MEMBERSHIP TERMS & CONDITIONS

 

Definitions: In these Terms & Conditions and the Club Rules, “Solan Fitness” means Solan Fitness East Grinstead Ltd, company number 10267118 and whose registered office is at The Atrium, Little King Street, East Grinstead, Surrey, United Kingdom, RH19 3DJ; “Member” means the member named account, and “Membership” is the membership by a Member of a Club, which starts when Solan Fitness accepts the proposed Member’s Application Form; “Club” means the Solan Fitness club at which the Member applied for membership and any other Solan Fitness club the Member may attend; “Agreement” means the agreement between Solan Fitness and the Member subject to these Terms & Conditions and Club Rules; “Club Rules” means the terms set out in the Solan Fitness Club Rules.

PRINCIPAL TERMS

  1. This agreement commences once you have indicated your acceptance in the Declaration section of the web sign up process and this agreement will become binding on you and us when we contact you to confirm your membership application has been accepted, at which point a contract will come into existence between you and us.
  2. You will be entitled to all the rights and privileges set for the Type of Membership chosen.
  3. You cannot transfer this agreement to anyone else.

DIRECT DEBIT FEES AND CHARGE

  1. The Joining Fee (if applicable) and first month's membership fees are collected from you by us either by Debit / Credit card at time of purchase, or by Direct Debit approximately 5 working days from your membership application date. Joining fees are applied to cover the initial administration costs associated with setting up a new membership and direct debit agreement and entitle the member to an induction session, bookable online.
  2. Your second Direct Debit for monthly membership fees only will be collected one month after you joined. Subsequent Direct Debits for monthly membership fees will be collected monthly thereafter. Each payment made is not refundable under any circumstances.
  3. If any Direct Debit is returned unpaid or if any other form of payment is not honoured for whatever reason, you shall pay us on demand an administration fee of £20. If, despite us having notified you of a missed payment, further payments are missed, we reserve the right to, at our sole election, either suspend or terminate your membership, upon having given you written notice of our intention to do so. We may present an option to reduce the administration fee if the outstanding amount is paid online within 7 days of becoming due.
  4. You agree to advise us immediately of any change to the Members Details provided.
  5. A £5 monthly charge is applied if you freeze your membership. Your membership can be on freeze for a maximum of 3 months after which your membership will automatically be un-frozen and will revert to your monthly rate. Freeze will start from your payment date. Please be aware this must be actioned at least 7 working days prior to your payment date.

 

 

DIRECT DEBIT PRICES

  1. From time to time we may need to increase the price of membership. We will give you at least 1 full months' notice of any incoming price increase and will make it very clear when the price increase will take effect and how much your membership will cost after the increase. During this period, you will have your usual right to terminate your membership in accordance with the membership terms and conditions and rules. If you do not terminate the membership by the date given to you in the notice, then the price of your membership will be increased in accordance with our notice.
  2. If you are on a special life time price promotion, your membership prices will not increase and will remain the same.

TERMINATION

MONTHLY DIRECT DEBIT MEMBERSHIPS

  1. You may terminate your membership at any point by cancelling your direct debit with your bank, allowing 3 to 4 working days for the bank to action this. Please call one of the team on 01342 891316for options available to you or for any further information.
  2. In the above circumstances your membership will remain in force until the day before your next payment is due, at which point it will automatically terminate.

PAID IN FULL MEMBERSHIP

  1. If you have purchased a Pre-paid Annual Membership you cannot terminate this early to receive a refund. Your membership will run from the start date to the end of the commitment date.
  2. You can freeze your membership on a Pre-paid Annual Membership for free with no monthly charge for a maximum of 3 months after which your membership will automatically be un-frozen and your membership will commence.

