PT500 POLICIES

Our Commitment to you:

We will respect your personal decisions and allow you to make your own decisions about what types of exercise you can or cannot carry out. However, we ask you not to exercise beyond what you consider to be beyond your abilities.

 

We will make every reasonable effort to make sure that our equipment and facilities are in a safe condition for you to use and enjoy.

 

We will take all reasonable steps to make sure that our staff are qualified to the fitness industry standards.

 

If you tell us that you have a disability which puts you at a substantial disadvantage in accessing our equipment and facilities, we will consider what adjustments, if any, are reasonable for us to make.

Term and Conditions:

This is a binding agreement between PT500 Southampton and the Member. All terms and conditions must be adhered to at all times. Ongoing adherence to the terms and conditions of the use as stated in this document are to be monitored by Andrew Mason, sole Director of PT500 Southampton and hereby referred to as ‘Studio Director’. The Studio Director may rely on assistance from other professionals using the PT500 Southampton Studio, hereafter referred to as ‘The Studio’. All decisions made by the Studio Director will be final.

 

Over time, additions and amendments may be made to this contract as the need arises. In this case, Members will be provided a copy of the amendment with at least 4 weeks notice of the change being enforced.

 

The Studio is a private training facility. The Studio is not a public gym and as such does not offer membership for casual use by non-professionals.

1 - Billing arrangement

All PT500 members are billed on a pre-pay basis. Bills are issued directly to the Member and are due upon receipt before training can begin.

 

All PT500 pass holder are billed on purchase of a pass.

 

1.1 - Late payment

 

A fee of £10 will be incurred for a late payment. Payments are classed as late after 7 days.  A late payment charge can only be charged once per month.

 

1.2 - Settlement of account charges

 

All charges on accounts must be settled within 21 days after the payment date.

2- Memberships and Services

PT500 offers a range of memberships and consultations to members.  

 

2.1 Memberships

All memberships and services offered by PT500 have separate terms and conditions which the Member is required to agree to when purchasing a specific membership or service.  These additional terms and conditions cover the specifics of the membership, payments, initial commitment periods, readiness to train, the training sessions, booking training sessions, increases in membership fees, cancellations, hold policies, terminations of membership, refunds, and expiry of membership.

 

2.2 – Consultations

Consultations are defined as any session between the Member and a personal trainer for the purpose of discussing the health and fitness of the Member. Consultations include goal setting, body stats, and any other consultation appointments. 

 

All consultation sessions must be booked using the PT500 booking system.  

 

The advice given during all consultations is based on the unique health and fitness needs of each Member.  However, the Member is ultimately responsible for all decisions pertaining to their health and fitness.  Any recommendation regarding changes in diet of lifestyle are undertaken entirely at the Member’s responsibility and the Member should consult a doctor prior to undertaking any changes. 

 

Members must give a minimum of 24 hours notice when cancelling a consultation. 

 

Consultations cancelled less than 24 hours before the start of the appointment will be charged in full, are non-refundable, and cannot be rescheduled.

 

All consultations must be booked and taken within 30 days of purchase. There are no refunds for consultations that are not taken within 30 days.

3- Upgrades and Additional Memberships

The Member can upgrade a membership at any time. The new terms and conditions for the upgraded membership supersede the original membership terms and conditions, including the commencement date of the new initial commitment period.

4- Photographs and Videos

PT500 may request to take photos or videos of the Member during the period that the Member has membership of The Studio.  Photos and videos may be used for promotion or marketing purposes.  

5- Changes In Member Details

Members must notify the Studio Director if any of the following Member’s details change:

  • Name

  • Email

  • Phone Number

  • Bank Details

6- Acceptable Conduct

The Member must maintain a reasonable standard of conduct at all times. Acceptable conduct whilst using The Studio includes but is not limited to the following:

 

6.1 - Clothing

The Member must wear clothing that is suitable for strenuous physical activity. Clothing must not have any offensive language or images displayed.

 

6.2 - Language and behaviour

The Member must not use aggressive, offensive, or abusive behaviour or language towards any other member or professional using The Studio. Any aggressive, offensive, or abusive behaviour should be reported to the Studio Director.  The Studio Director will ensure measures are taken to prevent future occurrences of such behaviour. Persistent aggressive, abusive, or offensive behaviour or language may result in the member being refused entry to The Studio with a full settlement of the remainder of their membership to pay.

 

6.3 - Drugs and alcohol

No illegal drugs or alcoholic beverages may be consumed within The Studio at any time. The Member cannot use The Studio at any time whilst under the influence of drugs or alcohol.

 

6.4 - Supplements / supplementary products

PT500 may offer supplement advice. We recommend that the Member consult their doctor or a dietitian for specific advice before taking supplements.

 

The Member must not use any potentially dangerous stimulants including but not limited to "diet" or "fat burning" pills of any kind.

 

6.5 - Banned / illegal substances

Consumption of any illegal substances or substances banned by the World Anti-Doping Agency (WADA) is strictly prohibited by the Member when on The Studio premises. 

