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Terms and conditions

Terms and conditions

Information around what Royal Holloway Sport are doing to keep users safe can be found in our FAQs.

Terms & Conditions

1.1 The Centre: Active Lifestyle & Sports Activity operating from the Centre’s locations on College premises being the Fitness Suite, Sports Centre, Nobles Field, Margret Young pitches/courts, East Field, Founders Tennis courts, Treatment Rooms, Kingswood Squash/Tennis courts, Meeting Rooms, Changing Rooms, Founders Field, Jane Holloway Studio

1.2 Centre Manager: the Sports Facilities Managers of the Centre or their nominee.

1.3 Duty Officer: the centre officer on duty at the relevant location.

1.4 Facilities: the premises, equipment, and other facilities of the Centre.

1.5 Group: where Users are to use the Centre’s Facilities under a shared activity.

1.6 Group Leader: where a Group is to use the Centre’s Facilities the person making the Booking.

1.7 Member: a User who has membership of the Centre by currently paying an annual, termly or monthly fee for use of some or all of the Facilities.

1.8 Single Booking: a Booking for use of Facilities at one time only.

1.9 Block Booking: a booking for a series of uses of Facilities at different times.

1.10 Booking: either a Single Booking or a Block Booking.

1.11 Group Exercise: includes classes and active sessions

1.11 Special Users: children, vulnerable adults or Users with disabilities (see section 7).

1.12 College: Royal Holloway and Bedford New College, known as Royal Holloway, University of London (of which the Centre is a part).

1.13 User: any person or organisation using the Facilities of the Centre (including spectators, supporters and visitors).

1.14 Student Group – ratified Students’ Union group either a sports club or society

1.15 Website: www.royalholloway.ac.uk/sports

1.16 The Centre’s email address: sportscentre@royalholloway.ac.uk

2.1 All Bookings are made on these Conditions. Conditions may only be varied where agreed in writing by the Centre Manager.

2.2 All Users use the Centre subject to these Conditions. Non-compliance with any part of these Conditions may lead to immediate suspension or termination of membership/right to use the Facilities.

2.3 Users in a Group shall have joint and several liabilities. This means that any one User in the Group can be held liable for the total liability of the Group (even where the User may not themselves have been at fault).

2.4 Where required to give personal contact details, Users must ensure that any changes are immediately made known to the Centre’s staff.

3.1 These are the entire terms and conditions that relate to Users’ use of the Centre.

3.2 A waiver of any of these Conditions allowed by the Centre Manager regarding an individual User or instance shall not be valid beyond the duration of the visit for which the waiver was granted.

3.3 These Conditions shall give no contractual rights to any third parties.

3.4 These Conditions are subject to English law and the exclusive jurisdiction of the English courts.

4.1 Use of the Centre’s Facilities is available to Members, individuals, and other organisations/people agreed by the Centre’s staff. 

4.2 Members shall be bound by the additional membership conditions known as the ‘Membership Agreement’ (including any variations to those conditions) detailed on the website. 

4.3 Students or staff will be required to provide proof of status. 

4.4 Members must use and carry about them at all times their membership card. Entry and use of the Facilities as a Member may be denied where a Member cannot produce their membership card. Centre staff may at their absolute discretion allow entry and use of the Facilities where alternative ID can be produced. 

4.5 Membership cards are individual to the Member concerned and must not be given or leant to any third parties

4.6 Members are responsible for the safe keeping of their membership card. Pending any investigation regarding the suspected wrongful use of a card membership, the right to use the Facilities may be temporarily suspended with immediate effect. 

4.7 Any found, lost or stolen membership cards must be immediately reported using the Centre’s email address: sportscentre@royalholloway.ac.uk 

5.1 The College is not liable for any losses which are not caused by either a breach of these Terms and Conditions by the College, non-compliance with duties under applicable legislation or negligence.

5.2 The College will not be liable for any losses which were not reasonably foreseeable to both parties when the contract was formed. 

5.3 The College does not accept responsibility for the security of, damage to or loss of the property of any User.

5.4 Nothing in these terms will exclude or limit our liability for fraud, death or personal injury caused by our negligence or any other matter which it would be illegal for the College to (or attempt to) exclude or limit. 

6.1 The College reserves the right to require any User to leave the Centre and any other part of its premises, to refuse access, impose further conditions on access, or suspend or terminate membership of the Centre

6.2 Users will refrain from any conduct which is offensive, unseemly or unsporting, or which might cause annoyance or danger to others.

6.3 Users will comply with all instructions and requests made by the Duty Officer or other Centre staff.

6.4 Users will treat equipment/keys loaned or hired with respect.

6.5 Users will be liable for any cleaning costs and damages due to inappropriate behaviour

6.6 Users will not use or possess alcoholic drinks or illegal drugs whilst on Centre premises. Alcohol may be consumed at large scale one off events if written permission is granted from the Centre Manager.

