Terms & Conditions

General Terms

All members and visitors at Bodywise Gym and Studios Ltd (the “Club”) must either be paying members, paid guests, signed-in visitors, or have a signed agreement for business use. All individuals are required to comply with these Terms and Conditions (the “Terms”). These Terms are also incorporated into each Member’s contract and the Bodywise App.

Failure to comply with these Terms may result in denial of access to the premises or, in some circumstances, termination of membership. Bodywise Gym and Studios reserves the right to amend these Terms as necessary, providing reasonable notice of any changes.

Why You Should Read These Terms

Please read these terms carefully before you submit your application to us. These terms may change from time to time and provide important information about our services, your rights, and how to resolve any issues. If you think there is a mistake in these terms, please contact us.

Information About Us and How to Contact Us

We are Bodywise Gym and Studios Limited, trading as Bodywise Boutique Wellness, a company registered in England. Our company registration number is 09151617, and our registered office is located at 16 Church Street, Warnham, Horsham, RH12 3QW.

You can contact us by calling 01403 271698 or emailing contact@bodywise.co.uk. If we need to contact you, we will do so by telephone or by writing to the email address or postal address you provided in your application.

Our Contract with You

Our acceptance of your application will occur when we email you to confirm it, at which point a contract will exist between you and us, and your Club membership will commence (the “Commencement Date”). We reserve the right to reject any application at our sole discretion, and we will communicate this decision promptly.

Our Services

Services may vary slightly from their pictures. Any images of the Club on our website are for illustrative purposes only; we recommend visiting the Club prior to applying.

We may change our services to reflect changes in relevant laws and regulatory requirements. Additionally, we may update the Club rules from time to time.

Your membership will continue until it is terminated or expires according to these Terms. We are not responsible for delays outside our control. If our service is delayed or prevented by an event outside our control, we will contact you as soon as possible to minimize the effect of any delay. Provided we do this, we will not be liable for delays caused by the event. However, if there is a risk of substantial delay, you may contact us to end the contract and receive a refund for any services paid for but not received.

We require certain information from you to supply services. If you do not provide this information or provide incomplete or incorrect information, we may end the contract. We are not responsible for any delays in supplying services caused by your failure to provide the required information.

We may need to suspend services to:

  • Address technical problems or emergency building repairs.
  • Update our services to reflect changes in laws and regulatory requirements.

If we suspend services, we will contact you in advance unless the problem is urgent or an emergency. We may also suspend services and your membership if you do not make your payments.

How We May Use Your Personal Information

We will only use your personal information as set out in our Privacy Policy. You are responsible for informing us of changes to your personal information. Any updates must be requested using the registered email provided in your application.

Your Rights to Make Changes

If you wish to make a change to your membership, please contact us via email or phone and provide your membership reference. We will inform you if the change is possible and any adjustments to the membership price or other details.

Your Rights to End the Contract

Your rights when you end the contract depend on how we are performing. You have a legal right to end the contract if:

  • We have informed you about an error in the price or description of the services, and you do not wish to proceed.
  • There is a risk of significant delay in supplying services due to events outside our control.
  • We have suspended services for technical reasons for more than two weeks.

In such cases, the contract will end immediately, and we will refund you for any services not supplied.

If you change your mind about the services, you may be able to receive a refund if you are within the cooling-off period, subject to deductions. We may deduct from any refund an amount for the services supplied up to the point you informed us of your decision to change your mind.

We will process any refunds due to you as soon as possible, within 14 days of being informed of your decision.

Our Rights to End the Contract

We may end the contract for services at any time by writing to you if:

  • You do not make a payment when due, and you do not make payment within 2 working days of us reminding you.
  • You breach these Terms or the Club Rules, either repeatedly or due to a serious breach.
  • Your use of the Club puts the health, safety, or well-being of staff or other members or guests at risk.
  • You fail to provide us with necessary information within a reasonable time.

Membership

To use the Club, an active membership is required unless visiting as a paid guest. Membership shall be in accordance with a Membership Plan.

Membership Termination

All Annual Memberships and memberships paid upfront are valid for the length specified from the activation date and will automatically expire thereafter. No cancellation is required; memberships will terminate automatically.

Members may cancel Direct Debit Memberships by providing one complete calendar month's written notice, submitted at least 5 working days before the next direct debit.

To end the contract, please email contact@bodywise.co.uk with your reason for cancellation and your membership reference.

After the final payment for Direct Debit memberships, you may wish to cancel the Direct Debit instruction. All fees must be paid to date at the time of cancellation.

Freezing Your Membership

You may apply for your membership to be frozen by completing a request via contact@bodywise.co.uk. The freeze period is for one full calendar month per year, and requests must be made at least 5 working days before your scheduled Direct Debit.

