Membership terms and conditions
Our terms and conditions are below, but please contact us if you have any questions.
Updated: 10 May 2022
1. Fitness membership/coached activities – 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 for fitness memberships and/or continue a rolling basis whilst enrolled on a coached activity.
1.2. When paying by DD, an initial payment may 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.
2. Fees
2.1. You must pay a monthly amount which will be determined by your chosen membership package/coached activity.
2.2. For fitness memberships monthly instalments will be due on the 1st or 15th of each calendar month or the next available working day by DD and on the 1st of the month for coached activity.
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 at the end of the promotion 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/attend your coached activity.
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 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 of the cancellation will be issued. Queries on cancelled memberships can only be dealt with when a copy of this letter is provided.
3.3 Cancellations for coached activity DDs require 30 days’ notice in writing to qpscenquiries@chesterfield.gov.uk or hlcenquiries@chesterfield.gov.uk. A confirmation letter of the cancellation will be issued. Queries on cancelled memberships can only be dealt with when a copy of this letter is provided.
3.4 In exceptional circumstances you can ask in writing to freeze your payments for fitness membership and/or coached activities, 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.
3.5. Where coached activities payments are agreed to be frozen places on courses will be re-let until the time when payment is to recommence. Should this place still be available then it will be offered, or an alternative will be found within the programme.
4. Cancellation of fitness membership/coached activity
4.1 We are at liberty to cancel your fitness membership/coached activity 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 14 days for coached activities: 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/coached activities.
4.1.5. If we cancel your fitness membership/coached activities, 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 charged accordingly.
5. Centre Rules
5.1. You must comply with the centre rules/etiquette which forms part of this agreement and Codes of Conduct (coached activities) 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/coached activity 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 or take part in a coached activity 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 be available for coached activities only.
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 be available for coached activities only.
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. Refunds will be available for coached activities only.
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/coached activity 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.
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 and coached activities
- 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.
