Terms & Conditions

Membership Terms & Conditions

1.0 Miscellaneous Terms

1.1 Members must be 16 or older.

1.2 It is your responsibility to give correct contact details and advise us of any changes throughout your membership.

1.3 There is a cooling off period of 7 days. Providing the facilities have not been used within the 7 days of signing up you can successfully cancel your membership. The joining fee is non-refundable, however any pro-rata fees’ or direct debits paid will be refunded. Written notice is required.

1.4 You agree to allow us to take a photograph of you for the purpose of identification within our database. Personal information will be protected under the data protection act.

1.5 There may be occasions due to health and safety or accidents and emergencies, where we may have to close all or part of our centre that you have membership for or access to. We will endeavour to advise you in advance, where possible, via social media or notices within the centre. In such circumstances you will not be entitled to any partial or full refund of membership.

1.6 We cannot be held liable or responsible for failure to perform any of our obligations under this agreement, which are caused by any events outside of our reasonable control.

1.7 Our staff are not medically qualified, so if you have any doubts about your health, fitness or capability to exercise, we strongly recommend that you get advice from a doctor first. For safety reasons, you are responsible for correctly using all club facilities and reading club signs and rules. If you are not sure how to use any equipment, always ask a member of staff.

1.8 Belongings must not be kept in lockers overnight. We have the rights to remove belongings and padlocks once the centre is closed. We will keep belongings for 24 hours, if not claimed or collected it will be disposed of.

1.9 Your membership is personal and allowing access to anyone who does not hold a Deans Sport and Leisure membership is not permitted. Failure to comply with this may result in your membership being suspended.

1.10 We reserve the right to make amendments to our operational procedures and we will notify you on any changes made, with sufficient notice, via the manner we deem most appropriate.

1.11 Deans Sport and Leisure does not take any responsibility for the loss, damage or theft of any personal belongings.

1.12 Deans Sport and Leisure does not tolerate aggressive or abusive behaviour towards our staff or other members and students. Should this be the case, membership will immediately be suspended and you will be asked to leave the premises.

1.13 Your membership does not allow access into any other areas of the college, other than those stipulated in your membership agreement.

1.14 If you behave in an inappropriate manner the membership can be suspended or terminated at manager’s sole discretion.

1.15 Members are politely reminded that Deans Sport and Leisure and Lincoln College have a responsibility for the safety and welfare of students and will challenge any behaviour which may put a student at risk. You may be requested to show your membership card to a member of staff at any time within the centre.

1.16 Lost membership cards; if found, we will contact you at our earliest convenience. We will keep membership cards within our possession for one month. After this time, we will dispose of them and you will be required to purchase a replacement.

1.17 Damage to rooms, equipment and hired equipment must be paid for at the price of repair by the persons responsible.

1.18 Discounted or special offers for personal training sessions cannot be refunded or exchanged for any other options.

2.0 Opening Times

2.1 Our centre opening times are as follows;

Monday-Friday 06:30-20:30
Saturday 08:30-14.00
Sunday 08:30-12.00

2.2 We reserve the right to change our opening hours as we see fit, we will notify you of any changes made with sufficient notice, where these are within our control. This includes bank holidays and special occasions.

2.3 During college term time Monday-Friday, access to racquet sports will not be available until after 5pm.

2.4 Please note that due to the college teaching hours within term time, the centre may be busier than usual during certain periods of the day.

3.0 Parking

3.1 Parking is available for customers of Deans Sport and Leisure in the Knights car park; this is situated on the opposite side of the road from Deans.

3.2 Parking is available during the following times only;

Monday-Friday 06:30-08:00 & 17:00-20:30
Saturday 08:30-14.00
Sunday 08:30-12.00

These can be subject to change as required.

3.4 Please note any cars left in the car park past the closing hours of Deans Sport and Leisure will be potentially locked in and unable to leave the car park until the centre reopens again.

3.5 Deans Sport and Leisure cannot be held responsible for any damage, loss or theft to any vehicle parked in Knights car park.

4.0 Cancellations

4.1 One full calendar months’ notice is required, in writing, to cancel monthly direct debit memberships. This should be emailed to enquiries@deans.lincolncollege.ac.uk stating your full name and reason for cancelling.

4.2 We will only accept notice from the named person on the membership account, unless the Direct Debit is paid by someone else. In this instance the Direct Debit holder can also provide notice to cancel the membership.

4.3 If you are on a full price annual membership, you can cancel your membership and have the remaining duration of your membership refunded with one months’ notice under the following conditions;

– Serious Illness/Injury
– Relocation

4.6 We will confirm receipt of your cancellation request in response to your email. Should you not receive this, it is your responsibility to inform us.

4.7 You will be notified via email with confirmation of your final end date for your membership once your cancellation has been processed.

4.8 Should you cancel your direct debit before final payment has been made, we will take necessary legal action to collect outstanding amounts. Once we have received the final payment required on your account and we have notified you of this, you can then cancel your direct debit accordingly

5.0 Freezes

5.1 Memberships can be frozen for a minimum of one calendar month and a maximum of three calendar months.

5.2 A freeze is only valid from the start of the month until the end of the month; we do not allow midmonth freezes.

5.3 One full calendar months’ notice is required in writing to process a freeze. This must be sent via email. This should clearly outline the start and end date of the freeze. Where an end date is not provided, the membership contract will automatically restart after three calendar months’

5.4 You can freeze your membership up to three times per year.

5.5 You can only freeze monthly direct debit and full price annual memberships.

5.6 If freezing an annual membership, the end date of your membership will be extended for the additional time. A refund will not be issued. If on a discounted annual offer, you can only freeze your membership due to medical reasons, sufficient notice is required.

