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More in this section Terms & conditions

Membership Agreement

1. Definitions

1.1 Member: A user who pays a fee entitling them to enjoy the benefits of this Agreement in particular the use of some or all of the Facilities. 

1.2 Website: www.royalholloway.ac.uk/sport 

1.3 Facilities: The premises, equipment and other facilities of the Centre. 

1.4 User Conditions: The User Terms & Conditions applicable to all Users of the Centre available on the Website. 

1.5 The Centre: Sport and Physical Activity operating from the Centre’s locations on College premises being the Fitness Suite, Sports Hall, Margret Young pitches & courts, Nobles Field, East Fields, Founders Tennis courts, Treatment Rooms, Kingswood Squash/Tennis courts. 

1.6 Membership Email: fitnessmemberships@royalholloway.ac.uk 

1.7 The College: Royal Holloway, University of London, Egham TW20 0EX.

2. Student, Staff and Concession Members

2.1 Student, staff or concession members may be required to provide proof of status. 

2.2 If a Member during this Agreement no longer qualifies for the Membership (For example is no longer a student, Member of College staff, or Member of P&G staff) they must immediately notify the Centre using the Membership Email. 

3. Cooling off period

3.1 Members may cancel their Membership within 14 days from the date of their acceptance to the terms of this Agreement. To cancel, Members must send an email to the Membership Email within the 14 days. 

3.2 (Recognising that Members may wish to delay the start of their Membership until after the date of their acceptance of these terms). Members may also cancel their Membership within 14 days from the start date of their Membership. To cancel, Members must send an email to the Membership Email within the 14 days. 

4. Membership Rights 

4.1 The College may vary Membership rights and vary any services delivered to members. In particular closing and opening times remain subject to change. Facilities remain subject to change. Activities (e.g. classes or drop in sport sessions) remain subject to change. Change includes both withdrawal and re-timetabling. 

4.2 Members will be required to cease using Facilities or not start use of Facilities at times specified. As a minimum, all Members must not start use of the Facilities 30 minutes before closing time. Where further restrictions on times of usage apply (e.g. Silver and Bronze Members), usage must not start later than 15 minutes before the end of the permitted use. 

4.3 The College will not be held liable where its services cannot be delivered through circumstances beyond its reasonable control e.g. through staff absence and severe weather conditions. 

4.4 Membership categories and products:

Active Lifestyle ‘Student’ Memberships 

  • GOLD Membership - includes unlimited access to the fitness suite, exercise classes and be.active programme. 
  • SILVER Membership - includes unlimited access to the fitness suite and exercise classes BEFORE 3.15pm. User may pay £6 for use after this time. Members also gain access to the be.active programme
  • BRONZE Membership - access to the fitness suite only between 10.00 and 14.00 each day. Access outside this time incurs a charge priced at a Day Pass rate. All classes incur a cost of £6 per exercise class. Members also gain access to the be.active programme
  • DAY PASS - use of fitness suite/class for a single entry.
  • Active Membership - access to all activities on the be.active programme for term time only. 

Active Lifestyle ‘Staff’ Memberships 

  • GOLD Payroll/Monthly/Annual Membership - includes unlimited access to the fitness suite, exercise classes and staff sports plus discounted use of sports facilities as advertised.
  • SILVER Payroll/Monthly/Annual Memberships - . Access to the Fitness Suite incurs a charge of £6. All classes incur a cost of £6 per exercise class. Members also gain access to staff sports clubs and discounted use of sports facilities as advertised.
  • DAY PASS - use of fitness suite/class for a single entry.

Active Lifestyle ‘Community’ and ‘Concession’ Memberships

  • Standing order/Monthly/Annual Membership - includes unlimited access to the fitness suite and exercise classes.
  • DAY PASS - use of fitness suite/class for one time only.

5. User Conditions 

5.1 Members must also comply with the User Conditions, which are available at www.royalholloway.ac.uk/ALStermsandconditions 

5.2 Particular attention is drawn to Point 6.1 of the User conditions: The College reserves the right to require any User to leave the Centre and any other part of its premises, to refuse access, impose further conditions on access, and suspend or terminate Membership, if the User behaves in an aggressive or harassing manner towards its staff or other users, or behaves in any other way deemed unacceptable. Examples of unacceptable behaviour include not attending bookings or not bringing the membership card.

