Booking rules

Exercise class booking rules

• Class bookings at our clubs can be made through the Third Space app. Please ensure you always bring your card to check in, as this will give you access to the club.
• Members are only permitted to book on to three activities in any one day.
• Only one activity can be booked at the same chronological time, this includes overlapping classes and applies to waiting list spots as well as bookings.
• Bookings open 48 hours before the start time of the gym visit or class.
• We encourage you to arrive at your class 10 minutes before the start to get set up.
• If you do not arrive at the studio before the class start time, your place may be given away to those on the waiting list.
• When a class is full, you will be able to book onto a waiting list.
• Spaces in class will be given out to waiting list members in order of arrival.
• Due to popularity, for some classes we operate an overbooking policy to ensure we maximise all spots for everyone’s enjoyment. We do this by tracking historic no-show trends.
• If you change your mind, cancellation is available up until 3 hours before the start of the class or gym visit. Late cancellation will be classified as a no-show.
• If a place becomes available, you will be sent an email or push message on your phone, to say you have been moved into the class but can cancel if you choose.
• If you move from the waiting list into a class, you will not generate a no-show or late cancellation notification.
• Remember to check into the club up to 3 hours before the start of the class so you are logged as attended. You can always check you are marked as attended with the instructor either before or after the class.
• If you fail to show up for three bookings within a calendar month, your booking rights will be automatically suspended for one week. You will be notified by email. This policy maximises the potential number of slots available to members.
• We do not review or remove individual no-show notifications, so we would request that members do not challenge these. Contact the Group Exercise Manager at your club if you have reason to think that you should not have received a booking-rights suspension. Mitigating circumstances will be considered.

PT Bookings

Payment Terms

• Sessions must be paid for in advance, either at concierge or via PT by DD Subscription.
• Top up sessions can only be purchased if you have a valid PT by DD Subscription.
• New joiners choosing PT by DD over the £100 joining fee, who subsequently change their mind before commencing their sessions, will be required to pay the clubs joining fee.

Expiry Dates

• Pack sessions must be used within a certain number of days from pack purchase; 2 session joining packs expire after one month, 5 sessions for 4 one time PT offer expires after 84 days, 3 and 10 pack sessions expire within 84 days of purchase, 20 pack sessions expire within 168 days of purchase
• PT sessions by Direct Debit are cleared down at the end of every calendar month – unused sessions cannot be carried into the next calendar month
• PT by DD top up sessions expire 31 days after purchase
• PT sessions are non-transferable
• PT sessions will expire on membership end date if this is sooner than expiry dates noted above

DD Cancellation Terms

• One full calendar month notice and payment running from the 1^st
• Cancellation must be given in writing (email is fine)

Session Attendance Terms

• If you cancel a booked session with less than 24 hours’ notice, or fail to attend a booked session, you will be charged for the session or, in the case of PT by DD, the session will be mark as redeemed
• If you’re late for your session, your session time will be reduced accordingly.  If you’re more than 20 minutes late for your session, the session may be cancelled and marked as redeemed
• If for any reason we need to cancel your booked session with less than 24 hours’ notice, or your PT is more than 10 minutes late for your session, you will receive a replacement session free of charge
• If your allocated Personal Trainer is; on holiday, absent, or leaves the business, the Fitness Manager will assist in allocating you an alternative suitable Personal Trainer to take over your PT sessions.

Refunds

• If you cancel your membership or your membership is terminated due to arrears, you will not be refunded for any unused sessions.

Spa cancellation

Please kindly cancel any spa treatment bookings 24 hrs before your session if you cannot attend. Unfortunately, no refund or exchange can be offered on treatments cancelled without 24hr notice.

Little Space CRECHE Terms

Payment Terms

Please be aware there is a non-refundable cancellation window 12 hours prior to your creche booking.

BALLET & MARTIAL ARTS Terms

• The Martial Arts and Ballet courses operate on a termly basis with a break for the half-terms. Whilst every effort is made to ensure continuity of teacher, this cannot always be guaranteed.
• Parents or guardians are not permitted to leave the club at any time during their child’s session. It is important for parents and guardians to refrain from using their phones to take pictures or videos.

Payment Terms

• Sessions must be paid for in advance at concierge.

Session Attendance Terms

• It is not possible for you to cancel or rearrange any session. Any session not attended as part of a Martial arts / Ballet course will not be refunded or rearranged.
• If you need to change day and time of your course please contact the Family Activities Manager.
• If we are to cancel your session, credit or a refund will be issued.

Health

• Prior to or during your/your child’s lessons, health concerns may arise that could affect your/your child’s ability to continue safely with the sessions. In these circumstances, Third Space reserves the right to require you to produce a note/letter from your/your child’s doctor, physiotherapist or other appropriate health professional before your/ your child continues with the course of swimming lessons. In the event that Third Space determines (in its sole discretion) that health concerns mean that you/your child should not start or continue with the swimming lessons, any lessons paid for but not taken will be refunded.

