DECLARATION / HEALTH AND SAFETY AGREEMENT / INDUCTION, IF REQUESTED  

1. Membership

1.1 Membership entitles the Member to use the facilities of Body Tech Gym, including one induction session if requested.

1.2 The Gym reserves the right, at its sole discretion and without notice, to:
  a) Refuse admission;
  b) Terminate any membership;
  c) Vary facilities, opening hours, and pricing.

1.3 Memberships are non-transferable, non-assignable, and non-refundable.

 1.4 Members must comply with these Terms and Conditions, all Gym rules, safety notices and any reasonable instructions given by Gym staff. Failure to do so may result in suspension or termination of Membership. 

2. Cancellation

2.1 Membership may be cancelled only by written notice submitted through the designated contact form located on our Body Tech Fitness website.

2.2 Memberships commence with an initial pro-rata payment, followed by the first full monthly Direct Debit. Members may request cancellation at any time after the first full monthly Direct Debit payment has been collected, subject to the notice requirements set out below. 

2.3 A minimum of five (5) working days’ notice prior to the next Direct Debit date is required. Cancellation requests received after this deadline will take effect from the following payment cycle. 

2.4 Payments due within the notice period shall remain payable in full. Once a Direct Debit collection has been submitted to the banking system, it cannot be cancelled by the Gym. No partial or pro-rata refunds shall be issued. 

 2.6 Cancellations shall be deemed effective only upon written confirmation by the Gym. If such confirmation is not received within 48 hours, it is the Member’s responsibility to follow up.

2.6 Cancelling a Direct Debit instruction with a bank or payment provider does not constitute cancellation of Membership and does not release the Member from any payment obligations due under these Terms and Conditions. 

3. Health, Safety & Conduct

3.1 Members must complete a PAR-Q health questionnaire and disclose any medical conditions relevant to safe participation in exercise.

3.2 Members who lack sufficient experience or fitness must request an induction session with a qualified staff member.

 3.3 Members must:
  a) Wear appropriate attire and footwear at all times;
  b) Refrain from exercising under the influence of alcohol, narcotics, tranquilizers, or any substances impairing safe exercise;
  c) Return all weights and equipment to their designated racks after use;
  d) Unload machines following use;
  e) Avoid placing weights on floors, walls, or machines;
  f) Wipe down equipment before and after use;
  g) Dispose of rubbish in the bins provided;
  h) Report spills, damages, or suspected tampering of equipment immediately to staff

i)Refrain from vaping, smoking, or using e-cigarettes within the Gym premises. Any Member found vaping or smoking will be required to leave immediately, and their membership shall be subject to review, which may result in suspension or termination.

 3.4 Members shall be liable for any damage to Gym property arising from negligence, misuse, or breach of these Terms.

3.5 The Gym operates on an unstaffed basis outside of designated staffed hours. Members acknowledge that they may be exercising without supervision during these times and accept sole responsibility for their safety when using the facilities.

3.6 Emergency Procedures, Members must familiarise themselves with the location of emergency exits, first aid kits. Panic buttons and emergency pull cords are provided for emergencies only; misuse may result in immediate termination of membership.

During unstaffed hours, members acknowledge that they are responsible for their own evacuation in the event of an emergency. Members must not attempt to assist, rescue, or evacuate other occupants and should leave the building immediately via the nearest safe exit.

3.7 Sauna Use

a) The sauna facilities are restricted to Members aged 16 years and over. Members under 16 are not permitted to use the sauna under any circumstances.

b) Members must comply with all safety signage and instructions displayed within or near the sauna, including maximum usage durations.

c) Pouring liquids or substances onto the sauna’s heating element is strictly prohibited.

d) Appropriate swimwear or shorts must be worn at all times in the sauna. Underwear is not permitted for hygiene reasons.

e) Members must immediately report any faults, malfunctions, or safety concerns to staff or via the online contact form.

f) Members acknowledge that use of the sauna carries inherent risks, including but not limited to dehydration, dizziness, burns, fainting and the aggravation of pre-existing medical conditions. Members use the sauna entirely at their own risk and are responsible for ensuring they are medically fit to do so.. Nothing in these Terms and Conditions excludes or limits the Gym's liability where such exclusion or limitation would be unlawful. 

4. Liability

4.1 The Gym accepts no responsibility for the loss, theft or damage of any personal belongings brought onto the premises. Members are advised not to leave valuables unattended.

4.2 Members acknowledge that participation in physical exercise and use of the Gym's facilities involves inherent risks, including the risk of injury. Members are responsible for ensuring they are medically fit to participate and for exercising within their own capabilities. 

4.3 The Gym accepts no responsibility for the acts, omissions, advice or services provided by independent contractors, including Personal Trainers or other service providers operating from or in association with the Gym. 

4.4 To the fullest extent permitted by law, the Gym shall not be liable for any indirect, incidental or consequential loss, damage or expense arising out of or in connection with the use of its facilities or services. 

4.5 By accessing the Gym outside of staffed hours, Members acknowledge and accept the additional risks associated with exercising without supervision. Members are responsible for exercising safely, using equipment appropriately and remaining within their own physical capabilities while using the Gym during unstaffed hours. Nothing in these Terms and Conditions excludes or limits the Gym's liability where such exclusion or limitation would be unlawful. 

5. Access & Eligibility

5.1 Members must not admit non-members without prior consent.. Access credentials (such as key fobs, QR codes) are strictly personal to the Member and must not be shared. Providing access to non-members, whether during staffed or unstaffed hours, shall result in immediate termination of membership without refund.

5.2 Unauthorised Access Charges

Where a Member permits unauthorised access to any person, the Gym reserves the right to recover the full value of the services obtained without payment, calculated at the current day pass rate for each unauthorised visitor. The Gym may charge any payment method held on the Member's account for these losses in addition to suspending or terminating the membership.

