Mind Over Matter Fitness Centre membership terms and conditions

Effective Date: 25/04/26
Gym Name: Mind Over Matter Fitness Centre
Registered Address: Harcourt Hill Campus, Harcourt Hill, OX2 9AT

 

1. DEFINITIONS

1.1 “Gym”, “We”, “Us”, or “Our” refers to Mind Over Matter Fitness Centre.
1.2 “Member”, “You”, or “Your” refers to any individual holding a valid membership.
1.3 “Membership” means the agreement granting access to the centre’s facilities.
1.4 “Facilities” includes all equipment, classes, and services provided by the centre.

 

2. MEMBERSHIP AGREEMENT

2.1 By joining the Gym, you agree to be bound by these Terms and Conditions.

2.2 Membership is personal and non-transferable.

2.3 You must be at least 14 years old to join (under 18s may require parental consent).

2.4 Proof of identity or status may be required upon registration.
 

2.5 Where a discounted Membership is purchased such as concessionary, corporate, disability, or age related, proof of eligibility will be required; this can be provided in person at reception. You will be required at regular intervals to provide new proof as required by Us. If your entitlement changes, You must notify Us within 20 days of the change.
 

2.5.1 Your Membership is only approved once documentation has been provided and confirmed against Our eligibility criteria.
 

2.5.2 Proof of eligibility where necessary for your selected membership is required within the first 20 days following the purchase date of your membership.
 

2.5.3 You will be granted a grace period of access to the activities and facilities, included within your membership, between the date of membership commencement and the provision of the required documentation as set out in 2.5.1.

 

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3. MEMBERSHIP TYPES AND FEES

3.1 Membership types and fees are detailed at the point of sale.
3.2 Fees may include:

• Monthly or annual subscription

• Pro-rata payments on monthly or annual subscriptions if not started on the 1st of the month

• Additional service charges

3.3 Payments must be made in advance and on time.

3.4 We reserve the right to adjust membership fees with at least 30 days’ notice.
 

3.5 Not all memberships offer the same level of benefits. It is important you check the included and excluded benefits, facilities and activities before submitting your membership application. These can be found by clicking “View Details” on your chosen membership type at Step 2 of the membership purchase. It is Your responsibility to read these membership terms and conditions prior to joining onto your membership. Mind Over Matter Fitness Centre will not accept responsibility for any dispute caused by Your failure to do so.
 

3.6 Use of the facilities must always be in accordance with Your Membership. You are required to pay for and have a valid booking for all activities in which You participate that are not included in the benefits of Your particular Membership.
 

3.7 Your Membership is non-transferable and the benefits associated with Your Membership can only be enjoyed by You personally. You must not allow anyone else to use Your Membership or access the benefits of Your Membership nor may You at any time or for any reason, exchange, sell or gift any Membership benefit. This applies to inclusive benefits as well as excluded benefits which have been purchased in addition to the main Membership (such as an activity booking).
 

3.8 If You allow Your Membership or any benefits of your Membership to be used by any other person, Your Membership will be cancelled without refund; no further or future applications for Membership will be accepted for a minimum of 12 months. Future eligibility for Membership will be reviewed at least annually upon request. If you are found to have exchanged, sold or gifted any Membership benefit to another person, then all costs, fees or expenses (including legal costs) incurred as a result of your breach shall be recoverable by Mind Over Matter Fitness Centre.

 

 

4. PAYMENT TERMS

4.1 Membership fees will be collected via direct debit or other agreed method.

4.2 If payment fails:

• Access may be suspended

• Additional administration fees may apply
   

4.3 Continued non-payment may result in termination of membership.
 

4.4 All fees paid in advance are non-refundable, unless the circumstances set out in the cancellation provisions within clause 5 apply.
 

4.5 Unless in accordance with a Membership Freeze or where a Membership has been cancelled in accordance with clause 5 below or the general cancellation provisions set out Clause 5, Your Membership fees shall remain payable throughout the Membership period irrespective of Your use of the facility.
 

4.6 You will need to purchase a new Membership in order to continue using the facilities if Your existing single payment Membership expires without a renewal being put in place, or if any monthly Membership payment is missed for any monthly Membership. Such new Memberships will attract the Pro-Rata Fee where applicable.
 

4.7 If the customer details provided on the Membership are different to the person who is paying for the Membership then You will need to ensure that all relevant communication is forwarded onto the person paying for the Membership.
 

