- Definitions
In these Terms and Conditions:
“Sherborne Sports Centre”, “SSC” “the Centre”, “we”, “us”, or “our” means Sherborne Sports Centre, located at Abbey Road, Sherborne, Dorset, DT9 3AP.
“Member” or “you” means an individual who uses the sports centre
Sherborne Sports Centre is the trading name of Sherborne School (Leisure) Ltd, a private limited company registered in England and Wales under company number 04332724, whose registered office is:
The Bursary
Sherborne School
Abbey Road
Sherborne
Dorset
DT9 3LF
As a facility owned by Sherborne School Group and an important part of pupils’ educational and pastoral provision, Sherborne Sports Centre is utilised by the school as required by the school’s academic and co-curricular programme. It is also open to the public to provide benefit to the local community. Whilst the public have good use of the centre, there will be times when school requirements will cause the need to cancel, amend or postpone some public sessions.
“User”, “Users”, “Member”, or “Members” means any individual accessing or using the facilities, services, classes, activities, or premises of Sherborne Sports Centre, including members, guests, visitors, spectators, hirers, and participants in organised activities or events.
“Facilities” means all sports, fitness, leisure, changing, spectator, parking, and ancillary facilities made available by Sherborne Sports Centre.
2. Membership
2.1 – Acceptance of Membership – Sherborne School (Leisure) Ltd reserves the right, at its absolute discretion, to accept or refuse any application for membership of Sherborne Sports Centre. Membership shall commence only once an application has been approved by the Centre and any applicable membership fees have been paid.
2.1(i) All individuals who use the sports centre from the age of 5 years and up require a centre membership to access the majority of services.
2.1(ii) Student memberships may only be purchased upon presentation of valid supporting documentation. To qualify for a student membership, the applicant must provide:
( a) photographic identification confirming their date of birth;
(b) proof of enrolment in full-time education, comprising a minimum of 12 hours of study per week; and
(c) confirmation of the date on which the applicant’s full-time education is due to end.
The Centre reserves the right to request updated evidence of student status at any time during the membership period.
2.2 – Membership Entitlements The facilities and services available to a Member shall depend on the type of membership purchased. Subject to the terms of the applicable membership category, Members may be entitled, during published public opening hours, to access the gym, members’ swimming sessions, court hire facilities, and fitness classes as advertised on the Sherborne Sports Centre website.
2.2(i) If your membership is purchased on a monthly subscription basis, the membership fee will be collected by Direct Debit on or around the 1st of each month and will continue on a rolling monthly basis until cancelled in accordance with these Terms and Conditions.
2.3 – Membership Fees Membership agreements are offered on a subscription basis, payable either monthly in advance by Direct Debit or as a single annual payment made in advance.
2.3(i) On most occasions memberships include a joining fee. Our joining fee covers administration set up and costs, onboarding, a tour of the centre, banking set up costs and a gym induction if required. On occasions the joining fee will be reduced should a member convert to a membership in some capacity after paying for a day pass. This offer has a limited period of 30 days from taking the day pass to registering for membership.
2.3(ii) A pro rata fee will be charged should a membership be bought mid-month. If a membership is purchased on or around the 20th of the month, the following months’ payment may be charged as a one- off payment ahead of the next month’s subscription.
2.3(iii) A 14-day cooling-off period applies to your membership purchase. If you change your mind, you may be entitled to a refund provided that you notify the Centre within 14 days of the date of purchase. Any refund will be subject to any use of the facilities during the cooling-off period and may be reduced accordingly, where permitted by law.
2.3(iv) Memberships fees are non-refundable after the expiry of the 14-day cooling-off period.
2.4 – Failed Payments If a subscription payment fails, the Centre will contact the Member to notify them of the failure and, where possible, ascertain the reason. The outstanding amount must be paid immediately. It is the members’ responsibility to update new direct debit details.
2.4(i) If a subscription payment fails on two occasions, the Centre will notify the Member that access to Sherborne Sports Centre facilities will be suspended until all outstanding amounts have been paid in full. It is the members’ responsibility to update new direct debit details.
2.5 – Membership Cancellation All cancellations must be made in writing directly to either sportscentrememberships@sherborne.org or sportscentre@sherborne.org Verbal notice of cancellation will not be accepted. All cancellation requests must be submitted in writing, as verbal requests cannot be reliably verified or recorded and may be subject to miscommunication or loss in transmission.
2.5(i) Cancellations must be submitted in writing and are subject to a minimum notice period of 16 days. Where written notice is received after the 15th of the month, membership fees for the following month will remain chargeable. No refunds will be issued for any part of a notice period, and membership will remain active until the end of the applicable billing cycle.
2.5(ii) Where written notice is received prior to the 15th of the month, the Member will continue to have access to the relevant facilities in accordance with their membership until the end of the month that has already been paid for. No refunds will be issued for any unused portion of the membership period.
