Terms & Conditions

Membership Terms & Conditions

1.0 Miscellaneous Terms

1.1 Members must be 16 years of age or older.

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

1.3.1 There is a cooling-off period of 7 days. Providing the facilities have not been used within 7 days of signing up you can successfully cancel your membership and be refunded in full . Please inform us in writing by email or post.

1.3.2 Your statutory right to a 14-day cooling-off period still applies. In the case of changing your mind within the 14-day period, where you have used the facilities, please email or write to us to cancel your membership and we will action this with immediate effect. Annual Memberships will be refunded the remaining monies on a pro-rate basis. Direct Debit members who have had their first Direct Debit payment taken within this period will be refunded. The initial joining fee and pro-rata are non-refundable.

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.

1.8.1 You must complete a Physical Activity Readiness Questionnaire (PAR-Q) prior to using the facilities. Use of the facilities without completing the Questionnaire is at your own risk. A link to the questionnaire will be provided in your Welcome email when you join, or as a hard-copy for PAYG users. Please ensure the email address you provide us with is correct.

1.8.2 Deans Sport and Leisure and/or Lincoln College will accept no liability for any accident, incident, or event which may result in injury, fatality (unlikely), illness/disease, harm, and/or damage to person or property resulting from failure to complete the PAR-Q notifying us of health conditions and/or need for a gym induction

1.9 Use of the facilities while under the influence of drugs and/or alcohol is strictly prohibited. Any members suspected to be intoxicated will be removed from the premises and issued with a final written warning.

1.10 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.

1.11 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.

1.12 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.

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

1.14 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.

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

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

1.17 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.

1.18.1 Photography and videography are strictly prohibited within locker-rooms and in spaces where individuals may be in a state of undress. The use of any photographic equipment within shared spaces in Deans must have prior written permission from the Duty Manager and must not compromise the privacy of any other persons. We reserve the right to refuse requests at our discretion.

1.18.2 Any person suspected to be using photographic equipment without authorisation will be asked to cease and may be subject to questioning from the Duty Manager.

1.19 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.

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

1.21 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

Bank Holidays 08:30 - 15:00

2.2 We reserve the right to change our opening hours per our discretion. 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 to Friday, access to racquet sports will only be available outside of these hours -- 6:30am to 8:00am and then after 5:00pm.

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 your final required payment has been collected, you account will automatically close.

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.

7.4.1 Bookings can be made up to 7 days in advance.

7.4.2 Group exercise classes can also be booked up to 5 days in advance online. Please ask Deans reception for instructions on registering your account online.

7.4.3 Please arrive on time for Group Exercise classes and check-in at Deans Reception. If you are late, you will miss the warm-up and not be allowed to take part in the class.

7.5.1 If booking Racquet Sports, the named person under which the booking is made MUST be present. Racquet Sports Members can only play on one court at a time, additional courts will be charged as Pay As You Go.

7.5.2 We are unable to guarantee an extension on your Racquet Sport booking slot if you do not arrive on time; therefore please ensure you arrive within plenty of time to avoid your session duration being cut short. We will do our best to honour the original duration where a late-start is due to an error or delay on our part.

7.5.3 Minors under the age of 16 years of age must have an adult present at all times.

7.6 Should your booking require use of hired equipment such as racquets 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 by our third-party Membership Management Partner, Ashbourne, on the 1st, 9th, 17th, or 24th of every month. Should your chosen Direct Debit date fall on a weekend or a Bank Holiday, your fees will be taken out on the next available working day.

8.2 By starting a Direct Debit membership at Deans Sport and Leisure, you are agreeing to make this payment every month. Therefore, it is your responsibility to ensure you have the available funds. Failed payments will be reapplied for the next payment date. You may be subject to admin fees.

8.3 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.

8.4 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.

8.5 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. We will issue reminders close to your membership end date. Please ensure you have given us the correct email address and check your emails.

8.6 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 14-day cooling off period except in the case of clause 4.3.

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

Staff Annual Memberships are for staff of Lincoln and Newark College, plus one additional friend or family member only.


We collect information about you when you enter your details into our website, when signing up, 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, address, 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 on behalf of Ashbourne Membership Management. By doing so the customer authorises Ashbourne Membership Management 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 Ashbourne.

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.


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, Ashbourne Membership Management will comply with the 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.


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.


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.


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


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.