UTOPIA GYMNASTICS Membership Terms & Conditions Utopia Active / Utopia Gymnastics Email: info@utopiaactive.co.uk Website: www.utopiaactive.co.uk In these Terms & Conditions, “Utopia”, “we”, “us” and “our” refer to Utopia Gymnastics. “You” refers to the parent, guardian or adult responsible for the membership and payments. “Member” refers to the child or adult participating in gymnastics sessions. PRINCIPAL TERMS 1. The Agreement This agreement is between you and Utopia Gymnastics and relates to the Member's participation in classes and associated membership. By completing our registration/sign-up process and accepting these Terms & Conditions, you agree to be bound by them. 2. Cooling-Off Period Where you enter into this agreement online or away from our premises, you may have a statutory right to cancel within 14 days of entering into the agreement. To exercise this right, you must contact us by email at info@utopiaactive.co.uk. Where gymnastics sessions or other services have already been provided at your request during the cooling-off period, we reserve the right to deduct the reasonable cost of the services already provided from any refund due. Your statutory rights are not affected. 3. Membership Start Date Membership will commence from the agreed start date confirmed during the registration process. The Member's place within a class is subject to availability, completion of the required registration information and successful arrangement of payment. 4. Membership Entitlement Membership entitles the Member to attend the class or classes for which they are registered, subject to: payment of all applicable fees; compliance with these Terms & Conditions and Utopia's club rules; completion of all required registration and medical information; and any applicable governing body membership or insurance requirements. Membership does not guarantee progression to a particular class, squad, level, competition group or award. Progression will be determined by Utopia's coaching team based on factors including ability, readiness, safety, age and available spaces. FEES AND PAYMENTS 5. Membership Fees Membership fees are payable by Direct Debit or another payment method approved by Utopia. You are responsible for ensuring that payments are made when due and that sufficient funds are available. Fees remain payable regardless of non-attendance, holidays, illness or other personal circumstances unless otherwise agreed by Utopia or provided for within these Terms & Conditions. 6. Joining Fees and Annual Club Membership Where applicable, joining fees, registration fees and/or annual club membership fees will be payable in addition to monthly class fees. The current Utopia annual club membership fee is £25, unless otherwise notified. Annual club membership is separate from monthly class fees and may be collected alongside a regular Direct Debit payment. Any applicable fees will be communicated during registration or before they become payable. 7. Failed or Missed Payments If a Direct Debit or other payment is declined, returned unpaid or otherwise unsuccessful, we may contact you to request payment. Where payment remains outstanding, Utopia reserves the right to suspend the Member's participation in classes until the outstanding balance has been cleared. Persistent non-payment may result in the Member's place being cancelled. 8. Outstanding Debt Where amounts remain unpaid, we reserve the right to take reasonable steps to recover sums properly due under this agreement. Where appropriate and lawful, outstanding debts may be referred to a third-party debt collection provider. You may be responsible for reasonable and directly incurred recovery costs where permitted by law. 9. Changes to Details You must keep the information held by Utopia up to date, including: contact information; emergency contact details; payment information where applicable; relevant medical information; allergies; medication; and any other information relevant to the Member's safe participation. You must notify us promptly of any changes. ONGOING MEMBERSHIP AND CANCELLATION 10. Ongoing Membership Unless a fixed-term arrangement has specifically been agreed, membership will continue on a rolling monthly basis until cancelled in accordance with these Terms & Conditions. Monthly payments will continue automatically while membership remains active. 11. Changes to Membership Fees Utopia may amend membership fees from time to time. Where we increase regular membership fees, we will provide reasonable advance notice before the new fee takes effect. 12. Cancelling Membership Membership may be cancelled by contacting Utopia in writing by email at: info@utopiaactive.co.uk We require 30 days' notice of cancellation. Membership fees falling due during the notice period remain payable. Depending on the date on which notice is received and the date of the next scheduled Direct Debit, a further monthly payment may therefore be collected before the membership ends. Simply cancelling your Direct Debit with your bank does not constitute notice of cancellation to Utopia. You remain responsible for any membership fees properly due before the effective cancellation date. ILLNESS, INJURY AND EXCEPTIONAL CIRCUMSTANCES 13. Long-Term Illness or Injury Where the Member is unable to participate in gymnastics for a prolonged period because of illness, injury or another medical condition, please contact us as soon as possible. Utopia may agree to freeze or cancel membership depending upon the circumstances. We may request reasonable supporting evidence where necessary. 14. Membership Freezes Membership freezes are not automatically available. Where a freeze is agreed because of injury, illness or exceptional circumstances, Utopia will confirm: the start date of the freeze; the expected duration; whether any payments remain due; and the arrangements for returning to classes. A return to exactly the same class, coach, day or time cannot always be guaranteed following an extended freeze. 15. Exceptional Circumstances Where significant changes in personal circumstances mean that continuing membership would cause substantial difficulty, you may contact us to discuss your membership. Any exceptional cancellation or freeze will be considered reasonably on an individual basis. This does not affect your statutory rights. CLASSES, ATTENDANCE AND CANCELLATIONS 16. Non-Attendance Membership fees secure the Member's place within their allocated class rather than payment for individual attendance. Refunds or reductions will therefore not normally be provided where a Member misses a class due to: holidays; parties or social events; school commitments; minor illness; transport difficulties; or other personal circumstances. 