TERMS & CONDITIONS

URBAN REFORMER PILATES

Terms & Conditions

Applicable to all Urban Reformer Pilates studios

1. Interpretation & General Terms

For the purposes of these Terms & Conditions:

• The Company refers to [Legal Business Name], trading as Urban Reformer Pilates.
• Client refers to any person who registers, purchases a class or Class Pass, or attends a class at Urban Reformer Pilates.
• Studio refers to any Urban Reformer Pilates location operated by the Company, including Billericay, Upminster and Gidea Park.
• Class Pass refers to any prepaid Single Class, Introductory Offer or multiple-class package purchased through the Company.

By registering an account, purchasing a Class Pass or attending classes, clients agree to the Company’s applicable Terms & Conditions, Booking & Cancellation Policy, Purchase Policy, Refund Policy and Participation, Health & Liability Waiver.

The Company reserves the right to make reasonable changes to these Terms & Conditions where necessary for the operation of the business. Any changes will be published on our website, and clients will be notified of material changes where appropriate.

These Terms & Conditions are governed by the laws of England and Wales, without affecting any mandatory consumer protections that may apply.

2. Registration & Client Accounts

1. All clients must register an individual account and accept the Company’s Participation, Health & Liability Waiver before attending classes.
2. Each client is responsible for ensuring their account details are accurate and kept up to date.
3. Class Passes and client accounts are personal to the individual and cannot be shared or transferred between clients.
4. The Company reserves the right to refuse, suspend or terminate access to classes where a client breaches these Terms & Conditions, behaves inappropriately or compromises the safety or wellbeing of others.
5. Threatening behaviour, verbal or physical abuse, harassment, deliberate misuse of equipment or repeated disruption of classes will not be tolerated.
6. Any suspension or termination will be handled reasonably, taking account of the circumstances and any applicable statutory rights.

3. Class Passes & Purchases

1. All Single Classes and Class Passes are activated from the date of purchase unless otherwise stated in the specific offer.
2. Each Class Pass has a specified validity period, clearly displayed at the time of purchase. The exact expiry date is confirmed in the purchase confirmation email.
3. Clients are responsible for selecting a Class Pass that suits their intended usage and ensuring all classes are used within the stated validity period.
4. Unused class credits will expire at the end of the Class Pass validity period and cannot be carried forward, except where agreed by management or required by law.
5. Class Passes are non-extendable, non-exchangeable and non-transferable between client accounts, except where expressly agreed by management or required by law.
6. Each client must purchase and use their own Class Pass. Passes cannot be shared between multiple client accounts.
7. All introductory offers are available to new clients only, subject to the eligibility conditions displayed at the time of purchase.
8. Promotional offers and additional complimentary classes are subject to the specific conditions and validity periods advertised with each offer.
9. All purchases are subject to the Company’s Purchase Policy and applicable statutory consumer rights.

4. Bookings & Cancellations

1. All classes are booked on a first-come, first-served basis, subject to availability.
2. Clients may cancel or transfer a pre-booked class up to 12 hours before its scheduled start time (Early Cancellation).
3. All bookings, cancellations and transfers must be managed online through the booking system or Urban Reformer Pilates App and remain the client’s responsibility.
4. Cancellation requests sent by email may not be seen or processed within the required timeframe and will not override the 12-hour cancellation policy.
5. Cancellations or transfers made within 12 hours of the scheduled class start time (Late Cancellation) will result in the class credit being forfeited. No refund or replacement credit will be issued, except where required by law.
6. Transfers within the 12-hour cancellation period are not permitted. Attending an alternative class will require an additional class credit.
7. Failure to attend a booked class without cancelling (No Show) will result in the class credit being forfeited.
8. Repeated Late Cancellations or No Shows involving two or more consecutive booked classes may result in future bookings being cancelled and advance booking privileges being suspended for two weeks. During this period, clients may only book classes on the day of attendance.
9. All clients are subject to the Company’s Booking & Cancellation Policy.

5. Waiting Lists

1. Where the waiting list facility is available, clients may join the waiting list for fully booked classes.
2. Clients may be automatically enrolled into a class when a space becomes available, in accordance with the booking system’s waiting list procedures.
3. Once a booking is confirmed, the standard 12-hour Booking & Cancellation Policy applies.
4. Clients are responsible for removing themselves from waiting lists if they are no longer available to attend.
5. Valid class credits or payment must be available on a client’s account to secure a waiting list reservation.
6. Waiting list reservations without sufficient credits or payment may be removed from the system.

