit payment, you are advised to contact your bank or building society to apply for a refund.

 

5. 7. We reserve the right to change the cost of membership fees and Terms & Conditions at any time during any contract. We will contact you at the email address you have provided at least 30 days prior to the changes taking affect.

 

 

6. Cooling-off period
   
   1. If for whatever reason you no longer wish to be a member of ARC Gym after signing this agreement, you have 14 days from the date of this agreement to inform a member of staff in writing. This will mean that section 7.1 will no longer apply and you will have gym access for the remainder of the time that you have pre-paid for in both pro-rata and the initial membership payment(s).

 

6. 2. All the pro-rata, admin fee and the first full months payment is non-refundable and not included in any of the cooling off periods, contract lengths or cancelation notices.

 

7. Cancelling your membership
   
   1. For all direct debit memberships, ARC Gym requires a minimum of full 30 days notice in writing to ARC Gym Ltd. (email: admin@arc-gym.co.uk). Upon receipt of this notice, ARC Gym Ltd. will send you confirmation correspondence; queries regarding cancelled agreements can only be processed when a copy of this correspondence is provided. Please contact Ashbourne Membership Management by texting “HELP” to 60777 or email; memberships@ashbournemanagement.co.uk for further information about cancelling a membership.

 

7. 2. All memberships which are paid in full for either 2-weeks, 1-month, 3-months, 6-months or 12-months are non-refundable and cannot be cancelled.

 

7. 3. We may terminate this agreement without notice if you fail to meet your obligations under the terms of this agreement.

 

 

8. Club Rules and Etiquette
   
   1. We reserve the right to suspend or cancel your membership should you or your guests fail to adhere to any of the following rules or etiquette whilst on the gym premises;

1.    8.1.3. Do not borrow equipment or take equipment away from the gym under any circumstances.

 

2.    8.1.4. Do not move any machinery without permission from a member of ARC Gym staff.

 

3.    8.1.5. Tidy away equipment after use and wipe down machinery with sanitary equipment provided.

 

4.    8.1.6. Do not leave belongings or rubbish on the floor.

 

5.    8.1.7. Do not make excessive noise, clash weights, drop weights onto hard flooring, or mistreat equipment. You will be required to pay replacement costs for any negligent or deliberate damage to gym property.

 

6.    8.1.8. Do not bring drinking glasses, cups or mugs into the gym, they may only be used in the reception and smoothie bar areas.

 

7.    8.1.9. Always wear suitable clothing and footwear; do not wear anything that does not fully cover your feet (e.g. flip-flops or sandals).

 

8.    8.1.10. Do not use offensive, threatening, abusive language or profanity.

 

9.    8.1.11. Do not use unpleasant, threatening or aggressive behaviour.

 

10.  8.1.12. Do not take photographs or videos of any other members, employees or guests (including those in the background of any images or footage) without their, and ARC Gym’s full written consent.

 

11.  8.1.13. Do not partake in any illegal activities.

 

12.  8.1.14. Do not use, distribute, or sell steroids or any other performance-enhancing drugs.

 

13.  8.1.15. Do not trade, in any capacity, from the gym premises without written authorisation from ARC Gym management.

 

14.  8.1.16. Do not make any attempts to defraud ARC Gym Ltd.

 

15.  8.1.17. Do not spend more than 35 minutes on a piece of equipment in the downstairs area if there are more than 15 people downstairs at anytime.

 

16.  8.1.18. Do not squat facing away from the mirrors when inside the squat rack.

 

17.  8.1.19. Do not bring in any bags larger than 45litres.

 

18.  8.1.20. Do not leave tripods or any other equipment unattended on the gym floor.

 

19.  8.1.21. Do not use talcum powder, tacky, liquid chalk or any other from of potentially harmful, damaging or slip hazard related substances.

 

20.  8.1.22. Do not reserve equipment for others or for yourself if you do not return within 2 minutes.

 

21.  8.1.23. Do not use the steal plates on platform 3.

 

22.  8.1.23. Do not use steal plates outside of the racks. You must use safety pins at an appropriate height when squatting inside the racks or on the monolift.

 

8. 2. All members must take time to read the rules & etiquettes board at ARC Gym, situated above the downstairs water fountain, before the stairs. By training at ARC Gym you are agreeing to the rules and etiquettes set out by ARC Gym.

 

8. 3. Any member found to be using ARC Gym facilities for the purpose of hosting an unauthorised service (e.g. Personal Training or coaching) will be required to show proof of valid certification and insurance and pay Freelance Personal Trainers rates. Failure to do so, will result in ARC Gym suspending or cancelling their membership.

 

8. 4. We may change the club rules and etiquette at any time. We will post notice of any changes at the gym and will notify you via email.

 

9. Using ARC Gym’s facilities or services
   
   1. We will make every reasonable effort to make sure that our equipment and facilities are in a safe condition for members to use and enjoy.

 

9. 2. Upon request, we will provide instruction on how to correctly and safely use our equipment and machinery.

 

9. 3. You are entitled to use the facilities only available for your category of membership.

 

9. 4. Members’ guests are only permitted to use the gym facilities at the discretion of ARC Gym management.

 

9. 5. We assume no responsibility for lost, stolen or broken items, so please be watchful of your belongings.