4.8 It is Your responsibility to check the payments being made to Us “Mind Over Matter Fitness Centre’’ to ensure these payments are correct. If incorrect payments have been made We will not refund any amount greater than 6 months in value as it is your responsibility to regularly check your statements.
 

Monthly Membership

4.9 Where You join as a monthly member You must pay by direct debit, collected on the first of the month.  The first month may be collected as a pro-rate payment if joined after the 1st of the month.
 

4.10 Monthly direct debits are a full binding contract between Us and You and will automatically continue until You notify Us otherwise in accordance with these Terms.
 

4.11 Failure to make any due payment will initially result in Us removing Your access to Membership benefits until all outstanding payments owed to Us have been made. We retain the right to formally recover all outstanding balances.
 

4.12 All Membership prices are reviewed from time to time and at least once per calendar year. If Your fees are paid by direct debit and are due to be changed, We will notify You at least 30 working days in advance by email and/or by letter.
 

4.13 We do not refund a Membership, lesson or course for non-attendance.

 

 

5. COOLING-OFF PERIOD

5.1 You have the right to cancel your membership within 14 days of joining under UK consumer law.

5.2 If you use the facilities during this period, a pro-rata charge may apply.

 

6. CANCELLATION AND TERMINATION

6.1 Rolling memberships may be cancelled with 1 month’s written notice.

6.2 Fixed-term memberships cannot be cancelled early except:

• Medical reasons (with evidence)

• Relocation beyond reasonable distance
   

6.3 No refunds will be issued except where required by law.

6.4 We may terminate your membership immediately if you:

• Breach these Terms

• Engage in inappropriate or unsafe behaviour

• Fail to make payments

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7. MEMBERSHIP FREEZE

7.1 Membership may be frozen for a minimum of 4 weeks and maximum of 3 months.

7.2 Requests must be submitted in writing and in advance.
 

7.3 A “Membership Freeze” is a change in Your Membership status that will temporarily stop your monthly payment fee from being taken for a specific length of time. During this period Your Membership access will also be stopped. After the Membership Freeze period expires Your monthly payments and access will automatically be reinstated.

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8. USE OF FACILITIES

8.1 Members must:

• Use equipment safely and as instructed
  Follow staff guidance

• Adhere to posted rules and signage

• Keep the centre clean and tidy, including but not limited to cleaning equipment they have used and putting away any equipment they have used.

• Wear attire appropriate to the activity.
   

8.2 The Gym reserves the right to:

• Change opening hours

• Close areas for maintenance

• Modify class schedules

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9. HEALTH AND SAFETY

9.1 You confirm you are medically fit to exercise.

9.2 You must inform staff of any health conditions that may affect your ability to exercise.

9.3 You agree to complete any required health questionnaires.

9.4 The Gym may refuse access if it believes use of facilities may pose a risk.
 

9.5 Your health is your responsibility. Exercise carries its own risk, and you should therefore never exercise beyond your ability. If you have any doubts as to your fitness, or you have any medical conditions that may affect your safety through exercise, you should seek advice from your doctor before partaking in the activity.
 

9.6 When joining, you made the following statement concerning your health:

I wish to embark on a programme of physical activity and confirm that I do not have any health conditions which may prevent or adversely affect my participation in the exercise programme and/or induction. If my health status changes, I will seek guidance and clearance to exercise from my General Practitioner or other relevant health professional before participating any further in the physical activity.

 

10. CODE OF CONDUCT

10.1 Members must:

• Treat staff and other members with respect

• Wear appropriate gym attire

• Maintain good hygiene including cleaning of equipment after use 

• Put away equipment after use
   

10.2 The following are prohibited:

• Harassment or abusive behaviour

• Misuse of equipment

• Smoking, vaping or using e-cigarettes anywhere on the premises or in the immediate vicinity.

• You are not permitted to bring any animals into the gym or fitness class areas with the exception of assistance dogs. If You know You require the use of a guide dog when applying for Membership or during Your Membership term, please inform Us at that time.

• No photography, filming or any type of recording of images or sound is permitted within any centre without You first obtaining permission from the manager or the director; permission must be evidenced in writing. You must not take any images or recordings of any individuals unless you have their prior express permission, or there is implied permission (for example relating to your own children or family members). The manager may permit You to take occasional photos or videos if requested at the time, but any formal or more extensive filming or photography must be approved beforehand in writing by a manager. Managers of the facilities have absolute discretion in deciding whether such recording activities are appropriate and/or permitted. You are not permitted to record or capture any images, video or audio recordings at any time in changing areas, health suites, spas or toilets.