 

PRE-SALE MONEY BACK GUARANTEE

  1. Pre-sale 14 Day Money Back Guarantee. A “14 Day Money Back Guarantee” is applicable when a Member signs up to a new Club during its presale period. A presale period is defined as the time in which a Membership can be purchased for a new Club prior to the opening date.  During the designated 14 days, a Member may request immediate termination of their new Membership, along with a refund of fees paid upon joining (including the joining fee). The 14 days is effective from, and including, the agreed original start date of their Membership.  A Member can only have a maximum of one visit of the new Club recorded on their Membership to be eligible for this 14 day money back offer. Upon visiting the facilities and using the new Club a second time, the member is confirming they will commit to the full terms of their chosen Membership.  In cases where the Member has opted to use an existing Solan Fitness site prior to the new location opening, the 14 day money back offer will not apply.

 

DAILY MEMBERSHIP TERMS & CONDITIONS
PRINCIPAL TERMS

  1. This daily membership commences once you have indicated your acceptance in the Declaration section of this web sign up process.
  2. You will be entitled to all the rights and privileges exercisable for the Type of Membership chosen.
  3. You cannot transfer this daily membership to anyone else nor transfer to another date.
  4. Day passes are non-refundable.

FEES AND CHARGES

  1. You shall be entitled to cancel your daily membership the earlier of: (1) 14 days after the date of purchase; or (2) the day before the date on which you selected your daily membership to activate. If you cancel during this period, you will receive a full refund. After this period the daily membership fee is not refundable.

GENERAL TERMS & CONDITIONS

MISCELLANEOUS TERMS

  1. Members must be 16 or older.
  2. You agree to comply with the Rules of Membership which are displayed prominently in the Club and relate to opening hours, use of facilities and your conduct. We may make reasonable changes to these Rules at any time provided that we give you advance notice of the change.
  3. If we take no action or let you off any breach of this agreement or give you extra time to pay or comply, it will not stop us enforcing the terms of this agreement strictly at a future date.
  4. We may assign the benefit of this agreement and our rights thereunder to a third party on notice to you. Your rights under this agreement will not be prejudiced.
  5. There may be occasions where we have to close all, or part of, the gym of which you are a member. We will do our best to let you know of such closures in advance of them taking place, unless the problem is urgent or an emergency. We will use all commercially reasonable endeavours to ensure that such closures are outside of peak visiting hours and are kept to a minimum, in both duration and frequency. You will not be entitled to a refund of part of, or all of, your membership fees in such circumstances.
  6. We will not be liable or responsible for any failure to perform, or delay in performance of, any of our obligations under these terms that is caused by any event that is outside of our reasonable control.
  7. As a consumer, you have legal rights in relation to any services that are not carried out with reasonable skill and care, or if the materials we use are faulty or not as described. Advice about your legal rights is available from your local Citizens' Advice Bureau or Trading Standards office. Nothing in these terms will affect these legal rights.
  8. This agreement is governed by English Law.
  9. We may terminate this agreement with immediate effect on notifying you if you are in breach of the Clubs Rules.
  10. To the best of your knowledge and belief you are in good health and not knowingly incapable of engaging in either active or passive exercise and that such exercise would not be detrimental to your health, safety, comfort, wellbeing or physical condition. Further, that you will advise us immediately should your circumstances change.

INFORMATION ABOUT US

 

  1. If you have any questions or if you have any complaints, please contact us. You can contact us by telephoning our Head Office team on 01928 583069 or by e-mailing us at info@solanfitness.com
  2. If you wish to contact us in writing, or if any clause in these terms requires you to give us notice in writing you can send this to us by e-mail to Solan Fitness at info@solanfitness.com

YOUR PERSONAL INFORMATION

  1. To view our Privacy Notice on this page.

PROMOTION TERMS

  1. Solan Fitness reserves the right to end any promotion without warning at any time.
  2. Any prizes offered by us must be claimed within 14 Days of announcement of the winners. We have 60 days to issue any prize
  3. All Gym challenges are subject to fair play which is managed in club. Any recorded reps or times must be verified and signed off by a team member.
  4. We reserve the right to redeem any prize in the form of a voucher or pre purchased credit.

