chapter 1 - definitions

In these Terms and Conditions the following terms shall have the following meanings:

1.1 ‘Start Date of Use’ the date the Membership Contract Confirmation is sent to you via email.

1.2 ‘Membership Contract’ is the application completed by you to join or extend your membership.

1.3 ‘Cooling Off Period’ has the meaning set out in Chapter 7.1

1.4 ‘Gym’ refers to The Gym Vault where the member joined as specified in the Membership Contract.

1.5 ‘Gym Rules’ are the terms in The Gym Vault’s Gym Rules available at the following link….

1.6 ‘Gym User’ Includes both Members and Visitors

1.7 ‘Contract’ is the agreement between The Gym Vault and the Member under these Terms & Conditions, and the Gym Rules

1.8 ‘Day Pass’ means a single-use pass allowing a Gym User access to The Gym Vault for one calendar day

1.9 ‘Events Beyond our Control’ means an event beyond our reasonable control, such as flood, drought, earthquake or other natural disaster, epidemic or pandemic, terrorist attack, civil war, any law or action taken by a government or public authority, and any labour or trade dispute, strikes, industrial action or lockouts (other than by our staff).

1.10 ‘Guest Pass’ Means a Member-arranged, free Day Pass

1.11 ‘The Gym Vault’ or ‘We’ or ‘Our’ refers to The Gym Vault Ltd (company number: 14021759), registered at 110 Dunstable Street, Ampthill, Bedfordshire, MK45 2JP.

1.12 ‘Joining Fee’ means the joining fee specified during the joining process.

1.13 ‘Member’ or ‘You’ or ‘Your’ is the person named on the Membership Contract

1.14 ‘Membership’ means a gym membership at the Gym which begins on the date specified in the Member’s Membership Contract

1.15 ‘Minimum Term’ means the minimum term of your Membership set out in your Membership Contract. This may be referred to in The Gym Vault system as a ‘Membership Start Date’

1.16 ‘Obligation Date’ means the final day of the Minimum Term Duration. This may be referred to in The Gym Vault’s system as a ‘End Date of Membership’

1.17 ‘Membership Contract Confirmation’ means the email sent to you by The Gym Vault confirming acceptance of your Membership Contract.

1.18 ‘Visitor’ is a non-member visiting The Gym Vault

1.19 ‘Website’ means www.thegymvault.co.uk

2.1 All Members and Visitors must comply with The Gym Vault Gym Rules at all times. Refusal or non-compliance with these Rules may result in ejection from the Gym and termination of Membership, if applicable.

2.2 The Gym Vault reverses the right to make changes to the Gym Rules or these Terms & Conditions from time to time to reflect operational, legal, or regulatory changes. If we make any changes that significantly affect your rights or obligations, we will notify you by email at least 30 days before they will take effect. The updated Gym Rules or Terms & Conditions will be available on our website. If you do not agree to the changes, you may cancel your membership without penalty before the changes take effect by contacting member services through the contact form.

4.1 To purchase a Membership you must: To purchase a Membership, Members must complete the sign-up process online. During sign-up, Members are required to provide personal and payment details and confirm their agreement to The Gym Vault Terms & Conditions, Privacy Policy, Gym Rules, Promotion Conditions and Health Statement. If the online system is unavailable, Members may be required to complete a physical Membership Contract, referred to as an Application Form instead.

4.2 Acceptance of your Membership Contract by us takes place when we send you a Membership Contract Confirmation, at which point a legally binding contract is formed between you and us on these Terms & Conditions and your Membership is effective.

4.3 The Membership is subject to these Terms & Conditions. Completion of The Gym Vault Membership Contract or submission of The Gym Vault Membership Contract is an offer to The Gym Vault to become or remain a Member of the gym, subject to these Terms & Conditions and The Gym Vault Gym Rules. The Gym Vault reserves the right to reject any Membership Contract or submission for Membership.

4.4 The Gym Vault offers different types of memberships. An up-to-date overview of the various memberships and additional services is available on the website. You must be 18+ to purchase a membership.

4.5 If a member has previously held a The Gym Vault membership and still has an outstanding debt with The Gym Vault or with our third party debt collection agency, or a member has been denied access into the facility, they are not eligible to sign up for a new membership.

4.6 The membership will, after the end of the minimum term specified during purchasing, need to be renewed in order to keep the membership rolling.

