MEMBERSHIP TERMS & CONDITIONS
TERMS & CONDITIONS
Westwood 2015 Ltd Operating as The Wellness Lounge
Contents
1. Statutory Cooling-Off Period (Consumer Rights)
2. Membership, Billing & Cancellations
3. Access Control, Security & Account Integrity
4. Operational Hours, Capacity Limits & Facility Limitations
5. Health, Safety & Advice Disclaimer
6. Privacy, Data Protection & Personal Property
7. Limitation of Liability & Property Damage
8. Technical Disruption & Force Majeure
10. Amendments to Terms & Conditions & Facility Evolution
12. Feedback, Concerns and Complaints
These Terms and Conditions (“Agreement”) constitute a legally binding contract between you (“the Member”) and Westwood 2015 Ltd (“the Charity”, "we", "us", "our"), a registered non-profit organisation in England and Wales (Registered Charity Number: 1179952 / Company Number: 09734470) operating as The Wellness Lounge.
By completing your registration via the ClubRight application and checking the box to accept these terms, you agree to comply with and be bound by this Agreement.
MEMBERSHIP TERMS & CONDITIONS
1. Statutory Cooling-Off Period (Consumer Rights)
14-Day Right to Cancel: In accordance with the UK Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, you have a statutory right to cancel your membership within 14 days from the day you accept this Agreement online without giving any reason.
Refunds During Cooling-Off: If you cancel during this 14-day window, we will refund all payments received from you. However, if you explicitly request to use the facility during this 14-day period, we will deduct a proportionate amount from your refund corresponding to the days used up to the point of cancellation.
2. Membership, Billing & Cancellations
Non-Profit Mission: All membership fees and booking charges are collected by the Charity solely to maintain the facility, purchase equipment, and support our community aims.
Payment Processing: All fees are managed securely via the ClubRight app. Members agree to maintain valid, up-to-date payment details on their account.
Price Amendments: The Charity reserves the right to review and adjust membership fees. We will provide at least 30 days' notice of any fee changes via email or ClubRight notification.
Membership Cancellation: Outside of the statutory cooling-off period, memberships can be cancelled at any time through your ClubRight account profile. To avoid being charged for your next billing cycle, you must submit your cancellation request at least 3 days before your next scheduled payment date.
No Pro-Rata Refunds: If you cancel your membership mid-billing cycle, you will continue to have full access to the fitness lounge until the end of your current paid period. The Charity does not issue partial or pro-rata refunds for unused days.
Membership Tier Upgrades and Downgrades: Members may request a change to their membership tier at any time via the ClubRight application.
• Upgrades: Tier upgrades take effect immediately. The ClubRight system will automatically calculate and collect a pro-rata payment for the remaining days of your current billing cycle, granting you immediate access to your new tier privileges, time slots, and zone booking windows.
• Downgrades: To maintain administrative stability, tier downgrades do not take effect mid-cycle. A downgrade will apply strictly from your next scheduled billing date. The Charity does not issue partial or pro-rata refunds if you choose to lower your access level during an active billing month.
Tier-Specific Time and Zone Enforcement: Your physical door access via the Paxton Net2+ entry system and your booking permissions inside ClubRight are electronically locked to your chosen membership tier. Access is strictly limited to the specific time windows (e.g., Off-Peak vs. Full Access) and the specific physical zones (e.g., Main Fitness Suite only vs. Studio Area access) included in your tier.
Unauthorized Access Violations: Attempting to physically enter the building outside of your tier's permitted hours, or entering a physical zone/class not covered by your tier, constitutes a severe security and contract breach. Because the facility is unstaffed, any attempt to bypass these electronic tier boundaries will be flagged via access logs and will result in immediate booking suspension or permanent membership termination.
Account Freezing (Pausing Membership): Members who are temporarily unable to utilize their tier access due to documented medical reasons, injury, or extended travel may request to freeze their membership.
• Notice Requirement: Freeze requests must be submitted through your ClubRight profile or via official email at least 3 days prior to your next scheduled payment. We cannot backdate or apply retroactive freezes to past billing periods.
• Duration Limits: Memberships can be frozen for a minimum of 1 month and a maximum of 3 months per calendar year.
