For membership agreements entered into after 2nd June 2019

  1. GENERAL

Village Hotels is the trading name of VUR Village Trading No 1 Limited, a company incorporated in England and Wales with registered number 418878. (‘Village’).

In these terms and conditions (‘you’ and ‘your’) means you the member, (‘we’ ‘us’ and ‘our’) means Village.

All memberships are subject to: (1) these Terms and Conditions of Membership; (2) the General Terms and Conditions of Use of Village gyms; and (3) the rules and regulations issued by individual Village gyms from time to time. By agreeing to become a member of Village gyms, you accept and agree to comply with all terms, conditions, rules and regulations. These terms and conditions take precedence over any previous terms and conditions or any oral representations made.

  1. MEMBERSHIP

We offer different types of gym membership (fees vary between membership types and locations):

2.1 Results Membership

2.2 Flexible Membership

2.3 Advance Paid Membership

All memberships are sold on either a full access or restricted access basis.

2.1 RESULTS MEMBERSHIP

2.1.1 If you have a Results Membership you will be committed to a minimum of 6 months’ or 12 months’ membership plus 90 days’ notice after expiry of your minimum term.

2.1.2 Your membership fee must be paid in monthly instalments for a minimum of 6 months or 12 months plus 90 days’ notice after expiry of your minimum term and the commitment period begins on your membership start date.

2.1.3 Monthly instalments are paid by direct debit, in advance of us providing the services for the month to which the payment relates.

2.1.4 If you cancel your direct debit during the minimum term, all unpaid monthly instalments that are due or to fall due during the minimum term shall become immediately due and payable by you.

2.1.5 If you want to cancel your Results Membership on expiry of the minimum term (on the expiry of the 6 months’ or 12 months’ period) you must give us one full month’s advance paid notice (Please see the terms regarding giving notice in clause 2.4 below).

2.1.6 If you want to cancel your Results Membership after the expiry of the minimum term you must give us 90 days’ advance paid notice (Please see the terms regarding giving notice in clause 2.4 below) 

2.1.7 It is important for you to note that you cannot cancel or downgrade your Results Membership to another form of membership during the minimum term, other than in the exceptional circumstances set out in these terms and conditions below.

2.2 FLEXIBLE MEMBERSHIP

2.2.1 If you have a Flexible Membership you will be committed to a minimum 3-month term plus 90 days’ notice after expiry of your minimum term.

2.2.2 If you have a Flexible Membership you can terminate this at any time, upon 90 days’ advance paid notice. (Please see the terms regarding giving notice in clause 2.4 below).

2.2.3 Your membership fee must be paid monthly, by direct debit, in advance of us providing the services for the month to which the payment relates.

2.2.4 It is important for you to note that you cannot cancel or downgrade your Flexible Membership to another form of membership during the minimum 90 days paid notice period, other than in the exceptional circumstances set out in these terms and conditions below.

2.3 ADVANCED PAID MEMBERSHIP

2.3.1 If you have an Advance Paid Membership you will be committed to and you must pay us in advance and in full, for the agreed 1 month 6 month or 12 months’ minimum membership period.

2.3.2 It is important for you to note that you cannot cancel or downgrade your Advanced Paid Membership to another form of membership during the minimum 1 month or 6 months’ or 12 months’ period, other than in the exceptional circumstances set out in these terms and conditions below.

2.3.3 The following provisions do not apply to the 1-month minimum membership:

2.3.3.1     Clause 4.6 (Freezing Membership) and;

2.3.3.2     Clause 3 (Choice of Home Club) 

2.3.4 You cannot cancel a 1-month minimum membership; it will expire automatically without notice.

2.4 NOTICES

2.4.1 All memberships are calculated in whole calendar months. This means that if we ask you to give notice of one calendar month, and you give notice in that month, we will treat it as if we received it on the first day of the following month and the notice period will start from that day. (For example: notice to terminate a flexible membership given on 19th May will be treated as starting on 1 June, and the membership will terminate on 30 June).

2.4.2 If we ask you to give 90 days’ paid notice, the 90 days’ notice period will start on the day the valid termination request is received.  For example: if the termination notice is received 03 April, your membership will terminate on 02 July

2.4.3 If you want to give us notice, such notice must be given by calling the Member Services Team or sending an email to the following email address: memberservices@village-hotels.com. It is your responsibility to ensure that all postal addresses and email addresses are correct.

