Ffit Conwy Membership Terms and Conditions

Welcome to Ffit Conwy. We are glad to have you with us!

For Ffit Conwy’s facilities to function as one, we all need to buy in to a few basic principles. We therefore ask you to carefully read and comply with these Membership Terms and Conditions.

Ffit Conwy is the name of the leisure service division of Conwy County Borough Council. When we refer to “we” or “us” or “Ffit Conwy” in these terms and conditions we are referring to Conwy County Borough Council.

For all memberships, your contract is with Conwy County Borough Council.

For our Direct Debit members, we collect on the 28th of each calendar month or the nearest working day after this. If a direct debit is returned by your bank unpaid, we have the right under BACS regulations to re-present a request for this payment at any point without notice but within one month of the original charge.

The named person who holds the membership record may only use the membership. Should any other person be found to be using a membership held by another, the membership would be at risk of being cancelled or further access to facilities denied. Usage will be monitored and if abused, the membership may be cancelled with no refund provided for any unused part of the membership.

We reserve the right to terminate a membership at any time without notice.

Ffit Conwy Premium Terms and Conditions

Existing Ffit Conwy members:

• If you have any existing Ffit Conwy monthly Direct Debit subscription and you wish to upgrade to Ffit Conwy Premium, you can only do so by contacting our Leisure Services Contact Centre via email or phone. Contact details are 0300 456 95 25 or hamdden.leisure@conwy.gov.uk.
• If you upgrade to the Ffit Conwy Premium membership and then wish to return to your original membership, you can only do so by contacting our Leisure Services Contact Centre via email or phone. Contact details are 0300 456 95 25 or hamdden.leisure@conwy.gov.uk.
• Reverting to an original membership subscription can only be done after a minimum of one direct debit payment has been made for Ffit Conwy Premium.
• Please note that if you do wish to revert to your original membership subcription that you will pay the current membership price, not any legacy price that you may have had previously.

New members:

• New members can sign up in any of the existing ways, using the join at home website, at Leisure Centre reception or by contacting our Leisure Services Contact Centre on 0300 456 95 25.
• If you wish to cancel your membership, you can only do so after a minimum of one direct debit payment has been made for Ffit Conwy Premium.

Fitness Memberships

Members choosing to pay by monthly direct debit will also pay a pro rata payment. The pro rata payment will be taken at point of joining either at facility or online. This pro rata payment covers the cost of your membership until your direct debit has been set up with your bank. This cost will be clearly detailed at facility or online.

All members paying by monthly direct debit, will pay an admin fee that will cover the administration of your membership and your introduction to your activity.

Information around memberships, membership offers or any changes to terms and conditions will be communicated to you in writing via email. It is your responsibility to keep your contact details up to date. Please notify us of any changes.

Proof for Membership

We may need you to provide proof, which is satisfactory to us, of:

• Your eligibility for a specific type of membership, either before your membership starts or at any time during your membership; or
• Your entitlement to cancel or freeze your membership;
  
  

If you cannot provide satisfactory proof of your eligibility for a particular discounted membership, we will automatically upgrade you to the full rate* and inform you in writing in line with the direct debit guarantee. *Disability memberships will be suspended until proof is provided.

Swimming Lesson Memberships

A monthly direct debit will be set up with your bank. The payment will come out of your bank on the 16th or the 28th of each month.

Members paying by monthly direct debit pay a pro rata payment. The collection from your bank will always be for the lessons to be taken in the next calendar month. This protects your place on your chosen lessons. All members who have swimming lessons with us can enjoy free public swimming sessions at all facilities with pools, whilst on the Swim Lesson Scheme. (Note: a paying adult must accompany those under 8 years old.)

Payments

Fees and charges will normally be set in April every year for the following 12 months, however Ffit Conwy reserve the right to review fees at any time and will notify you in writing of any changes made, with two weeks’ notice given.

All pay as you go customers will be required to pay for their activity at the point of booking.

There is no charge for using your credit or debit card.

