CROWNS GYM BECKENHAM

Terms and Conditions

This document outlines the key policies and agreements for members of Crowns Gym Beckenham. By signing below, you confirm your understanding and acceptance of these terms.

General Terms

1. Agreement to Terms and Conditions

• By obtaining a membership or otherwise entering the facility, you agree to be bound by these Terms and Conditions. If you do not agree, you will not be permitted to join or access the facility.

2. Amendments to Terms and Conditions

• Crowns Gym Beckenham may amend these Terms and Conditions at any time. Members will be notified in writing via email, on our website, or at the facility. Members are responsible for checking updates regularly.

3. Refusal of Entry or Ejection

• Crowns Gym reserves the right to refuse entry or eject members for safety reasons, inappropriate conduct, or failure to follow policies. Instructors may refuse participation without appropriate medical clearance.

4. Participation at Own Risk

• Participation in exercise is at your own risk. We strongly recommend seeking medical advice before starting any exercise program, particularly if you have existing conditions.

5. Health and Medical Information

• You must inform instructors of any relevant health risks (injuries, discomfort, pregnancy, etc.) before participating. Participation with a medical condition is at your own risk.

6. Personal Belongings

• Crowns Gym is not responsible for loss, theft, or damage to personal belongings. Please bring only items necessary for your visit.

7. Changes to Opening Hours

• We reserve the right to change opening hours at any time. Members will be notified of permanent changes.

8. Third-Party Client Management Software & Data Protection

• All bookings and payments are managed via Glofox. By creating a membership or booking, you consent to sharing your information with Glofox, which is managed under their privacy policy.
• Crowns Gym will also collect and process personal data in accordance with UK GDPR. Data is used solely for managing memberships, bookings, and services. We do not sell or share personal data with third parties without consent, except where required by law.

Facility Access & Usage Policies

1. Access Control (Kisi App)

• Entry is managed via the Kisi app. If your membership is inactive or does not include spa access, entry will be denied. It is your responsibility to ensure your phone is charged and functional.

2. Spa & Wellness Area Conduct

• Spa access is limited to King-tier members. Proper swimwear must be worn, and respectful conduct is required. Phone calls and photography are prohibited. Breaches may result in suspension or termination.

3. Red Light Therapy Disclaimer

• Use of the Red Light Therapy bed is entirely at your own risk. Members must follow usage instructions, including session limits. Crowns Gym accepts no liability for misuse.

4. CCTV Monitoring

• CCTV operates throughout the facility for safety. By entering, you consent to being recorded. Footage is securely stored in compliance with GDPR.

5. Filming & Photography Policy

• Filming or photography requires prior permission. Professional equipment must be pre-approved. All participants must consent to being filmed/photographed.

6. Digital Conduct & App Misuse

• Any abuse of the Glofox system, harassment of staff via digital channels, or attempts to bypass app restrictions will result in disciplinary action, including suspension.

7. Smoothie Station & Retail Products

• All sales are final unless faulty. Please check your order immediately and report issues to staff.

8. Unsupervised Sparring & Combat Activity

• Any sparring or combat activity outside supervised classes is at participants’ own risk. Crowns Gym accepts no liability for injuries arising from unsupervised activities.

9. Health & Safety / Emergency Procedures

• Members must follow staff instructions in all health & safety matters, including fire evacuations, first aid, and emergency procedures.

Membership Terms & Conditions

1. Eligibility

• Membership is available to individuals aged 18 or over. Persons under 18 are not permitted to use gym facilities unless they are enrolled in a dedicated kids’ or teens’ membership programme.
• All under-18 members must be registered under a parent/guardian account.
• A Parental Waiver must be completed, signed, and kept on file before participation in any classes or activities.
• Without a completed waiver, the child will not be permitted to attend sessions.
• The Parental Waiver can be found and completed in the Crowns Gym app under Family Accounts.

2. Finality of Membership Sale

• All memberships are non-refundable and non-transferable, except where required by law.

3. Membership Options

• 12-Month Contract Membership: Fixed-term, cannot be cancelled within 12 months except for exceptional circumstances (illness, relocation) supported by documentation (e.g., medical certificate). After expiry, it converts to a flexible membership.
• Flexible Memberships: Require at least one full calendar month of active membership before cancellation. Thereafter, one month’s written notice is required.

4. Day Passes

• Day passes are non-refundable, non-transferable, and valid only on the date of purchase. By purchasing or using a day pass, you agree to all Crowns Gym Terms and Conditions and must complete the required health waiver before entry.

5. Price Increases

• We reserve the right to increase fees at any time with written notice. Members authorise Crowns Gym to collect the new fee via Direct Debit.

6. Introductory & Special Offer

• Offers and promotions may change and are subject to their own terms.

7. Membership Cycle & Payments

• Fees are payable monthly in advance by Direct Debit via our approved payment provider.
• Members are responsible for ensuring sufficient funds are available.

