Terms and Conditions

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TERMS AND CONDITIONS OF SERVICES

1.1 These Terms and Conditions (“Terms”) constitute a binding agreement between you (“Client”, “Member”, “Participant”) and Pilates Point Limited trading as Pilates Fitness Club (“Studio”, “we”, “us”).

1.2 These Terms apply to:

• use of the Studio website;
• purchase of any services or products;
• attendance at any session or activity.

1.3 By:

• making any booking, purchase, or payment;
• completing any registration, PAR-Q, or health form;
• attending or participating in any session, you confirm that you have read, understood, and  agree to these Terms in full.

1.4 Acceptance of these Terms is a condition precedent to participation. If you do not agree, you must not use or attend the Studio.

1.5 A contract exists only once payment has been made and the booking has been confirmed by email.

1.6 The Studio reserves the right, at its sole discretion, to amend, vary, or otherwise modify these Terms and any related policies at any time.

1.7 Any amendments shall take effect immediately upon publication on the Studio website or otherwise being made publicly available.

1.8 Continued use of services constitutes full and binding acceptance of the current version of the Terms. 

It is the Client’s responsibility to review these Terms periodically. The Studio shall not be liable for any failure to do so.

2. DEFINITIONS

• Services: Classes, sessions, content, and programmes (in person, online, or in-studio).
• Products: Items sold by the Studio.
• Client/Member/Participant: Any individual aged 18+ registered with the Studio.
• Website: http://www.pilatesfitnessclub.co.uk (or future equivalent).
• Referrer: Any individual aged 18+ referring a new client.

3. BOOKING SYSTEM & DIGITAL ACCEPTANCE

3.1 All bookings, payments, waivers, and declarations are processed via Acuity Scheduling or equivalent systems.

3.2 By completing any booking or submitting any form, you:

• agree that this constitutes an electronic signature;
• confirm all information is true, complete, and accurate;
• agree this has the same legal effect as a handwritten signature.

3.3 The Studio reserves the right to refuse access or cancel bookings where required forms, waivers, or payments are incomplete or inaccurate.

4. ELIGIBILITY, AGE & ACCESS

4.1 Services are strictly limited to individuals aged 18 years and over.

4.2 By booking, you warrant that:

• you have full legal capacity to contract;
• all information provided is accurate;
• you are not acting on behalf of another individual.

4.3 Children, pets, and spectators are not permitted within the Studio under any circumstances.

5. SERVICES

5.1 Services include, but are not limited to:

• Reformer sessions
• Chair sessions
• Mat classes
• Private or semi-private sessions
• Assessments and consultations

5.2 All Services are subject to availability and may be modified, withdrawn, or refused at the Studio’s discretion.

5.3 Services are provided on an “as is” basis without guarantees of outcome.

5.4 Services do not constitute medical advice. Clients should consult a medical professional prior to participation.

6. BOOKINGS, PAYMENTS & PRICING

6.1 All sessions and services must be paid in full in advance.

6.2 Bookings may be made up to:

• 45 days in advance for classes;
• 60 days in advance for private sessions.

6.3 Class packs and drop-ins:

• are non-transferable;
• are non-shareable;
• are subject to strict expiry periods and limited rescheduling.

6.4 Gift vouchers:

• may be redeemed for services or products only;
• are not redeemable for cash.

7. NO REFUND & FINAL SALE POLICY

7.1 All purchases are final.

7.2 All services, memberships, class packs, and products are:

• non-refundable;
• non-transferable;
• non-exchangeable.

7.3 No refunds will be issued under any circumstances, including but not limited to:

• change of mind
• illness or injury
• relocation
• schedule conflicts
• dissatisfaction
• inability to attend

7.4 No refunds will be issued for unused sessions or missed bookings.

8. CANCELLATION POLICY (24 HOURS)

8.1 A minimum of 24 hours’ notice is required to cancel or reschedule.

8.2 Where cancellation occurs within 24 hours:

• the session will be charged in full; or
• the session credit will be deducted.

8.3 Failure to attend will be treated as a late cancellation.

8.4 No refunds apply to cancellations.

8.5 In exceptional circumstances, the Studio may, at its sole discretion, consider a credit or adjustment where appropriate supporting evidence is provided. Any such decision shall be final.

9. ATTENDANCE, DOOR POLICY & LATE ARRIVAL

9.1 Clients must arrive prior to the scheduled start time.

9.2 Entry will be refused where a Client arrives more than 5 minutes after the scheduled start time due to health and safety requirements.

9.3 Late arrivals will not be admitted under any circumstances.

9.4 Where entry is refused:

• the session will be deemed attended;
• the full fee will be charged or credit deducted.

