Terms and Conditions
Terms and Conditions
The Clubhouse Gym Ltd. | Effective from 23/09/2026
These Terms and Conditions are entered into by and between The Clubhouse Gym Ltd. (“TCH”) and the individual agreeing to these Terms (“the Member”).
Definitions
For the purposes of these Terms and Conditions:
• Billing Date means the date on which the Member’s initial membership payment is taken and on which all subsequent payments are due every 28 days thereafter.
• Consent Form means the separate form on which the Member records their optional consents (for example, for health information, WhatsApp, and photographs, video and testimonials) and their emergency contact details.
• Freeze means an approved temporary pause of a membership during which billing is suspended, and the Billing Date is adjusted accordingly.
• Privacy Notice means TCH’s Privacy Notice, which explains how TCH collects, uses, shares and keeps personal data.
• Serious Misconduct means behaviour that poses a risk to the safety, wellbeing, or enjoyment of staff or members, or to the reputation or operation of TCH, including but not limited to abusive behaviour, harassment, threats, unsafe conduct, or damage to property.
Services
Membership entitles the Member to use TCH facilities, equipment, and services as made available from time to time.
Membership
Memberships are personal, non-transferable, and may not be shared. Memberships operate on a rolling basis and automatically renew every 28 days unless cancelled in accordance with these Terms.
Age Limit
Members must be 18 years of age or older.
Members aged 16–17 may train only with written parental consent.
Persons under 16 years of age must be supervised at all times.
For Members under 18, any optional consent given under these Terms (including consent for WhatsApp, photographs, video and testimonials) must be given or confirmed by a parent or guardian.
TCH will handle the personal data of Members under 18 in line with the Privacy Notice.
Health & Fitness
The Member confirms they are physically fit to participate in exercise and do not suffer from any condition that would make participation unsafe.
Members are encouraged to seek medical advice before beginning any exercise programme.
TCH does not provide medical diagnosis or health screening. Any assessments carried out are for progress tracking purposes only.
Participation in all activities is undertaken at the Member’s own risk. Any health information a Member chooses to share with TCH is handled in accordance with the Sharing of Sensitive Information and Data Protection clauses below.
Liability
Members are responsible for any damage to property or injury caused by them on TCH premises and agree to reimburse TCH for associated costs upon presentation of evidence.
Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud, or any liability that cannot be excluded under UK law.
Sharing of Sensitive Information
Health information and other sensitive personal information that a Member chooses to share with TCH is treated as confidential. It will be made available only to the coach or staff member to whom the Member gave it.
TCH will share this information with other coaches or relevant staff only if the Member has given their explicit consent, either by completing the relevant section of the Consent Form or in writing by email to info@theclubhousegym.com. The consent must be clear about what information will be shared and with whom.
A Member may withdraw this consent at any time by emailing info@theclubhousegym.com or telling a member of staff. TCH will stop sharing the information from that point. Withdrawal does not affect sharing that took place before consent was withdrawn.
Nothing in this clause prevents TCH from passing information to the emergency services or medical professionals where this is necessary to protect the vital interests of the Member or another person in an emergency and the Member is unable to give consent.
Pregnancy Disclosure & Consent
Information about pregnancy is health information. TCH cannot adapt a Member’s training or take appropriate safety precautions unless it knows about it. Members who become pregnant and wish to continue training must therefore inform TCH.
TCH will record this information only with the Member’s explicit consent, given on the Consent Form, and will use it only to keep the Member safe and adapt their training.
Members wishing to continue training during pregnancy must:
• Confirm pregnancy disclosure in writing
• Sign a pregnancy waiver
• Provide written confirmation from a GP or midwife that they are fit to exercise
TCH asks only for confirmation that the Member is fit to exercise. TCH does not require medical records or any further medical detail.
A Member may withdraw their consent to TCH holding this information at any time by emailing info@theclubhousegym.com. TCH will then delete it in accordance with the Privacy Notice, although this may mean TCH is unable to continue providing pregnancy-adapted training. Training during pregnancy is undertaken at the Member’s own discretion.
WhatsApp Communications
TCH operates The Clubhouse Member Announcement WhatsApp Community for operational updates and important communications. Joining is optional and is not a condition of membership.
Members who choose to join, by giving their consent on the Consent Form, will be added using the mobile number they have given to TCH.
Members should be aware that their phone number and profile name may be visible to other members of the Community depending on their WhatsApp privacy settings, and that WhatsApp is operated by Meta Platforms, which handles data under its own terms and privacy policy.
TCH will also send essential operational communications (such as closures, changes to opening hours, and billing or membership matters) to all Members by email, so that Members who do not join, or who leave, the Community are not disadvantaged.
Members may leave the Community at any time, or ask TCH to remove them by emailing info@theclubhousegym.com, and TCH will remove them promptly.
Data Protection (UK GDPR)
TCH is the controller of the personal data it collects from Members. TCH handles personal data in accordance with the UK GDPR and the Data Protection Act 2018. TCH’s contact details for all data protection matters are: The Clubhouse Gym Ltd., 11 Quarry Street, Guildford, England, GU1 3UY, info@theclubhousegym.com.
The Privacy Notice explains what personal data TCH collects, why and on what legal basis it is used, who it is shared with, how long it is kept, and the Member’s rights. Members should read it before joining. The Privacy Notice is not part of these Terms and may be updated from time to time; the current version is always available at https://theclubhousegym.com/ and from TCH on request.
Personal data is stored securely, used only for the purposes set out in the Privacy Notice, and kept only for as long as necessary for those purposes.
