Terms & Conditions of The LDN Fit Club

Last updated: 2 October 2025

Welcome to The LDN Fit Club (the "Club"). The Club provides fitness classes, personal training, training programmes, food subscriptions, therapy services, kids' training and clubs, and related activities (collectively, the "Services"), through our website www.thelondonfitclub.co.uk (the "Website"). By using the Services, you agree to be bound by these Terms and Conditions (the "Terms"). Please read them carefully.

1. General

1.1 Eligibility
By using the Services, you represent that you are at least 18 years old and have the legal capacity to enter into these Terms. If you are under 18, you may only access Services with the written consent of a parent or guardian.

1.2 UK Services Only
The Services are intended for use in the United Kingdom only.

1.3 Updates to Terms
We reserve the right to update or modify these Terms at any time. Where changes are material, we will notify you by email or by a notice on our Website at least 14 days before the changes take effect. Your continued use of the Services after such updates constitutes acceptance of the revised Terms.

1.4 Trainer Assignment
All services are provided by the Club as a whole. While we will take client preferences into account and endeavor to maintain continuity where possible, you are engaging the Club for a service, not an individual personal trainer. The Club reserves the right to assign or reassign trainers in order to accommodate client demand, scheduling, or unforeseen circumstances (such as illness, leave, or staff changes).

2. Session Packs & Commitments

2.1 Types of Packs
Session packs include 1:1 Personal Training, Couples PT, Kids PT, and Small Group Training. Packs are available as:

  • Single-month packs (4, 8, 12, or 16 sessions, valid for 30 days)

  • Fixed-term commitments (3, 6, or 9 months)

2.2 Payment Methods

  • Single-month packs: Paid in full at time of purchase (online or in-store)

  • Fixed-term commitments: Paid either in full upfront (in-store), or by monthly Direct Debit instalments via GoCardless

2.3 Direct Debit Terms
By signing up for a Direct Debit commitment, you authorize GoCardless to collect recurring payments on our behalf in accordance with the Direct Debit Guarantee. A valid direct debit mandate is required unless you pay your entire term upfront.
Any fees charged by GoCardless or our payment provider in connection with failed or cancelled payments will be passed on to you.
Important: Cancelling your Direct Debit mandate does not cancel your contractual commitment. See Section 9.6 for details.

2.4 Payment Required Before Sessions
Sessions cannot take place without cleared payment.

2.5 Session Validity and Rollover

  • Single-month packs: Sessions are valid for 30 days from purchase and do not carry over. Sessions not used within 30 days are forfeited, except where an extension is granted under Section 9.5 (Exceptional Circumstances).

  • Fixed-term commitments: Sessions are allocated monthly and do not carry over to the next month.

2.6 Price Changes
Session pack fees may change from time to time. Any increase applies from the next billing period after notice is given (minimum 30 days' notice for existing commitments).

2.7 Pauses
One pause per commitment term is guaranteed if requested at least 14 days before the intended start date. The pause may be for a maximum of 4 weeks, and your commitment end date will be extended accordingly.
Any further pause requests will be considered on a case-by-case basis under our Exceptional Circumstances policy (Section 9.5) and are not guaranteed.

2.8 Reinstating Cancelled Direct Debits
Reinstating a cancelled direct debit mandate may incur an admin fee of £10.

2.9 Bespoke Packs
Bespoke packs may be created for specific clients by agreement with the Club. These follow the same general rules on validity, expiry, and non-transferability unless otherwise agreed in writing.

3. Training Programmes & Assessments

  • An Initial Assessment (price as listed on our Website) is required prior to any structured training programme. Assessments must be used within 30 days of purchase.

  • Month 1 of a programme includes reassessments, programme design, and gym access as set out on our Website. Ongoing training programmes renew every 4 weeks.

  • Add-on PT sessions for programme-holders may be available at a preferential rate, subject to trainer availability.

4. Therapy & Massage Services

  • Services include manual therapy, sports massage, deep tissue massage, cupping, scraping, and premium combinations. Services may be purchased as single sessions or packs.

  • All physiotherapy services are provided by practitioners registered with the Health and Care Professions Council (HCPC) and covered by professional indemnity insurance. If you have concerns about the professional conduct of a therapist, you may contact the HCPC directly at www.hcpc-uk.org.

  • While every effort is made to deliver safe and effective treatment, participation carries some inherent risk. Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence. However, we are not liable for complications arising from undisclosed health conditions or failure to follow professional advice.

5. Injury Rehabilitation & Biomechanics

Rehabilitation programmes are exercise-based and not a substitute for medical diagnosis or treatment. Clients must disclose all injuries, health conditions, and medications (see Section 11). Where the Club deems necessary, clients may be referred to our physiotherapist or another medical professional.

Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence. However, we are not liable for complications arising from undisclosed conditions or failure to follow medical advice.

6. Food Subscriptions

  • Supplied by Your Health Food and billed weekly via Direct Debit.

  • Before subscribing, you must inform us of any allergies, intolerances, or dietary requirements. All food products are labelled with allergen information. Severe allergies must be discussed with us before subscribing.

  • Cancellation requires 7 days' notice before the next billing date. No refunds mid-cycle except where required by law.

  • We take reasonable care in preparation and handling. Nothing excludes or limits our liability for death or personal injury caused by our negligence, or for breaches of food safety law. However, we are not liable for adverse reactions where you have not disclosed allergies or requirements.