Little Space Swimming Terms

Course details

• The Swim School operates a continuous assessment programme throughout the school year. Whilst every effort is made to ensure continuity of teacher, this cannot always be guaranteed however our teachers will have access to all to the continuous assessment achievement records of all swim school participants.
• Parents or guardians are not permitted to leave the club at any time during their child’s swimming lesson. It is important for parents and guardians to refrain from using their phones to take pictures or videos.
• Swimming courses are provided in accordance with the Swim England guidelines.

Payment Terms

• Sessions must be paid for in advance by DD Subscription or annual payment of 42 classes, either at concierge or via Swim manager
• 3 month minimum term
• Top up private sessions can only be purchased if you have a valid Swim by DD Subscription or during you annual payment.

Direct Debit Terms

• Our swim school direct debit is calculated based on 42 classes over an 11 month period running from 1^st Jan– 31^st Dec. No direct debit will be taken in August but your swim school membership will run continuously until you request to cancel – giving one full and final calendar month notice running from the 1^st. Cancellation in writing (email to the Swim Manager).
• Should you cancel at any time during this fixed rate period – sessions run from your requested start date will be charged at the full swim class rate of £22 and £12 for Adult and Child lessons. This may result in a balance payable or refund due, depending on the amount debited to date. Your final notice direct debit will be adjusted accordingly. E.g. submit cancellation on 31^st May, June (notice) direct debit may be more or less than usual to take into account sessions run up until the end of June.
• If we are unable to collect your swim school payment via direct debit, you will incur a balance on your account for the month which will be payable prior to attending any further swim school sessions.
• If your swim school subscription is not paid by the end of the month it relates to, you will be removed from the course. Should you wish to re-enrol at a later date, any outstanding balance must be paid.
• If you cancel your membership or your membership is terminated due to arrears, you will not be refunded for any unused sessions.

Session Attendance Terms

• It is not possible for you to cancel or rearrange any group or private lessons. Any group or private lessons not attended as part of a swimming course will not be refunded or rearranged.
• If you need to change day and time of your lessons please contact the Swim Manager.

Health

• Prior to or during your/your child’s lessons, health concerns may arise that could affect your/your child’s ability to continue safely with the lessons. In these circumstances, Third Space reserves the right to require you to produce a note/letter from your/your child’s doctor, physiotherapist or other appropriate health professional before you/ your child continues with the course of swimming lessons. In the event that Third Space determines (in its sole discretion) that health concerns mean that you/your child should not start or continue with the swimming lessons, any lessons paid for but not taken will be refunded.

Swim Lesson Rules

We are very pleased to have a dedicated swimming pool for our junior members, a place for them to learn to swim and love exercise and fun in the water.

To ensure that your children are safe at all times we have outlined below the areas where we need to have parent/carer help and support during swimming lessons and also your much loved free time in the swimming pool.

We have tried to cover the key areas where it is important to have understanding and cooperation from you, as follows:

• We do not allow the use of mobile phones, cameras on poolside or in the changing rooms at any time.
• All children must be changed for their swim time in the family designated (Little Space) changing rooms with their parent/carer supervising them.
• Swimmers in the main pool must wear Little Space swim caps.
• Parent/guardians please refrain from sitting in the main pool while swimming lessons are taking place. You will be able to view the swimming lessons in the adult lounge.
• If your child is 3-11yrs we encourage you to leave poolside during the lesson, this is to reduce noise levels and any distractions on poolside.
• Swimming Lessons – All children during their lesson are the responsibility of the instructor at all times and will continue to be so until signed back to the care of the parent/designated carer at the end of the swimming lesson.
• Please ensure that you take your child to the toilet before their swimming lesson to minimise the need for your child to leave the lesson midway through and loose valuable lesson time.
• Children under 3 should wear a double nappy system for their swim class and during family swim – a disposable or reusable swim nappy, with a snug-fitting neoprene nappy on top with close- fitting leg and waist ribs.
• If your child is aged 8yrs plus they will be allowed to go to the toilet and return without notification of the parent, they will however be supervised to the entrance of the facilities and back by a DBS cleared member of the team.
• Please note for children over the age of 8 years – if you require your child to be accompanied to the toilet please ensure the swim instructor is aware of this and they will be able to notify you if your child needs to visit the toilet.
• At the end of all lessons your child will be handed back to you directly, please do not take your child from the lesson until the coach has signed them out to ensure the safety and well-being of the children at all times.
• Please be aware that all parents/designated must remain in the club while their children are attending activities in Little Space.
• If your child needs to leave the class for any reason they must stay with the instructor until their parent/guardian is available to collect them and the children cannot leave the activity on their own at any time.
• To ensure you are aware our swim instructors and lifeguards are not authorised to take a child to the toilet under normal circumstances. However, the welfare of children is our priority, therefore, in the case of emergency or where the parent cannot be found, the child can be escorted to the toilet by an employee who are DBS checked and has completed the E-learning module for Safeguarding. In this instance, the parent will be notified on collection.