4.7 A member may apply to upgrade to a different membership type once their current minimum term is complete. A member cannot upgrade to a membership type with a shorter minimum term than their current membership.

4.8 Any months completed on a previous membership type will not be credited toward the minimum term of the new membership. A member may only move onto a membership type and rate available at the time of upgrading. These may vary from membership types available at the members point of joining. A member may not reverse their upgrade once it has been agreed and processed unless they provide notification of such reversal within the cooling off period by contacting member services through our online contact form.

4.9 The membership and the entrance QR code for the gym access is personal and non-transferable. The membership can only be used by the member who entered into the membership.

4.10 The member consents to having their photograph taken by The Gym Vault for identity verification purposes upon entry to the gym. This is a necessary requirement for memberships.

4.11 Where a membership is organised under a corporate invoiced company scheme, whilst cancellations and freezes can be requested by the member, all other membership changes such as change of access level or membership duration, must be requested by the designated corporate contact to The Gym Vault, not the member, unless otherwise stated in the membership contract confirmation.

4.12 Members can freeze their membership by contacting the member services team. Freezes must be for a minimum of 1 full calendar month (starting on the 1st of the month) and a maximum of 3 consecutive months within a 12 month period, starting as of the start date of use, otherwise the request to freeze your membership will be denied. Requests must be submitted at least 5 days before the desired start date. A £25 monthly administration fee applies, and frozen months do not count toward the minimum term, instead extending the obligation date. Freezing is not permitted during the cancellation notice period, with payments deducted monthly on or around the 1st of the month.

4.13 For medical freezes (illness, injury, or pregnancy), fee leniency or backdating may apply with the provision of valid medical documentation, please contact member services through our contact form to discuss your options.

4.14 During a freeze, members lose all gym access, including guest passes. Early unfreezing incurs a pro rata fee for the remaining month, with no credit for the administration fee.

5.1 Members receive a certain amount of guess passes upon joining (amount dependent on the type of membership). These passes, valid for non-members can only be used within the duration of the membership term.

5.2 Non-members can also purchase Day Passes directly via our website.

5.3 All visitors and gym users will be required to sign in on the day of attending. Entry is at The Gym Vault’s discretion and may be restricted during peak times.

6.1 The Gym Vault offers a 14-day cooling off period for new members who sign up online. The 14 day period commences on the date you receive your membership confirmation or confirmation of upgrade/member change if an existing member.

6.2 New members will receive a full refund of any fees paid if they terminate within the cooling off period within 14 days of our receipt of your notice of termination. To terminate your membership during the cooling off period please contact member services through the contact form.

6.3 If you visit the gym once during the cooling off period, you may still cancel the contract within the cooling off period and receive a full refund of any fees paid. However, if you visit the club more than once during the cooling off period, each additional visit beyond the first will be charged at the Day Pass rate, with any refunds or additional charges adjusted based on the fees already paid.

7.1 Members can cancel their membership after the minimum term by providing one full calendar months’ notice, with cancellation taking effect from the 1st of the following month. Cancellation must be submitted via contacting our members services through our contact form on the website. If you pay via direct debit, you are responsible for cancelling the mandate after final payment however if any payments are made via direct debit after final payment we will refund these to you. No refunds are provided for prepaid fees, except in cases of permanent illness, or injury, for which valid supporting documentation is required and subject to approval.

7.2 Early Cancellation: Members may terminate their memberships during their minimum term by providing one full calendar months’ notice, with the contract backdated to match the paid months and in such circumstances members must pay the difference between fees paid and the adjusted rate for the shorter term, and any promotional discounts or free periods will be revoked, with waived fees repaid. In exceptional circumstances (redundancy, pregnancy, or permanent injury/illness), members may cancel early with one full calendar months’ notice, without backdating or repaying discounts, provided valid supporting documentation is submitted and approved by the member services team. Pre-start cancellations, after the cooling off period but before the start date of use incur a £55 fee. Memberships cannot be frozen during the cancellation period.

7.3 Termination of membership by The Gym Vault: The Gym Vault reserves the right to terminate a membership immediately by giving notice by email if:

7.3.1 You repeatedly or seriously breach the terms and conditions and/or gym rules.

7.3.2 You do not pay your fees in accordance with these terms and conditions and fail to make payment by the date specified in our late payment request.

