Membership terms and conditions

Membership terms and conditions

These are our terms and conditions for Active Fitness memberships paid by Direct Debit.

You can find the terms and conditions for pre-paid memberships below.

Updated: 1 January 2024

1. Fitness membership – period of contract

1.1. Your fitness membership will begin on the day you join and will continue a rolling basis for a minimum of twelve-monthly Direct Debit (DD) payments.

Please be aware that when you log into your online account, your membership type will show as 1 month rolling – this means that your membership is for one payment per month for the minimum term of 12 months.

1.2. When paying by DD, an initial payment will be required to cover the period up to your first DD payment.

1.3. Your membership is personal to you. You cannot transfer it to another person.

1.4. If Chesterfield Borough Council, or their bank(s), makes a mistake with your DD payment you may be entitled to full refund.

1.5 Members booking in advance must notify reception by telephone or by e-mail at least two hours prior to their booking if they are unable to attend or by 6pm the previous day for squash bookings. Failure to do so may result in a charge for that booking being made.

1.6 Those joining as part of the Fitness Festival Promotion or New Year 2024 offer will be subject to a new twelve month contract, which consists of twelve full payments. After this period, memberships will revert to the full rate which applies at that time.

 

2. Fees

2.1. You must pay a monthly amount which will be determined by your chosen membership package.

2.2. Fitness memberships monthly instalments will be due on the 1st or 15th of each calendar month or the next available working day by DD.

2.3. We may change the amount of your monthly payments. If we do, we will write to you at the address you have given us 14 days before the changes take place.

2.4 Members joining via a promotion, monthly Direct Debit fees will revert following the 12th DD payment to the full rate whatever that reflects at the time, or other category subject to proof (such as corporate memberships).

2.5. Monthly fees are payable even if you do not use the centre.

2.6. Upon the first, and subsequent, anniversary when paying for a reduced fitness membership rate you will automatically and immediately become a full adult member unless continued proof of reduced membership is provided.

2.7. Any fees applicable to activities booked must be paid for at the time of booking.

 

3. Cancelling and freezing your fitness membership/coached activity

3.1. Membership is subject to a 14-day cooling off period and a money back guarantee pro-rata for period not used.

3.2. Fitness memberships cannot be cancelled prior to the agreed contract length that you have signed up for (that is 12 full monthly DD payments) and the last payment has been made. Cancellations require 30 days’ notice in writing to qpscenquiries@chesterfield.gov.uk or hlcenquiries@chesterfield.gov.uk. A confirmation letter or email of the cancellation will be issued. Queries on cancelled memberships can only be dealt with when a copy of this letter/email is provided.

3.3 If another Direct Debit payment is due within the 30 days’ notice period, your membership will end on the last day of the following month.

3.4 In exceptional circumstances you can ask in writing to freeze your payments for fitness membership, for example in the event of serious illness/injury. The Operation’s Manager’s decision will be final. Memberships can be frozen for a minimum of one month and for a maximum of six months. Evidence will be requested to enable payments to be frozen.

4. Cancellation of fitness membership/coached activity

4.1 We are at liberty to cancel your fitness membership if:

4.1.1. You breach the terms and conditions contained herein of the Centre rules, the Operations Manager may allow you to remedy any breach, and this will be entirely at the discretion of the Operations Managers.

4.1.2. In our reasonable opinion your behaviour is likely to endanger other members, their guests, or staff, or adversely affect the Centre or our reputation.

4.1.3. If any amounts you owe us remain unpaid 30 days after the due date for fitness memberships: or

4.1.4. It you provide us with details you know to be false, and those details reasonably affected our decision to grant you fitness membership.

4.1.5. If we cancel your fitness membership, we will not refund your fees.

4.1.6. Entry to the centres may be refused to you at the discretion of the Council.

4.1.7. If you cancel your DD with your bank within the contract period, you will be liable for the outstanding amount and will be invoiced accordingly.