8. Non-Payment of Fees

• If a Direct Debit is cancelled or a payment fails, the member remains liable for outstanding fees.

Access may be suspended until the account is brought up to date.

9. Late Payment & Admin Fee

• A £15 administration fee may be applied for failed or missed payments.

10. Debt Recovery

• If fees remain unpaid 30 days after the due date and contact attempts are unsuccessful, Crowns Gym may engage a debt collection agency. Additional recovery costs may be added to the outstanding balance.

Membership Suspensions, Cancellations & Termination

1. Suspensions

• Membership can only be paused for durations longer than 4 consecutive weeks.
• Membership can be paused for up to 6 months maximum; after this, it will be cancelled.
• In case of long-term injury or illness, membership may be suspended or terminated with written confirmation from a medical doctor.

2. Cancellations

• Flexible memberships require one full active month and one month’s written notice.
• Contract memberships cannot be cancelled mid-term unless in exceptional circumstances with supporting documentation.

3. Termination by Crowns Gym

Crowns Gym may terminate memberships immediately for:

• Inappropriate, offensive, or illegal behaviour.
• Persistent non-payment of fees.
• Breaches of these Terms and Conditions.

Classes, Bookings & Refunds

1. Class Minimums & Waitlists

• A minimum of two participants is required for a class. If cancelled, you will be notified and credited if need be. Waitlisted members will be contacted if a space opens.

2. Cancellations & No-Shows

• Classes must be cancelled at least 4 hours in advance via the booking system.
• A 3-strike system applies for late cancellations and no-shows.
• Late-cancelled or missed sessions are deducted from your account.

3. Lateness

• Arriving more than 5 minutes late may result in your place being given to a waitlisted member. No refunds apply.

Liability & Indemnity

1. Liability Waiver

• By entering Crowns Gym, you release us from all liability relating to participation, injuries, or use of the facility, except where prohibited by law.

2. Indemnity

• You agree to indemnify Crowns Gym against any direct and reasonable losses arising from your breach of these Terms and Conditions.

Agreement Confirmation

1. By signing below, you confirm that you:

• Agree to all the Terms and Conditions outlined above
• Have completed our Health Waiver Form
• Agree to follow all facility use rules and etiquette

General Provisions

• Acceptance of Terms: By using Crowns Gym Beckenham’s facilities, services, or apps, you agree to abide by all policies outlined on our website, in-app communications, and at the facility.

• Policy Updates: All terms, rules, and offerings are subject to change. Updates will be communicated via email, our website, or app. It is your responsibility to stay informed.

• Conduct & Behaviour: Members are expected to uphold respectful, safe, and responsible conduct at all times. Crowns Gym reserves the right to suspend or terminate memberships for breaches of conduct, safety violations, or misuse of facilities.

• Facility Access: Access to certain services (e.g. spa, classes, or recovery zones) may require pre-booking or an additional fee. Crowns Gym reserves the right to restrict access to ensure safety or service quality.

• Third-Party Services: We may use third-party platforms (e.g., Glofox, Kisi) to manage bookings, memberships, and access. Use of these platforms is subject to their individual privacy and usage policies.

• Liability: Crowns Gym is not responsible for any loss, injury, or damage to personal property or individuals resulting from misuse of the facility, non-compliance with terms, or personal negligence.

🏋️‍♂️ Visiting Crowns Gym – Member Guidelines

To help all members enjoy a smooth, safe, and respectful gym experience, please take note of the following:

✅ Access & Entry

• There is no need to check in at reception.

• All members must use the Kisi App or Crowns Gym App to gain entry.

• Only members with an active and valid membership will be granted access.

👚 Dress Code

• Clean, appropriate activewear is required.

• No overly revealing or provocative clothing.

• Training shoes only — no muddy or outdoor footwear.

📱 Bookings

• Classes must be booked in advance through the Crowns Gym app or website.

• Cancel promptly if you can’t attend so someone else can join from the waitlist.

🧴 Hygiene & Cleanliness

• Wipe down equipment before and after use.

• Bring a sweat towel and water bottle.

• Return all equipment to its proper place after use.

🧍‍♂️ Conduct & Respect

• Respect others’ space and workouts.

• No aggressive, inappropriate, or disruptive behaviour will be tolerated.

• Keep mobile phone use to a minimum during workouts.

🎒 Storage

• Lockers are available for your personal belongings.

• Crowns Gym is not responsible for lost or stolen items.

🕒 Spa & Recovery Areas

• Spa bookings are limited to 30-minute sessions.

• Members and visitors must bring their own spa towel as we do not provide these at the facility.

• Members may book up to 2 sessions per day.

• Please respect time limits to ensure fair use for everyone.

👶 Age Policy

• Access to all gym and spa facilities is strictly 18+ only.

• Exceptions apply for specialised kids and teens classes, which are supervised by qualified instructors and held in designated areas.