6.7 Smoking is not permitted within the boundaries of courts and pitches, within 5m of a building entrance or in any indoor facility.

7.1 Children are those under the age of 18. Vulnerable Adults are those as defined under section 60(1) of the Safeguarding Vulnerable Group Act 2006. A disabled person is someone with a disability as defined under the Equality Act 2010. If any Booking is to involve a Special User, notice should be given to the Centre Manager at the time of booking to ensure proper arrangements exist or appropriate arrangements can be made.

7.2 The College is a committed equal opportunities organisation. It will not unlawfully discriminate against Special Users. It will look to accommodate the needs of Special Users. However the College reserves the right to cancel a Booking where to do so would be lawful and the College feels it cannot reasonably accommodate all the identified needs of the Special User.

8.1 Pets and other animals are not permitted on the Centre premises. The only exceptions to this are guide dogs for the blind, hearing dogs for the deaf and other working dogs that assist people with disabilities.

9.1 Lists of applicable charges and terms of payment are available at all receptions and on the Website.

9.2 The Centre reserves the right to charge the user for the cost to replace hire equipment/keys if  not returned or if returned in an unsatisfactory condition.

9.3 In all cases, should the User default on payment for a Booking, the Centre reserves the right to cancel the Booking and retain any deposit or part payment received.

9.4 The College may automatically increase prices by up to 5% and introduce charges where none previously existed.

9.5 All Single Bookings must be paid for in full at the time of booking

9.6 Block Bookings of 10 or more consecutive occasions can exclude VAT where HMRC regulations are met.

9.7 Bookings made that are not honoured will incur a penalty fee (full amount). Regarding those facility bookings that are free for Gold Members, any such made that are not honoured will incur a penalty fee equivalent to the same facility booking charge for a PAYG Member.

9.8 All Block Bookings will be invoiced prior to the booking commencing and must be paid as per the terms of the College finance regulations.

10.1 Users will at all times use the Facilities in a responsible manner.  Users use the facilities at their own risk. Users must check Facilities before use and report any concerns immediately to Centre staff.

10.2 Bookings will be subject to completion of satisfactory risk assessments where required by the law or otherwise indicated by Centre staff. Users must always complete a satisfactory risk assessment and provide a copy of that assessment to the Duty  Officer before commencement of the activity where the following equipment is to be used:

  • inflatable equipment (such as bouncy castles)
  • gas bottles
  • heavy equipment

10.3 All injuries/accidents must be reported immediately to the Duty Officer (if necessary through any Centre staff on duty). Duty Officers are qualified first aiders.

10.4 Users will provide supporting information on health and safety issues where required.

10.5 Users should not hesitate to call emergency services where needed but must then inform the Centre staff.

10.6 The Centre reserves the right to refuse access to any Facility if it is deemed to be unsafe. This includes where the recommended maximum number of Users for a Facility has been reached.

10.7 The Centre reserves the right to refuse access to any Facility whilst refurbishments take place. This will be no longer than 2 weeks for the fitness suite in any given year and indefinitely for all other Facilities.

10.8 Events and/or high risk activities must have an external first aid provision, the first aid provision must be approved by the centre as part of the Booking.

10.9 In the event of a fire or emergency of any kind resulting in the need to evacuate the building, an alarm will sound and Users are required to leave the premises at the nearest signed exit, and to follow instructions of the Duty Officers/Fire Wardens. Please familiarise yourself with the location of exit signs.

10.10 The College reserves the right to cancel Bookings indefinitely where the Centre is to be used as an emergency evacuation point or refugee centre.   

11.1 Users must stop using and immediately report to the Duty Officers any damaged or defective Facilities that might pose a danger.

11.2 Users must not abuse the property of the College. Fair wear and tear is accepted but Users must not damage Facilities. The Group Leader will be responsible for the cost of replacing or repairing damaged Facilities. Replacement or repair will be at the College’s discretion. Users may not be allowed to use Facilities again until any such charges have been paid.

11.3 Users who lose equipment or property belonging to the Centre must notify the reception immediately. The User is liable for any costs associated with replacing such equipment/property. 

12.1 For use of the Facilities, appropriate dress (including upper torso clothing) and footwear must be worn at all times. Users must check the footwear and clothing requirements for the location in which they are playing and ensure that they comply with the requirements.

13.1 No electrical equipment may be brought into the Centre locations without prior approval of the Centre Manager.

13.2 All electrical equipment must conform to relevant legal standards and may only be used after confirmation of acceptability by the Centre Manager.

13.3 Users are not permitted to move any large equipment (e.g. goals, nets and posts) around or off the area booked unless properly trained to do so.

13.4 Users are entirely responsible for the operation and safety of their own and other equipment not belonging to the Centre.

13.5 Fitness equipment must not be taken outside of the facilities unless under the instruction of a Fitness Professional or member of staff.