Where TCH relies on a Member’s consent (for example, for health information, sharing information between coaches, WhatsApp, and photographs, video and testimonials), that consent is optional, is requested separately from these Terms, and may be withdrawn at any time. Agreeing to these Terms does not amount to consent to any of these things.
Members are asked to provide an emergency contact and should make sure that person knows their details have been given to TCH. TCH will use those details only in an emergency or where otherwise necessary to protect the Member’s vital interests.
Members have the right to access their personal data and to have it corrected, deleted, restricted or transferred, to object to certain uses of it, and to withdraw any consent they have given. To exercise these rights, Members can contact info@theclubhousegym.com. TCH will respond within one month, or within any longer period the law allows in limited cases.
Members may complain to TCH about how their personal data has been handled, by email, in writing or in person. TCH will acknowledge the complaint within 30 days, investigate it without undue delay, and tell the Member the outcome. Members also have the right to complain to the Information Commissioner’s Office (ico.org.uk), although they are encouraged to raise the matter with TCH first.
Personal Belongings & Lost Property
Limited storage is available within TCH facilities.
TCH accepts no responsibility for loss or theft of personal belongings.
Items left on the premises will be retained for one week before disposal.
Code of Conduct, Suspension & Termination
Members must behave respectfully toward staff, members, and the facility.
TCH reserves the right to issue warnings, suspend membership, or terminate membership where behaviour breaches these standards.
Immediate termination may occur in cases of Serious Misconduct.
No refunds will be issued following termination.
Access & Opening Hours
TCH operates Monday to Friday 6am to 8pm and Saturdays 8am to 12pm, excluding bank holidays and exceptional circumstances.
Classes, instructors, and services are subject to change without prior notice.
Payment & Billing Cycle
Memberships operate on a rolling 28-day billing cycle from the Billing Date.
The first payment is collected on joining. Subsequent payments are automatically collected every 28 days thereafter from the same payment method.
Memberships automatically renew unless cancelled in accordance with these Terms.
Failure to make payment may result in suspension of access. Billing obligations continue during any suspension.
Outstanding balances exceeding 30 days may be referred to a debt recovery service, and additional recovery costs may be applied. If this happens, TCH will share with the debt recovery service only the personal data reasonably necessary for that purpose (such as the Member’s name, contact details and the amount owed).
Cancellation & Renewal
Memberships are rolling and auto-renewing.
Cancellation requires a minimum of 28 days’ notice before the next Billing Date and must be submitted via email to info@theclubhousegym.com.
Cancellations take effect at the end of the final paid billing cycle.
If cancellation notice is not received at least 28 days before the next Billing Date, the subsequent billing cycle will be charged in full.
No refunds are provided for part-used billing periods.
Pricing Review Policy
Membership fees are subject to an automatic annual adjustment in line with inflation.
On each anniversary of the Member’s join date, membership fees will automatically increase in line with the UK Consumer Price Index (CPI) published by the Office for National Statistics, or an equivalent replacement index, calculated using the most recently published annual rate at that time.
This automatic adjustment forms part of the agreed membership pricing structure and does not require separate notice.
TCH reserves the right to implement additional pricing changes outside of this automatic adjustment where necessary. In such cases, Members will be provided with at least 30 days’ written notice prior to any change taking effect.
Membership Freeze
Members may request to freeze their membership once in any rolling 12-month period for up to 28 consecutive days, subject to approval.
During a Freeze:
• Billing is paused
• The Billing Date moves forward by the number of frozen days
Freeze requests must be submitted in writing and approved in advance.
Media Consent & Usage
TCH would like to feature Members in photographs, video and testimonials for promotional, marketing and advertising purposes (for example on social media, the TCH website, and printed materials). This is entirely optional and is not a condition of membership.
TCH will capture or use a Member’s image, likeness, voice, name or testimonial for these purposes only if the Member has given their consent by ticking the relevant box on the Consent Form. Consent is requested separately for different uses so that Members can choose which they are comfortable with. Silence, or not returning the Consent Form, is not consent. Consent is given without compensation.
Where TCH takes photographs or video in its facilities, it will take reasonable steps to ensure that Members who have not consented are not identifiable in anything it publishes.
A Member may withdraw consent at any time by emailing info@theclubhousegym.com. TCH will then stop using the Member’s image, likeness, voice, name and testimonials in new material and will remove them from TCH’s website and social media accounts within 14 days. TCH cannot recall material that has already been printed or distributed, or copies shared by others, but will not reuse it. Withdrawal does not affect the Member’s membership.
For Members under 18, consent must be given by a parent or guardian.
Name Usage Consent
TCH uses the Member’s name in its internal records (such as membership, billing and coaching records) because this is necessary to provide the membership. This use is explained in the Privacy Notice and does not require separate consent. TCH will not use the Member’s name in testimonials, marketing materials or website content unless the Member has consented under the Media Consent & Usage clause above.
Variation of Terms
TCH reserves the right to amend or update these Terms and Conditions from time to time.
Material changes will be communicated with at least 30 days’ notice.
Continued use of TCH facilities or services following such notice constitutes acceptance of the updated Terms.
Complaints & Escalation
Members should raise concerns with staff in the first instance.
If unresolved, complaints may be submitted in writing to info@theclubhousegym.com.
Complaints about how TCH handles personal data are dealt with under the Data Protection (UK GDPR) clause above.
Nothing in this clause affects the Member’s statutory rights.
Governing Law & Jurisdiction
These Terms and Conditions are governed by the laws of England and Wales. Any disputes arising in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.