6. Refund Policy

1. All prepaid Single Classes, Class Passes and Special Offers are non-refundable and non-transferable, except where required by law.
2. Once a Class Pass has been activated or used, no refunds will be issued for remaining unused credits, except where required by law.
3. Class Passes that remain unused, partially used or have expired are non-refundable outside any applicable statutory cancellation rights.
4. Promotional and discounted Class Passes, including Introductory Offers, are subject to the same refund and transfer conditions.
5. Late cancellations and no-shows will result in the class credit being forfeited in accordance with the Booking & Cancellation Policy, except where required by law.
6. Nothing in this policy affects a client’s statutory consumer rights.

7. Medical Conditions, Injury & Class Pass Extensions

1. Clients are responsible for ensuring they are physically able to participate in Reformer Pilates classes.
2. Clients must inform the Company of any medical conditions, injuries, recent surgery, pregnancy or changes to their health that may affect their ability to participate safely.
3. Changes to health should be communicated promptly by email to info@urbanstudiosessex.co.uk and brought to the instructor’s attention before attending class.
4. Where an injury or illness prevents a client from attending classes, a request for an extension may be considered at management’s discretion.
5. Written confirmation from a qualified medical professional confirming the period during which the client is unable to exercise may be required.
6. Medical extension requests should be submitted as soon as reasonably possible after the relevant illness or injury arises, rather than after the Class Pass has expired.
7. Extensions are not automatically granted and will be considered according to the individual circumstances.
8. Where the same recurring injury or medical condition applies, extensions will generally be limited to one period per Class Pass. Clients are responsible for considering their individual circumstances when purchasing passes.
9. All decisions remain subject to applicable statutory rights, including any relevant obligations under equality legislation.

8. Fitness, Health & Participation

1. Clients acknowledge that Reformer Pilates is a physical exercise activity involving strength, resistance, flexibility, balance and controlled movement.
2. Participation carries inherent physical risks, including muscle strains, sprains, discomfort and other potential injuries, even when exercises are performed correctly and under appropriate supervision.
3. Clients are responsible for exercising within their own abilities and limitations and following all guidance provided by their instructor.
4. Clients should seek advice from a qualified medical professional before participating where they have concerns regarding their physical condition or suitability for exercise.
5. Clients must inform their instructor immediately if they experience pain, dizziness, unusual discomfort or feel unable to continue safely.
6. The Company reserves the right to decline, modify or restrict participation where there are reasonable concerns regarding a client’s ability to exercise safely.
7. Participation is subject to the Company’s Participation, Health & Liability Waiver.

9. Pregnancy & Postnatal Participation

1. Clients must notify the Company of pregnancy or relevant postnatal health considerations before attending classes.
2. Reformer Pilates participation during pregnancy may be permitted for clients with suitable prior experience, subject to individual circumstances and the availability of appropriately trained instructors.
3. Clients who are completely new to Reformer Pilates during pregnancy may not be accepted into general mixed-ability classes where the Company considers the class unsuitable for safe participation.
4. Where necessary, clients may be directed towards appropriately trained instructors, alternative sessions or further medical guidance.
5. The Company reserves the right to restrict participation where suitable instruction or safe modifications cannot reasonably be provided.

10. Studio Facilities & Equipment

1. Clients are entitled to use the facilities provided at their booked studio, subject to availability and reasonable studio rules.
2. All Reformer equipment must be used in accordance with instructor guidance and safety instructions.
3. Clients must not adjust, operate or use equipment beyond their knowledge or experience without appropriate instruction.
4. Equipment must be treated with care and used only for its intended purpose.
5. Any damage, defects or concerns regarding equipment must be reported immediately to an instructor.
6. The Company reserves the right to temporarily withdraw equipment or facilities for cleaning, maintenance, repairs, safety or circumstances beyond its reasonable control.
7. Reasonable changes may be made to studio facilities where necessary, subject to applicable consumer rights.

11. Studio Etiquette, Clothing & Hygiene

1. Clients must wear suitable, comfortable exercise clothing appropriate for Reformer Pilates.
2. Grip socks are required when participating in Reformer Pilates classes.
3. Outdoor footwear must be removed before using the Reformer equipment.
4. Clients are expected to arrive on time and be ready to participate at the scheduled class start time.
5. Late admission is at the instructor’s discretion and may be refused where the client has missed essential warm-up or safety instructions.
6. Mobile phones should be switched to silent during classes and must not cause disruption.
7. Food and glass containers are not permitted within the exercise areas. Water may be brought into classes in suitable containers.
8. Clients must wipe down their Reformer and any equipment used following each class, using the cleaning materials provided.
9. Clients must maintain appropriate personal hygiene and respect the comfort and safety of other participants.
10. Smoking and vaping are not permitted within studio premises.
11. Animals are not permitted within studio premises, except assistance dogs, subject to appropriate arrangements.
12. Clients must follow all reasonable studio guidelines and instructions provided by staff.