14.1 Arrangements for changing facilities vary across the Centre. It is the responsibility of Users to enquire and check that their needs can be satisfied.

14.2 Where changing facilities are allocated, a key to the allocated changing room will be issued to a representative of the Group who have hired the facilities in exchange for a deposit (normally ID). The representative is then responsible for the locking of the changing room and for the return of the key. Access to the dressing room will normally be granted 20 minutes prior to the agreed time for use and again following the booking for an agreed time after the completion of use of the main sporting facility.

14.3 Lockers are provided for the convenience of all Users. When a User has ended their visit, they must ensure the key is returned to the correct lock or their padlock is removed. The lockers are checked daily after closing hours; any belongings found after hours will be removed and a minimum £5 charge will be imposed on the User. The centre is not liable to replace any padlocks removed and any belongings removed from lockers will be disposed of if they have not been collected within 1 month. Repeated abuse of lockers may lead to immediate suspension of membership/ability to use the Facilities.

14.4 All bags and outdoor clothing should be secured in the lockers provided. No bags or excess clothing are allowed into the Sports Hall or Fitness Suite unless prior agreement is sought.

14.5 The Centre reserves the right to close changing facilities for maintenance and refurbishment but will endeavour to provide a suitable alternative option.

15.1 The only food or drink which may be brought into the Centre must be contained and must be for personal use only.

15.2 Where permission for the use of outside caterers or the provision of own food is granted, the detailed requirements of the Centre Manager must be followed. In particular the Facilities must be left in a clean, tidy, hygienic state with all waste food and materials being removed by the Users. The cost of any additional cleaning which is necessary will be recharged to the Users in full. Any external catering company must provide sufficient public liability insurance cover and meet all College requirements on external catering.

15.3 Glass is prohibited within the Centre, any food or beverage in glass must be repackaged and the glass disposed of before the food or beverage is brought into the Centre. 

15.4 Chewing gum is not permitted within the Centre

15.5 The Centre is an alcohol-free facility except for where express permission has been granted by the Centre manager for events as outlined in 6.6.

16.1 Parking at the College Sports Centre is free for up to 2hrs, but capacity is limited. All parking Facilities are offered on a first come basis. Parking cannot be guaranteed. Users are advised to check with the Centre Manager when enquiring about hosting an event. 

16.2 The College operates an automatic number plate recognition scheme and any User who intends to be at the centre for longer must complete the self-service process at the main centre reception. Parking information can be found on the College website  

16.3 The Group Leader is responsible for communicating the parking procedure to all Group attendees

16.4 The Centre does not accept any liability for parking penalties and all disputes must be logged with the issuer

16.5 Bikes to be stored in designated area only.

17.1 The opening and closing times of Facilities are detailed on the Website. Times vary between Term Time and Out of Term Time

17.2 A User will be required to use the Facilities within certain time periods. As a minimum, a User must not start use of the Facilities 30 minutes before closing time. Where further restrictions on times of usage apply (e.g. for Silver and Bronze members), usage of the Facilities must not start later than 15 minutes before the end of the permitted use time.

17.3 The College may vary any services delivered to a User. Opening and closing times, Facilities and activities are subject to change. The provision of certain Facilities and activities may be withdrawn or re-timetabled without notice.

17.4 The College will not be held liable where its services cannot be delivered through circumstances beyond its reasonable control e.g. through staff absence or severe weather conditions.

17.5 The Centre reserves the right to close or offer restricted hours during public holidays and college closure dates.

18.1 All Members of the fitness Facilities must watch the gym induction video and agree to the Health Commitment Statement before using the fitness Facilities. 

18.2 If a User’s circumstances change at any time, the User must consult a member of staff immediately and, if required, be prepared to seek medical advice.

18.3 Users must seek advice from the Centre’s staff before using any equipment that was not covered in their induction.

18.4 In the interest of hygiene, it is recommended that Users bring a small towel when training.

18.5 Users are required to replace weights, dumbbells and lifting accessories and to wipe down the equipment after use.

18.6 No phone use whilst in operation of any fitness equipment

18.7 It is not permitted to bring any size of bag (or other items not directly required in connection with the use of the equipment within the Facilities) into the fitness suite. Please use lockers provided.

18.8 There may be occasions where Members are asked to wait to gain access to the fitness suite during busy periods. If the capacity in the fitness suite reaches its maximum user limit (85) a ‘one in, one out’ policy will be enforced.  

18.9 Access to Group exercise may be refused if the Member arrives late for the session. Members should arrive at least 5 minutes before the start of the session.

18.10 Access to pre-booking group exercise may be restricted for a period of one week at a time should the member fail to notify the Centre of their cancellation of a class booking. One written warning will be given to the email address held by the Centre. 