🔒 Personal Safety & Property

• Your safety is our priority — Crowns Gym is fully equipped with 24/7 CCTV monitoring throughout all public areas.

• Please keep personal belongings in designated lockers during your visit.

• While we take security seriously, Crowns Gym is not liable for lost, stolen, or unattended items.

• Report any suspicious activity or safety concerns to a member of staff immediately.

📱 App & Software Use

To ensure a smooth and secure experience, all members are required to use our digital tools:

• Crowns Gym App:

  • Manage your membership, book classes, and sign all waivers.

  • We encourage members to upload a clear personal photo to their profile for identification and security.

• Kisi App:

  • Linked with the Crowns Gym App for seamless entry to the facility and spa area.

  • Only active members with valid access will be able to unlock entry points.

• Crowns Gym PT Training App:

  • Used by personal training clients for session tracking, workout plans, and communication with your coach.

If you need help setting up your apps, our team is happy to assist you at reception.

📅 Classes & Bookings

• All classes must be booked in advance via the Crowns Gym App or GloFox platform.

• You must check in at Reception for each class if you are a non-member or a daily visitors. Members are automatically checked in by entering the club via their Kisi app.

• You can view our live timetable, reserve your spot, and manage your bookings all in one place.

• Class bookings open 7 days in advance and spots are available on a first-come, first-served basis.

• If a class is full, you can join the waitlist — if a space becomes available, you’ll be notified via app/email.

Important Booking Rules:

• You must cancel at least 4 hours before class start time to avoid a strike.

• Repeated late cancellations or no-shows may result in booking restrictions.

• Arrive on time — if you are more than 5 minutes late, your space may be given to someone on standby.

💳 Membership & Payment

• We offer a variety of flexible, 12-month, and annual membership options to suit your goals and lifestyle.

• All memberships are managed through the Crowns Gym App or GloFox platform.

• Payments are collected monthly via direct debit or card, depending on your selected plan.

• No joining fees — just choose your plan and get started.

• You can pause or cancel your membership with at least one month’s written notice.

• Memberships can be paused for up to 6 months; beyond that, they will be automatically cancelled.

Important Notes:

• Missed or late payments may result in access being temporarily restricted.

• All sessions and packs are non-refundable and non-transferable.

• Special discounts (e.g., NHS/student rates) can only be applied in person or via phone with valid ID, and will require periodic re-verification.

🎥 Filming Policy at Crowns Gym

To protect the comfort and privacy of our members, please follow our content guidelines:

• Personal filming is allowed only with prior staff approval.

• Tripods or professional equipment must be pre-approved by management.

• Always seek consent from anyone who may appear in your content.

• Filming is strictly prohibited in the changing rooms, spa, or treatment areas.

• Content captured must reflect Crowns Gym’s values — inappropriate or unauthorised content may lead to account suspension or revoked access.

Note: On special marketing or launch days, you may see our Crowns Gym Marketing Assistant capturing content around the facility. These sessions are fully authorised and members will be informed in advance wherever possible.

We encourage our community to share their fitness journey — just ensure it’s done respectfully and in line with our brand.

Membership Suspensions and Cancellations

1. Suspension or Cancellation

• A minimum of one month’s written notice is required to cancel or pause your membership.
• Flexible memberships require at least one full active month before handing in your cancellation notice. This means the minimum term is two months (your first month plus your notice month).
• Memberships can be paused for up to 6 months; after this, they will be cancelled.
• In case of long-term or permanent injury, membership may be terminated upon written confirmation from a medical doctor.

2. Membership Termination
   Crowns Gym reserves the right to terminate any membership immediately for inappropriate, offensive, or illegal behaviour occurring on our premises or directed at staff or members.
3. Class Cancellations and Penalties Policy

• Cancellation Window: You must cancel at least 2 hours before the class start time through our online booking system to avoid penalties.
• Strike System: A 3-strike policy applies for late cancellations (within 2 hours of the class) and no-shows. For Memberships, Intro Offers, or Casual Classes, any missed or late-cancelled sessions will be deducted from your account.
  For Memberships, Intro Offers, or Casual Classes, any missed or late-cancelled sessions will be deducted from your account.
• Waitlist Cancellations: The same cancellation rules apply if you’re booked into a class via the waitlist.

Important Notice
This waiver outlines the essential elements of Crowns Gym Beckenham’s policies. It is intended to provide clear guidance on member responsibilities and facility use.

We are committed to creating a safe and inclusive environment for all members, including children and vulnerable adults.

If you have any concerns or need to report a safeguarding issue, please speak with one of our Designated Safeguarding Leads:
Clide Delaney – clide@crownsgym.com
Kial Wilkins – kial@crownsgym.com

Crowns Gym follows a formal Safeguarding Policy and ensures relevant staff are trained in safeguarding best practices.

For more information, please contact hr@crownsgym.com or request a copy of our safeguarding policy.