• Access & Billing Interruption: During an active freeze period, your Paxton door access is completely deactivated and monthly recurring billing is paused. Your standard tier billing and physical facility access will automatically reactivate on the day your freeze period expires.
Studio Session Booking Cancellation Window: Pre-booking is strictly mandatory for the Studio Area and the Treatment Room. If you need to cancel a pre-booked slot in the Studio Area, you must do so via the ClubRight app at least 12 hours before the session starts. This allows your slot to be automatically released with adequate notice to another member on the waiting list.
Late Cancellations & "No Shows": Failing to cancel a booked Studio session within the 12-hour window, or failing to attend a booked session, directly impacts our small community capacity. The Charity reserves the right to temporarily restrict or suspend Studio booking privileges for members who record 3 or more "no-shows" within a rolling 30-day period.
Treatment Room Bookings: Bookings for the treatment room are managed independently by the respective independent therapist. Cancellations, modifications, and refunds for these sessions are strictly subject to that specific therapist’s own cancellation policy and must be handled with them directly.
3. Access Control, Security & Account Integrity
Credential Security: Access to the facility is strictly controlled via the ClubRight app and the Paxton Net2+ entry system. Your login credentials and access rights are unique to you. You must never share your access codes, app credentials, or allow unregistered individuals into the facility.
Strict Zero-Tolerance No-Tailgating Policy: Allowing non-members or unbooked individuals to follow you into the building, or following another individual inside, is strictly prohibited. Because the facility operates without active CCTV surveillance or on-site staff supervision, a breach of this rule presents a severe security risk. Both the member who grants unauthorized access and the member who enters without scanning will face immediate, permanent termination of membership without a refund.
Profile Photograph: Members must upload and maintain a clear, recognisable profile photograph on their ClubRight account. This photo is used by staff to verify identity and ensure the safety of the community lounge.
Strict Age Restrictions & Future Provisions: Membership is strictly limited to adults aged 21 years and over. Due to current unstaffed conditions and the temporary absence of internal CCTV surveillance, anyone under the age of 21 is strictly prohibited from entering the facility at any time, for any reason. This includes children, toddlers, or infants accompanied by a parent or legal guardian. Bringing a minor into the facility constitutes a severe insurance breach and will result in immediate membership termination. The Charity reserves the right to review and amend this policy in the future to permit accompanied minors under specific family frameworks, strictly conditional upon the completed installation of an operational Closed-Circuit Television (CCTV) system and updated insurance approvals.
4. Operational Hours, Capacity Limits & Facility Limitations
Standard Opening Hours: The fitness lounge operating hours are strictly limited to 9:00 AM to 5:00 PM, Monday to Friday. Access attempts outside of these hours via the Paxton entry system will be automatically blocked.
Hours Expansion: The Member acknowledges that operating hours are dependent on available resources and charity operational capacity. The Charity aims to expand these opening hours in the future as volunteer capacity increases, and notice of any schedule changes will be communicated via the ClubRight app.
Access & Booking Requirements: Access to the Main Fitness Suite operates on a flexible, first-come, first-served basis. Members are required to check the ClubRight application prior to arrival to review live capacity tracking. To ensure safety, comfort, and compliance with our strict capacity limits, you must not enter the Main Fitness Suite if the live tracker indicates it has reached its maximum limit. Conversely, the Studio Area and Treatment Room require mandatory pre-booking before arrival; unauthorized drop-ins to these specific zones are strictly prohibited.
Strict Area Capacities: To ensure the safety and comfort of all users, you agree to strictly respect the maximum capacity limits of each designated zone:
• Main Fitness Suite: Maximum 8 people at any time.
• Studio Area: Maximum 8 people at any time.
• Treatment Room: Strictly limited to 1 therapist and 1 client only.
Exceeding Capacity: If any area reaches its maximum capacity, you must not enter, regardless of your membership tier, until a space becomes physically and legally available.
Fair Equipment Sharing & Station Time Limits: To ensure all members have fair and equitable access to training assets when the Main Fitness Suite is busy, usage of any single piece of equipment, lifting platform, or training station is strictly limited to a maximum of 20 minutes. Monopolizing equipment or refusing to allow other members to rotate or share stations when the facility is busy constitutes an etiquette breach under the Three Strikes policy.