2.4.4 Cancellation of your direct debit instruction is not accepted as a request to terminate your membership.

  1. CHOICE OF HOME CLUB

3.1 All memberships granted prior to April 2015 have reciprocal rights of other clubs other than the Home Clubs.

3.2 For memberships granted after April 2015, the following terms shall apply:  You must select One Village hotel whose gym and leisure facilities that you would like to use. This will be known as your “Home Club”.

3.3 You will be entitled to use your Home Club facilities, subject to the relevant terms and conditions of your membership, the General Terms and Conditions of Use of Village gyms, and the rules and regulations specific to the Home Club.

  1. CHANGES

4.1 TERMS AND CONDITIONS

4.1.1 Subject to clause 4.1.2 we will give you at least 14 days’ notice, or less if it is not reasonably practicable to give 30 days’ notice, in respect of any change to your membership conditions.

4.1.2 We will give you at least 30 days’ notice, of any proposed price increase of your membership.

4.1.3 In the event that a material change or a price increase is made to your membership terms and conditions, you shall be entitled to terminate your membership by providing one full calendar months’ notice to us as outlined in 2.4.1, within fourteen days of receiving the notice of the material change or the price increase.

4.2 CANCELLING OR CHANGING YOUR MEMBERSHIP

4.2.1 Subject to the provisions of this clause you cannot cancel or downgrade your membership during its minimum term. The minimum term for each membership is set out above and is repeated as follows: Results Membership (6 month or 12 months plus any relevant notice period (if applicable); Flexible Membership (3 months) Advance Paid Membership (6 months or 12 months).

4.2.2 You may only cancel or change your membership to another type during its minimum term if the following exceptional circumstances apply:

(i) You suffer a long-term illness or injury;

(ii) You become pregnant;

(iii) You lose your livelihood or have a change in your principal place of work or home

If any of the above exceptional circumstances apply, we shall be entitled to request reasonable evidence to provide sufficient proof of the exceptional circumstance. The decision as to whether the membership can be cancelled shall remain in our absolute discretion.  If we agree to cancel your membership in exceptional circumstances the notice period shall be 1 paid calendar month for all types of memberships.

4.2.3 Any change to your membership must be made by you by 20th of the month either online, or by calling the Member Services Team or sending an email to memberservices@village-hotels.com. Any changes made shall incur a reasonable administration fee (details of such notice periods and administration fees are available on request). Changes to your membership requested after 20th of the month may not be valid until a later month.

4.2.4 Any cancellation of your membership must be made by you by calling the Member Services Team or by sending an email to memberservices@village-hotels.com. Cancellation of your membership requested after the required notice period may not be valid until a later month. For all cancellations we require a cancellation reason and requested date to stop the membership.

4.2.5 Joining fees and subscriptions will not be refunded, save in the event of a serious breach of these terms and conditions on our part.  We hope that our Village Gym provides everything you expected.  However, if you do change your mind within 10 days of your start date, we will allow you to cancel your membership but your joining fee, or if no joining fee was payable a minimum of £15, will not be returned by us and will not be refunded.

4.3 CHANGING YOUR DETAILS

It is your obligation to ensure that your contact details are up to date. Please ensure any changes to your postal or email address or telephone number are notified to us. We cannot be responsible for any communications that you do not receive because you did not update your contact details with us.

4.4 PAYING YOUR MEMBERSHIP FEE

4.4.1 If you do not pay your membership fee we will contact you to let you know.

4.4.2 We may refer any missed payments to a debt collection agency.

4.4.3 If you do not pay your membership fees for more than 30 days, we may at our discretion charge you an administration fee of £25. We may also charge you an administration fee of £10 for each missed payment.

4.4.4 If you do not pay for your membership we will prevent you from using the gym.

4.4.5 If you want to change your direct debit mandate from one bank to another you can change this by either using your online account, by calling member services or sending an email to memberservices@village-hotels.com by the 20th of the month. Failure to do so will result in the payment being requested from your existing bank account – should there be insufficient funds to cover the payment you may incur bank charges.

4.5 PRICING

4.5.1 We reserve the right to increase prices of the membership at any point during the term of the membership. We will give you at least 30 days’ notice of any price changes.

4.5.2 We reserve the right to pass on in full any changes in the prevailing rate of Value Added Tax (V.A.T.).

4.5.3 When a standard price increase is made, you are entitled to terminate the remainder of the membership by providing one month’s notice to us, within fourteen days of receiving notice of the increase.

4.6 FREEZING MEMBERSHIP

4.6.1 You may request to freeze your membership via your online member’s account or by contacting the Member Services Team. You must notify us by calling the Member Services Team or by sending an email to memberservices@village-hotels.com by the 20th of the month prior to your freeze start date. Membership may be frozen at our absolute discretion for a minimum of 1 month and a maximum of 12 months, such period to be agreed at the time of freezing the membership.