 

The Member must not engage in the provision of advice or encouragement to participate in the use of these substances by any member using The Studio.

7- Equipment, Facilities, and The Studio

The facilities, equipment, and The Studio are there to be used by the Member and other members of PT500.  The Member must ensure that their actions or behaviour do not impact the condition of the equipment, facilities, or The Studio.

 

7.1 Equipment 

The Member must treat equipment owned by The Studio with care. This includes replacing all equipment used at the end of each session to its allocated storage space, and wiping down any grips or surfaces.

 

7.2 - Faults or damage

Any faults or damage to facilities, equipment, flooring or fixed structures must be reported to the Studio Director as soon as possible so that they may be fixed. 

 

7.3 - Kitchen facilities

A communal kitchen is provided for the use of the members. The facilities provided within the kitchen may only be used by members. Members must not store food within The Studio. It is expected that members maintain a reasonable standard of hygiene when preparing and consuming food.  Members are responsible for cleaning and returning any facilities used.

 

PT500 Southampton takes no responsibility for food preparation or provision; members do so at their own risk. 

 

7.4 - Common room

A common room is provided for members to use when waiting to attend a training session. Facilities provided within the common room may be used by members.

 

There is a television provided within the common room. Members must consider others when selecting what to watch on the television. Members must not select content that may offend anyone using the common room.

8- Closures

8.1 - Closures due to maintenance

In the event of prolonged works being required within The Studio, training sessions may be cancelled. Where possible, four weeks notice will be provided. In case of an emergency works (e.g. burst water pipe) members will be notified as soon as reasonably possible.

 

8.2 - Seasonal and bank holiday closures

The Studio may close for seasonal or bank holidays.  Members will be notified of any closures.  

9- Complaints Procedure

If, in the unfortunate situation that the Member wishes to make a formal complaint about any other members of The Studio and/or the management of The Studio, they should do so in writing. If necessary, a meeting will be scheduled in which the issue can be discussed. Any party involved in a formal complaints meeting can request to have one witness present, and minutes will be taken and agreed upon.

 

All complaints will be taken seriously and investigated.

10- Privacy Policy

Privacy Statement (updated May 2018)

Explaining the legal bases we rely on use your data

The law on data protection [General Data Protection Regulation (2016/679 EU) (GDPR)] sets out a number of different reasons for which a company may collect and process your data.  PT500 will only process your data for the legitimate interests of running as a business, in ways which might reasonably be expected.  PT500 will only process your data in ways that do not materially impact your rights, freedom or interests. For example, we will use data you provide to us to contact you with the latest news, promotions, or event, by email, post, or phone. 

When we collect information about you

  • When you sign up to use the PT500 booking system

  • When become a member of PT500

  • When you attend a training session

  • When you attend a consultation

  • When you attend an event

  • When you email us

  • When you contact us by post

  • When you contact us by phone

  • When you engage with us via our website or social media

  • When you respond to one of our questionnaires

 

What information we collect about you

  • We collect personal data, including name, email address, postal address, post code, telephone number, bank/payment details, and medical or health information relating to your ability to train within the gym.

  • We may collect dietary requirements for certain events.

  • We may collect accessibility requirements for certain events.

  • We occasionally email optional questionnaires in order to learn more about our members. We may collect and analyse sensitive personal data such as views or opinions.

  • We collect information about your engagement with our emails - if you have opened them and if you have clicked on the links in the email.

  • Our website uses cookies, which are explained below.

How and why do we use your personal data?

  • We use your personal data in order to achieve our aims as a business - our key business objects are the improvement of people’s health and fitness goals through exercise and diet.

  • We use your personal data to inform you of ways in which you can get the most out of your training and diet to achieve your health and fitness goals and to personalise your experience.

  • We use your personal data to find out how engaged our members are in the content that we email them, so we can modify as necessary in order to better achieve our business objectives.

  • We use anonymised personal data to measure the impact of content on our website, mailings, and service, to learn how we can more effectively communicate digitally.

  • We use anonymised personal data to detect trends in the demographics and interests of those who use the services provided by PT500.

  • If you sign up to a membership at PT500, we will process your health and fitness to determine your readiness to train.

The data privacy law allows this as part of our legitimate interest in maintaining our operations to work towards achieving our business objectives.

You are free to opt out of communications with us at any time - please email info@pt500southampton.co.uk

We do not store your credit or debit card details or bank account details

Credit and debit card payments to PT500 are processed by Wellness Living business management tool and your card details are not stored by us and cannot be seen or used by our staff.  Card information is only used for the purpose of taking membership payments.

How long do we keep your information?

  • If you express interest in PT500 via email, phone, or our website, we will keep your information for up to 1 year.

  • If you become a member of PT500, we will keep your information for up to 5 years after you membership expires, cancels, or is terminated.

  • If you are on our mailing list, we will keep your information for 5 years after your last engagement with one of our mailings.

  • If you have emailed us, we will keep your information for 3 years after your last engagement with a member of our staff.

  • If you have applied for a paid role, we will keep your information for a maximum of 12 months.