Current Facility Infrastructure Limitations & Changing Recommendations: The Member explicitly acknowledges that the facility is a developing community asset funded by limited charitable resources and does not currently feature dedicated, private changing rooms or showering facilities within our specific lounge unit. Members are strongly encouraged to arrive dressed appropriately for exercise. If you must change on-site, communal building toilets outside our immediate lounge space are available, subject to the following recommendations and privacy boundaries:
Upper Floor (Recommended): Features a fully accessible toilet with a lockable main outer door. This area offers maximum privacy and space, and is the recommended location for changing.
• Ground Floor (Cafe Seating Area): Features two toilets. One room is too small to change in; the other includes a baby changing facility. The outer main access door to this cafe toilet lobby does not lock; only the inner cubicle door locks. For your own privacy and safety, changing within this ground-floor area is actively discouraged.
The Member accepts that these are shared building facilities outside the direct control of the Lounge and changes at their own risk.
5. Health, Safety & Advice Disclaimer
Health Declaration & PAR-Q: You agree to complete a Physical Activity Readiness Questionnaire (PAR-Q) via ClubRight prior to your first workout. You warrant that you are in good physical condition and have no medical reason or impairment that would prevent you from exercising safely.
Low-Risk Membership Policy: To ensure community safety in an unmonitored environment, automated online registration via ClubRight is strictly limited to individuals categorized as low-risk based on their PAR-Q health questionnaire responses. If you have underlying medical conditions or do not meet the low-risk threshold, your automated sign-up will be paused. Manual sign-ups and conditional access evaluations can be achieved by contacting and speaking directly with an authorized Westwood representative.
Conditional Access Safety Clause: The Member acknowledges that physical access to the fitness lounge via the Paxton entry system is strictly conditional upon the immediate completion of the PAR-Q health questionnaire. If the Member accesses the facility before completing this questionnaire or withholds relevant health data, they do so in material breach of this contract, entirely at their own risk, and the Charity accepts no liability whatsoever for any resultant medical complications, injuries, or health outcomes.
Equipment Inductions & Experience Declarations: To ensure personal safety in an unmonitored environment, all members must complete a physical equipment induction before using any training zones, UNLESS they explicitly certify during registration that they possess sufficient gym experience.
Group Induction Bookings & Cost Recovery: For members requiring instruction, the Charity hosts face-to-face group inductions facilitated by hired independent fitness professionals. Because the Charity incurs direct commercial costs to secure these professionals, a strict 24-hour cancellation notice applies. Failing to attend a booked induction or failing to cancel at least 24 hours in advance will result in a £10 administrative charge applied to your account, and your Paxton door access will remain suspended.
Experienced User Induction Waiver: Members transferring from other fitness facilities or who possess verifiable gym experience may choose to skip the physical induction by signing our digital Induction Waiver inside ClubRight. By signing this waiver, you explicitly warrant that you are fully competent in the safe operation of all equipment, accept 100% of the legal and physical risk, and completely exempt Westwood 2015 Ltd from liability for any injuries or health outcomes resulting from improper equipment usage.
Unstaffed Facility, Lone Working Waiver & Phone Signal Mandate: This facility is completely unstaffed and unsupervised. By entering the premises, you explicitly acknowledge that you choose to exercise entirely at your own risk and agree to completely indemnify and hold harmless the Charity against any physical injury, medical episode, or accident. We highly encourage you to "buddy up" and train alongside another member for safety. If you choose to work out entirely alone, you must carry a charged mobile phone on your person and confirm you have an adequate cellular signal before starting your activity. Because the building structure can impact connectivity, you are required to connect your phone to our guest Wi-Fi and ensure Wi-Fi Calling is enabled in your device settings so you can successfully dial 999 in the event of an emergency.
Absence of On-Site Emergency Medical Equipment (No AED): The Member explicitly acknowledges that there is no automated external defibrillator (AED / defib) located inside The Wellness Lounge premises. Alternative public defibrillators are situated nearby outside the facility (located on the Upper Floor within Blossom View and Outside the café and Bellamy Studio area). Members accept this infrastructure limitation and choose to exercise at their own risk.
