PilatEASE UK Ltd & PilatEASE CIC – Full Terms & Conditions

 

Head Office: 678 West Road, Newcastle upon Tyne, NE5 2UR

Contact: joe@pilateaseuk.co.uk

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These Terms & Conditions apply to everyone who books or attends classes, purchases memberships or class passes, or uses any of our services. By booking through LegitFit, you agree to these terms. We provide Reformer Pilates, Mat Pilates, Barre Pilates and Weights classes. Full class information is available on our website and on LegitFit. VAT is included in all prices.

 

1. Booking and Payment

All bookings must be made and paid for through LegitFit. A booking is confirmed once payment is received. We may reject or cancel bookings if payment fails, if a class is full, incorrect details are entered, or a service was listed incorrectly. Memberships renew monthly and are calculated on 48 weeks of classes per year, allowing for holiday and Christmas closures. Class passes have fixed expiry dates and unused credits after expiry are lost. Membership credits do not roll over. Clients must ensure their payment information is kept up to date.

 

2. Cancellations, No-Shows and Booking Changes

You must cancel a class at least 24 hours before the start time to receive a refund or credit. Cancelling within 24 hours means the session is lost. If you want to change to another class, you must cancel your own booking and rebook the new class.  

Fair-Use Policy:

• Two no-shows will result in a temporary freeze on your pass or membership.  

• Three late cancellations (within 24 hours) will also result in a freeze.  

Management will contact you to discuss reinstating your account. No refunds are given for freezes caused by attendance breaches. If PilatEASE cancels a class, the session credit will be returned to your account.

 

3. Memberships and Class Passes

Memberships cover the number of classes listed at sign-up. If you use all of your classes before renewal, you may buy a class pass. Memberships and passes cannot be shared, transferred, resold or gifted. Passes have strict expiry dates which cannot be extended except at management discretion in cases of illness or injury, and supporting evidence may be required. Workshops and special events are not included unless listed.

 

4. Instructors, Class Changes and Studio Access

Classes may be taught by different instructors due to sickness, holidays or emergencies. All instructors are fully qualified and contracted to PilatEASE and a change of instructor is not grounds for a refund. We may adjust class times or schedules when necessary and will inform clients when possible.  

Please arrive up to 10 minutes early. Late entry is not permitted for safety reasons, especially for equipment-based classes, and will count as a missed session.

 

5. Health, Safety and Responsibilities

You must complete a PAR-Q before attending and inform us of any changes to your health, including injuries, medical conditions, pregnancy or postnatal status. Failure to disclose relevant information is taken as acceptance of full responsibility for any resulting issues.  

You must follow all instructor guidance and safety rules. Unsafe or disrespectful behaviour may result in removal from the class or suspension. Classes are for participants aged 16 and over. You are responsible for your personal belongings. Pilates and fitness activities involve inherent risks and you participate at your own risk.

 

6. Studio Conduct and Fair Use

Clients must behave respectfully towards staff and other participants. Equipment must be used safely and appropriately. Misuse of equipment, disruptive behaviour or abusive conduct will result in suspension without refund. Repeated booking misuse may also lead to booking restrictions.

 

7. Events Outside Our Control

Classes may be affected by events such as severe weather, emergencies, instructor illness or technical issues. We will notify clients as soon as possible. We will attempt to minimise disruption, but compensation cannot be offered for events outside our control.

 

8. Cooling-Off Period

You have a legal right to cancel most services within 14 days of purchase. You may lose this right once a service has begun. If you cancel after using part of a service, the value of the used portion will be deducted from your refund. Contact joe@pilateaseuk.co.uk to arrange cancellation.

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9. Problems, Feedback or Complaints

If anything is wrong or you have concerns about your service, email joe@pilateaseuk.co.uk and we will do our best to help. These terms are governed by English law and clients may bring claims in England, Wales, Scotland or Northern Ireland.

 

10. Liability

We provide services with reasonable care and skill, but we are not responsible for injuries or losses caused by failure to follow instructions, undisclosed health conditions, incorrect equipment use, events outside our control, or unforeseeable/avoidable issues. Clients participate at their own risk and are responsible for their own health and safety.

 

11. Data Protection

We follow UK GDPR and only use personal data for bookings, payments, safety and communication. Our full Privacy Policy is available on our website.

 

12. Ending Membership or Contract

Clients may end memberships at any time for services not yet delivered. We may suspend or end memberships for non-payment, breaches of safety, inappropriate behaviour or repeated late cancellations/no-shows. This contract may be transferred to another organisation without affecting your rights.Important: Memberships are for individual use and are billed monthly. All cancellations require 60 days’ notice and must be submitted by email. Your membership will end 60 days after your cancellation request is received and acknowledged. E.G. if you email to cancel on the 3rd of June, your membership will automatically end on the 3rd August.

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13. Photography, Filming, Social Media and Intellectual Property

PilatEASE CIC (“the Company”) reserves the right to take photographs and/or video recordings during classes, courses, workshops and related activities for the purposes of marketing, advertising and promotional use. This may include, but is not limited to, use on the Company’s website, social media platforms, digital communications, printed materials and other promotional media.

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Such processing of images and video recordings will be carried out in accordance with applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. The Company relies on its legitimate interests in promoting and developing its services as its lawful basis for processing, except where the rights and freedoms of individuals override those interests. All media will be captured and used in a professional, appropriate and respectful manner. Any Client who does not consent to being photographed or recorded must inform the class teacher prior to the commencement of the session. The Company will take reasonable steps to ensure that such Client is not included in any photographs or recordings.

 

Client Photography and Recording

Clients may take photographs and/or short video recordings during sessions for personal use only. Prior permission must be obtained from the class teacher before any photography or filming takes place. Any content captured by Clients must be limited to brief snippets and must not constitute full or substantial recordings of any class, exercise sequence, teaching content, course materials, choreography, programming, instruction or assessment activity.

 

Recording of entire classes, significant portions of sessions, structured teaching content, or course delivery is strictly prohibited.

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Intellectual Property

All classes, courses, training materials, programming, teaching methods, manuals, handouts, written materials, video content and delivery methods are the intellectual property of PilatEASE CIC unless otherwise stated. These materials are protected by copyright and other applicable intellectual property laws.

 

No content may be copied, reproduced, distributed, adapted, republished, transmitted, displayed, sold, licensed or otherwise used for commercial purposes without the prior written consent of PilatEASE CIC. Client-recorded content must not be used for commercial purposes, reproduction, redistribution, instruction, training delivery, or any activity that could result in direct or indirect financial gain or profiteering.

 

The Company reserves the right to take appropriate action where unauthorised use of its intellectual property is identified. Where other Clients, staff members or third parties are visible or identifiable in any image or recording, the Client must obtain their explicit consent prior to capturing or sharing such content. PilatEASE CIC reserves the right to refuse or stop any photography or filming that it considers disruptive, inappropriate, excessive, or inconsistent with maintaining a safe, respectful and inclusive environment for all participants.

 

By attending classes, courses or events delivered by PilatEASE CIC, Clients acknowledge and agree to the terms of this Photography, Filming, Social Media and Intellectual Property clause.

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14. Final Terms

If a court finds any part of these terms invalid, the remaining terms continue to apply. If we delay enforcement of these terms, we may still enforce them later. No third party has rights under this agreement.