MVMNTBOX CONSENT AND RELEASE FORM

Part 1 – Voluntary participation

This form serves to acknowledge that by signing-up your participation is completely voluntary, and you freely accept and fully assume all responsibility for all risks of physical activity and sport. This includes (but is not limited to) possibilities of personal injury, death, loss or damage to property and it may affect yourself or any other person, attributed to your participation in fitness activities.

Therefore, you and your heirs, next of kin, administrators and assigns agree:

(a) to waive all claims, known or unknown, that you have or may have in the future against MVMNT Functional Fitness Ltd (Trading as “MVMNT BOX” and hereinafter referred to as “MVMNT BOX”), including their owners, officers, directors, agents, employees, volunteers, business operators, independent contractors and site property owners or lessees.

(b) that MVMNT Box is not liable or responsible for any damage to, loss, or theft of your property.

(c) to release and forever discharge MVMNT BOX from all liability for any personal injury, death, property damage or loss resulting from your participation in fitness activities due to any cause, including (but not limited to) negligence (failure to use such care as a reasonably prudent and careful person would use under similar circumstances), breach of any duty imposed by law, breach of contract or mistake in error of judgment of MVMNT BOX;

(d) to be liable for and to hold harmless and indemnify MVMNT BOX from all actions, proceedings, claims, damages, cost demands, including court costs on a solicitor and own client basis, and liabilities of any nature or kind arising out of or in any way associated with your participation in fitness activities.

Part 2 – Exertional Rhabdomyolysis (Rhabdo)

People new to the pace and intensity of Functional Fitness workouts may very rarely be at risk of EXERTIONAL RHABDOMYOLYSIS. This is a potentially lethal condition initiated by the kidneys in response to the presence of shed muscle-fibre debris and exhaust in the bloodstream due to intense exertion of the muscles.

Note that EXERTIONAL RHABDOMYOLYSIS CAN BE VERY DANGEROUS.

You are responsible for:
1. Understanding and heeding your own body’s limitations.
2. Setting your own level of exertion.
3. Not exceeding your body limitations, as only you can know what these are.
It is our goal and our priority to focus on your safety and understanding and learning or proper form and technique, as well as the skills that comprise our programme and workouts.

It is set upon yourself to understand and listen to your body and to restrain yourself from exerting yourself 100% of your maximum effort for at least your first eight (8) workouts with MVMNT BOX.

You may not participate in any activity with MVMNT BOX, without acknowledging, by way of signing this form, that you are aware of, understand and assume full responsibility for the risk of Exertional Rhabdomyolysis, that may result from exerting yourself at your maximum effort.

Therefore, by signing this form you acknowledge:
1. That you have read and understood the above Warning.
2. That you agree not to exercise at my maximum level of effort for at least eight (8) workouts with MVMNT BOX.
3. You have no medical reason such as heart or circulatory condition, injury, chest pain or extreme dizziness that would put you at risk while training at high intensity.
4. That you are solely responsible for using common sense in setting your own level of intensity and understand and take responsibility for all risk associated with exercise.

Part 3 – Acknowledgement

I, the undersigned, do hereby acknowledge:
1. My consent to perform any exercises prescribed by MVMNT BOX, which will contribute towards the goals I have set myself and in consultation with MVMNT BOX.
2. My understanding that there are potential risks associated with the exercises I am voluntarily engaging in, e.g.: light-headedness, fainting, abnormal blood pressure, chest discomfort, leg cramps, nausea, physical injury, or death, and that I wilfully assume responsibility for those risks.
3. My obligation to immediately inform MVMNT BOX and its coaches of any pain, discomfort, fatigue or any other symptoms that I may suffer before, during, and immediately after all sessions.
4. My understanding that I may stop or delay any further training if I so desire and that the training may be terminated by the trainer upon observation of any symptoms of distress or abnormal response or for personal reasons.
5. My understanding that I may ask any question or request further explanation or information about the exercises at any time before, during, and after all sessions.
6. That I will abide by the rules and regulations set by MVMNT BOX.
7. That I hereby release MVMNT BOX, its coaches, and its leadership from any liability with respect to damage or injury, including death, that I may suffer during training sessions.
8. Consult a doctor if any of the aforementioned symptoms arise due to my activity physical activity.
9. If I have any doubt, I will not engage in any type of strenuous physical activity, unless such activity is cleared by my doctor.

MVMNT BOX – Data Protection & Privacy Policy

MVMNT BOX is strongly committed to the security and protection of members’ personal information and takes all reasonable steps to ensure privacy at all times. We take the security and privacy of our members very seriously and strive to comply with all applicable UK and European Data Protection legislation, including the Data Protection Act and the General Data Protection Regulation (GDPR).