Freeze periods will not count towards your contractual term and will extend any applicable Fixed Annual Membership by one month. Membership cannot be frozen during the notice period of cancellation, and cancellation is not permitted during a freeze period.

Freezes for reasons of illness, injury, or pregnancy may be reviewed, and the freeze period may be extended with valid medical documentation attached to your request.

You will not have access to the Club during any frozen period. If you wish to use the Club during this time, you may attend on a pay-as-you-go basis. Your membership will automatically unfreeze after one month, and usual payments will resume.

Price and Payment

The price of the services (including VAT) will be indicated on the application pages at the time of application. We take reasonable care to ensure prices are correct.

We may change your membership fees, providing 30 days' notice by email. If you do not accept an increase in fees, you may end your membership. If you do end your membership for this reason, you must continue to pay your current fees until the end of the notice period. If you do not end your membership, you will pay the new fees from the effective date.

Payment details will vary based on the membership type. Any joining fee or deposit, along with the first month’s fees, will be collected either via Debit/Credit card at the time of purchase or by Direct Debit approximately 5 working days from your application date. Subsequent Direct Debits will be collected monthly thereafter. Payments are non-refundable under any circumstances.

If you believe you have been wrongly charged, please contact us promptly. An administration fee of £20 will apply for any unpaid payments. If multiple payments are missed despite reminders, we reserve the right to suspend or terminate your membership with written notice.

If we forward your account to a debt collection agency for non-payment, we reserve the right to charge an administration fee.

Pay-As-You-Go Classes, Cancellations, and Refunds

All payments are non-refundable and non-transferable. Pay-as-you-go classes must be paid for at the time of booking through our online booking system.

Cancellations can be made through your account on our website or app, or by phone or email. We have a strict two-hour cancellation policy; cancellations made with less than two hours’ notice will result in a deduction from your account.

If you cancel a class in advance, the class credit will be returned to your account for future use, subject to expiration. Please note that cancelling your class does not result in a refund to your bank; it merely allows you to retain your class credit without penalty.

Accounts will be charged for no-shows and late arrivals. Please be aware that late arrivals may not be allowed entry.

Gift Cards

Gift Cards may be available for purchase in person. All terms and conditions regarding Gift Cards are strictly between Bodywise Boutique Wellness, the buyer, and the redeemer.

Each Gift Card can only be redeemed once and must be used within six months of purchase. To redeem, please email contact@bodywise.co.uk.

Gift Cards are not redeemable for cash, are non-transferable, and cannot be combined with other offers or discounts.

Health and Safety

Members must comply with all reasonable health and safety requests from Bodywise Boutique Wellness staff to ensure the Club operates smoothly. Before entry, all Members must complete a health questionnaire (PARQ). If any medical conditions are disclosed, Members must indicate whether they have sought medical advice or choose to use the Club at their own risk, accepting full responsibility for any resulting injuries or health issues.

Bodywise Boutique Wellness staff are not medically trained and cannot assess whether Members are fit to use the facilities. Members are advised to consult a medical professional if they have any doubts about their ability to participate in exercise.

Members warrant that they are in good physical condition and know of no reason preventing them from engaging in exercise that may affect their health or safety.

Fire exits are clearly marked and must remain unobstructed. Members and guests must not interfere with these doors. In an emergency, all individuals must evacuate in an orderly manner.

Any health and safety concerns should be reported to Bodywise Boutique Wellness staff immediately.

Our Responsibility for Loss or Damage Suffered by You

We are responsible for foreseeable loss and damage caused by us. If we fail to comply with these Terms, we are liable for losses that are a foreseeable result of our breach of contract or failure to exercise reasonable care. Losses are considered foreseeable if it is obvious they will happen or if both parties knew of the possibility at the time the contract was made.

We do not exclude or limit our liability where it would be unlawful to do so, including liability for death or personal injury caused by our negligence, fraud, or breach of your legal rights.

We are not liable for business losses. The services are not intended for commercial, business, or resale purposes, and we will have no liability for any loss of profit, business interruption, or business opportunity.

Operating Times

For full details on normal operating hours, please refer to our website or app. Bodywise Boutique Wellness reserves the right to modify hours, temporarily restrict access to certain equipment, or close areas of the Club without prior notice for reasons such as cleaning, maintenance, training, special events, or holidays.

Members must exit the premises by the designated closing time.

Car Parking Facilities

Free parking is available at the Village Hall, Hollands Way, Warnham, RH12 3R. Parking on the Club’s driveway is prohibited. To maintain a harmonious relationship with the community, we discourage street parking. Repeated violations may lead to access restrictions or membership suspension.

The Club is not liable for any loss or damage resulting from the use of parking facilities. Use of parking is at Members’ own risk, and membership does not guarantee a parking space.