7. Supplements & Products

Supplements and health products provided by the Club are for general wellbeing only. They are not medicines and are not intended to diagnose or treat medical conditions.
Clients must read labels carefully, follow directions, and check for allergies or contraindications. Nothing excludes or limits our liability for defective products under the Consumer Rights Act 2015, but we accept no liability for misuse or adverse effects caused by failure to follow instructions or disclose relevant health information.

8. Health & Liability

  • Clients must disclose all health conditions and medications (prescription, over-the-counter, or otherwise) and keep us updated if health status changes.

  • You will be required to complete a PAR-Q health questionnaire before starting services. This must be updated annually or when health status changes significantly.

  • Nothing excludes or limits liability for: death or personal injury caused by our negligence, fraud, or statutory rights.

  • We are not liable for: injuries from undisclosed conditions, improper equipment use, normal post-exercise soreness (DOMS), or injuries outside supervised sessions.

  • GP clearance may be required before certain services.

9. Cancellation, Refunds & Cooling-Off Period

Cooling-Off Rights

  • Online/phone purchases: Cancel within 14 days under Consumer Contracts Regulations 2013. Full refund if unused; deduction if sessions started.

  • In-store purchases: Cooling-off does not apply. Refunds only where required by law.

Other rules include:

  • Single-month packs: non-refundable once started.

  • Fixed-term packs: commitment required for full term. Early cancellation calculated at standard single-session rate.

  • Exceptional circumstances: At our discretion, packs may be paused, extended, or partially refunded with evidence (e.g., medical, bereavement, redundancy, relocation).

  • Session cancellations: <24 hours’ notice charged in full.

  • Assessments/workshops: <48 hours’ notice non-refundable.

  • Refunds processed within 14 working days.

  • Club cancellations: reschedule or credit offered. Refunds if rescheduling not possible.

  • Nothing affects statutory rights.

10. Age Restrictions, Kids' Classes & Safeguarding

  • Services open to 18+ and under-18s with parental/guardian consent.

  • Parents remain responsible for suitability, timely drop-off/pick-up, and providing health info.

  • Kids’ classes operate with staff ratios. Unsafe/disruptive behaviour may result in refusal.

  • Staff working with minors are DBS-checked and follow safeguarding procedures.

  • Safeguarding concerns: safeguarding@ldnfitclub.co.uk

11. Code of Conduct

  • Clients must treat staff and others with respect.

  • Unsafe, abusive, or disruptive behaviour may result in termination without refund.

  • Harassment or boundary violations will not be tolerated and may be reported to authorities.

12. Additional Terms

  • Late Arrivals: Sessions end at scheduled time.

  • Personal Property: Client responsibility; Club not liable.

  • Outdoor Training: May be rescheduled for weather/safety.

  • Intellectual Property: All programmes/plans are Club property; personal use only.

  • Variation of Services: Timetables, formats, or trainers may change with notice.

  • Photography & Media: Explicit consent will be sought before use of identifiable images.

13. Corporate & External Services

When services are delivered off-site (corporate, schools, events), the host organisation is responsible for a safe environment, suitable facilities, and public liability insurance.
Clients remain responsible for disclosing all health conditions and medications.
The Club is not liable for incidents caused by unsafe venues, third-party negligence, or undisclosed health conditions.

14. Facility & Therapy Room Rental

Rentals require prior agreement and may require a deposit (£50–£200).
Hirers are responsible for damage, conduct, lawful use, and providing proof of £5m+ public liability insurance.
The Club may cancel bookings if use is unsafe or inappropriate. Deposits are refunded within 14 days if no damage occurs.

15. Force Majeure

We are not liable for disruption due to events beyond our control (e.g., pandemics, government restrictions, disasters, strikes, building damage).
Services may be suspended or varied. If services are disrupted for 8+ consecutive weeks, clients may request a pro-rata refund or extension of commitment.

16. Governing Law & Jurisdiction

These Terms are governed by the laws of England and Wales. Disputes fall under the exclusive jurisdiction of the courts of England and Wales.

17. Complaints & Dispute Resolution

  • Raise concerns with staff first.

  • Formal complaints: complaints@ldnfitclub.co.uk (acknowledge within 5 days, respond within 14).

  • Escalation: request senior management review via same email.

  • Clients must use internal procedure before pursuing legal action.

  • Nothing affects statutory rights.

18. Data Protection & Privacy

  • We process data under UK GDPR & Data Protection Act 2018. Registered with the ICO as Data Controller.

  • Data includes contact, payment, and health info. Explicit consent obtained for health data via PAR-Q.

  • Data held securely by trusted partners: Physitrack, [new booking provider], Microsoft 365, POS, GoCardless, TakePayments/Barclaycard.

  • Rights include access, correction, erasure, restriction, objection, portability.

  • Data requests: info@ldnfitclub.co.uk

  • Full Privacy Policy: www.thelondonfitclub.co.uk/privacy-policy

19. Miscellaneous

  • These Terms + Privacy Policy form the entire agreement.

  • Invalid provisions do not affect the rest.

  • You may not assign/transfer your commitment. The Club may transfer rights/obligations (e.g., in a business sale).

  • Failure to enforce any provision is not a waiver.

20. Contact Information

The London Fit Club Ltd.
Unit P Mandara Place, Yeoman Street, London, SE8 5FA
General enquiries & data requests: info@ldnfitclub.co.uk
Complaints: complaints@ldnfitclub.co.uk
Safeguarding: safeguarding@ldnfitclub.co.uk
Phone: 020 3606 0560
Website: www.thelondonfitclub.co.uk