5.7 If you wish to cancel your membership during your freeze, a full calendar months’ notice is still required in writing to do so.

6.0 Upgrades and Downgrades

6.1 Should you wish to upgrade or downgrade your membership, this must be done in writing via email.

6.2 Downgrades will take one full calendar months’ notice to take effect.

6.3 Upgrades to memberships can be done instantly with a pro rata payment to cover the membership fees for the remainder of the month and written notice is given. Pro rata will be calculated at the upgrade price divided by the remaining days left in the month, if upgrade is after the 20th of the month, the pro rata will also include the following month’s upgrade charge.

6.4 Should you wish to upgrade an annual subscription you can do so by paying the appropriate annual pro rata payment, this cannot be done by direct debit.

6.5 Downgrades to annual membership or discounted annual memberships are not available.

7.0 Bookings

7.1 Deans Sport and Leisure cannot be held responsible if there is no availability for bookings requested. This includes group exercises classes, racquet sports or any hire of all other rooms and facilities within Deans.

7.2 If we need to cancel group exercise classes due to reasons out of our control, we will notify all who are booked onto the class via phone or email. We advise booking classes in advance should this situation occur. Deans Sport and Leisure cannot be held responsible in such circumstances and no refund will be given to members.

7.3 Failure to attend bookings without notice will result in full payment required. If members fail to attend bookings, no further bookings will be taken for them.

7.4 Bookings can be made up to 7 days in advance. Group exercise classes can also be booked up to 10 days in advance online. Please ask Deans reception for instructions on registering your account online.

7.5 If booking racquet sports, an adult must be present with a minor under the age of 16 at all times.

7.6 Please note that all booking times include preparation and dismantling of equipment. These periods will be kept to a minimum by staff but it must be accepted that the more equipment required, the more time will be taken up in preparation. Time taken for preparation of bookings will not be extended past the end time of your booking.

7.7 Should your booking require use of hired equipment such as rackets or balls, these can be hired from reception at an additional charge. Any equipment hired that is returned damaged or not returned, the person named on the booking will be responsible for this, and will be required to pay the appropriate fee for replacing or repairing the equipment.

8.0 Financial Commitments

8.1 All membership Direct Debits are taken from your bank account on the 1st of every month. Should the 1st fall on a weekend or a bank holiday, your fees will be taken out on the next available working day.

8.2 If you are paying through Direct Debit and you fail to make the appropriate payment, access to the centre will be denied immediately until full payment has been made.

8.3 We reserve the right to amend our membership fees as required. One full months’ notice will be given if such change should occur. If you are on an annual subscription your membership will not be affected until your renewal is due.

8.4 Should you pay for your membership fees upfront on an annual subscription, your membership will automatically cancel at the end of the initial contract, unless you choose to renew it. It is your responsibility to keep track of your own membership end date.

8.5 If a refund is issued it may take up to ten business days for your funds to be returned to the account.

Annual and Additional Offer

Annual membership one off payments are non-refundable past the 7-day cooling off period. The option to cancel or freeze is not available.

All membership terms and conditions above still apply for this membership offer.

Staff annual membership is for staff of Lincoln and Newark College, plus one additional family member only.

WHAT INFORMATION DO WE COLLECT ABOUT YOU?

We collect information about you when you enter your details into our website, when you speak with one of our team members over the phone and when you use our facility. We may collect basic details such as full name, email address, phone number, age and gender along with information relevant to your health, previous medical history and some lifestyle information.

Deans may also collect credit/debit card details for memberships. By doing so the customer authorises Mastercard to process, as a controller, personal data for the purposes of complying with the EU Data Protection Law in respect of processing of Personal Data, and only gives lawful instructions to Mastercard.

Website usage information is collected using cookies.

Information collected from you is stored in a customer record where it is held and processed electronically on secure servers which are subject to the appropriate technical security measures mandated by the EU General Data Protection Regulations.

HOW WILL WE USE THE INFORMATION ABOUT YOU?

Deans Sport and Leisure needs to hold and process the personal and health information you have provided us. This is to identify you, contact you during your membership, help us understand your expected outcomes, tailor your membership to offer you the best options available and meet contractual obligations.

When direct debits/card payments are taken, Mastercard will comply with the Mastercard BCRs and EU Data Protection law when processing Personal Data for the Purposes in connection with the Services.

Also, if you consent, we may use your contact details for marketing purposes to send you relevant information that you may find interesting.

WHO MAY WE SHARE YOUR INFORMATION WITH AND WHY?

During your membership with Deans, we may need to share your information, including sensitive data, with emergency services in the unlikely event of a medical or police incident.

YOUR RIGHTS AS A DATA SUBJECT

You have the right to request a copy of the information that we hold about you. You have the right for your details to be forgotten (right to erasure) for the sole purpose of processing for marketing communications. If you would like a copy, to amend or erase some or all of your personal information, please email us at enquiries@deans.lincolncollege.ac.uk or call 01522 876373 and you will be directed to the appropriate responsible person.

CHANGES TO OUR PRIVACY POLICY

We keep our privacy policy under regular review and we will keep you updated on any changes.

DATA RETENTION PERIODS

Deans has implemented the following retention periods in line with the data retention policy.

Non Members / 6 Years

Records of customers who have made an enquiry, either through Deans Website, Third Parties or by phone.

Members Direct Debit / 7 years

Records of customers who have made an enquiry, either through Deans Website, Third Parties or by phone.