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1. Use of Personal Information
i) Personal information is collected and used solely for the purpose of providing services to members.
ii) MVMNT BOX does not share personal information with unrelated third parties.
iii) Only information necessary for the provision of services is collected and retained.

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2. Storage and Retention of Data
i) Information collected during registration is stored securely in controlled environments.
ii) Personal data is retained only for as long as necessary to provide services.
iii) Data that is no longer required will be securely destroyed.

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3. Access to Personal Information
i) Members have the right to request details of personal information held about them.
ii) Requests should be made in writing to hello@mvmntbox.com.
iii) A small administrative fee may be payable where permitted by law.

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4. Accuracy of Information
i) Members are responsible for ensuring their personal information is accurate and up to date.
ii) Members are requested to review their details annually and make any necessary updates.
iii) Where changes are made, members may be required to complete an updated waiver.
iv) MVMNT BOX will take prompt action to correct any inaccurate or incomplete information when notified.

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5. Communication and Consent
i) Members must opt in and verify their email address to receive communications.
ii) This consent is required to allow MVMNT BOX to communicate effectively and in compliance with legal obligations.

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6. Third-Party Links and Websites
i) MVMNT BOX’s website and social media platforms may contain links to external websites.
ii) MVMNT BOX has no control over external websites and accepts no responsibility for their content or privacy practices.
iii) Members should review the privacy policies of any external sites they visit.

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7. Third-Party Service Providers
i) MVMNT BOX may engage third-party contractors (e.g. coaches or presenters) who may handle personal information where necessary.
ii) Such parties are required to safeguard information and use it only for its intended purpose.
iii) MVMNT BOX is not responsible for the independent actions of such third parties.
iv) Personal data will not be disclosed without consent unless required by law or necessary to prevent serious harm or unlawful activity.

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8. Use of Third-Party Software
i) MVMNT BOX uses third-party systems, including WodBoard, to manage bookings and memberships.
ii) These providers maintain their own data protection and privacy policies, which are available on their respective websites.

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9. Data Security
i) Personal information is stored in secure systems that are not publicly accessible.
ii) MVMNT BOX takes all reasonable steps to protect personal data regardless of where it is processed or stored.

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10. Policy Updates
i) MVMNT BOX reserves the right to amend this policy at any time.
ii) Any updates will be published and will take immediate effect.

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11. CCTV Usage
i) CCTV is in operation at MVMNT BOX for the purposes of safety, security, and incident monitoring.
ii) Cameras are positioned in the car park, communal areas, and gym floor.
iii) Clear signage is displayed to inform members and visitors of CCTV usage.

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12. CCTV Data Management
i) CCTV footage is stored securely and access is restricted to authorised personnel only.
ii) Footage is retained for a maximum of one month before automatic deletion.
iii) Footage will only be shared with law enforcement where required.
iv) Individuals may request access to footage in which they appear, subject to legal requirements.

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13. CCTV Compliance and Operation
i) The system is regularly reviewed to ensure effectiveness and compliance with legal standards.
ii) Cameras are positioned to minimise intrusion and capture only relevant areas.
iii) Staff are trained in the appropriate handling of CCTV data and understand that misuse constitutes a criminal offence.

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14. Staff Responsibilities
i) All staff are trained in data protection requirements and obligations.
ii) Personal data must not be shared unless required by law.
iii) Any breach of data protection responsibilities may result in disciplinary or legal action.

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15. Social Media and Content Use
i) MVMNT BOX may use social media platforms to share updates and promote the gym.
ii) Where images or videos of members are captured or shared, MVMNT BOX will endeavour to ensure that appropriate permissions and consents are obtained in advance.

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16. Data Access and Complaints
i) All requests relating to personal data are managed by the Company Secretary.
ii) Members may raise concerns or complaints via the contact details provided on the MVMNT BOX website.

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17. Data Retention for Former Members
i) Former members’ data will be deactivated where appropriate and retained only where necessary.
ii) Access to such systems is restricted to authorised staff only.

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18. CCTV Checklist and Oversight
i) Named individual responsible for CCTV operation: Rebecca Pykett.
ii) CCTV is used for security, incident monitoring, and staff protection.
iii) Systems are regularly checked to ensure functionality and image quality.
iv) Maintenance logs and operational checks are recorded and reviewed periodically.
v) Procedures are in place to respond to subject access requests and ensure privacy protection, including anonymisation where required.

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Club Data Protection Officer
Rebecca Pykett

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This policy is in place to ensure that MVMNT BOX maintains the highest standards of data protection, privacy, and security for all members.

MVMNT BOX – Member Policies & Code of Conduct

MVMNT BOX is committed to providing a safe, inclusive, and high-quality training environment for all members. The following policies are in place to ensure fairness, safety, and an enjoyable experience for everyone.

