Koru Gym Ltd
⸻
1. Membership Agreement
By joining Koru Gym (“the Gym”), you agree to these Terms & Conditions. These form a legally binding agreement between you and Koru Gym Ltd.
Membership is personal to you and cannot be transferred to another person.
You must be at least 16 years old to join. Members under 18 require written parental/guardian consent.
⸻
2. Membership Types & Payments
2.1 Membership Options
We offer the following memberships:
•Monthly Direct Debit
•Fixed Term Memberships
•Pay As You Go
•Corporate / Discounted Memberships (where applicable)
Details of pricing are available on our website or at reception.
2.2 Payment Terms
•Monthly memberships are collected by Direct Debit.
•Payments are taken in advance.
•If payment fails, access may be suspended until payment is made.
•We reserve the right to charge reasonable administration fees for failed payments.
⸻
3. Cancellation & Notice Period
3.1 Monthly Memberships
•One full calendar month’s written notice is required to cancel.
•Notice must be submitted in writing (email accepted).
•You remain liable for payments during the notice period.
3.2 Fixed-Term Memberships
•Cannot be cancelled early unless due to:
•Medical grounds (with supporting medical evidence)
•Relocation more than 15 miles away
•Redundancy (with proof)
3.3 Cooling-Off Period
You have 14 days from joining to cancel under UK distance selling regulations if purchased online.
⸻
4. Gym Access & Opening Hours
•Access is permitted only during advertised opening hours.
•We reserve the right to amend opening hours.
•Access may be restricted during maintenance, refurbishments, or events.
⸻
5. Member Conduct
Members must:
•Treat staff and other members with respect.
•Use equipment safely and as instructed.
•Re-rack weights after use.
•Wipe down equipment after use.
•Wear appropriate gym clothing and footwear.
•Not use abusive, aggressive, or discriminatory behaviour.
We operate a zero-tolerance policy for harassment or intimidation.
Membership may be terminated without refund for serious misconduct.
⸻
6. Health & Safety
You agree that:
•You are physically able to undertake exercise.
•You will inform staff of any medical conditions.
•You will stop exercising if you feel unwell.
All exercise carries risk. You participate at your own risk.
We strongly recommend completing a health questionnaire before starting.
⸻
7. Personal Training
•Personal Training sessions must be paid in advance.
•24 hours’ notice is required for cancellations.
•Sessions cancelled with less than 24 hours’ notice may be charged.
Only authorised Koru Gym trainers may deliver personal training on the premises.
⸻
8. Classes
•Classes may require booking.
•Late cancellations or no-shows may result in restrictions.
•We reserve the right to change class schedules or instructors.
⸻
9. Liability
Nothing in these Terms excludes liability for death or personal injury caused by negligence.
However:
•We are not responsible for loss or theft of personal belongings.
•Lockers are provided for convenience only.
•Vehicles are parked at the owner’s risk.
Our liability is limited to the maximum extent permitted under the Consumer Rights Act 2015.
⸻
10. CCTV
CCTV operates throughout the gym for security and safety purposes.
Footage is stored securely and processed in accordance with the Data Protection Act 2018 and UK General Data Protection Regulation.
⸻
11. Data Protection
We collect and process personal data in accordance with UK data protection laws.
Full details are available in our Privacy Policy.
⸻
12. Freeze / Suspension Policy
Membership may be frozen for:
•Medical reasons (evidence required)
•Extended travel
A minimum freeze period of 1 month applies. An admin fee may apply.
⸻
13. Changes to Terms
We may amend these Terms & Conditions at any time. Updated terms will be displayed in the gym and/or on our website.
⸻
14. Termination by the Gym
We reserve the right to terminate membership immediately if:
•You breach these Terms
•Your conduct puts others at risk
•Payments remain outstanding
⸻
15. Complaints
Complaints should be submitted in writing to:
keith@korugym.com
We aim to respond within 7 working days
Privacy Policy
Koru Gym Ltd
Effective Date: [Insert Date]
⸻
Privacy Policy
Our Commitment to You
At Koru Gym, we train with Respect, Integrity, Strength and Compassion — and we apply the same values to how we handle your personal information.
This Privacy Policy explains how we collect, use, and protect your data when you:
•Join as a member
•Visit or train at the gym
•Book classes or personal training
•Visit our website
•Contact our team
We never sell your personal data.
⸻
1. Who We Are
Koru Gym Ltd
Koru Gym Ltd is the “data controller” responsible for your personal data.
⸻
2. What Information We Collect
We only collect information necessary to run the gym safely and professionally.
Personal Details
•Full name
•Date of birth
•Address
•Email address
•Phone number
•Emergency contact details
Membership Information
•Membership type
•Attendance records
•Class bookings
•Coaching / PT records
•Payment history
Health Information
We may collect relevant health information (e.g. injuries, medical conditions, PAR-Q forms).
This is processed only with your explicit consent and used solely for health and safety purposes.
Payment Information
Payments are processed securely through trusted third-party providers. We do not store full card or bank details on our systems.
CCTV
CCTV operates within the gym for the safety and security of members and staff.
Website Data
When you visit our website, we may collect:
•IP address
•Cookie data
•Website analytics
⸻
3. How We Use Your Information
We use your information to:
•Set up and manage your membership
•Process payments
•Deliver coaching and classes
•Ensure health & safety
•Communicate important service updates
•Improve our services
•Maintain gym security
⸻
4. Legal Basis for Processing
We process your data under the following lawful bases:
•Contract – To provide your membership and services
•Legal obligation – For accounting and regulatory compliance
•Legitimate interests – To operate and improve the gym
•Consent – For marketing and health-related data
You may withdraw consent at any time.
⸻
5. Marketing Communications
If you opt in, we may send:
•Gym updates
•Events
•Promotions
•Community news
You can unsubscribe at any time via the link in our emails or by contacting us directly.
We keep communication relevant and respectful.
⸻
6. Who We Share Your Data With
We may share your data with trusted service providers, including:
•Payment processors
•Direct Debit providers
•Gym management software providers
•Accountants
•IT support services
All third parties are required to keep your information secure.
We may disclose information where legally required.
⸻
7. How Long We Keep Your Data
We retain personal data only as long as necessary:
•Membership & financial records: up to 6 years (legal requirement)
•Health forms: while membership is active and for a limited period afterwards
•CCTV footage: typically up to 30 days unless required for investigation
•Marketing data: until you withdraw consent
⸻
8. Data Security
We take appropriate technical and organisational measures to protect your data, including:
•Secure systems
•Restricted staff access
•Password-protected software
•Secure payment processing
While no system is completely secure, we take all reasonable steps to safeguard your information.
⸻
9. Photography & Social Media
We occasionally take photos or videos within the gym for promotional and community purposes.
We will:
•Inform members when filming or photography is taking place
•Seek consent where individuals are clearly identifiable
•Respect any request not to appear in content
If you prefer not to be included in photos or videos, please inform a member of staff.
⸻
10. Your Rights
Under UK data protection law, you have the right to:
•Access your personal data
•Correct inaccurate data
•Request deletion (where applicable)
•Restrict processing
•Object to processing
•Data portability
•Withdraw consent
To exercise your rights, please contact us at team@korugym.com
⸻
11. Complaints
If you have concerns about how your data is handled, please contact us directly so we can resolve it quickly.
You also have the right to lodge a complaint with:
Information Commissioner’s Office
https://ico.org.uk
⸻
12. Updates to This Policy
We may update this Privacy Policy from time to time. The most recent version will always be available on our website.
⸻
Koru Gym
Train with Purpose. Train with Integrity