10. MEMBERSHIP TERMS

10.1 Memberships are subject to a minimum term of three (3) months, constituting a fixed-term contractual commitment.

10.2 Memberships:

• are legally binding;
• are non-transferable, suspended or cancelled;
• remain payable in full regardless of usage.

10.3 Memberships automatically renew on a rolling 4-week basis following the initial term.

10.4 Cancellation after the initial term requires 14 days’ written notice.

10.5 Any attempt to cancel within the initial 3-month term:

• will not release the Client from payment obligations;
• will not result in any refund;
• may result in recovery action for outstanding sums.

10.6 Membership benefits may include additional session access at preferential rates while active.

10.7 Memberships cannot be paused, extended, or frozen except at the Studio’s sole discretion.

10.8 Where a freeze is permitted due to medical circumstances:

• a £20 administrative fee applies;
• supporting documentation may be required;
• approval remains at the Studio’s sole discretion.

11. HEALTH, FITNESS & DISCLOSURE OBLIGATIONS

11.1 Clients are solely responsible for ensuring they are medically fit to participate.

11A. PARTICIPANT DECLARATION (PAR-Q CONFIRMATION)

11A.1 Completion of the PAR-Q (health questionnaire) is a mandatory condition of participation.

11A.2 By ticking the relevant declaration box during the booking process (including via Acuity Scheduling or any equivalent system), the Client provides a legally binding electronic signature and confirms the following:

• that they have read, understood to their full satisfaction, and accurately completed the health questionnaire;
• that all information provided is true, complete, and not misleading;
• that they understand their physical activity clearance is valid for a maximum period of six (6) months from the date of completion and shall become immediately invalid if their health condition changes in any way;
• that they accept full responsibility for updating the Studio of any changes to their medical condition prior to further participation;
• that they acknowledge the Studio will retain a copy of this form for its records in accordance with applicable data protection legislation and guidance issued by the Information Commissioner's Office;
• that such data will be handled confidentially and in accordance with applicable law.

11A.3 By submitting the PAR-Q and accepting these Terms, the Client expressly confirms that they have read, understood, and are in full agreement with this declaration and all associated obligations.

11A.4 Failure to complete the PAR-Q accurately, or failure to update the Studio where circumstances change, shall constitute a material breach of these Terms and may result in immediate suspension or termination of Services without refund.

11.2 Clients must fully disclose all relevant health information, including:

• medical conditions
• injuries
• surgeries
• pregnancy
• any factor affecting safe participation

11.3 Failure to disclose constitutes:

• a material breach of contract;
• voiding of participation rights;
• voiding of any duty of care owed by the Studio.

11.4 Clients must stop immediately if experiencing pain or discomfort and notify the instructor.

12. STUDIO RULES & SAFETY

12.1 A completed PAR-Q is mandatory prior to participation.

12.2 Clients must:

• follow all instructions at all times;
• wear appropriate, fitted attire;
• avoid unsafe or inappropriate behaviour.

12.3 Grip socks are mandatory for all Reformer and Chair sessions.

12.4 Failure to comply may result in immediate termination of services without refund.

13. Conduct, Behaviour & Right to Refuse Services

13.1 Expected Conduct

All clients are required to behave in a respectful, appropriate, and cooperative manner at all times when attending the studio, engaging with staff, or participating in any Services.

13.2 Conduct and Behaviour

The following conduct will not be tolerated and may result in immediate suspension or termination of services, without refund:

• Abusive, aggressive, or threatening behaviour
• Harassment, intimidation, or inappropriate conduct towards staff or other clients
• Discriminatory language or behaviour of any kind
• Persistent failure to follow instructions, guidance, or studio policies

13.3 Right to Refuse, Suspend or Withdraw Services

Pilates Fitness Club is a private studio and reserves the absolute right, at its sole discretion, to refuse, suspend, restrict, or withdraw access to any services, sessions, memberships, or facilities at any time.This right may be exercised where it is reasonably considered necessary, including (but not limited to):

• To protect the health, safety, or wellbeing of any client, instructor, or staff member
• Where participation is deemed unsuitable due to physical condition, disclosed or undisclosed health information, or inability to safely follow instruction
• Where there is a failure to comply with professional guidance, studio policies, or safety procedures
• Where a client’s conduct is considered disruptive, inappropriate, or incompatible with the standards and environment of the studio
• Where continued attendance is, in our reasonable opinion, likely to be injurious to the character, reputation, or interests of the studio, its staff and clients.

Pilates Fitness Club decisions are final under this clause.

13.4 Non-Disclosure & Safety

Failure to fully and accurately disclose relevant medical information, injuries, conditions, or changes in health status — whether prior to or during participation — shall constitute a breach of these Terms and may result in immediate withdrawal of services without refund.