2.6 – Membership Termination We can terminate your Membership immediately if:
a) You commit a serious or repeated breach of this Agreement or the Sherborne Sports Centre rules or if that break is capable of being remedied, it is not remedied within 7 days.
b) In our reasonable opinion your behavior is likely to endanger other members, their guests or staff, or adversely affect the Centre or our reputation;
c) If any amounts due remain unpaid for two consecutive months, or if repeated missed or failed payments occur outside of consecutive months, the Centre reserves the right to suspend the Member’s access to all facilities until the outstanding balance has been settled in full.
The Centre also reserves the right to terminate the membership agreement where payment default persists or is deemed repeated, without prejudice to any other rights or remedies available to it.
d) You provide us with details you know to be false when applying for Membership and those details reasonably affected our decision to grant you Membership.
2.6(i) If your Membership is terminated, no refunds will be issued for any fees paid in advance, whether relating to periods before or after termination. This includes, but is not limited to, membership fees, joining fees, pro-rata charges, or any other administration charges.
2.7 Change of personal details Members must inform Sherborne Sports Centre of any change in the information given on the application for Membership such as address, telephone numbers or bank details.
2.7(i) Members must also inform the sports centre if there are any personal wellbeing or health issues that the sports centre may need to be aware of and that might impact their visit within the centre. This information can also be added to the members PARQ by the member using their Club Right app.
2.7 Membership Freeze Should you wish to freeze your Membership, you must make an application in writing and in advance to sportscentrememberships@sherborne.org or sportscentre@sherborne.org A membership freeze can be taken once in a 12-month period for a minimum of one month to a maximum of three months.
2.7(i) Subscription freeze – Where possible, requests to freeze a membership subscription must be submitted before the 20th of the month where the freeze is intended to commence from the following month. Failure to notify the Sports Centre before the 20th of the month may result in the following month’s subscription fee remaining payable.
2.7(ii) Subscription freeze – If a membership is paid monthly, permission to freeze for multiples of weeks is not granted. A freeze can start at a minimum of one month.
2.7(iii)non-subscription freeze – Where a member has paid for their membership in full in advance under an annual membership agreement, any approved freeze period will be added to the end of the applicable 12-month membership term. No full or partial refund will be issued for any period during which the Member is unable or chooses not to use the facilities during the freeze period.
2.8 Change of Membership Category You may change your type of Membership package at any time, in person, at the facility. You may be asked to pay applicable fees including an administration fee. Where a member changes to an alternative membership plan, any payments already made in respect of the current membership will be taken into account and applied towards the revised membership arrangement, where applicable.
3. Sports Centre users
3.1 Users of the centre and off-site facilities who do not hold a membership must comply with all verbal and written communications and instructions.
3.2 Terms of hire – participants wishing to book facilities other than timetabled sessions across the centre (such as astroturf, football pitch, physiotherapy room etc) will be issued a booking form with individual terms or hire. This list is not exhaustive. All enquiries should be made to sportscentre@sherborne.org
4. Timetable
The timetable is correct at the time of being published. The sports centre reserves the right to amend the timetable, including adding or stopping services, at short notice, but will give as much notice as possible to those who may be affected by the change.
5. Service/activity fees
The activity fees on the website are correct at the time of being published. The sports centre reserves the right to amend prices without notice.
All fees must be paid prior to use of the sports centre facilities or participation in the activity. Payment can be made online, over the phone or at the centre reception.
Failure to pay for the activity, after being asked to do so by the sports centre staff will result in being asked to leave the activity and may result in suspension or termination of the membership.
6. Physical activity
a) Members are responsible for monitoring their own physical condition throughout any activity undertaken at the Centre and should any unusual symptoms occur, they must immediately refrain from participation in the activity until otherwise instructed.
b) The member accepts that, in the absence of negligence on the part of Sherborne Sports Centre, they will hold blameless Sherborne Sports Centre and any of its employees, instructors or agents (including any independent contractor) for any damages resulting from, but not limited to, injury or death incurred during or arising from any activity undertaken at the Centre.
c) The member will comply with all the rules relating to use of the fitness Centre (gym), swimming pool and other facilities, copies of which are immediately available from and on display around the Centre and on the website.
7. Behaviours
Sherborne Sports Centre is a sociable, inclusive and non-discriminatory operator. We value all people. We also value kindness and respect for each other. The following rules are in place to promote this.
- Members will speak with kindness and respect towards others, including sports centre staff, at all times.
- Members will dress appropriately for their activity.
- Members will treat the facilities with respect.
- Members will not swear, shout, grunt.
- Will not purposely drop weights or purposely leave weights out in the gym.
- Will not hog or take up more than one piece of equipment at a time in the gym.