19.1 If Users wish to make a complaint, raise a concern, or pass on a compliment, customer comments forms are available online

20.1 Access to the site must be made through the allocated gateways and pathways. Centre staff will open gates once that Booking has registered at reception.

20.2 To help protect the surface, only clean training-type footwear with dimples not exceeding 5mm and moulded studs are to be worn. Blades and rigid blade style of boots will not be permitted on the surface.

20.3 Footwear must be worn by all players. Bare feet will not be permitted.

20.4 Floodlighting for the area is controlled at the Centre reception and can be made available on request.  

20.5 Users are not allowed to go onto the pitch until their allotted time, so as not to interfere with other users still on the area.

21.1 In order for the Centre to provide access to the Facilities, Users must provide the Centre with the personal data requested on the membership form. The Centre processes personal data in accordance with the College’s Data Protection Policy and General Data Protection Regulations

21.2 Your personal data will be used by the Centre to provide you access to the facilities and create bookings for the Centre and to contact you by telephone and email.

21.3 The Centre will only share your personal data with third parties where there is a legitimate need or obligation.

21.4 The Centre may use third party companies as data processors to carry out certain administrative functions on behalf of the Centre. If so, a written contract will be put in place to ensure that any personal data disclosed will be held in accordance with the General Data Protection Regulations and have appropriate security measures in place.

22.1. Requests will be reasonably considered, except in changing areas where use of photographic or recording equipment of any kind is strictly forbidden. 

22.2 Use of photographic, videotape, or film equipment, including the use of mobile phone cameras, within the Centre is not allowed without the written consent of the Centre management. Requests must be sent using the online form.  Those taking photographs are required to acknowledge that the law may require them to receive the consent of every person photographed, filmed or videotaped and that failure to receive such consent may result in disciplinary action. 

22.3. Photographers must understand they are solely responsible for acquiring the consent of each person photographed, videotaped or filmed.

22.4. The Centre management reserves the right to immediately terminate any photography, videotaping, or filming that causes any undue disturbance, violates College policies or regulations, or endangers the health, safety or privacy of participants, visitors, or staff. 

22.5. In line with User terms and conditions and the membership agreement, management also reserve the right to suspend or terminate the membership of anyone who does not follow these guidelines, particularly where the privacy of other Users is disregarded or their consent is not given to be included in photos that are taken. 

22.6 All Users of the facilities may be photographed/videoed by the College for internal display or marketing purposes, notifications when photography/videography is taking place will be displayed. Consent will be sought for under 18’s prior to any photos/videos being taken.

22.7 Any User who does not wish to be captured in photos/videos must notify the staff on duty who will issue an orange wristband to ensure the team are aware that individual is not to be included. Wristbands will automatically be distributed to Under 18’s prior to the start of any content capture where permission has not been granted.

23.1 A Booking can be made no more than 6 days in advance (unless stated otherwise by Centre Manager).

23.2 Full payment must be taken at the time of Booking.

23.3 The Centre reserves the right to cancel any Booking in the event of inclement weather (outdoor facilities only), circumstances beyond the reasonable control of the Centre or if the Facility is deemed unsafe. Under these circumstances, the Centre endeavours to give as much notice of cancellation as possible.

23.4 Should the Facility not be available due to unforeseen circumstances, e.g. poor weather, the  Centre will provide a credit on the User’s account for that session.

23.5 The Centre requires 24hrs notice for any Single Booking cancellation from the User who made the Booking. A full refund will be given. No refund will be given where the user fails to provide 24hrs notice.

23.6 A Single Booking is only to be moved to a different date a maximum of 2 times, and must stay as the same activity.

24.1 To meet HM Revenue & Customs VAT regulations and receive a 20% reduction (nil VAT), your Student Group must fulfil the following criteria (otherwise the standard rate will be charged):

24.2 The series of Bookings must consist of at least 10 sessions & cannot exceed 1 year.

24.3 The interval between sessions must be more than one day, but not more than 14 days. No exceptions can be made for bank holidays and notified centre closure dates.

24.4 Each of those sessions is for the same sport/activity.

24.5 Payment must be made in advance.

24.6 Dates when facility hire is not required must be stated at the time of Booking. These include Centre closures, Bank Holidays, Easter Holidays, Christmas & New Year.

24.7 Should the Facility not be available due to unforeseen circumstances, e.g. poor weather, the  Centre will provide a credit onto the Users account.

24.8 Any additional casual bookings made by the User for any reason other than the rearrangement of a previously postponed game would not qualify for VAT exemption.

24.9 Cancelling a session would affect HM Revenue & Customs regulations. Cancellation will incur the full charge made (otherwise the completed Block Booking dates will be subject to VAT).

25.1 If the Student Group  fails to attend a session, the Student Group will be invoiced for the full cost of the session. If a Student Group fails to attend for three Bookings without an explanation deemed satisfactory by the Centre Manager, all remaining dates for the Booking will be cancelled for the remainder of that season and a charge made for all missed Bookings.