At the end of the period, your data will be deleted or anonymised.  Any paper records will be securely shredded and disposed of.

How do we store your data?

  • All transactional areas of our website use secure 'https://' technology, which encrypts any data sent to us.

  • We store your data in a password protected, encrypted CRM system (Wellness Living) which only staff have access to.

  • We store all email communications on gmail.com and Wellness Living, both protected by their own robust security.

Who do we share your personal data with?

We only share your data when necessary to perform the task you expect us to perform. We will only share your data with trusted third parties who take data protection seriously. Depending on why you have provided your data to us, we may share this with:

    • our banks (RBS)

    • a delivery service (e.g. Royal Mail or other courier service)

    • Event we attend as a gym

    • Our email and cloud storage (gmail.com, Wellness Living)

    • Web analytics software (Google Analytics)

  • Occasionally we will ask for your consent to share your contact details with someone else who engages with our business. For example, if you are interested in attending an event.

  • We never share data with third parties for their own purposes.

 

What are your rights over your personal data?

You have the right to request:

  • Access to the personal data we hold about you

  • The correction of your personal data when out of date, incorrect, or incomplete

  • That we stop using your personal details for marketing and communications (including our newsletter and fundraising)

  • That we stop any consent based processing when you withdraw that consent

  • The right to have your data removed completely from our systems.

  • The right to ask how we process your data.

You can contact us at any time info@pt500southampton.co.uk tel: 02381 242 607 and speak to Andrew Mason, Director of PT500. If the request is manifestly unfounded, excessive or repetitive, we reserve the right to charge a 'reasonable fee', as per the Information Commissioner's Office guidance.

 

How can you stop the use of your personal data for legitimate interest direct marketing?

 

How can you contact the regulator?

If you feel that we have not handled your data correctly, or you are unhappy with the response to any of the requests you have made to us about how we handle your data, you have the right to contact the Information Commissioner's Office. You can call them on 0303 123 1113 or via their website.

 

Any questions?

Please email info@pt500southampton.co.uk or call 02381 242 607 and ask to speak to Andrew Mason, Director of PT500.

 

Cookies

Cookies are small text files which a website may put on your computer or mobile device when you first visit a site or page. The cookie will help the website, or another website, to recognise your device the next time you visit.

Using cookies helps us to provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

 

You have the ability to prevent your computer from accepting cookies but, if you do, certain functionality on the website may be impaired. Information on how to manage cookies within your browser can be found below.

Managing your browser cookies

Chrome
Firefox
Opera
Safari (OSX)
Safari (iOS)
Internet Explorer

 

Changes to this statement

Any changes to our Privacy Statement will be placed here and will supersede this version of our Policy. We will take reasonable steps to draw your attention to any changes in our Policy. However, to be on the safe side, we suggest that you read this document each time you use the web site to ensure that it still meets with your approval.

 

Cancellation policy

If you wish to be removed from our mailing list, please contact info@pt500southampton.co.uk

11- Company Details

Legal Name - PHIT FITNESS LTD

Registered address - 198 Shirley Road, Southampton, England, SO15 3FL

Registration No. - 9564155

Trading as - PT500 Southampton

12- Release of Liability

Because physical exercise can be strenuous and subject to risk of serious injury, we urge you to obtain a physical examination from a doctor before participating in any activities or services offered by PT500, including but not limited to training sessions, classes, courses, or any other physical activity. You agree that by participating in physical exercise or training activities that you are physically and mentally capable of performing the activity and that you do so entirely at your own risk. You agree that you are voluntarily participating in these activities and use of the facilities offered by The Studio and assume all risks of injury, illness, or death. 

 

You should not exercise beyond your own abilities. If you know or are concerned that you have a medical condition which might interfere with you exercising safely, you should get advice from a doctor before using the equipment and facilities provided by PT500.

 

Should you experience any form of pain, discomfort or injury during any of your sessions you agree to inform PT500.  PT500 will ensure that appropriate action is taken. Should any health concerns arise during the course of training, PT500 may require input from your doctor, physiotherapist, or other health professional.  You must assist in obtaining any necessary information requested. You also understand that PT500 cannot diagnose and/or prescribe treatment for any form of injury, disease or other medical issue, in such cases you should always consult a doctor.

 

You acknowledge that you have carefully read this “waiver and release” and fully understand that it is a release of liability. You expressly agree to release and discharge PT500 from any and all claims or causes of action and you agree to voluntarily give up or waive any right that you may otherwise have to bring a legal action against PT500 for personal injury, economic loss, damage to you or those around you, or damage/loss of your personal property.

 

To the extent that statute or case law does not prohibit releases for negligence, this release is also for negligence. If any portion of this release from liability shall be deemed by a court of competent jurisdiction to be invalid, then the remainder of this release from liability shall remain in full force and effect and the offending provision or provisions severed here from. 

 

Furthermore, you understand that all PT500’s services are non-refundable and non-transferable and have noted the cancellation and expiration period for such services. 

 

PT500 encompasses all of PT500 Southampton officers, directors, employees, volunteers, agents, independent contractors and legal representatives.