4.6.2 A charge of £10.00 per month will be levied for the duration of the freeze period.

4.6.3 Full membership fees will be re-instated and will commence from the agreed commitment to return date received from you.

4.6.4 Periods during which the membership is frozen do not form part of the continued duration of a Results Membership and periods for which the membership is frozen will be added on to the contract term, extending the minimum term.

4.6.5 You must fully re-instate your membership subscription from frozen to active membership before terminating your membership, giving the required notice period as set out in clause 2.4.1.

4.6.6 You will not have access to use the club facilities during periods of freeze.

  1. USING THE CLUB

5.1. MEMBERS’ ACCESS

5.1.1 You will receive a membership card (or other membership pass prescribed by us from time to time) to gain access to your Home Club.

5.1.2 An administration fee will be charged to you for a replacement membership pass

5.1.3 We reserve the right to refuse entry to the gym without a membership pass.

5.2. USING OTHER CLUBS

5.2.1 Subject to clause 3.1 you can use other Village gyms in the Village group subject to you either upgrading your membership or paying a daily guest fee. Please note that access to the Village gyms at Village Hotel Aberdeen and Village Hotel London Watford requires a daily guest fee in all circumstances

5.2.2 Members’ visits to their Home Club must be a greater number than visits to other Village gyms, over a rolling three months’ period. If the member uses other Village gyms more than their Home Club, Village has the right to transfer the membership to the club used the most. This may mean the member having to pay a higher membership fee.

5.3. CHILDREN

5.3.1 Each adult member can apply, at Village gym for a maximum of three junior memberships, for children up to the age of 18 years.

5.3.2 At the age of 16 years, junior members may choose to pay for an adult membership and use all the facilities (subject to the terms and conditions of membership, the terms and conditions of use and the completion of a General Health Questionnaire prior to using the gym and/or classes), or they can continue as a junior member until they reach the age of 18 years (on the basis that they are supervised and can only use the swimming pool and attend junior activities).

5.3.3 Children must be supervised at all times as follows:

(i) All children aged 15 and under must be supervised by a parent or guardian, aged 18 or over.

(ii) There must be at least one parent or guardian for every child under the age of 5 years.

(iii) There must be at least one parent or guardian for every two children between the ages of 5 and 8 years.

5.3.4 No child under the age of 16 years is allowed in the pool area unattended.

5.3.5 Children, including junior members, must be accompanied and supervised at all times by a parent or guardian, unless attending supervised junior activities. Children remain the responsibility of their parent or guardian at all times while on Village premises and their parent or guardian agrees to ensure that each child adheres to the applicable terms, conditions, rules and regulations. Children may not use the fitness and aerobics studio (except during designated, supervised sessions), whirlpool spa, steam room or sauna.

5.3.6 Children over the age of 8 years should use own sex changing rooms.

5.4. GUESTS

5.4.1 Subject to availability you may introduce up to two guests on any day to the gym. Guests must register, complete a club waiver form, pay the current guest fee (details of which shall be provided on request) and must be accompanied by you. We are not able to take advanced booking for guests.

5.4.2 You must ensure that your guests are fully aware of and adhere to the applicable, terms, conditions, rules and regulations.

5.5. LOCKERS

5.5.1 For security reasons and the benefit of other members you must ensure that all lockers are emptied at the end of each visit.

5.5.2 All lockers will be checked and emptied at the end of each day. If any contents remain we will retain any belongings for four weeks after removal after which we reserve the right to dispose of the contents in a responsible manner. We will not be responsible for any loss in this regard.

5.6. ADVANCE BOOKINGS

5.6.1 You may book any bookable facilities up to 7 days in advance online via your online member access area or at the Club during opening hours

5.6.2 All booked facilities must be confirmed when checking in, no later than 10 minutes prior to the booked time, otherwise the booked facility will be released to a member on the waiting list, or if there is no waiting list the booked facility will be made available to all members. There is an additional charge for some of the facilities and details of such charges are available on request.

5.6.3 Any facilities or classes cancelled within 24 hours of the booked time may be subject to a charge unless the cancelled time slot is taken by another member, as with any facilities which are booked and not used. Cancellation charges apply to all categories of membership; details of charges are available on request.

5.7. SMOKING

Smoking and the use of vapours is prohibited in all areas of Village premises.

5.8. PERSONAL BELONGINGS

We do not accept liability for loss, theft or damage to any personal belongings.