Membership Freeze - 'Pause Your Membership'

As a benefit to Direct Debit memberships only, we offer the opportunity to temporarily pause or ‘freeze’ your membership in the event of prolonged absence such as serious illness or injury. This benefit is for full calendar months only and available for a minimum of 1 calendar month up to a maximum of 3 calendar months in a 12 month period. It carries a reduced fee of £5 per member per month. This benefit is for monthly direct debit fitness memberships and doesn’t include swimming lesson DD’s, or sports course spaces, or allow an extension to annual memberships, unless supported with a valid medical exemption from a medical professional.

Freezes can only commence after the first direct debit has been taken (including any pro rata payment). Any promotional offer or discount period attributed to the freeze period will not be extended. To activate this benefit, please request a suspension of your membership from our Leisure Services Contact Centre on 0300 456 95 25 or via email: Hamdden.Leisure@conwy.gov.uk.

At the end of the ‘frozen period’, your monthly direct debit will revert to the appropriate fee automatically.

Conduct and Admissions

We expect our members to behave in a considerate manner and will not accept any inappropriate behaviour towards other members or our staff. We reserve the right to refuse admission for members behaving in such a manner. Ffit Conwy may expel members or may terminate the membership of any member without notice and with immediate effect if:

• the member conduct, whether or not such conduct is the subject of complaint by another member or group of members, is such that in the reasonable opinion of Ffit Conwy, it may be injurious to the character, name or interests of Ffit Conwy and/or all or any of the Leisure Facilities or is such that it renders the member unfit to associate with other members of all or any of the Leisure Facilities;
• If the members have committed any breach of these Terms and Conditions or the rules, bylaws and regulation of all or any of the Leisure Facilities.For swimming admissions, please see the following swimming policy document:
• Please ensure that you arrive for your session at least five minutes in advance. Once an exercise class has started there will be no further entry.

A member, whose membership is terminated by Ffit Conwy, shall forfeit all the privileges of membership with immediate effect without an entitlement to any claim for any refund of their annual or direct debit membership fee on termination of their membership card.

Assistance Dogs

• Only Assistance Dogs are allowed into our centres.
• In the event of an Assistance Dog being brought into the Centre, the areas allocated for it to rest are: Reception
• The Duty Officer and Gym Instructor must be made aware that an Assistance dog is in the building. This is so regular checks on the dogs' welfare can be carried out and responsibility taken in the event of evacuation if the owner is separated from the dog.
• Water should be provided for the dog in a suitable plastic container.
• Information should be obtained from the owner on any special requirements for the dog.
• If required, after activity, the owner should be guided back to their dog.
• Members of the public, especially children, should not distract, talk to or feed the dog. When the dog is wearing a harness it is on duty and should not be distracted by others.
• The dog should not be fed in the Centre by anyone other than the owner, if necessary. Keep food / temptations away from the area provided for the dog.
• The use of strong cleaning chemicals or machinery near the dog should be avoided.
• A suitable area outside the Centre should be identified for the dog to relieve itself and for the removal of excrement.
• Applying discipline to the dog is the owner's responsibility. If any problems do occur, discuss them with the owner who will be keen to make sure that the dog is not a nuisance.
  
  

Equality and Diversity

The Council is committed to creating a community for all people, who live in, work in and visit Conwy in which difference is valued and harassment and discrimination is not tolerated.

Equality, Diversity and Inclusion Policy - Conwy County Borough Council.

General Terms Of Use

Use of any of our facilities and activities is subject to:

• Your adherence to the facility rules and any other rules pertaining to that activity or facility.
• Each member is required to swipe in using the entry barriers or at the reception desk on each and every visit. Upon joining, you will be required to have your photograph taken so we can identify that only the holder of the membership is accessing the facilities. This is to safeguard all our members in relation to health and safely and ensure only those members paying for a Membership subscription are being allowed access. This photograph will be displayed on the computer screen as each member swipes in.
• Your Health is your Responsibility. Exercise carries its own risk, and you should therefore never exercise beyond your ability. If you have any doubts as to your fitness, or you have any medical conditions that may affect your safety through exercise, you should seek advice from your doctor before partaking in the activity. Any accidents or incidents must be reported to a member of staff immediately.
• You are not permitted to enter the facilities or partake in activities when under the influence of alcohol or illegal drugs. Smoking is not permitted in any of our facilities or at entrance/exits, including E cigarettes/Vaping.
• You are wearing attire appropriate to the activity.
• In all cases, our interpretation of the Rules and these terms will take precedence and the decision of the Manager or his / her nominee is final and must be respected.
  