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1. Class Reservations & Cancellations
i) Members are required to book classes in advance via the designated booking system.
ii) If a member is unable to attend a class, they must cancel their reservation at least 4 hours prior to the scheduled start time.

Late Cancellations
i) Cancellations made within 4 hours of the scheduled class will result in the loss of the session credit.
ii) Three late cancellations within a single calendar month will incur a charge of £5 per class, applied to the member’s account.
iii) Class credits are non-refundable and cannot be reinstated.
iv) Members may still unregister from a class to allow another member to take their place.
v) Booking an alternative class will require the use of an additional credit.

No Shows
i) Failure to attend a booked class without prior cancellation will result in a charge of £10 per class.

ii) For assistance or in exceptional circumstances, members should contact hello@mvmntbox.com or call 07590044449 during opening hours.

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2. Nightly Blackout Period (20:00 – 07:00)
i) The blackout period does not count towards cancellation or waitlist deadlines.
ii) For early morning classes (e.g. 06:00), cancellations must be made before 20:00 the previous evening.
iii) Waitlist positions remain active during blackout hours.

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3. Late Arrival
i) Members arriving late may be permitted to join the class at the discretion of the coach, subject to safety considerations.
ii) Repeated lateness may result in temporary booking restrictions or penalties.

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4. Waitlist Policy
i) More than 6 hours before a class: the first waitlisted member will be automatically added when a space becomes available.
ii) Less than 6 hours before a class: members will be notified via email and must accept the space within 30 minutes before it is offered to the next person.
iii) Members already booked into another class will not be automatically moved from the waitlist.

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5. Drop-In Policy
i) Drop-in sessions are available to non-members with prior CrossFit experience only.
ii) All drop-ins must contact hello@mvmntbox.com in advance of attending.
iii) Open gym access is restricted to members only.

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6. Unacceptable Behaviour
i) MVMNT BOX maintains a zero-tolerance policy towards behaviour that compromises the safety or wellbeing of others.
ii) Prohibited behaviour includes, but is not limited to:
  a) Abusive, threatening, discriminatory, or intimidating conduct
  b) Damage to property
  c) Harassment, bullying, or nuisance behaviour
  d) Obstructing exits or disrupting classes
  e) Entering restricted or staff-only areas
  f) Recording or photographing others without consent
  g) Failure to follow staff instructions

iii) Any individual in breach of these standards may be asked to leave the premises and may have their membership suspended or terminated.

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7. Gym Attire
i) Members must wear appropriate workout clothing and suitable footwear at all times.
ii) The following are not permitted: denim, bare feet, flip-flops, or boots.
iii) Staff reserve the right to refuse participation where attire is deemed unsafe or inappropriate.

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8. Power Failure Policy
i) In the event of a power outage, the most senior staff member present will take control of the situation.
ii) If the outage exceeds 15 minutes, all equipment will be safely shut down.
iii) In conditions of darkness, all classes will cease immediately and members must exit via designated fire exits.
iv) In daylight conditions, classes may continue using alternative equipment where it is safe to do so.

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9. Code of Conduct

MVMNT BOX Commitment:
i) To provide a safe, inclusive, and respectful training environment
ii) To maintain clean, organised, and well-maintained facilities
iii) To deliver high-quality coaching and ongoing development
iv) To foster a supportive and encouraging community
v) To communicate openly and fairly with members

Member Responsibilities:
i) To treat all members and staff with respect, both in person and online
ii) To clean and return equipment after use
iii) To arrive prepared and ready to participate
iv) To support and encourage fellow members
v) To adhere to booking and cancellation policies
vi) To ensure children and pets are supervised at all times
vii) Children under the age of 8 must not be left unattended
viii) Children and pets are not permitted on the gym floor unless part of an organised activity or permitted at the coach’s discretion

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10. Filming and Content Policy
i) Filming is only permitted with prior approval from a coach or member of staff.
ii) Members may only film themselves during their workout.
iii) Filming of other members is strictly prohibited unless explicit prior consent has been obtained.
iv) If any individual may appear in the background, their consent must be obtained in advance.
v) Camera positioning must minimise the risk of capturing other individuals unintentionally.
vi) All publicly shared content must respect the privacy and consent of those featured.
vii) The gym will not reshare or publish content featuring members without their prior consent.
viii) Members may be required to formally acknowledge this policy via WodBoard or email.
ix) Continued use of facilities constitutes acceptance of these terms.

Failure to comply may result in disciplinary action in accordance with membership terms.

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11. Enforcement
i) Failure to comply with any of the above policies may result in suspension or termination of membership.
ii) MVMNT BOX is committed to continuous improvement and welcomes member feedback where standards are not met.

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These policies are in place to ensure that MVMNT BOX remains a safe, professional, and supportive environment for all.