13.5 Refunds

Where services are refused, suspended, or withdrawn under this section, any refunds, credits, or transfers shall be granted strictly at the sole discretion of Pilates Fitness Club.

13.6 Acceptance

By booking, attending, or participating in any session, clients acknowledge and accept that all decisions made under this clause are final and binding.

14. LIABILITY WAIVER

14.1 Participation is undertaken entirely at your own risk.

14.2 To the fullest extent permitted by law, the Studio excludes liability for:

• injury, illness, or death
• property loss or damage
• indirect or consequential loss

14.3 The Studio is not liable where:

• instructions are not followed
• equipment is misused
• medical conditions are not disclosed
• other participants cause injury

14.4 Nothing in these Terms excludes liability where it cannot legally be excluded.

15. RIGHT TO REFUSE OR TERMINATE SERVICES

15.1 The Studio reserves the absolute discretion to:

• refuse entry
• suspend access
• terminate memberships or bookings
• where participation is deemed unsafe, inappropriate, or contrary to the Studio’s interests.

15.3 No refunds will be issued in such circumstances.

16. WEBSITE USE

16.1 The website must be used lawfully.

16.2 Users must not:

• upload offensive content
• misrepresent identity
• disrupt functionality

16.3 All content is owned by the Studio and may not be copied.

17. CCTV, RECORDING & IMAGE WAIVER

17.1 CCTV operates within the Studio premises, including exercise areas, for the purposes of safety, security, and incident management.

17.2 By attending the Studio, Clients acknowledge and consent to being recorded via CCTV and, where applicable, audio systems.

17.3 Any CCTV and/or audio recordings may be used where necessary for:

• legal proceedings;
• insurance purposes;
• regulatory compliance;

and shall be processed in accordance with applicable UK data protection legislation.

18. IMAGE WAIVER & MEDIA CONSENT

18.1 Capture of Media

18.1.1 Pilates Fitness Club may capture and collect photographs, videos, audio recordings, testimonials, and other media featuring Clients during sessions or Studio-related activities.

18.2 Use of Media

18.2.1 Such content may be used for, including but not limited to:

• promotional and advertising purposes;
• marketing campaigns;
• social media and digital platforms;
• print and publication materials;
• commercial and business development purposes;

18.2.2 Such use may occur in any media format now known or developed in the future.

18.3 Client Consent & Licence Grant

18.3.1 By participating in any session, event, or activity where such media may be captured, the Client:

• acknowledges and agrees that their image, likeness, voice, and/or statements may be recorded and used by the Studio;
• grants the Studio a perpetual, worldwide, royalty-free, non-revocable licence to use such content;
• agrees that such content may be edited, altered, or adapted at the Studio’s sole discretion;
• waives any right to compensation, approval, or inspection of the final materials;
• consents to the inclusion of their name, image, or voice in promotional and public-facing content.

18.4 Release of Liability

18.4.1 The Client releases and discharges Pilates Fitness Club, Pilates Point Limited, and all associated employees, contractors, and representatives from any and all liability arising from the use of such media, including (but not limited to) claims relating to privacy, data protection, or proprietary rights.18.5 Additional Consent Conditions

18.5.1 Where separate express consent is requested for specific marketing use, the Studio will act in accordance with the Client’s stated preferences.

18.5.2 Notwithstanding the above, the Studio retains the right to use general Studio environment imagery in which the Client may be incidentally included.

19. INTELLECTUAL PROPERTY

19.1 All branding, content, materials, and intellectual property remain the exclusive property of Pilates Fitness Club.

19.2 No content may be copied, reproduced, distributed, or used without prior written consent.

20. PROMOTIONAL OFFER – NEW CLIENT REFERRAL

20.1 Members who refer a new client who subsequently signs up for a monthly membership will receive a £5 discount on their next purchase per qualifying referral.

20.2 A “new client” is defined as an individual who has not previously attended or purchased services from the Studio.

20.3 This offer:

• is non-transferable;
• has no cash value;
• cannot be used in conjunction with any other promotion or offer;
• may be withdrawn or amended at any time at the Studio’s sole discretion.

21. AMENDMENTS

21.1 The Studio reserves the right to amend these Terms at any time.

21.2 Updated Terms take immediate effect upon publication.

21.3 Continued use of services constitutes binding acceptance of the revised Terms.

22. GOVERNING LAW

22.1 These Terms are governed by the laws of England and Wales.

22.2 All disputes shall be subject to the exclusive jurisdiction of the English courts.

23. CONTACT

For all enquiries, please contact:
pilatesfitnessclub@pilatespoint.co.uk