- Will not be shirtless anywhere except the pool.
- Will not be intimidating, violent or discriminatory towards others.
- Will not harass or make others feel uncomfortable.
Failure to comply with these rules will result in the manager contacting the person in question and reminding them of the rules of the centre. Continued disregard will result in the cancellation of membership and the forfeiting of any fees already paid.
8. Fitness Centre (Gym)
The fitness centre has a range of fixed machines, free weights, and other fitness equipment. Used properly this equipment is safe and effective for improving fitness. Members should only use equipment and perform exercises that they are competent in using or performing.
Members should ask a member of staff for guidance with any form of exercise or equipment they are unsure about.
- Use of the fitness suite is prohibited to any person under 14 years of age. 14 and 15 year olds may use the Cardiovascular machines, weights machines and light free-weights and 16 and over can use all the equipment that they have been inducted on and are competent to do so. It is advised that under 18’s should book an induction.
9. Gym Inductions and fitness programmes
a) All members are required to have an induction prior to using the fitness centre (gym). This will include health and safety information, a physical activity readiness questionnaire (PARQ), a tour of the facility and explanation of the exercise machines.
b) If an instructor believes a member requires further guidance in using the exercise machines, the member will be offered a further booking to complete the induction.
c) Members may request an exercise programme, based on the answers provided in the PARQ, that will help towards their goals.
d) The member must inform Sherborne Sports Centre of any changes to the original information supplied on the PARQ.
e) In certain circumstances, Sherborne Sports Centre staff may require additional medical information from the member’s GP in order that the correct and safe exercise programme can be prescribed. In these circumstances the member will be asked to obtain, at his / her own expense, the required written information from their GP.
f) The member must accept that there is a risk that adverse effects may be experienced before, during or after participation in the exercise programme including abnormalities of heart rate and / or blood pressure.
10. Court Hire
All courts (squash, badminton and tennis) must be booked and paid for before play commences.
The court only needs to be hired and paid for by one member but each person using the court needs to be a member.
Failure to book and pay or failure for the participants to be members of the sports centre may result in a suspension or cancellation of the authorised hirer’s membership without a refund of any fees paid.
11. Private groups, clubs and schools.
Private groups, clubs and schools may hire the sports centre facilities for a one-off or recurring booking. All bookings must be made through the sports centre manager, who may request copies of insurance, risk assessments and/or safeguarding policy.
12. Refund policy
Unless in exceptional circumstances, and at the discretion of the Sports Centre Manager, all fees paid are non-refundable. In certain circumstances such as ill health / redundancy, membership can be paused, at our discretion, but no refunds can be issued.
13. Data protection policy
We use the information from the signup procedure to create a member profile on our system. This will include your name, date of birth, address, email and phone number. We may send you promotional information and payment-reminders via email. You can opt-out of any marketing emails at any time by unsubscribing.
14. Complaints
We endeavour to provide a great experience to our members. If we fall short and cannot resolve a problem quickly you may want to make a complaint. Complaints must be made in writing to the Sports Centre Manager. Letters should have the date of the complaint, a summary of the issue and evidence, if available. The complaint will be logged, and the Manager will then contact the complainant within 7 working days of receipt of the complaint. The manager may then require a further 7 working days to investigate the situation before contacting the complainant again with an outcome. If a complaint cannot be resolved to the satisfaction of both parties, the complaint will be escalated to the Operations Bursar.
17. Changes to terms and conditions
Sherborne Sports Centre reserves the right to amend these terms and conditions at any time, providing the date of the updated information.
18. Sherborne Group membership, fees and discounts.
Sherborne Group staff and their immediate family (partner/spouse, mother, father, daughter, son, sister, brother) benefit from free centre membership. Memberships are renewed annually.
Sherborne Sports Centre reserves the right to amend or discontinue the facilities and activities on offer to Sherborne Group Staff and their families.
Sherborne Sports Centre reserves the right to amend or discontinue the discounts on facilities and activities on offer to Sherborne Group Staff and their families.
As of 18/10/21 the following facilities and activities are not discounted for Sherborne Group Staff and their families.
- Whole Sports Hall hire
- Swimming Pool hire
- Studio hire
- All Weather Pitch
- GP referral gym and swim sessions
- Fun swims
- Private Swimming Lessons
- Personal Training
(Section updated on 18.10.21)
19. Illness (including Covid-19)
Many illnesses have the potential to spread via touch and air droplets so we ask that you do not come to the sports centre if you feel unwell.
As of 01/04/22 the sports centre will no longer pause or extend monthly packages because of a positive Covid-19 case. As of 24/02/22 It is no longer a legal requirement to self-isolate but you are advised to stay at home.
As with any other illness we would advise that members take personal responsibility in deciding whether to access the centre or not and consider other users’ health.
(Section updated 27/03/22)