25.2 All Block Bookings for RHSU Student Groups are agreed on an annual basis by the Centre Manager and the Sports Clubs Co-ordinator.

25.3 Any additional Bookings required by a RHSU Student Group must be made in writing to the Centre Duty Manager via the Sports Club Co-ordinator. Additional Bookings will be charged at the agreed RHSU rate

25.4 Where possible, sports facilities will be prioritised for BUCS and LUSL fixtures. These will be booked on a weekly basis via the Sports Club Co-ordinator

25.5 All Users in a club must be either a current College student or a member of College staff, other than where the club constitution allows for Associate members.

25.6 The Session Leader (Captain/President or their nominee) must report to reception on arrival for the activity.

25.7 All Bookings have a duration of 55 minutes, commencing on the hour and finishing at 5 minutes to the hour. The exception is where a Facility is booked for a match.

26.1 Cancellation of Bookings may only be sought by the User who made the initial agreement unless agreed to the contrary by the Centre Manager.

26.2 Cancellations will not be accepted unless agreed by a member of Centre’s staff in writing.

26.3 Generally a single booking within a Block Booking will not be considered for cancellation unless at least one week’s notice has been given before the date of use.

26.4 Generally a Single Booking will not be considered for cancellation unless at least 24 hours’ notice has been given before the date of use.

26.5 The Centre reserves the right to cancel any Booking in the event of inclement weather circumstances beyond the reasonable control of the Centre which make the Booking no longer feasible, or the facility is deemed unsafe for the kind of Booking proposed. Under these circumstances, the Centre endeavours to give as much notice of cancellation as possible. Notice will be given by telephone or email. Notice can only be given if contact details have been provided. The Centre will not be responsible for any incurred costs by the User.

26.6 The Centre may immediately cancel any Booking where a User covered by that Booking has breached any of these Conditions.

26.7 Failure to turn up for three Bookings in the period of a Block Booking may, without notice, result in the cancellation of the Booking, regardless of whether the User has notified the Centre in advance of the anticipated non-attendance.

26.8 To cancel any Bookings as per the terms above the online form must be submitted.

In the event of a secondary or local lockdown resulting in the closure of the facilities or the suspension of services, memberships will not refunded as an immediate course of action. Instead the expiration date of your membership will be extended the same number of days that the facilities are closed and/or services are suspended.

Membership Agreement

1.1 Member: A User who pays a fee entitling them to access the benefits of this Agreement in particular the use of some or all of the Facilities. 

1.2 Website: www.royalholloway.ac.uk/sports 

1.3 Facilities: The premises, equipment and other facilities of the Centre. 

1.4 User Conditions: The User Terms & Conditions applicable to all Users of the Centre available on the Website. 

1.5 The Centre: Active Lifestyle & Sports Activity operating from the Centre’s locations on College premises being the Fitness Suite, Sports Centre, Nobles Field, Margret Young pitches/courts, East Field, Founders Tennis courts, Treatment Rooms, Kingswood Squash/Tennis courts. Meeting Rooms, Changing Rooms, Founders Field, Jane Holloway Studio

1.6: Student: a current and valid student of Royal Holloway, University of London.

1.7 Staff: Royal Holloway Staff on a permanent or fixed term contract including PGR students

1.8 Concession: a User who has access to a concessional rate based on an agreement with their employer, their relation to a current Staff member or an Alumnus of Royal Holloway.

1.9 Group Exercise: includes classes and active sessions

1.10 Membership Email: sportscentre@royalholloway.ac.uk 

1.11 The College: Royal Holloway and Bedford New College, known as Royal Holloway, University of London.

1.12 User: any person or organisation using the Facilities of the Centre (including spectators, supporters and visitors).

2.1 Student, staff or concession members may be required to provide proof of status. 

2.2 If a Member during this Agreement no longer qualifies for the Membership (For example is no longer a student, Member of College staff, or is no longer eligible to Concession rates through their employer) they must immediately notify the Centre using the Membership Email. 

3.1 Members may also cancel their Membership within 14 days from the start date of their Membership. To cancel, Members must send an email to the Membership Email within the 14 days. 

4.1 The College may vary Membership rights and vary any services delivered to Members. In particular, closing and opening times, Facilities and Group Exercise all remain subject to change, including both withdrawal and re-timetabling.

4.2 Members will be required to cease using Facilities or not start use of Facilities at times specified. As a minimum, all Members must not start use of the Facilities 30 minutes before closing time.

4.3 The College will not be held liable where its services cannot be delivered through circumstances beyond its reasonable control e.g. through staff absence and severe weather conditions. 