12. Children & Minimum Age

1. The minimum age for participation in general Reformer Pilates classes is 16 years.
2. Clients under the age of 18 may be required to provide parental or guardian consent before participating.
3. The Company reserves the right to assess whether a class is suitable for a younger participant, taking account of their experience, physical ability and safety requirements.
4. Participation by clients under 18 remains subject to instructor and management approval.

13. Class Schedules, Instructors & Availability

1. Class schedules, instructors, class formats and durations may be subject to change.
2. The Company reserves the right to make reasonable alterations to timetables, instructors, equipment and facilities where necessary.
3. Classes may be amended or cancelled due to instructor availability, maintenance, operational requirements, public holidays or circumstances beyond the Company’s reasonable control.
4. Where reasonably possible, clients will be notified of significant changes or cancellations in advance.
5. Where the Company cancels a booked class, the relevant class credit will normally be returned to the client’s account, subject to applicable consumer rights.
6. Current class schedules and availability are published through the Company’s booking system, App and website.

14. Personal Belongings

1. Clients are responsible for their personal belongings while attending Urban Reformer Pilates studios.
2. The Company shall not be responsible for loss, theft or damage to personal property, including items left within studio facilities or outside the premises, except where the Company is legally responsible.
3. Clients are advised not to bring unnecessary valuables into the studios.

15. Photography & Filming

1. Photography and video recording may take place within Urban Reformer Pilates studios for promotional, educational and social media purposes, including the filming of classes, instructors and general studio activities.
2. Where filming is planned, reasonable steps will be taken to inform clients and provide an opportunity to raise any concerns about appearing in photographs or video footage.
3. Clients who do not wish to be identifiable in promotional content should inform the instructor or a member of the Urban team.
4. The Company will respect requests not to feature identifiable clients in promotional material and will take reasonable steps to ensure that such clients are excluded from published content.
5. Where required, additional consent will be obtained before using identifiable client images or footage for marketing purposes.
6. Clients may take personal photographs within designated studio areas where appropriate, provided they respect the privacy of other clients and staff.
7. Photography or video recording by clients during classes is not permitted without prior authorisation.

16. Studio Safety & Conduct

1. Clients must follow all reasonable instructions provided by studio staff and instructors.
2. Fire exits and emergency access routes must remain clear at all times.
3. In the event of an emergency, clients must follow the instructions of studio staff and use the designated emergency exits.
4. Clients must not behave in a manner that endangers themselves, other clients, instructors or staff.
5. The Company reserves the right to refuse or discontinue participation where safety instructions are repeatedly ignored or behaviour is considered unsafe or inappropriate.

17. Limitation of Liability

1. Clients acknowledge that Reformer Pilates and other physical exercise activities involve inherent risks, including the possibility of physical injury.
2. Clients accept responsibility for exercising within their own abilities and limitations, following instructor guidance and using equipment safely and as instructed.
3. The Company shall not be responsible for injuries or other consequences arising solely from the inherent risks of exercise, a participant’s failure to follow safety instructions, misuse of equipment or failure to disclose relevant health information, except where the Company is legally responsible.
4. The Company shall not be liable for loss or damage arising from circumstances for which it is not legally responsible.
5. Nothing in these Terms & Conditions excludes or limits liability for death or personal injury caused by negligence, or any other liability that cannot lawfully be excluded.
6. All participation is subject to the Company’s Participation, Health & Liability Waiver.

18. Communications & Personal Information

1. Clients are responsible for ensuring their contact details, including email addresses and telephone numbers, are accurate and kept up to date.
2. The Company may contact clients regarding bookings, class cancellations, timetable changes, account information and other matters necessary for providing its services.
3. Clients are encouraged to enable booking notifications within the Urban Reformer Pilates App to receive relevant schedule and reservation updates.
4. Personal information will be handled in accordance with the Company’s Privacy Policy and applicable data protection legislation.
5. Promotional communications will be managed in accordance with applicable marketing and data protection requirements.

19. General

1. The Company reserves the right to introduce reasonable studio guidelines and operational procedures where necessary.
2. Clients are expected to comply with all applicable policies and reasonable instructions issued by the Company.
3. If any provision of these Terms & Conditions is found to be invalid or unenforceable, the remaining provisions will continue to apply where legally permissible.
4. Nothing in these Terms & Conditions affects a client’s statutory consumer rights.
5. The Company reserves the right to update these Terms & Conditions from time to time, with material changes communicated where appropriate.

20. Contact Information

For enquiries regarding bookings, Class Passes, medical circumstances or these Terms & Conditions, please contact:

Urban Reformer Pilates

Email: info@urbanstudiosessex.co.uk

Studios: Billericay | Upminster | Gidea Park

By registering, purchasing or attending classes at Urban Reformer Pilates, clients acknowledge and agree to the applicable Terms & Conditions and studio policies.