No Unqualified Advice: Members must not offer structured training routines, dietary advice, or medical coaching to other members. Giving fitness instruction to others creates immediate liability risks for our charity. Only fully insured independent therapists or authorised staff may provide professional guidance in their designated areas.
6. Privacy, Data Protection & Personal Property
Absence of CCTV: To protect the privacy and comfort of our community, this facility does not operate a Closed-Circuit Television (CCTV) system.
Assumption of Risk: Because there is no active video surveillance, the Member acknowledges and accepts an increased level of personal responsibility for their personal safety and behaviour.
Personal Property Disclaimer: The Charity accepts absolutely no liability for the loss, theft, or damage of any personal property, clothing, or valuables brought into the premises. There are no secure lockers or monitoring staff on-site. All items are brought into the facility entirely at the owner's risk, and members are strictly advised to leave all valuables at home.
Data Processing: We process your personal data, booking history, and door access logs (via ClubRight and Paxton Net2+) strictly in accordance with current UK Data Protection laws (UK GDPR and Data Protection Act 2018). Your data is used solely for membership administration, legal compliance, and facility security.
Member Privacy: You agree not to film or photograph any other user inside the facility without their express, explicit verbal permission.
7. Limitation of Liability & Property Damage
Physical Injury: Nothing in this Agreement shall limit or exclude our liability for death or personal injury resulting directly from our proven legal negligence, or our failure to maintain equipment to statutory safety standards. For all other instances not arising from negligence, the Member chooses to utilize the facilities entirely at their own risk.
Damage to Charity Property: Members agree to use all facilities and equipment with reasonable care. The Member accepts full financial liability for any malicious, reckless, or grossly negligent damage caused by them to the Charity's property, including but not limited to gym equipment, the Paxton access hardware, and building structures.
8. Technical Disruption & Force Majeure
System Failures: The Charity is not liable for any temporary facility closures, restricted access, or booking cancellations caused by technical failures of the ClubRight app, Paxton Net2+ entry system, power outages, utility failures, or other events beyond our reasonable control (Force Majeure).
9. Termination & Enforcement
The Charity reserves the right to suspend or permanently terminate any membership if a member breaches this Agreement, handled in accordance with the enforcement procedures set out within the Rules & Community Code. Severe material breaches (including tailgating by letting someone in or entering without scanning, failing to abide by age/equipment restrictions, theft, verbal/physical abuse, or intentional property damage) will result in immediate termination without a refund.
10. Amendments to Terms & Conditions & Facility Evolution
Right to Amend & Facility Evolution: Westwood 2015 Ltd reserves the right to update or change these Terms and Conditions, facility capacities, operational hours, and rules at any time. The Member explicitly acknowledges that The Wellness Lounge is a developing community asset funded by limited charitable resources. The Charity reserves the right to introduce additional provisions, including, but not limited to, the installation of on-site toilet facilities, changing rooms, and Closed-Circuit Television (CCTV) systems, to reflect future upgrades, changes in legislation, lounge usage, or safety protocols.
Notice of Change: We will provide members with at least 30 days’ notice of any material changes via the email address linked to your ClubRight account or via an in-app notification.
Acceptance of Terms: Continued use of the fitness lounge facilities and the ClubRight/Paxton access systems after the 30-day notice period will constitute your explicit acceptance of the updated Terms and Conditions.
11. Governing Law
These Terms and Conditions, and any dispute or claim arising out of them, are governed by and construed in accordance with the laws of England and Wales. You and Westwood 2015 Ltd both agree that the courts of England and Wales will have exclusive jurisdiction to settle any dispute.
12. Feedback, Concerns and Complaints
We always want to provide the best possible support to our community. If you have any feedback, are unhappy with our service, or feel we could do something better, please let us know so we can make it right.
• Step 1: Get in touch
• Step 2: Formal Complaint
If we cannot resolve the issue informally, or if you wish to make a formal complaint, please write to us at Westwood 2015 Ltd, The Campus, Pack Horse Lane, High Green, Sheffield, S35 3HY marked for the attention of The Charity Manager / Trustees.
• Step 3: Our Response
We will look into your concern thoroughly and respond to you in writing within14 days.
• Step 4: Independent Review
As a registered charity, if you remain unhappy with how we handled your complaint, you can raise your concerns with the Charity Commission for England and Wales.