DAY PASSES

  1. Day passes and 3 day passes are subject to a fair use policy. 1 pass per person, multiple passes may be cancelled without warning.
  2. Free passes have no resale value, and cannot be exchanged for cash or any other product or service.
  3. Passes must be used on consecutive days.
  4. Free passes should be booked to start before the advertised expiry date. Any passes set for redemption after this date may be cancelled without warning.
  5. This daily membership commences once you have indicated your acceptance in the Declaration section of this web sign up process.
  6. You will be entitled to all the rights and privileges exercisable for the Type of Membership chosen.
  7. You cannot transfer this daily membership to anyone else nor transfer to another date.
  8. Day passes 3 day passes are non-refundable.

SUNBED USAGE RELEASE AND INFORMED CONSENT

Please read the following information and acknowledge that you understand and accept all provisions by signing below.

It is our intention to keep you as well informed about tanning as possible. This means informing you how to operate the tanning equipment. The proper procedure top follow in the tanning room will be clearly explained by a member of our staff. Please feel free to ask any questions. IF YOU DO NOT DEVELOP A AN OUTDOORS, YOU ARE UNLIKELY TO TAN- FROM THE USE OF ANY TANNING DEVICE.

  1. AVOID OVEREXPOSURE – As with natural sunlight, overexposure can cause eye and skin injury and allergic regulations. Repeated Overexposure may cause photo aging of the skin, dryness, wrinkling and in some instances skin cancer. We recommend that you do not tan outdoors on days you are tanning indoors, that you do not tan if you currently have a sunburn and that you, at most, tan once in a 24 hour period.
  2. CERTAIN MEDICATIONS, Lotions and other products may cause your skin to be more sensitive to UV Rays. Check the posted list of drugs and products known to increase the photosensitivity of the skin. Check with your physician or pharmacist if you are unsure about any medications you are taking or if you have had a problem with indoor and outdoor tanning in the past.
  3. WEAR PROTECTIVE EYEWEAR. Failure to wear protective eyewear may result in severe burns or long-term injury to injuries to the eyes. I have read the contents of this consent form carefully and state that I am not aware of any medical condition or any other reason that would prohibit me from tanning. I understand that I will not be allowed to exceed the maximum allowable time posted on the tanning device. I have been given adequate instructions for the proper use of the tanning equipment, understand the risks involved, and use it at my own risk. I hereby agree to release the owners, operators and manufacturers from any damages that I might incur due to use of this facility.

 

Website Privacy Policy & Privacy Statement

WEBSITE PRIVACY POLICY

This web site is owned and operated by Solan Fitness and will be referred to as "We", "our" and "us" in this Internet Privacy Policy. By using this site, you agree to the Internet Privacy Policy of this web site ("the web site"), which is set out on this web site page. The Internet Privacy Policy relates to the collection and use of personal information you may supply to us through your conduct on the web site.

We reserve the right, at our discretion, to modify or remove portions of this Internet Privacy Policy at any time. This Internet Privacy Policy is in addition to any other terms and conditions applicable to the web site. We do not make any representations about third party web sites that may be linked to the web site.

We recognise the importance of protecting the privacy of information collected about visitors to our web site, in particular information that is capable of identifying an individual ("personal information"). This Internet Privacy Policy governs the manner in which your personal information, obtained through the web site, will be dealt with. This Internet Privacy Policy should be reviewed periodically so that you are updated on any changes. We welcome your comments and feedback.

Personal Information

1. Personal information about visitors to our site is collected only when knowingly and voluntarily submitted. For example, we may need to collect such information to provide you with further services or to answer or forward any requests or enquiries. It is our intention that this policy will protect your personal information from being dealt with in any way that is inconsistent with applicable privacy laws in the United Kingdom.

Use of Information

2. Personal information that visitors submit to our site is used only for the purpose for which it is submitted or for such other secondary purposes that are related to the primary purpose, unless we disclose other uses in this Internet Privacy Policy or at the time of collection. Copies of correspondence sent from the web site, that may contain personal information, are stored as archives for record-keeping and back-up purposes only.

3. Solan Fitness is a registered data controller under the Data Protection Act 1998. Any personal information collect will be used in accordance with the Data Protection Act 1998 and any other laws that may be applicable.