4.4 Membership categories and products:

Active Lifestyle ‘Student’ Memberships 

  • GOLD Membership - includes unlimited access to the fitness suite,Group Exercise and use of the squash courts and founders tennis courts. 
    • BUCS Universal Gym membership is included in Annual Gold Student membership. Full details of this programme is available on the BUCS website
  • SILVER Membership - includes unlimited access to the fitness suite and Group Exercise classes BEFORE 3.15pm. User may pay an additional fee for use after this time.
  • BRONZE Membership - access to the fitness suite only between 10.00 and 14.00 each day. Access outside this time incurs a charge priced at a Day Pass rate. Group exercise is charged at an additional fee as advertised.
  • DAY PASS - use of fitness suite/class for a single entry.
  • active Membership - access to all activities on the active drop in programme for term time only. 
  • Social leagues are a separate programme from the Fitness Suite and Group Exercise programme and are excluded from all membership types with its own Terms and Conditions.

Active Lifestyle ‘Staff’ Memberships 

  • GOLD Payroll/Monthly/Annual Membership - includes unlimited access to the fitness suite,  Group Exercise (excluding Active sessions) and staff sports plus discounted use of Facilities as advertised.
  • SILVER Payroll/Monthly/Annual Memberships - . Access to the Fitness Suite and Group Exercise incurs an additional charge.. Members also gain access to staff sports clubs and discounted use of  Facilities as advertised.
  • DAY PASS - use of fitness suite/class for a single entry.

Active Lifestyle ‘Community’ and ‘Concession’ Memberships

  • Standing order/Monthly/Annual Membership - includes unlimited access to the fitness suite and Group Exercise (excluding Active sessions).
  • DAY PASS - use of fitness suite/class for one time only.

5.1 Members must also comply with the Terms and Conditions, which are available online

5.2 Particular attention is drawn to Point 6.1 of the User conditions: The College reserves the right to require any User to leave the Centre and any other part of its premises, to refuse access, impose further conditions on access, and suspend or terminate Membership, if the User behaves in an aggressive or harassing manner towards its staff or other users, or behaves in any other way deemed unacceptable.

6.1 The fees for Membership are detailed on the Website.

6.2 If a Member does not make full payment at the time of acceptance of this Agreement the College may suspend or terminate Membership. 

6.3 The College may automatically increase the Annual Fee by up to 5%. 

6.4 If there is to be an increase in the Annual Fee, the College will give Members notice of that increase through email. If the increase is to be more than 5%, Members may within 14 days of the College’s notice terminate their Membership. Notice must be sent using the online membership cancellation form

6.5 Monthly payments require the Member to make the first month’s payment at the time of enrolment.

6.6 For subsequent payments, monthly payments are due on the 5th of each month for standing orders and the 27th of each month for payroll memberships.

6.7 The College reserves the right to change the dates of payment due or to introduce or withdraw payment methods; a months’ notice will be given where there is any change.

7.1 Annual Membership shall continue for 1 year from the start date of the Membership. Active is term time only for students and there will be a reduced programme outside of term time for Staff members.

7.2 Monthly Membership shall continue for 31 days from the start of the Membership.

8.1 The College may terminate or suspend Membership if the Member breaches any terms of this Agreement or breaches any of User Conditions. 

8.2 Where (i) a College student finishes or permanently withdraws from their programme of study or (ii) a Member of College staff ceases employment with the College within 6 months from the date student/staff Member accepts the terms of this Agreement, a percentage of fee will be refunded. If it is within 3 months of acceptance 50% of the fee paid will be refunded. If between 4 and 6 months, 25% of the fee paid will be refunded. There will be no refund if the individual leaves more than 6 months after acceptance. 

8.3 To obtain a refund under 8.2 Members must complete the Membership cancellation form at least 2 weeks before their leaving. Confirmation of leaving may be required. 

8.4 Where a Member is given student or staff Membership that Membership shall immediately terminate if they cease to hold that same status as student or member of staff. 

8.5 Membership may not be frozen or temporarily suspended by the Member. 

9.1 Membership is personal to the Member. Members are not permitted to allow any other persons to use their Membership. In particular, others may not use Members’ cards to book Facilities or gain entry to the Centre. Members may have membership terminated if found to be contravening such rules.

10.1 Students will have their Membership recorded on their student card. Non students will be issued with a separate Membership card. 

10.2 A replacement student card can be obtained from the Student Services Desk. 

10.3 A replacement Membership card for non students is available from Reception desk at the cost of £5 administration fee. 

10.4 Members shall be bound by the additional Membership conditions (including any variations to those conditions) detailed on the Website. 

10.5 Students or staff will be required to provide proof of status. 

10.6 Members must use and carry about them at all times whilst using the Centre their Membership card.

10.7 Entry and use of the Facilities as a Member may be denied where a Member cannot produce their Membership card. 

10.8 Membership cards are individual to the Member concerned and must not be given or lent to any third parties. 

10.9 Users are responsible for the safe keeping of their Membership card.  

10.10 Pending any investigation regarding the suspected wrongful use of a Membership card, the right to use the Facilities may be temporarily suspended with immediate effect. 

