Terms and Conditions for Membership at CrossFit Mendip

 

Effective Date: April 1st 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 canceled 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. Submitting Your Cancellation
All cancellation requests must be submitted via the official online cancellation form, available at:
https://crossfitmendip.com/cancellation

Cancellations submitted via email, WhatsApp, or directly to individual coaches or owners will not be valid. The date the completed cancellation form is submitted will be the official start date of the 30-day notice period.

2.2. Notice Period
A 30-day notice period applies from the date the cancellation form is received. Membership fees remain due during this period, and monthly memberships canceled during the notice period are not eligible for refunds for the unused portion of the month.

2.3. 6-Week Challenge Refunds
Refunds for the 6-Week Challenge will be calculated on an individual basis after determining the cost of services already provided, including software licenses, administration time, 3D body scans completed, sessions attended, and sessions booked.

2.4. Cancellation Confirmation
Members will receive an automated confirmation email once the cancellation form has been received and processed. If you do not receive confirmation within 3 business days, please contact info@crossfitmendip.com to ensure your request has been received.

​

3. Class Booking and Attendance
3.1. All classes must be booked in advance using the WOD Board app, which manages both class bookings and payments.

3.2. Late Cancellation Fee: A £2.50 fee will apply if a class is canceled within 2 hours of the start time.
 

3.3. No-Show Fee: A £5 fee will apply if a member fails to attend a booked class or does not mark themselves as attended upon arrival.

3.4. Members are responsible for marking themselves as attended using the app. If they are unable to do so, they must notify the coach running the class.

3.5. Late cancellation and no-show fees will be charged to the member’s payment method during the next billing cycle alongside their membership fee.

​

4. Refunds and Cooling-Off Period

Refund Policy for the 6-Week Challenge:
At CrossFit Mendip, we aim to provide exceptional value through our 6-Week Challenge, which includes personalized services such as 3D body scans, nutrition support, accountability, and access to coached classes. If a participant decides to cancel during the challenge, refunds will be calculated based on the services already provided, as follows:
 

• 3D Body Scan(s):

  • A 3D Body Scan, valued at £30, is completed at the start of the challenge.

  • If the participant continues beyond the 3-week point, a second scan may have been completed, incurring an additional charge of £30.

• Coached Classes:

  • Participants receive access to 3 or more coached classes per week, which are valued similarly to 1:1 personal training sessions at £35 per class.

  • Nutrition Support and Accountability:

• Personalized nutrition guidance and accountability are integral to the program and are included as part of the overall service package.

How Refunds Are Calculated:

• The total value of services received (e.g., body scans, coached classes, and nutrition support) is calculated based on the participant’s attendance and progress.

• The value of completed services is deducted from the total amount paid for the challenge.

• If there is a balance remaining after deducting the cost of services, this amount will be refunded.

• Refunds are only processed if CrossFit Mendip cannot find a mutually agreeable way to continue offering the service (e.g., through rescheduling or alternative support).

 

Membership Refunds
Members are entitled to a 14-day cooling-off period under UK Consumer Contracts Regulations. Services delivered during this period will be deducted from any refunds.

​

5. Privacy Policy and Data Protection

CrossFit Mendip complies with GDPR regulations for managing member data. Personal and payment information is securely stored and processed via Stripe and WOD Board.
Stripe complies with GDPR and encrypts all payment processing data.

Marketing Consent:
Marketing consent is requested at the time of account creation when completing the member information collection form on WOD Board. By providing consent, you agree to receive updates about our services, events, promotions, and other relevant information.

You can change your marketing preferences at any time by updating your profile settings on WOD Board or contacting info@crossfitmendip.com if you do not have account access.

Members have the right to access, delete, and rectify their personal data at any time by contacting info@crossfitmendip.com.

Data, including financial and medical information, will be retained for 7 years for legal and administrative purposes.

​

6. Annual Membership Price Increase
CrossFit Mendip reviews membership prices annually to ensure we can continue providing high-quality services, maintain equipment, enhance facilities, and fairly compensate our coaching team.

From 1st April each year, membership fees will automatically increase in line with the Consumer Price Index (CPI), which reflects the average change in prices for goods and services across the economy. This ensures our pricing fairly keeps pace with inflation and the rising costs of running the gym.

Members will be notified of any upcoming price changes at least 30 days in advance via WhatsApp and email.

The CPI-linked adjustment ensures price increases are reasonable, transparent, and directly linked to real-world economic conditions.

​

7. Membership Pauses

Membership pauses are only permitted for documented medical reasons.

​

8. Unforeseen Closures

From time to time, the gym may be forced to close due to unforeseen circumstances (e.g., severe weather, public health crises).

​

9. Amendments

CrossFit Mendip reserves the right to amend these Terms and Conditions at any time with at least 30 days’ notice.

​

10. Contact Information

Email: info@crossfitmendip.com
WhatsApp: 07360 545179