Collecting information on Registered members

4. As part of registering with us, we collect personal information about you in order for you to take full advantage of our services. To do this it may be necessary for you toWebsite Privacy Policy

provide additional information to us as detailed below.

5. Registration

Registration is completely optional. Registration may include submitting your name, email address, address, telephone numbers, option on receiving updates and promotional material and other information. You may access this information at any time by logging in and going to your account.

Credit Card Details

6. Credit Card details are only stored for the processing of payment and will be deleted once payment is processed.

Disclosure

  1. Apart from where you have consented or disclosure is necessary to achieve the purpose for which it was submitted, personal information may be disclosed in special situations where we have reason to believe that doing so is necessary to identify, contact or bring legal action against anyone damaging, injuring, or interfering (intentionally or unintentionally) with our rights or property, users, or anyone else who could be harmed by such activities. Also, we may disclose personal information when we believe in good faith that the law requires disclosure.
  2. We may engage third parties to provide you with goods or services on our behalf. In that circumstance, we may disclose your personal

information to those third parties in order to meet your request for goods or services.

Security

  1. We strive to ensure the security, integrity and privacy of personal information submitted to our sites, and we review and update our security measures in light of current technologies. Unfortunately, no data transmission over the Internet can be guaranteed to be totally secure.
  2. However, we will endeavour to take all reasonable steps to protect the personal information you may transmit to us or from our online products and services. Once we do receive your transmission, we will also make our best efforts to ensure its security on our systems.
  3. In addition, our employees and the contractors who provide services related to our information systems are obliged to respect the confidentiality of any personal information held by us. However, we will not be held responsible for events arising from unauthorised access to your personal information.

Collecting Information for Users

12. IP Addresses
Our web servers gather your IP address to assist with the diagnosis of problems or support issues with our services. Again, information is gathered in aggregate only and cannot be traced to an individual user.

13. Cookies and Applets
We use cookies to provide you with a better experience. These cookies and allow us to increase your security by storing your session ID and a way of monitoring single user access.

This aggregate, non-personal information is collated and provided to us to assist in analysing the usage of the site.

Access to Information

  1. We will endeavour to take all reasonable steps to keep secure any information which we hold about you, and to keep this information accurate and up to date. If, at any time, you discover that information held about you is incorrect, you may contact us to have the information corrected.
  2. In addition, our employees and the contractors who provide services related to our information systems are obliged to respect the confidentiality of any personal information held by us.

Links to other sites

16. We provide links to Web sites outside of our web sites, as well as to third party Web sites. These linked sites are not under our control, and we cannot accept responsibility for the conduct of companies linked to our website. Before disclosing your personal information on any other website, we advise you to examine the terms and conditions of using that Web site and its privacy statement.

Problems or questions

17. If we become aware of any ongoing concerns or problems with our web sites, we will take these issues seriously and work to address these concerns. If you have any further queries relating to our Privacy Policy, or you have a problem or complaint, please contact us.

Further Privacy Information

18. For more information about privacy issues in the UK and protecting your privacy, visit the Information Commissioner's Office web site; http:// www.ico.gov.uk/.

Privacy Statement

The information we collect about you is processed in line with the General Data Protection Regulation and our Data Protection Policies.

This Privacy Notice is in compliance with our duty to inform Data Subjects of our processing activities.

  1. Definitions

The data protection declaration of Solan Fitness East Grinstead Limited is based on the terms used by the European legislator for the adoption of the General Data Protection Regulation (GDPR). Our data protection declaration should be legible and understandable for the general public, as well as our customers and business partners. To ensure this, we would like to first explain the terminology used.

In this data protection declaration, we use, inter alia, the following terms:

  1. Personal data

Personal data means any information relating to an identified or identifiable natural person (“data subject”). An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

  1. Data subject

Data subject is any identified or identifiable natural person, whose personal data is processed by the controller responsible for the processing.

  • Processing

Processing is any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

  1. Restriction of processing

Restriction of processing is the marking of stored personal data with the aim of limiting their processing in the future.