Food and Drink

Food and drink consumption is restricted to the café area. Sealable drink containers are permitted in the Gym and Studio areas. Alcohol and illegal substances are strictly prohibited on the premises. Members under the influence of such substances will be asked to leave.

Smoking is not allowed on Club premises.

Dress Code

Members are expected to wear suitable attire while using Gym or Studio areas. Acceptable gym attire includes a t-shirt or vest, shorts or training trousers, and closed-toe training shoes (with exceptions for specific Studio activities).

The following are not acceptable:

  • Outdoor shoes on the Gym Floor and Studio
  • Muddy boots in Club facilities
  • Open shoes or bare feet (unless permitted for specific classes)
  • Lack of suitable clothing
  • Jeans or other inappropriate trousers
  • Changing in areas other than designated changing rooms

Inappropriate attire that may be offensive or intimidating to other Members will not be tolerated. Failure to comply with the dress code may result in membership suspension or termination.

Members should maintain basic hygiene standards, including wearing clean gym attire and using deodorant.

Conduct

Members must conduct themselves respectfully while using Club facilities. Intimidating, abusive, violent, or disrespectful behavior may result in immediate ejection from the Club, and membership may be terminated without refund of any fees.

During busy periods, Members are permitted to use only one weights station at a time. All equipment must be returned to its proper place after use, and surfaces should be wiped down.

Members should seek instruction if unsure how to use any equipment. Bodywise Boutique Wellness is not responsible for injuries resulting from incorrect use of equipment. Faulty or malfunctioning equipment should be reported to staff immediately.

External personal trainers are not permitted to work at the Club. Only Bodywise Boutique Wellness Personal Trainers, who hold the required certifications and insurance, are allowed to provide training services.

Members must refrain from bringing bags onto the Gym floor. Participants in studio classes and gym sessions must not leave bags or shoes on the Studio floor.

Studio participants must not open doors or windows during class to avoid disrupting air conditioning and other Club users. All studio equipment must be returned to its original location after use.

Mobile devices should be silenced.

Guests

Guests must sign in at the reception desk. Guest access is at the absolute discretion of Bodywise Boutique Wellness, and availability may be limited during peak times.

Bodywise Boutique Wellness reserves the right to charge a guest fee for non-Members using Club facilities. All guests must abide by these terms; failure to do so may result in ejection from the Club.

Class Bookings

Timetables, instructors, and classes are subject to change. Bodywise Boutique Wellness will strive to notify Members of any class cancellations.

Members are encouraged to book classes in advance to secure their spots. Booking onto overlapping classes is not permitted.

To ensure equitable access, we implement a 'three strikes' policy for no-shows or late cancellations. Three no-shows within a rolling 30-day period will result in a one-week restriction on advance bookings. Members must cancel class bookings at least two hours in advance to avoid receiving a strike. Strikes will be waived if the class begins at full capacity.

Members can book onto a waiting list if a class is full. Upon availability, Members will be notified via email. Once on the waiting list, Members commit to attend; failure to do so will result in a strike in accordance with the cancellation policy.

All participants in coached sessions (studio classes or small group personal training) are required to arrive and be prepared at least five minutes prior to the start time. Late arrivals may be denied entry, and their booking will be made available to other Members.

Members App & Card

A free app is available for both Apple and Android devices, serving as an entry key to the Club. A membership card can be issued upon joining. Members must present their card for verification upon each visit; those without a valid card may be asked for photo identification.

Membership cards are non-transferable; sharing may result in termination without refund. Lost or misplaced cards will be replaced for a nominal fee.

Lockers and Lost Property

Lockers are for day use only. Members are strongly advised to secure their belongings in lockers while using Club facilities.

Unattended items may be kept for a reasonable time and subsequently donated to charity. Bodywise Boutique Wellness accepts no liability for loss, theft, or damage to items brought into the Club, unless due to negligence.

We recommend that Members avoid bringing valuable items to the Club.

Photographs and Publicity

Upon acceptance into the Club’s membership scheme, Members consent to having their photograph and videos taken for identity verification and promotional purposes, excluding locker room and private areas.

Other Important Terms

We may transfer our rights and obligations under these terms to another organization. We will notify you in writing if this occurs, ensuring your rights remain unaffected.

You require our consent to transfer your rights. Membership transfers are permitted only with our written agreement. If unable to use the Club for the remainder of your term, you may apply to transfer your membership to someone not currently enrolled, pending both parties’ complete necessary paperwork. A transfer fee may apply.

No one else has rights under this contract; it is solely between you and us. If a court finds any part of this contract illegal, the remaining sections will remain effective.

Delays in enforcing this contract do not waive our rights. For example, if a payment is missed and we do not follow up immediately, we can still require payment later.

These terms are governed by English law, and you may bring legal proceedings in English courts regarding the services provided.