11.1 To cancel a standing order membership, the Member must complete the membership cancellation form. It is the responsibility of the Member to cancel their standing order with their bank. The Member will not be issued a refund should the Member fail to stop these payments.

11.2 To cancel a payroll membership, the Member must complete the membership cancellation form. The Centre Manager will then cancel the deductions as requested. Requests must be sent prior to 10th of the month in order to be cancelled before the next payroll.

12.1 In order for the Centre to provide Members with access to the Facilities, Members must provide the Centre with the personal data requested on the membership form. The Centre processes personal data in accordance with the College’s Data Protection Policy and General Data Protection Regulations

12.2 Your personal data will be used by the Centre to provide you with Membership of the Centre and to contact you by telephone and email.

12.3 The Centre will only share your personal data with third parties where there is a legitimate need or obligation.

12.4 The Centre may use third party companies as data processors to carry out certain administrative functions on behalf of the Centre. If so, a written contract will be put in place to ensure that any personal data disclosed will be held in accordance with the General Data Protection Regulations and have appropriate security measures in place.

Health Commitment Statement

1. We will respect your personal decisions and allow you to make your own choices about what exercise you can carry out. However, we ask you to not exercise beyond what you consider to be your own abilities.

2. We will make every reasonable effort to make sure that our equipment and facilities are in a safe condition for you to use and enjoy.

3. We will take all reasonable steps to make sure that our staff are qualified to the fitness industry standards as set out by the Register of Exercise Professionals.

4. If you tell us that you have a disability which puts you at a substantial disadvantage in accessing our equipment and facilities, we will consider what adjustments, if any, can be reasonably made.

1. You should not exercise beyond your own abilities. If you know or are concerned that you have a medical condition which might interfere with you exercising safely, before you use our equipment and facilities you should get advice from a relevant medical professional and follow that advice.

2. You should make yourself aware of any rules and instructions, including warning notices. Exercise carries its own risks. You should not carry out any activities which you have been told are not suitable for you.

3. You should let us know immediately if you feel ill when using our equipment or facilities. Our staff members are not qualified doctors, but there will be a person available who has had first-aid training.

4. If you have a disability, you must follow any reasonable instructions to allow you to exercise safely

Privacy Policy

Royal Holloway and Bedford New College, also known as Royal Holloway, University of London, will act in accordance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 when controlling and processing your personal data.

 

This notice explains how we collect, use and share your personal data and your rights in relation to the processing of your data.

 

In this notice:

  • ‘personal data’ means any data which can identify you directly or indirectly (whether by itself or when combined with other data), regardless of the format or media on which the data are stored. This includes data that can identify you when combined with other data that is held separately (pseudonymous data) but does not include data that has been manipulated so that you can no longer be identified from it (anonymous data).
  • ‘processing’ means any activity relating to your personal data including collection, use, alteration, storage, disclosure and destruction.

The data the College collects includes:

  • Personal contact details
  • Emergency contact details
  • Payment card information or bank details
  • References for employment or scholarships

Special category data processed may include:

  • Age
  • Sex

You may provide us with personal data about other individuals, for example, staff & community member’s next of kin/emergency contact details. You should notify the relevant person that you are providing their contact details to the College and in what capacity (i.e. as your listed next of kin/emergency contact).

Provide details here for example:

  • When we receive your enquiry through our online forms
  • When you purchase a membership
  • When you complete an attendance form
  • When you contact us by any means with queries etc.
  • When you book to attend an event

We collect your data in order to process your membership, and/or book facilities, provide you with information on volunteering opportunities, to provide information and access to events.

For reference, the legal bases are as follows. I have left the examples in from the Staff data collection notice:

  • to perform a contract the College has entered into with you or take steps before entering into a contract with you at your request (for example, your membership contract or booking agreement)
  • to comply with the College’s legal obligations (for example, complying with employment and tax, immigration, health and safety and safeguarding laws, preventing and detecting crime, assisting the police and other authorities with their investigations)
  • where necessary for our legitimate interests or those of a third party provided your interests and rights do not override those interests (for example, providing data of users to National Governing Bodies or measuring the impact of our own services or wider participation reporting.)
  • to protect your vital interests or those of another person (for example, where we know or have reason to believe that you or another person may suffer harm)
  • to perform a public task in the public interest or in the Colleges official functions, and the task or function has a clear basis in law. 

In circumstances where you have a genuine choice as to whether we should process your personal data, we will ask you for your consent. The method used to obtain your consent will depend on the scope and context of the processing that we propose.

The College must only retain your personal data for as long as necessary to fulfil the purposes for which it was collected and to satisfy any legal, regulatory, accounting or reporting requirements.