  

Lockers

Lockers located at our facilities are for the use of Members using the facility only and can be used under the following conditions:

• You must not take locker keys off of the premises
• We have the right to gain access to any locker at any time if this is deemed necessary; We will empty all lockers each night and store any items found as lost property
• You must not place any illegal goods or consumables, toxic, polluted or contaminated goods, flammable or hazardous goods, living plants or animals, food or perishable goods or waste in the lockers
• Lockers are not to be used for valuable items. We accept no responsibility for the criminal activity of others and items left are done so at your own risk
• Items left in cubicles (people refusing to use lockers) will be removed and taken to the reception area.
  
  

Personal Property, Injury and Illness

You should not exercise beyond your own abilities. If you know or are concerned that you have a medical condition which might interfere with you exercising safely, before you use our equipment and facilities you should get advice from a relevant medical professional and follow that advice as detailed in our Health Questionnaire.

Subject to the final paragraph of this section, we will not be liable to you for any loss or damage you may suffer where the same is attributable:

1. Your own fault
2. A third party unconnected with our provision of services under this agreement;
3. Events which neither we nor our suppliers could have reasonably foreseen or forestalled even if we had taken all reasonable care
   
   

Privacy Policy

For details of how Ffit Conwy uses the personal information you provide, please see our Privacy Policy on our webpages: Privacy Notice (conwy.gov.uk).

Ffit Conwy Gyms - Condition Of Use

The following conditions of use are for your safety, enjoyment of the facility and security of the equipment that you will use.

Induction Process – You must complete one of the following options before accessing our gym facilities:

1. Face to Face Induction – A gym induction is required at your chosen Ffit Conwy Leisure Centre Gym prior to using each facility. In order to use other Ffit Conwy Leisure Centre Gyms, users can book an Express induction on request. This session must be booked in advance.
2. Online Induction – You are required to complete the online induction prior to using our Ffit Conwy Leisure Centre Gym facilities. The online induction will familiarise you with the gym equipment. As part of the terms and conditions, all videos must be viewed before using the facility. Upon completion, an online refresher/express induction can be accessed at Ffit Conwy if one is required.

Should an individual access any of our Gyms without having completed either of the above induction options, you do so at your own risk and waive any liability on the part of Ffit Conwy. Spot checks will be made and anyone found using the gym without an induction will be banned from the facility.

• Personal Safety – You should not exercise beyond your own abilities. If you know or are concerned that you have a medical condition which might interfere with you exercising safely, before you use our equipment and facilities you should get advice from a relevant medical professional and follow that advice.
• Equipment Safety – During the induction you will learn how to safely and effectively use the equipment within the Gym, including any emergency measures on machines.
• Access to the Gyms – All members are required to report to reception on each visit. Some facilities will require a key code. You will be given a code on each visit. This code is confidential and should not be given to any other user or non-user. Users found giving the code to others will not be permitted to continue using the facility.
• Maximum number - Each facility has a maximum number of spaces available every hour. In order to avoid disappointment, please pre-book your sessions. Each session should last no more than 60 minutes. Please don’t stay over your allocated hour.
• Problems - If you are unsure of anything in the facility please speak to the instructors either face-to-face, or contact reception for assistance. Please report any faults, issues or broken equipment to the instructors or reception as this will speed up the repair process and limit the down time of the equipment.
• Hygiene & Comfort – Paper towel and spray is available, please use this to wipe down the equipment for the comfort of the other users. Please dispose of used paper towels in the bins provided. Ensure appropriate fitness clothing and footwear is worn at all times. It’s advisable to keep hydrated during your workouts so please bring some water or in some facilities this may be available in reception. Use of a gym towel is advised for your personal comfort.
• Gym Etiquette – Please be considerate of other users when exercising. Maximum workout on each item of C.V is limited to 20 - 25 minutes during busy periods. All weights must be returned to the rack after use. Please do not open the windows, contact a member of staff if this is required.
• Emergency – In the event of their being an accident or incident in the gym, please raise the alarm immediately with the nearest member of Leisure staff.

Statement: I have read and understood the above conditions of use. I will adhere to these conditions at all times.

• Health Commitment Statement