Terms & Conditions

Terms and Conditions for Membership at CrossFit Mendip
Effective Date: 1st April 2025

Summary of Key Terms

– Membership Fees: Payable on the 1st of each calendar month via card payment through Stripe.
– Cancellation Policy: A 30-day notice period is required for membership cancellations. Monthly memberships cancelled during the notice period are not eligible for refunds.
– Refund Policy: Refunds for the 6-Week Challenge are calculated on an individual basis considering services already provided.
– Class Fees: £2.50 for late cancellations (within 2 hours) and £5 for no-shows.
– Privacy: Personal data is processed securely via Stripe and WOD Board in compliance with GDPR. Data is retained for 7 years.

1. Membership and Payment Terms

1.1. Membership fees are payable on the 1st of each calendar month via scheduled payment using a debit or credit card. Payments are processed through Stripe via the WOD Board app.
1.2. Only card payments are accepted. Members are responsible for ensuring their payment details are accurate and up-to-date.
1.3. Should payment not be received promptly, WOD Board will automatically suspend the member’s account, preventing class bookings until the balance is rectified.
1.4. If payment cannot be collected after multiple attempts, the account will be marked as abandoned, and membership will be terminated.
1.5. Memberships include up to 48 weeks of access per year, allowing for gym closures or holidays. Members receive the remaining 4 weeks at no additional cost.

2. Cancellation Policy

Justification for 30-Day Cancellation Policy:

Our 30-day cancellation policy ensures operational continuity, aligns with our monthly billing cycle, and allows us to maintain high-quality services for all members. This period enables us to allocate resources effectively, fill vacated membership spots, and ensure financial stability to cover fixed costs such as staffing and equipment maintenance. Members retain full access to facilities during the notice period, ensuring value for their final month of membership.

2.1. All cancellation requests must be submitted via our official form: https://crossfitmendip.com/cancellation. Requests sent via WhatsApp, email, or to personal accounts are not valid.
2.2. The 30-day notice period begins on the date the completed form is received. Membership fees remain due during this period.
2.3. Monthly memberships cancelled during this notice period are not eligible for refunds for unused days.
2.4. Members will receive a confirmation email once their cancellation is processed.

3. Class Booking and Attendance

3.1. All classes must be booked in advance via WOD Board.
3.2. Late cancellations (within 2 hours) incur a £2.50 fee.
3.3. No-shows incur a £5 fee.
3.4. Members are responsible for marking themselves as attending. If unable, they must notify the coach.
3.5. Class fees are charged in the next billing cycle.

4. Refunds and Cooling-Off Period

Refund Policy for the 6-Week Challenge:

Refunds are calculated based on services already provided:
– 3D Body Scans: £30 each
– Coached Classes: £35 per session (up to 3 per week)
– Nutrition & Accountability: included in the package

Refunds are only given if a mutually agreeable solution to continue the service is not possible.

4.1. Refunds for overpayments or admin errors will be issued.
4.2. A 14-day cooling-off period applies under UK Consumer Contracts Regulations. Charges apply for services delivered during this time.

5. Chargebacks and Arbitration

5.1. Members must contact CrossFit Mendip first before initiating a chargeback. Use info@crossfitmendip.com or the business WhatsApp number.
5.2. Any chargeback initiated without prior contact may result in membership cancellation and a lifetime ban.
5.3. We aim to resolve any disputes amicably. If required, we agree to binding arbitration under UK law to settle unresolved issues.

6. Privacy Policy and Data Protection

6.1. CrossFit Mendip complies with GDPR. We use WOD Board and Stripe for secure data and payment processing.
6.2. Stripe encrypts all payment data and is GDPR compliant.
6.3. Members may access, correct, or delete their data.
6.4. We retain data for 7 years for legal and insurance purposes.
6.5. Marketing consent is collected via WOD Board and can be withdrawn at any time.

7. Annual Membership Price Increase

7.1. Membership rates will be reviewed annually. From 1st April each year, they may increase in line with the Consumer Price Index (CPI).
7.2. Members will be notified at least 30 days in advance.

8. Membership Pauses

8.1. Membership pauses are available only for documented medical reasons.
8.2. Membership pricing accounts for up to 4 weeks of gym closures or holidays each year.

9. Unforeseen Closures

9.1. In the event of closures due to unforeseen circumstances, we will aim to provide alternative services (e.g. online or outdoor sessions).

10. Amendments to Terms

10.1. We reserve the right to amend these terms at any time.
10.2. Changes will be communicated via WhatsApp and WOD Board.
10.3. Continued use of membership indicates acceptance.

11. Contact Information

Email: info@crossfitmendip.com
WhatsApp (Business Account Only): 07360 545179