5.3 Membership is available to individuals aged 13 and above. Members under the age of 16 are not permitted to use the Gym facilities without being accompanied and directly supervised by a responsible adult Member at all times, regardless of staffed or unstaffed hours.

5.4 Children Under 13

a)Prior approval must be obtained from a member of Gym staff before a child under the age of 13 is brought onto the Gym premises.

b) Children under the age of 13 are not permitted to use the Gym facilities or equipment under any circumstances.

c) Where a child under the age of 13 is brought onto the Gym premises by a Member, they must remain under the direct supervision of the parent or guardian at all times.

d) The parent or guardian accepts full responsibility for the safety, conduct, and wellbeing of the child while on the Gym premises.

e) Children under 13 must remain within the designated seating or waiting area at all times and are strictly prohibited from entering the gym floor or using any Gym equipment.

f) The Gym reserves the right to refuse entry to, or request that any child or parent/guardian leave the premises, where behaviour is considered disruptive, inappropriate, or may compromise the safety, comfort, or experience of members, staff, or visitors

5.5 CCTV surveillance operates on the premises for safety, security, and monitoring purposes. CCTV footage is normally retained for up to 30 days unless it is required for the investigation of an incident, legal proceedings or where a longer retention period is required by law. 

5.6 Data Protection — Personal data (including PAR-Q responses, membership details, and CCTV footage) is collected and processed in accordance with applicable data protection laws, including GDPR where applicable. Full details are available in the Gym’s Privacy Policy.

5.7 Evacuation & Unstaffed use

a) Body Tech Gym operates on a 24-hour basis, including extended periods where no staff are present on site.

b) During unstaffed hours, all members must be capable of independently evacuating the premises immediately upon activation of the fire alarm or other emergency warning systems.

c) During unstaffed hours, members acknowledge that they are responsible for their own evacuation in the event of an emergency. Members must not attempt to assist, rescue, or evacuate other occupants and should leave the building immediately via the nearest safe exit.

d) Members who require assistance to evacuate safely must only attend during designated staffed hours where assistance may be available, subject to staff safety considerations.

5.8 Identity Verification

a)The gym reserves the right to request and verify photographic identification for the purpose of confirming a member’s identity and age, including where necessary to enforce age  restrictions, prevent membership sharing or ensure that the individual accessing the facilities is the registered member.

b) Where deemed necessary for operational, safety or fraud prevention purposes, the gym may retain a secure record of identification verification within the members account accessible only to authorised staff.

c) Such information shall be used solely for identity and age verification purposes and shall be processed in accordance with the Gyms Privacy Policy.

d) The gym reserves the right to refuse access or suspend membership where a member is unable or unwilling to provide reasonable proof of identity or age requested when requested by the Gym.

8.7 Parking - The Gym accepts no responsibility for any loss of or damage to vehicles or their contents whilst parked on the Gym premises, except where such liability cannot lawfully be excluded. Members must comply with any parking restrictions or conditions displayed on site. 

6. Personal Trainers (Independent Contractors)

 6.1 Personal trainers (“PTs”) operating within Body Tech Gym are independent self-employed contractors and not employees, agents, or representatives of the Gym.

6.2 PTs shall be self-employed and solely responsible for the management of their business, including but not limited to:
  a) Obtaining and maintaining all necessary qualifications, certifications, and compliance with industry standards and applicable regulations;
  b) Holding and maintaining valid public liability and professional indemnity insurance, and providing evidence of such insurance upon request by the Gym;
  c) Entering into agreements with clients regarding training schedules, fees, payments, and liability;
  d) Ensuring the safety and suitability of exercise programs delivered.

 6.3 The Gym does not endorse, vet, verify, or assume responsibility for the qualifications, conduct, insurance, or services provided by PTs.

 6.4 Any contractual, financial, or legal matters arising between PTs and their clients are strictly between those parties. The Gym accepts no responsibility for any act, omission, advice, service or dispute involving a PT and their client. 

6.5 The Gym's role is limited to providing access to its facilities under agreed terms and does not supervise or manage the services provided by PTs. 

7. Promotions

7.1 Members who cancel their membership may not be eligible for promotional offers within 30 days of cancellation.

7.2 Promotional offers are subject to their own terms and conditions and may be amended, withdrawn or ended at any time without prior notice, unless otherwise required by law.

7.3 Unless otherwise stated, promotional offers cannot be used in conjunction with any other offer, discount or promotion.

7.4 Where a promotional offer specifies an expiry date or redemption period, the offer must be redeemed within that period. Expired offers have no cash value and will not be extended unless otherwise agreed by the Gym.

8. Filming, Photography & Privacy

8.1 Members may use personal devices to record videos or take photographs within the Gym strictly for personal use only.

8.2 Any filming or photography must be conducted in a respectful manner and must not capture other Members or staff without their prior explicit consent.

8.3 Filming is strictly prohibited in all private areas, including but not limited to changing rooms, toilets, and shower facilities.

8.4 The use of wearable recording devices, including but not limited to smart glasses (e.g. Meta glasses or similar devices capable of recording audio or video), is strictly prohibited anywhere on the Gym premises.

8.5 The Gym reserves the right to require any Member to stop recording, delete footage, or leave the premises if it is reasonably believed that filming:
a) Infringes on the privacy of other Members or staff;
b) Causes discomfort, distress, or disruption;
c) Breaches these Terms, the Gym's policies or any applicable law. 

8.6Failure to comply with this section may result in suspension or termination of Membership without refund. 

8.7 The Gym reserves the right to request the deletion of any images or recordings taken in breach of these Terms and Conditions and may refuse entry or remove any person who fails to comply.