Specified retention periods are applied to each category of personal data that we may process about you. In setting these retention periods, the College has taken into account:

  • the nature, sensitivity and volume of the personal data
  • the potential risk of harm to you arising from the College’s continued retention of the personal data
  • the purposes for which the College may process your personal data
  • whether the College is required to retain any personal data by law or in accordance with its legitimate interests

Your data will be kept in accordance with the College’s Records Retention Policy and Schedule.

The College has a comprehensive, image-only CCTV surveillance system across its campus. Cameras located on and within buildings are monitored by Security and Active lifestyle & sport, additional cameras located at the sports centre on the outdoor facilities are monitored by intelligent play. On occasions, Security staff will wear Body Worn Cameras in the course of their duties. These cameras record both images and sound, and data captured in this manner is processed in compliance with GDPR.

 

College uses ANPR (Automatic Number Plate Recognition) camera technology to manage, control and enforce parking on its sites. They are governed under guidelines from the Information Commissioner’s Office on the use of CCTV and ANPR Cameras and are operated by College’s Security team. In exceptional circumstances this information may be used as evidence in disciplinary cases.

Where the College uses third parties to process personal data on its behalf (acting as data processors), a written contract will be put in place to ensure that any personal data shared will be held in accordance with the requirements of data protection law and that such data processors have appropriate security measures in place in relation to your personal data.

This includes companies which provide such services as Sportsoft (Leisure Management System), Team Kinetic Volunteering, League Republic, WPM payment gateway, MailChimp and Royal Holloway’s Students’ Union

Parents, family members and guardians are considered to be third parties and your personal data will not be disclosed to such persons unless you have given your consent or the disclosure is otherwise made in accordance with data protection law.

Please note that in certain circumstances we may need to share your personal information with a regulator or to otherwise comply with the law.

Most personal data about you, including your personnel membership file, will be stored on servers within the UK or elsewhere within the European Economic Area (EEA).

 

On occasion it may be necessary for the College to transfer your personal data outside of the European Economic Area (EEA). This will only take place in circumstances where there are appropriate and adequate safeguards in place which incorporate appropriate assurances to ensure the security of the information and compliance with legislative and regulatory requirements.

The College has put in place appropriate technical and organisational security measures to prevent your personal data from being accidentally lost, used or accessed in any unauthorised way or altered or disclosed. In addition, the College limits access to your personal data to the persons and organisations, including those described above, who have a lawful and/or legitimate need to access it.

The College has also put in place procedures to deal with any suspected personal data security breach and will notify you and any applicable regulator of a suspected breach where legally required to do so.

You have a number of rights in relation to the processing of your personal data by the College:

  • Access: You have the right to request access to and be provided with a copy of the personal data held about you together with certain information about the processing of such personal data to check that the College is processing it lawfully and fairly.
  • Correction: You have the right to request correction of any inaccurate or incomplete personal data held about you.
  • Deletion: You have the right to request erasure of any personal data held about you where there is no good reason for the College to continue processing it or where you have exercised your right to object to the processing of your personal data.
  • Restriction: You have the right to request restriction of how the College processes your personal data; for example, to confirm its accuracy or the College’s reasons for holding it or as an alternative to its erasure.
  • Objection: You have the right to object to the College’s processing of any personal data which is based on the legitimate interests of the College or those of a third party based on your particular circumstances. You also have the right to object to the College processing your personal data for direct marketing purposes.
  • Portability: You have the right to receive or request that the College transfers a copy of your personal data in an electronic format where the basis of the College processing such personal data is your consent or the performance of a contract, and the information is processed by automated means.
  • Complaints: You have the right to complain to the Information Commissioner’s Office (ICO) in relation to how the College processes your personal data. Our registration number with the Information Commissioner’s Office is Z7056965.

The College may be entitled to refuse any request in certain circumstances and where this is the case, you will be notified accordingly.

Where the lawful ground relied upon by the College to process any of your personal data is your consent, you have the right to withdraw such consent at any time without having to give any reason. However, if you do so, the College may not be able to provide some or all of its services to you or the provision of those services may be affected.

You will not have to pay any fee to exercise any of the above rights, though the College may charge a reasonable fee or refuse to comply with your request if any request is clearly unfounded or excessive. Where this is the case, you will be notified accordingly.

To protect the confidentiality of your personal data the College may ask you to verify your identity before fulfilling any request in relation to your personal data.

The College may update this notice at any time and may provide you with further notices on specific occasions where we collect and process personal data about you. You should check this notice regularly to take notice of any changes.  Where any change affects your rights and interests, we will make sure we bring this to your attention and clearly explain what this means for you.

If you have any questions or comments regarding this notice or you wish to exercise any of your rights you should contact our Data Protection Officer by email at dataprotection@royalholloway.ac.uk.

You also have the right to complain to the Information Commissioner’s Office and you can find more information on their website – www.ico.org.uk

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