17. Classes Cancelled by Utopia From time to time, it may be necessary for Utopia to cancel or amend sessions because of circumstances including staff availability, competitions, events, maintenance, adverse weather, excessive temperatures, safety concerns or circumstances outside our reasonable control. Utopia reserves the right to cancel up to 8% of scheduled sessions per annum without reducing monthly Direct Debit payments. Where appropriate and reasonably practicable, we may offer an alternative or make-up session. Where cancellations materially exceed this allowance, Utopia will consider an appropriate remedy taking into account the circumstances and your statutory rights. 18. Timetable and Coaching Changes Utopia may make reasonable changes to: class times; coaches; class structures; training groups; venues; timetables; and session arrangements. Where a significant change affects a Member's regular class, we will provide reasonable notice wherever practicable. 19. Class Progression Gymnastics progression varies between individuals. Movement between classes or levels will be determined by the coaching team and may take into account: skill level; strength and flexibility; confidence; consistency; safety; maturity; attendance; behaviour; coach assessment; and available spaces. Participation does not guarantee progression within a particular timeframe. MEMBER SAFETY AND CONDUCT 20. Medical Information You are responsible for informing Utopia of any medical condition, injury, allergy, additional need or other relevant information that may affect the Member's participation. If a Member has a medical condition that may affect participation, please speak to a coach before or at their first session and update us if circumstances change. 21. Fitness to Participate You must not knowingly allow a Member to participate where they are medically unfit to do so or where participation may create an unreasonable risk to themselves or others. Coaches may prevent or stop a Member from participating where they reasonably believe it would be unsafe for them to continue. 22. Club Rules and Behaviour Members, parents, guardians and visitors must comply with Utopia's reasonable club rules, safeguarding procedures and health and safety requirements. We expect everyone attending Utopia to treat: coaches; staff; other Members; parents and guardians; and visitors with respect. Abusive, threatening, discriminatory, dangerous or persistently disruptive behaviour will not be accepted. 23. Removal or Suspension from Classes Utopia reserves the right to suspend or terminate membership where there is a serious or repeated breach of club rules or where behaviour presents a safety or safeguarding concern. Where reasonably practicable, concerns will be discussed with the parent/guardian before membership is terminated, except where immediate action is required for safeguarding or safety reasons. PARENTS AND GUARDIANS 24. Arrival and Collection Parents and guardians are responsible for ensuring Members arrive and are collected in accordance with Utopia's current drop-off and collection procedures. Children must not be left at the premises significantly before their scheduled session unless prior arrangements have been made. Parents/guardians must ensure children are collected promptly at the end of their session. 25. Late Arrival Late arrival may result in a Member being unable to participate in some or all of the session where the coach considers that joining late would be unsafe or disruptive. 26. Personal Belongings Utopia cannot accept responsibility for loss of or damage to personal belongings unless caused by our negligence. Members should avoid bringing valuable items to training. MEMBERSHIP AND GOVERNING BODY REQUIREMENTS 27. Required Memberships Where applicable, Members must maintain any membership, registration or insurance required by Utopia or the relevant governing body in order to participate. Where such membership is mandatory and is not completed or renewed, the Member may be unable to participate until the requirement has been satisfied. GENERAL TERMS 28. Changes to These Terms We may make reasonable changes to these Terms & Conditions, club rules or operational procedures. Where a change materially affects your membership, we will provide reasonable advance notice. 29. Failure to Enforce If we do not immediately enforce any provision of these Terms & Conditions, this does not prevent us from enforcing it at a later date. 30. Transfer of Membership Membership relates specifically to the registered Member and cannot normally be transferred to another person. Any exception must be expressly agreed by Utopia. 31. Liability Nothing in these Terms & Conditions excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence. Participation in gymnastics involves an inherent risk of injury. Utopia will take reasonable steps to provide appropriate coaching, equipment and facilities and to manage foreseeable risks. 32. Photography and Video Photography and video recording must comply with Utopia's safeguarding and photography policies. Where Utopia wishes to use photographs or video of a Member for promotional purposes, appropriate consent will be obtained and/or managed in accordance with our current consent procedures. 33. Data Protection Personal information will be processed in accordance with applicable UK data protection legislation and Utopia's privacy procedures. Information may be shared where reasonably necessary for safeguarding, insurance, governing body requirements, payment administration or where required by law. 34. Disputes and Complaints If you have a concern or complaint, please contact Utopia in the first instance so that we have an opportunity to investigate and resolve the matter. Contact: info@utopiaactive.co.uk Nothing in these Terms & Conditions affects your statutory rights. 35. Governing Law These Terms & Conditions are governed by the applicable laws of the United Kingdom. Nothing in this clause removes any rights you may have as a consumer regarding the appropriate jurisdiction in which proceedings may be brought. 36. Severability If any part of these Terms & Conditions is found by a court or competent authority to be invalid or unenforceable, the remaining provisions will continue to apply. 37. Termination by Utopia Utopia may terminate membership where: membership fees remain unpaid; there is a serious or persistent breach of club rules; behaviour creates a safeguarding or safety concern; abusive or threatening behaviour is directed towards staff, Members or other families; false or materially misleading information has been provided; or continuing the membership is otherwise reasonably considered inappropriate for safety or safeguarding reasons. Where membership is terminated by Utopia, no further monthly membership fees will become payable after the effective termination date, other than sums already properly due. ACCEPTANCE By completing registration and/or continuing membership with Utopia Gymnastics, you confirm that you have read and agree to these Terms & Conditions and that the information supplied in relation to the Member is accurate and complete. Last updated: August 2026