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

1. Show up early – Arriving at least 10 minutes before class gives you time to change, warm up, connect with others, and get the most from your session.

2. Cancel considerately – Can’t make it? Cancel your class booking as soon as possible to give someone else the chance to train. Late cancellations (within 1.5 hours) and overnight no-shows for early classes can affect others’ access.

3. Book ahead – Booking early helps us manage class sizes and ensures a smoother experience for everyone.

4. Don’t be too late – If you’re more than 10 minutes late, we may not be able to safely include you in the class, and you’ll be marked as absent.

5. Be a good neighbour – Keep noise down when arriving or leaving, especially during business hours, as we share our estate with other companies. Please do not park in front of the doors to neighbouring businesses, regardless of the time of day.

6. Listen to your coaches – They’re here to keep you safe, help you progress, and make your experience the best it can be.

7. Leave your ego at the door – Focus on form and progress over pride. If something feels wrong, speak up. Your safety comes first.

8. Respect the equipment – Only drop loaded barbells. Never drop unloaded bars, kettlebells, or dumbbells. Treat all kit with care – especially the ones we all share.

9. Make use of Open Gym – It’s your time to work on skills, strength, and weaknesses. Ask a coach if you need guidance.

10. Ask about PT – Want to progress faster or work toward a goal? Our coaches offer personal training in weightlifting, gymnastics, nutrition, rehab, and more.

11. Make this your hour – Training is your time to focus, reset, and grow stronger in mind and body. Make the most of it.

12. Stay positive – Everyone has strengths and weaknesses. CrossFit is about progress, not perfection. Compare only to who you were yesterday.

13. Effort > Experience – You don’t need to be fit to start CrossFit. You just need to turn up and give it your best.

14. Lost count? Start at 1. – If you lose track during a WOD, go back to rep 1. Better to do a little extra than shortchange your progress.

15. Prioritise recovery – Rest days aren’t slacking – they’re vital. Recovery helps you train harder and safer long-term.

16. Be welcoming – Say hi, introduce yourself, and look after new faces. We’re a community, not just a gym.

17. Support each other – Cheer your teammates on. Don’t pack up early. We finish together.

18. Wear what works – Just wear functional gym gear and proper footwear. Sports bras and shirtless training are absolutely fine.

19. Clean up after yourself – Wipe up any sweat, blood, or chalk you leave behind.

20. Use chalk responsibly – Chalk is for barbells and kettlebells only. Please do not use chalk on the rig, as the surfaces are waxed. Keep chalk in the bucket and use a light dusting — a little goes a long way. A light dusting is enough – save the snowstorm.

21. Take your stuff – You’re responsible for your belongings. Don’t leave them behind.

22. Put equipment away – Return everything to its proper place after class. Bonus points for farmer-carry fitness gains.

23. Lost property – Hand anything found to a coach. We’ll hold items for a month, then donate to charity.

24. Declare medical issues – Tell your coach about injuries or conditions before class so we can adapt safely.

25. Stay home if unwell – Don’t train sick. Rest up, recover, and don’t risk spreading anything to others.

26. Stay informed – We’ll always share the latest gym policies by email. Keep an eye on your inbox!

Extra Tips for a Better Experience

27. Class waitlists – If you’re on a waitlist, keep notifications on. You’ll be auto-added if a space opens. Cancel promptly if you can’t attend.

28. Using WOD Board – Need help booking or recording scores? Just ask a coach — we’re happy to help.

29. Photos & social content – We love sharing your progress! If you’d prefer not to be in gym photos, let a coach know. If you're posting your own, please tag us @crossfitmendip!

30. Respect shared spaces – Be mindful in Brew Box, reception and shared areas. Keep bags tidy, clean up after yourself, and be considerate during classes.

31. Mind your mindset – We care about your wellbeing in and out of class. If you're struggling with motivation or mental health, chat to a coach — we’re here for you.

32. Emergency procedures – In an emergency, notify a coach immediately. If none are available, follow the posted emergency instructions or use the number by the entrance.