Website Terms & Membership/Booking Terms

Last updated: 18 August 2025

1) Who we are

“Hampshire Fitness Centre” (“HFC”, “we”, “us”, “our”) is an independent gym serving Whitchurch, Overton and nearby villages. Contact: info@hampshirefitnesscentre.com, 01256 892699, Unit 2, Southfield Farm Barn, Micheldever Road, Whitchurch RG28 7JL. See our Privacy Notice and Cookies Policy for how we handle personal data.

2) Using this site

By using this site, buying a pass/membership, or booking sessions you agree to these Terms, our Privacy and Cookies policies. If you don’t agree, please don’t use the site.

3) Health, safety & supervision

  • Exercise carries risk. You agree to train responsibly, follow signage and staff instructions, and use equipment correctly.

  • PAR-Q & waivers: Complete our health questionnaire (PAR-Q) before first use, and our Climbing Waiver before using the bouldering wall. Tell us promptly if your health or medication changes.

  • Supervision: Ages 6–17 must be supervised by an adult (18+). Ages 4–6 require 1:1 individual supervision for climbing.

  • We may temporarily restrict areas for safety, maintenance, classes or events.

4) Day passes & bouldering

  • Gym Day Pass: gym access during staffed hours.

  • Gym + Climb Day Pass: requires (1) booking a wall slot, (2) completing the PAR-Q, and (3) signing the Climbing Waiver before climbing.

  • Day passes are excluded from membership cancellation rules.

5) Memberships (plans & renewal)

These terms apply to Standard, Family/Couple, and Concessions (NHS & OAP) plans.

5.1 Plan types

  • 1-Month Rolling: renews monthly until cancelled. Cancel any time before your next billing date to avoid renewal.

  • 6-Month (monthly billing): minimum 6 billing cycles, then auto-renews onto the same cycle unless cancelled with notice.

  • 12-Month (monthly billing): minimum 12 billing cycles, then auto-renews unless cancelled with notice.

  • 12-Month Upfront: single payment for 12 months’ access; does not auto-renew.

5.2 Notice to cancel (after the minimum term)

  • 6-Month plan: minimum 2 months’ notice.

  • 12-Month plan: minimum 3 months’ notice.

  • Give notice in writing to info@hampshirefitnesscentre.com or via the Members Dashboard. We’ll acknowledge within 2 working days.

  • Notice runs in whole billing cycles and starts on your next billing date after we confirm receipt. You retain access and are billed through the notice period.

  • Example: Billing on the 20th; notice given on 5 March → notice starts 20 March; last charge 20 April; access ends 19 May.

5.3 Early cancellation (during minimum term)

Not permitted except for approved reasons (e.g., medical with evidence, pregnancy, relocation outside a reasonable radius). Contact us to discuss options.

5.4 Freezes

You may request a temporary freeze for medical reasons, pregnancy or extended travel. Evidence may be required. Freezes pause access and extend the end date; a small admin fee may apply.

5.5 Payments & failed payments

Memberships are billed via our payment processors (e.g., Stripe/PayPal). If a payment fails, we’ll email you to update details; access may be paused until resolved.

5.6 Cooling-off (distance purchase)

If you join online, you have 14 days to cancel for a refund, minus any services already used if you start immediately.

5.7 Changes to pricing/terms

We’ll give at least 30 days’ notice by email for material changes. You may cancel in line with the notice rules above.

6) Bookings (classes, coaching & wall slots)

  • Book online via our Scheduling (Acuity) system or at reception.

  • Cancellations/late arrivals: please cancel online before the 24-hour window to open your spot to others. Late cancellations/no-shows will be charged.

  • HFC may reschedule or substitute coaches if needed; we’ll give reasonable notice.

7) Members Area & account

  • Create an account to book/manage classes, view plan status, and update details.

  • Keep your login secure; you’re responsible for activity under your account.

  • We may suspend access for misuse or overdue balances.

8) Shop (online purchases)

  • Product prices are shown at checkout.

  • Collection/Shipping: local pickup at reception; UK shipping as listed.

  • Returns/Refunds: see our Returns Policy page for timeframes and conditions. Your statutory rights are unaffected.

9) Photography & media

We sometimes capture photos/video for marketing. Tell staff if you prefer not to be included; we’ll always respect safeguarding and remove identifiable images on request.

10) Liability

Nothing in these Terms excludes liability where unlawful to do so. Otherwise, we’re not liable for indirect or unforeseeable losses arising from use of our facilities or website.

11) Intellectual property

Website content, logos and materials are protected by copyright/trade mark and may not be reused without permission.

12) Privacy & cookies

We process personal data as described in our Privacy Notice and Cookies Policy. You can manage cookie preferences via the site banner.

13) Complaints & contact

Questions or complaints: info@hampshirefitnesscentre.com, 01256 892699. We aim to respond within 1 working day (Mon-Sat).

14) Governing law

These Terms are governed by the laws of England & Wales. Courts of England & Wales have exclusive jurisdiction.