 

9. 6. Members with a transformation or course membership must use their allocated personal training sessions before expiration or renewal of their membership. Members are responsible for booking their allocated personal training sessions. Subject to availability.

 

9. 7. Members with Classes & Cardio memberships will automatically be placed onto an Off-Peak Membership with no extra cost as of 01/02/2024 due to the discontinuation of the Classes & Cardio membership option.

 

9. 8. Members with off-peak memberships are permitted to enter the gym only between the hours of 08:00 and 15:00 on weekdays and during all opening hours at weekends. Entry to the gym outside of these hours will be permitted at the discretion of ARC Gym management and will incur an additional fee of £5.00 per visit.

 

9. 9. One-day access (Day Pass) vouchers will expire 12 months after the purchase date.

 

9. 10. 5 or more one-day access (Day Pass) bought in the same 24hour period will expire 24 months after the purchase date.

 

9. 11. Your membership does not give you priority over other users or guarantee the availability of facilities or exercise classes.

 

9. 12. You may be required to pay additional charges to use certain other facilities or services at ARC Gym, such as exercise classes. We reserve the right to alter these charges at any time. Please ask one of our staff members for further information.

 

9. 13. Before using any equipment or machinery, you must complete the Physical Activity Readiness Questionnaire (PARQ) and have induction training or confirm that you have read and agree to the induction waiver. We reserve the right to refuse access to the gym’s facilities if we consider your health may be adversely affected by the use of such facilities.

 

9. 14. You should not exercise beyond your own abilities. If you know or are concerned that you have a medical condition, which might interfere with you exercising safely, you should seek and adhere to advice from a relevant medical professional. If you have a disability, you must follow any reasonable instructions to allow you to exercise safely.

 

9. 15. If you inform us that you have a disability, which puts you at a substantial disadvantage in accessing our equipment and facilities, we will consider what adjustments (if any) are reasonable for us to make.

 

9. 16. You should let one of our staff members know immediately if you feel unwell when using our equipment or facilities. During the gym’s opening hours, there will always be a staff member available who has had First Aid training.

 

9. 17. Incorrect use of the equipment or machinery can result in serious harm to yourself and others and we cannot assume liability for any loss, damage, or injury caused to yourself or others as a result of your negligence or recklessness in this regard. You will therefore be expected to assume all liability for any injury suffered or damage to the equipment caused as a result of using the equipment unsafely or incorrectly (unless loss, damage, or personal injury has resulted from negligence on the part of ARC Gym Ltd, it’s servants, or agents).

 

9. 18. We may change our opening hours for the purposes of maintenance or during public holiday periods. Facilities may also be withdrawn for occasional special events. We will display notices of such changes in the gym in advance. No refunds or discounts will be available for these periods.

 

9. 19. We may need to withdraw a facility or part of it for repair or refurbishment. We may also need to cancel exercise classes due to unforeseen instructor absence.

 

9. 20. You are required to give at least 24 hours’ verbal notice to a member of staff if you would like to cancel or rearrange an activity (e.g. exercise class or personal training session). Failure to do so will mean that we will not offer a refund for any money you may have paid for these activities. Repeated failure to give adequate notice may mean we put a reasonable charge on your account and that we refuse any further requests from you to book an activity.

 

9. 21. We reserve the right to close the external training area for use at any time within ARC Gym’s opening hours should we feel necessary.

 

9. 22. We reserve the right to change the activity programme. We will display notices of such changes in the gym in advance.

 

23. ARC Gym’s programs set out on the TrueCoach app are not designed or tailored to you as an individual and are templated as a blanket program for everyone. By acknowledging this you are agreeing to any possible injuries, imbalances or adverse performance outcomes that may arise by using ARC Gym’s program templates.
24. Inductions and Free PT Taster Sessions are limited to 1 per person, not 1 per membership and cannot be passed on or transferred.

10. Promotions
    1. Not all promotions will apply to existing members.

 

10. 2. Not all promotions will apply to previous membership holders who have cancelled their membership agreement within 6 months prior to the promotion release date.

 

10. 3. We reserve the right to end a promotion without warning at any time.

 

10. 4. Entry and performance in any gym challenges must be monitored and verified by one of our staff members.

 

10. 5. Any prizes we offer must be claimed within 30 days of us announcing the winner.

11. Your personal information
    
    1. We have procedures in place to ensure that all information held about you is dealt with confidentially and held securely, in accordance with the EU General Data Protection Regulation (GDPR) and our privacy policy. We collect and process personal data about you so that we can provide our services, operate our business, meet our contractual and legal obligations, protect the security of our systems and our customers, and fulfil other legitimate interests. Our Privacy Notice further details how we collect, use, share, and protect your information and can be found on our website at https://www.arc-gym.co.uk/privacy-policy. Your consent for us to collect and process your data is obtained at the beginning of the membership application form (before we collect any of your data).

 

12. Our information and contacts
    1. We are a company registered in England. Our company registration number is 11447760 and our registered office is at ARC Gym Ltd, 136 Reading Road, Wokingham, Berkshire RG41 1HB. Our registered VAT number is 299217166.

 

12. 2. If you have any queries, please contact us by telephone on 0118 324 6869 or by email at admin@arc-gym.co.uk.

 

Should you have any queries about your Direct Debit agreement or payments, please contact Ashbourne Membership Management by texting “HELP” to 60777 or email; memberships@ashbournemanagement.co.uk.