Injury - As a client, you undertake training at your own risk. All physical activity comes with a risk that MWFITNESS trainers will do everything possible to minimise. However injuries still occur. MWFITNESS accepts no responsibility for injuries sustained when training at MWFITNESS and/or training as a result of any unknown previous injuries.
Loss/Damage to Property – All belongings are brought onto the premises at your own risk. MWFITNESS will accept no responsibility for their theft, loss, damage or replacement.
Session Cancellations – It is your responsibility as the client, to manage the cancellation of any sessions, by cancelling sessions on the website/app. We have a 24-hour cancellation policy for all sessions. Any sessions cancelled inside of 24 hours notice will be charged in full (unless agreed otherwise with your trainer). - Cancellations are the sole responsibility of the client. MWFITNESS are not liable to make these on behalf of you..
If you wish to cancel your membership, a minimum of one calendar months notice is to be given to MWFITNESS in writing via a letter or email. For example; if you write to us on 21st May your membership will run until 30th June as one calendar month is required. If you do write to us or email us, please let your trainer know that you have done so. MWFITNESS will not cancel or pause any memberships without written notification from you. Please refrain from cancelling your payment without prior agreement with MWFITNESS.
Terms and Conditions-
1. Consultation: Upon deciding you would like to start any form of training at MWFITNESS, your consultation will include the completion of some enrolment forms which are to include, but aren’t limited to:
i. Agreement – This contains details regarding Invoices, length of session(s), cancellation policy, session(’s) expiration policy, release of results and use of supplementation. There will be two copies, ONE for MWFITNESS (to be retained for our records and ONE for you.
ii. Customer Profile Form–MWFITNESS will collect essential personal details to enable us to set up your membership and create your account.
iii. MWFITNESS APP – this is powered by Mindbody and can be downloaded via the App Store by simply searching MW FITNESS. It is available on both Apple and Android phones. During your consultation you will be shown how to download this. Once you have downloaded the app you will then need to enter your payment card details, as well as completing your direct debit mandate, which will be stored for all future direct debits and additional payments. Once completed MWFITNESS will set up your contract so that the purchased amount of credits are added every month. By the client entering their card details onto the APP they give permission for MWFITNESS to debit their account as agreed within the terms set out in this document.
2. Payment and What You Will Receive:
i. Initial Contract – Upon signing a contract following your consultation a start date will be mutually agreed. If you start mid month then a pro rata rate will be worked out and agreed during your consultation. This is in order to pay for the remainder of the month before your first monthly direct debit is collected on the 1st of every calendar month.
ii.Renewal – Membership will automatically renew on a month to month basis with no minimum term. If you wish to cancel your membership, a minimum of one calendar months notice is to be given in writing via a letter or email. For example; if you write to us on 21st May your membership will run until 30th June, as one calendar month is required. If you do email us, please let us know that you have emailed us to avoid correspondence getting missed or going to junk mail.
iii.Credits – Credits will be added to your membership on the 1st of every month. If you start your membership mid month a pro rata amount of credits will be added for the remainder of the month. Every credit issued has a maximum expiry of two months with the exception of unlimited credits that expire at the end of every month.
i. Additional payments – should MWFITNESS be required to take any additional payments we will do so with your permission on a pay as you go basis. As previously mentioned this could include, but isn’t limited to, over use of sessions within a contract, sports massage, equipment or supplements.
4. Initial Assessment: Your first session with MWFITNESS will be an initial assessment. This will count as one of your sessions. We will use this to gather active and non-active physical data about yourself and agree with you your goals for the programme.
5. Credits and Expiry Explanation:
i. When Credits Are Added– Credits are added to your online membership on the 1st of every month. MWFITNESS encourage you to use your allocated amount of sessions within the calendar month they are issued. However as a goodwill gesture MWFITNESS offers a two calendar month expiry on each credit issued with the exception of unlimited credits that expire at the end of every month.
ii. Contract/Session Expiry – Your contract will automatically renew each month unless cancelled in writing as outlined in Section 11 of this document.
6. Unused Credits: Any unused credits will expire after two months.
i. Two Months in Advance – You, as the client, will have the ability to book your sessions up to two months in advance. We recommend that you make the most of this facility to avoid disappointment.
ii. Regular Slots – MWFITNESS operates a strictly first come first served basis with bookings. MWFITNESS encourage you to book with any Personal Trainer you can, depending on the time slots available. If you come across a time slot that you usually attend but is not available please contact your personal trainer or the MWFITNESS office. MWFITNESS may be able to accommodate you but cannot guarantee that this will be possible. MWFITNESS always recommend booking early to avoid disappointment.
8. Time Keeping for Sessions:
i. Client – You are required to turn up promptly for your training session. All Personal Trainers have the right to cancel the session should you be more than 20 minutes late.
ii. Personal Trainer – Trainers will be here before you arrive, but may be working with another client up until your session start time. If a trainer is more than 20 minutes late for a session then the session will be refunded and the session may still take place using any remaining time.