 

5. Centre rules

5.1. You must comply with the centre rules/etiquette which forms part of this agreement and Codes of Conduct as displayed at the centre(s).

5.2. We may change the rules/etiquette at any time. We will post notice of any changes at the centre and/or online.

 

6. Changing the agreement

6.1. We can change the agreement at any time. We will give you 14 days notice of this change in writing at the address you have given us.

 

7. Facilities

7.1. You are entitled to use the facilities available for your category of fitness membership and you must register/check in prior to every visit.

7.2. You may have to pay additional charges to use certain other facilities/activities at the Centre. You can get a list of these from our reception points. We can change these prices at any time.

7.3. Before using any exercise equipment you must read the Health Commitment Statement and undergo an induction/familiarisation to use the gym. We can refuse access to the centres facilities if we consider your health maybe adversely affected by undertaking activities.

7.4. Facilities may close for occasional special events/industrial action. Notices will be displayed in the centre in advance notifying customers of any changes. Refunds will not be issued.

7.5. We may change the centres opening times or withdraw any of the facilities at any time. We will provide as much notice as possible and arrange where possible for an alternative activity/venue during periods of closure. Refunds will not be issued.

7.6. On rare occasions activities taught/led by our staff may also have to be cancelled at short notice due to unforeseen instructor unavailability. We will provide as much notice as possible.

7.7. Your membership does not give you priority over other users or guarantee the availability of facilities.

7.8. Chesterfield Borough Council management reserve the right to change the activity programme(s). Prior notice will be given in the centre relating to the introduction of new sessions.

 

8. Membership Cards

8.1. If you are a fitness member you must present your membership card, wristband, keyring or phone sticker when accessing the facilities; otherwise, there may be a delay entering the centre(s).

8.2. All fitness members must have their photograph taken for identification purposes; this will be stored on Chesterfield Borough Council database. This information will solely be used Chesterfield Borough Council and will not be released to any third parties.

8.3. If you lose your card, wristband, keyring or phone sticker a replacement fee will be charged to replace it.

 

9. Junior members and children

9.1. If you are signing up to a fitness membership and are under 18 your parent/guardian must sign this agreement on your behalf. By signing this agreement your parent/guardian agrees to be always responsible for your behaviour and actions and to pay us any amounts that are due on your behalf.

9.2 Juniors under the age of 16 will need to provide proof of age upon joining or on the first visit to the centre.

9.3 If you join as part of a Motiv8 membership (8 to 15 year olds), the membership will default to the student price at the end of the academic school year 11.

9.4 When a junior on a family membership turns 16, their membership will be cancelled at the end of the academic school year 11.

9.5 The minimum age for unsupervised (by parent/guardian) use of the fitness suite is 14 years.

 

10. Liability

10.1. You use our facilities, appliances, and services entirely at your own risk and we have no liability to you for any loss, injury or damage sustained or incurred by you or your property, unless due to negligence or fraud by us or our staff. If you use any piece of equipment supplied by us, you must be competent in its use or have received instruction by a member of our staff as to its safe use.

 

11. Information we may collect from you

We collect your personal information when you sign up and during your membership. We use this information to:

  • manage your membership and payments
  • manage your bookings
  • contact you about your fitness membership payments.
  • take payments
  • undertake satisfaction surveys for the purpose of improving services

This can be found at chesterfield.gov.uk/privacy, which along with the leisure services fair processing notice, sets out the terms on which we process any personal data we collect from you, or that you provide to us.

 

12. Where we store your personal data

12.1. As our servers are in the United Kingdom, the data that we collect from you is obtained, processed, stored and transmitted in compliance with data protection legislation including the General Data Protection Regulations 2016. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

12.2. All information you provide to us is stored on our secure servers. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.


Terms and conditions for pre-paid memberships

If our documents are not accessible to you, you can request a different format here.
Active Fitness membership terms and conditions - pre-paid membership PDF (PDF 269 KB)
Active Fitness membership terms and conditions - Direct Debit membership PDF (PDF 211 KB)

Last updated on 28 December 2023