7.3.3 You are deemed unsuitable (for reasons including, but not limited to, inappropriate, threatening or abusive behaviour or due to reputational risk to The Gym Vault) for continued membership at The Gym Vault discretion, or

7.3.4 You endanger the health, safety, or well-being of The Gym Vault staff or any gym user.

7.3.5 All termination decisions are final, and The Gym Vault will likely reject future membership applications from members who have previously had their membership terminated by The Gym Vault.

8.1 Membership is entered at the rates set out in the membership contract or on the website at the time the membership contract is submitted.

8.2 Fee Adjustments: The Gym Vault reverses the right to change the membership fees in accordance with Chapter 9.3 and/or the frequencies of the membership regardless of the members obligation date. Any increase in the membership fees or change in payment frequencies will be announced at least one full calendar month in advance. We will notify you of any changes either via email to the email address provided by the member. In the event of an increase in the membership fees greater than that confirmed in Chapter 9.3, the member has the right to terminate the membership free of charge within four (4) weeks of the announcement.

8.3 The Gym Vault reserves the right to increase the membership fees annually in accordance with the Consumer Price Index (CPI) as published by the office for National Statistics (or any successor body).

8.4 Discounts, Promo Code Eligibility: Discounted memberships require proof of eligibility; failure to provide this promptly when asked will result in the full membership fee being charged, with no refunds for the difference. Discounts based on temporary eligibility (such as age, student status or blue light card) may expire, and fees will adjust after the minimum term, with one full calendar month's notice. Promo codes must be validated; if eligibility is not verified, discounts will be reversed, and any waived fees must be paid in full.

chapter 9 - registrations and access

9.1 Entry for all members is granted by scanning the QR code.

9.2 Access to The Gym Vault is available from your own registered QR code (with a valid membership) or through Reception (as a visitor). All gym users must check in - either with their QR code or at reception. Staff may request a gym user to have their photo taken or provide photo ID and reserve the right to deny entry. To ensure optimal and secure services, all member visits are registered.

9.3 Each member is limited to one primary device for QR code access. Sharing login details or allowing others to use your membership will result in immediate termination of your membership without a refund.

9.4 All gym users must vacate the gym by closing time. Details of standard opening hours are available at the gym and on the website and may vary without notice. The Gym Vault reverses the right to amend opening hours, restrict access to or change certain facilities and equipment or temporarily close areas for maintenance, cleaning, refurbishment, special events or holidays. The Gym Vault has the right to change the gym access of all memberships.

chapter 10 - Liability

10.1 Personal Responsibility: Members use The Gym Vault services at their own risk and are responsible for their own behaviour. The Gym Vault is not liable for damages caused by a member's actions.

10.2 Limited Liability for Injuries: The Gym Vault is not liable for personal injury, accidents, or death unless caused by The Gym Vault’s wilful intent or deliberate recklessness.

10.3 Property Liability: The Gym Vault is not responsible for loss, damage, or theft of personal property in its gym.

10.4 Exceptions & Limits: The Gym Vault does not exclude liability for death, injury due to negligence, fraud, or legally inescapable liabilities. Otherwise, liability is limited to the greater of £2,500 and the total fees paid during the minimum term per claim, excluding indirect or consequential losses.

Chapter 11 - Instructions

11.1 Compliance with instructions and rules: gym users must comply with all instructions given by The Gym Vault employees, as well as the established regulations and The Gym Vault gym rules.

Chapter 12 - payment

12.1 Payment of membership fees and additional services is collected monthly via BACS direct debit and/or card payments. The BACS direct debit authorisation and/or card verification is deemed to have been issued by a member during registration. In the event of BACS direct debit failures, outstanding membership fees can be paid by logging into your member account on our website.

12.2 If you are required to pay a joining fee, you must pay this when you submit your registration if signing up online or you must pay in the gym.

12.3 If you do not pay your fees in accordance with these terms and conditions, then The Gym Vault may debit your registered account without prior notice. Non-payment may result in a £45 administration fee if sent to a third-party collections agency, and your membership may be terminated in accordance with Chapter 7.3.2. The Gym Vault has the right to deny reinstatement of the membership in such circumstances.

chapter 13 - gym facilities & conduct

13.1 All members and visitors are expected to conduct themselves respectfully while using the gym facilities. Any behaviour deemed intimidating, abusive, violent, inappropriate, or disrespectful may result in immediate removal from the gym and, for members, termination of membership without a refund.