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11. PERSONAL BELONGINGS

11.1 Personal belongings are brought at Your own risk.

11.2 The Gym accepts no liability for loss, theft, or damage.

11.3 Lockers are provided for temporary use only.
 

11.3.1 Lockers located at Our facilities are for the use of Members using the facility only and can be used under the following conditions:
 

11.3.2 We have the right to gain access to any locker at any time if this is deemed necessary. We will empty all lockers each night and store any items found as lost property
 

11.3.3 You must not place any illegal goods or consumables, toxic, polluted or contaminated goods, flammable or hazardous goods, living plants or animals, food or perishable goods or waste in the lockers
 

11.3.4 Lockers are not to be used for valuable items. We accept no responsibility for the criminal activity of others and items left are done so at Your own risk.

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12. LIABILITY

12.1 You use the Gym facilities at your own risk.
12.2 The Gym will not be liable for:

• Personal injury

• Loss or damage

except where caused by Our negligence or where liability cannot be excluded by law.

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13. DATA PROTECTION

13.1 We process personal data in accordance with UK GDPR and the Data Protection Act 2018.
13.2 Your data will be used for:

• Membership administration

• Payment processing

• Communication
   

13.3 CCTV may be used for security purposes.
13.4 You have the right to access, correct, or request deletion of your data.

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14. CLASS BOOKINGS AND ADDITIONAL SERVICES

14.1 Classes may require advance booking.

14.2 Late cancellations or no-shows may incur penalties.

14.3 Personal training sessions are subject to separate terms.
 

14.4 You are encouraged to make your activity booking in advance to secure Your place, however should You require assistance Our on site staff will be able to assist You at the centre. You can book via Our website, on the Gym’s app or on site.
 

14.5 Depending on Your type of Membership, some activities will be included and be free of charge and some will not be included and will be chargeable.
 

14.6 All bookings must be made in the name of a specified Member and must be used by that specified Member. Bookings cannot be transferred to any other individual, group or organisation.
 

14.7 You must always register Your attendance by scanning Your Membership QR code, barcode or membership card at the centre reception or entrance gates. Otherwise you will be marked as non-attended and there may be a penalty applied.

Activity Booking Payment
 

14.8 All activity bookings for activities NOT included in Your Membership must be paid for at the time of booking and are non-refundable. If You arrive late for Your booked activity, Mind Over Matter Fitness Centre has discretion to refuse You access depending on the activity type and any relevant health & safety considerations. All activity bookings include an element of a set up time or set down time.
 

14.9 Monthly, single payment and pay as you go Members can make activity bookings via the Mind Over Matter Fitness Centre website, the Gym’s app or on site 14 days in advance daily. 

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Activity Booking Cancellations

14.9 We recommend that you cancel your booking via the Gym’s app or alternatively you can cancel in person at the centre.
 

14.10 If You have paid an activity fee and cancel via the Gym’s app in advance of the 2 hour cancellation period, You will automatically be issued with a credit note to your Gym app account valid for a period of 30 days. Credit notes can be redeemed to their full or part value against future activity bookings and fees.

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Time Cancellation made by Member

Paid for activity

Early Cancellation – cancellation made 2 hours or more before the activity start time

No refund due, a credit is issued
 

Late Cancellation – cancellation made less than 2 hours before the activity start time

No refund or credit due
 

No Cancellation / No Show

No refund or credit due

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15. CHANGES TO TERMS

15.1 We may amend these Terms and Conditions at any time.

15.2 Members will be notified of significant changes via email or notice in the Gym.
 

15.3 If you need to make any changes such as changes to bank details, either speak to us at the centre or send an email to mindovermatterfitnesscentre@gmail.com 
 

15.4 Alternatively you can manage your memberships through the Gym’s app.

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16. FORCE MAJEURE

16.1 The Gym shall not be liable for failure to perform obligations due to events beyond reasonable control, including:

• Natural disasters

• Government restrictions

• Public health emergencies

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17. GOVERNING LAW

17.1 These Terms shall be governed by and interpreted in accordance with the laws of England and Wales.

17.2 Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

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18. ACCEPTANCE

By signing up for membership, you confirm that you:

• Have read and understood these Terms and Conditions

• Agree to be bound by them