6. Payment

6.1 The fees for Membership are detailed on the website.

6.2 If a Member does not make full payment within 3 days of acceptance of this Agreement the College may suspend or terminate Membership. 

6.3 The College may automatically increase the Annual Fee by up to 5%. 

6.4 If there is to be an increase in the Annual Fee the College will give Members notice of that increase through email. If the increase is to be more than 5% Members may within 14 days of the College’s notice terminate their Membership. Notice must be sent to the Membership Email Address. 

7. Duration

7.1 Annual Membership shall continue for 1 year from the start date of the Membership.  Active is term time only for students and there will be a reduced programme outside of term time for Staff members. 

7.2 Monthly Membership shall continue for 31 days from the start of the Membership.

8. Early Termination (Annual Membership) and No Suspension 

8.1 The College may terminate or suspend Membership if the Member breaches any terms of this Agreement or breaches any of User Conditions. 

8.2 Where (i) a College student finishes or permanently withdraws from their programme of study or (ii) a Member of College staff ceases employment with the College within 6 months from the date student/staff Member accepts the terms of this Agreement, a percentage of fee will be refunded. If it is within 3 months of acceptance 50% of the fee paid will be refunded. If between 4 and 6 months, 25% of the fee paid will be refunded. There will be no refund if the individual leaves more than 6 months after acceptance. 

8.3 To enjoy the refunds under 8.2 Members must send notice of their leaving and their desire for a refund to the Membership Email at least 2 weeks before their leaving. Confirmation of leaving may be required. 

8.4 Where a Member is given student or staff Membership that Membership shall immediately terminate if they cease to hold that same status as student or member of staff. 

8.5 Subject to the completion of any accrued responsibilities up to the date of termination where Membership terminates so does this Agreement. 

8.6 Membership may not be frozen or temporarily suspended by the Member. 

9. No Transfer of Membership

9.1 Membership is personal to the Member. Members are not permitted to allow any other persons to use their Membership. In particular, others may not use Members’ cards to book Facilities or gain entry to the Centre. Members may have membership terminated if found to be contravening such rules.

10. Membership Cards

10.1 Students will have their Membership recorded on their student card. Non students will be issued with a separate Membership card. 

10.2 A replacement student card can be obtained from the Student Services Desk. 

10.3 A replacement Membership card for non students is available from Reception desk at the cost of £5 administration fee. 

10.4 Members shall be bound by the additional Membership conditions (including any variations to those conditions) detailed on the Website. 

10.5 Students or staff will be required to provide proof of status. 

10.6 Members must use and carry about them at all times their Membership card. Entry and use of the Facilities as a Member may be denied where a Member cannot produce their Membership card. 

10.8 Membership cards are individual to the Member concerned and must not be given or lent to any third parties. 

10.9 Users are responsible for the safe keeping of their Membership card.  

10.10 Pending any investigation regarding the suspected wrongful use of a Membership card, the right to use the Facilities may be temporarily suspended with immediate effect. 

10.11 Any found, lost or stolen Membership cards must be immediately reported using the Centre’s email address: sportscentre@royalholloway.ac.uk

11. Membership Cancellation (Staff, Concession & Community Monthly)

11.1 To cancel a Staff, Concession or Community memberships, the member must contact sportscentre@rhul.ac.uk making the request in writing.  The Sports Centre Fitness Manager will then authorise the cancellation and provide further instructions on the cancellation process. Member’s notification of cancellation must be given no later than the 12th of the month in order to guarantee the cancellation of the next payment

Use of personal data

12.1 In order for the Centre to provide Members with access to the Facilities, Members must provide the Centre with the personal data requested on the membership form. The Centre processes personal data in accordance with the College’s Data Protection Policy and the Data Protection Act.

12.2 Your personal data will be used by the Centre to provide you with Membership of the Centre and to contact you by telephone and email.

12.3 The Centre will only share your personal data with third parties where there is a legitimate need or obligation.

12.4 The Centre may use third party companies as data processors to carry out certain administrative functions on behalf of the Centre. If so, a written contract will be put in place to ensure that any personal data disclosed will be held in accordance with the Data Protection Act and have appropriate security measures in place.






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