13.2 Only drinks in sealable containers may be consumed in the gym. Alcohol, illegal substances, smoking and vaping are strictly prohibited. Any person under the influence of alcohol or illegal substances may be refused entry or removed.

13.3 Gym users must wear suitable gym clothing at all times - a top, training shorts or trousers, and closed shoes. Jeans, open shoes or getting changed outside of the changing rooms are not permitted. Inappropriate clothing or poor hygiene may result in removal from the gym or suspension of membership. Please wear clean gym gear and maintain good personal hygiene while training. Bags are not permitted on the gym floor, please use the lockers provided.

13.4 Lockers: Lockers are available for day use only. Gym users must provide their own padlock or may purchase one from reception. The Gym Vault reserves the right to cut locks and remove contents from any lockers left overnight. Items may be collected from reception upon payment of a recovery fee. Any unclaimed property will be held for a reasonable period of time before being donated to charity. The Gym Vault strongly advises that all belongings are securely locked in a locker while using the facilities and The Gym Vault accepts no responsibility for loss, theft, or damage to personal property, unless proven to be caused by The Gym Vault's negligence. Members are advised not to bring valuables into the gym wherever possible.

13.5 Photography & Video: Gym users may only take photos or videos on mobile phones and must not record in the changing rooms/toilets. Always respect others’ privacy and obtain permission from anyone appearing in your photos or videos. Professional filming or staged shoots require prior approval from The Gym Vault. Misuse of personal technology may result in removal from the club or termination of membership.

chapter 14 - personal training

14.1 Independent Status: The Gym Vault Personal Trainers (PTs) are self-employed freelancers, not The Gym Vault employees. Booking sessions via the website or directly - this creates an agreement solely with the PT.

14.2 Age Restriction: Personal Training is restricted to members aged 18 and over.

14.3 Authorised Trainers: Only The Gym Vault approved PTs with verified certifications and insurance, may provide training. External trainers are prohibited. PTs operate independently, not as The Gym Vault employees or agents.

chapter 15 - enforcement

15.1 Enforcement of Rights: The Gym Vault reserves the right to enforce its rights under this agreement at any time. The failure to enforce any right or address a breach of the Terms and Conditions or Gym Rules at any given time does not constitute a waiver of those rights or acceptance of the behaviour.

chapter 16 - other provisions

16.1 Complaints: Members can submit any complaint regarding the terms and conditions via the contact form on our website.

16.2 Severability: If any provision of these terms is held to be unlawful, void, voidable, or otherwise unenforceable, this shall not affect the validity and enforceability of the remaining provisions. The unlawful, void, voidable or otherwise unenforceable part shall be deemed replaced by a valid and enforceable provision that comes as close as possible to the purpose and scope of the replaced provision.

16.3 Events Beyond our Control: Should The Gym Vault be unable to offer its services (in full or in part) to a gym user due to events beyond our control, we will contact you as soon as possible and let you know what we will do to reduce the disruption (for example, by providing you with suitable alternative services). Any payments already made by the member will not be refunded. During this period, providing that The Gym Vault has provided you with suitable alternative services, The Gym Vault is entitled to continue to collect membership fees from the member. If The Gym Vault fails to provide suitable alternative services if an event beyond our control occurs, the member has the right to suspend their obligations under the membership during the period or to cancel the membership with immediate effect and receive a refund for services paid for but not received.

chapter 17 - privacy

17.1 The Gym Vault is committed to safeguarding the personal information of its Members and strictly adheres to the EU General Data Protection Regulation (GDPR). Our Privacy Policy provides detailed information on how your data is collected, stored, and processed, as well as the rights you hold under GDPR. We encourage all members to review this policy to understand how their information is managed and protected.

17.2 Members are responsible for ensuring their personal information is accurate and up to date. Any changes or updates to your details should be requested using the email address registered in our system. The Gym Vault will use the contact information provided on your membership contract - or any updated details you should submit - to send important notifications and communications.

17.3 Before accepting your membership agreement, it is essential to read and fully understand The Gym Vault Privacy Policy. This ensures you are informed about your data rights and how your information will be managed throughout your membership.

chapter 18 - applicable law and competent court

18.1 These Terms and Conditions and any related disputes (including non-contractual disputes) are governed by the law of England and Wales. Both parties agree that the courts of England and Wales have exclusive jurisdiction to resolve such disputes.