  1. Profiling

Profiling means any form of automated processing of personal data consisting of the use of personal data to evaluate certain personal aspects relating to a natural person, in particular to analyse or predict aspects concerning that natural person's performance at work, economic situation, health, personal preferences, interests, reliability, behaviour, location or movements.

  1. Pseudonymisation

Pseudonymisation is the processing of personal data in such a manner that the personal data can no longer be attributed to a specific data subject without the use of additional information, provided that such additional information is kept separately and is subject to technical and organisational measures to ensure that the personal data are not attributed to an identified or identifiable natural person.

  • Controller or controller responsible for the processing

Controller or controller responsible for the processing is the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data; where the purposes and means of such processing are determined by Union or Member State law, the controller or the specific criteria for its nomination may be provided for by Union or Member State law.

  • Processor

Processor is a natural or legal person, public authority, agency or other body which processes personal data on behalf of the controller.

  1. Recipient

Recipient is a natural or legal person, public authority, agency or another body, to which the personal data are disclosed, whether a third party or not. However, public authorities which may receive personal data in the framework of a particular inquiry in accordance with Union or Member State law shall not be regarded as recipients; the processing of those data by those public authorities shall be in compliance with the applicable data protection rules according to the purposes of the processing.

  1. Third party

Third party is a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data.

 

  1. Consent

Consent of the data subject is any freely given, specific, informed and unambiguous indication of the data subject's wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her.

 

What categories of Personal Data do we process?

We process the following kinds of information in relation to these Data Subjects above:

  1. Personal contact details such as name, title, address, telephone numbers, and personal email addresses
  2. Date of birth
  3. Occupation
  4. Training/fitness information
  5. Information about your health, including any medical condition

Why do we process this information?

We will use the types of personal information specified above in the following circumstances:

  1. Where we need to comply with our legal obligations.
  2. Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

Situations in which we will use your personal information

We need the categories of information in the list above primarily to allow us to perform our contract with you and to enable us to comply with legal obligations.

We may use your personal information to contact you, reasons why we would contact you include:

  1. To inform you of special offers or promotions which we think may be of interest to you
  2. To follow up on a recent visit you had to the facility
  3. To respond to a query from you
  4. To contact you for any important matters relating to your account/agreement with us

Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

 

Where did we collect this data from?

Solan Fitness East Grinstead Limited obtains personal data in a number of ways including

  • from orders placed by Client (whether by telephone, or email or by application form)
  • from enquiries made by existing Client and potential Client
  • from existing Client who make referrals passing on personal data to Solan Fitness Est Grinstead Limited.
  • From use of cookies

 

Are you under any obligation to provide the Personal Data?

Where we process Personal Data to comply with our legal obligations Data Subjects must provide this information. If you fail to provide certain information when requested, we may not be able to perform a contract we have entered into with the hirer, or we may be prevented from complying with our legal obligations, or we may be prevented from achieving our legitimate interests.

Who do we share this information with?

The following activities are carried out by third-party service providers:

  1. IT services
  2. Outsourced account management services
  3. Legal advisors and accountancy services.

All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

We may share your personal information with other third parties, for example in the context of the possible sale or restructuring of the business. We may also need to share your personal information with a regulator or to otherwise comply with the law.

We will not transfer your personal information outside the EU.

Will the information be used for automated decision making or profiling?

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified you.

How long do we keep this information?

We retain Personal Data in compliance with our Retention Policy and Schedule for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

How do we keep this information secure?

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

What rights do you have?

Data Subjects are entitled to request that we erase, restrict, rectify or provide you with a copy of the data we hold, and may object to processing activities.

It is our policy to fulfil any such request within the statutory period of one month unless there is a compelling legal or contractual obligation which prevents us from doing so.

To make any such request please contact our head office:

Solan Fitness

Tel: 01928 583069

Email: info@solanfitness.com

 

You also have the right to lodge a complaint with the UK’s data regulator, the Information Commissioner’s Office. Visit www.ico.org for more information.

 

Our contact information

Solan Fitness East Grinstead

1stFloor, The Atrium

King Street

East Grinstead

RH19 3DJ

Tel: 01342 891 316