9. Responsibility for Bookings and Cancellations:
i. Flexibility Waiting List – On the Mwfitness app there is a waiting list function. This means that should your preferred time be taken you can activate the waiting list button to be notified for first preference if the previously booked client cancels that session. Please bare in mind it is not guaranteed that this slot will become available.
ii. Personal Trainer Working Hours – The trainers at MWFITNESS are responsible for their own diaries. This means that if you cannot see a time that suits, please contact the relevant personal trainer. They may be able to offer an alternative time. This is at the discretion of the trainer and cannot be guaranteed. The MWFITNESS office will be unable to assist you in such circumstances.
iv. Holidays – It is your responsibility to notify your trainer and/or the MWFITNESS office as soon as possible of any planned holidays within your membership. This may allow the trainer to agree to an alternative training schedule with you to reduce the impact of any sessions you may miss. The trainer can also assist in working towards your holiday goals and if required, a workout plan for whilst you are away. Holiday workout plans may be subject to an agreed additional charge.
10. Pausing Memberships: MWFITNESS hereafter, will only accept you pausing your memberships on medical grounds. This may include injury that is signed off via a doctor, or through illness certified by a doctor. There is no charge for you pausing for the aforementioned medical reasons.
If you fall behind with your sessions through holiday or short-term illness and wish to pause your membership to catch up, MWFITNESS request that you contact your trainer and the MWFITNESS office to discuss alternative plans to support your overall programme goals. This will assist in reducing the impact when catching up on outstanding/missed sessions. MWFITNESS will charge you an admin fee of £50 per paused month. If you wish to pause your membership for any reason, MWFITNESS will require this notification in writing prior to the pausing of your membership.
11. Semi-Private Memberships (SPT):
i. Memberships– Credits will be added to your membership on the 1st of every month. If you start your membership mid month a pro rata amount of credits will be added for the remainder of the month. Every SPT credit issued has a maximum expiry of two months. If you sign up for Semi Private Training, credits will be credited to your account on the 1st of every month. Your Direct Debit will also be taken on the 1st of every month.
ii. Expiry - It is your responsibility to manage all sessions regularly to make sure that they are on track with your membership. Every SPT credit issued has an expiry of two months, with the exception of unlimited credits, which cannot be carried over.
iii. Payment – See section 2.
iv. Timetable – MWFITNESS have set times available for SPT classes. These are available to view on the Mindbody booking app. Each time slot is open to a maximum of 5 clients, and these are filled on a first come first served basis, (see Bookings section 8).
v. Changing Timetable – MWFITNESS reserves the right to change the SPT timetable at any time depending on the demand and capacity of the studio.
14. Transferable Sessions – If you are behind with your sessions, you are invited to transfer your sessions to allow you to catch up. Please note, unlimited sessions are not transferable. MWFITNESS offer the following options for doing this;
i. Friends and Family – You may gift a family member or friend your sessions. MWFITNESS would require the participants to complete a PAR-Q form upon arrival. This is a minimum requirement and the records are retained for insurance purposes. If you gifts your sessions the recipient must be 16 years old or over.
ii. Using Credits as Sports Massage:
i. Personal Training – A PT client may exchange their credits on a one-to-one basis. This is usually suitable for a client that has been injured or is recovering from injury, but is not limited solely to this.
ii. Semi Private Training – A SPT client may exchange two of their credits for a sports massage. The massage will be on a one-to-one basis. This is usually suitable for a client that has been injured or is recovering from injury, but is not limited solely to this.
iii. Using SPT Credits for Personal Training – A SPT client may exchange two of their SPT credits for a Personal Training session.
iii. Using Credits for Glow:
i. Personal Training & Semi Private Training- A PT or SPT client may exchange their training credits, for treatments at Glow. Please ask for a treatment menu for details.
15. Fitness Data: MWFITNESS reserves the right to share any of your fitness data such as weight, measurements, fitness tests, photos and progress with other trainers at the MWFITNESS facility as well as MWFITNESS promotional material. If this is something you are not comfortable with, it is your responsibility to inform MWFITNESS in writing at the start of your membership.
Data may be shared/used for the following reasons:
i. Newsletter/Testimonials/Social Media/Marketing – If you are partaking in a session or class, MWFITNESS may wish to share this information with others as motivation, thus we may include details and/or photos.
ii. Professional Disclosure – If you injure yourself or require specific training, the trainers at MWFITNESS may need to discuss your training plan. We would ask to share your details to support your recovery.
16. Data Protection: MWFITNESS complies with the data protection act 1998. All sensitive data will be appropriately stored or shredded accordingly. MWFITNESS will on occasion contact you regarding promotions, events and offers. All client data is stored on mindbody, which is a third party provider and we are fully PCI compliant.
Refunds and Pausing your membership - If for any medical reason you are no longer able to complete any Personal Training sessions, you can pause your membership with no charge. A Dr’s medical certificate will be required covering the duration of the paused period. If you wish to pause your membership for any other reason, then an admin fee of £50 per month will be applicable. Refunds will only be issued on the basis of a severe medical issue upon receipt of a Dr certificate. Refunds will not be issued in any other circumstance.
Media – Photos will be taken on your initial assessment and at intervals thereafter so we can keep visual records of your progress. During sessions whether it be individual or group, photos may also be taken for promotional purposes. We will always ask you before we take your picture. By signing this agreement you agree to these photos/videos being taken and used. If you do not agree, please let us know.
Data- MWFITNESS complies with the data protection act 1998. All sensitive data will be appropriately stored or shredded accordingly. MWFITNESS will on occasion contact you regarding promotions, events and offers. All client data is stored on Mindbody, which is a third party provider and we are fully PCI compliant.