1.0 Miscellaneous Terms

1.1 Members must be 16 or older, unless enrolled on a family membership where an adult must be present at all times. To use the spa pool users must be over the age of 16.

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

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

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

1.5 There may be occasions due to health and safety or accidents and emergencies, where we may have to close all or part of our centre that you have membership for or access to. We will endeavour to advice you in advance where possible via means of communication we see fit. 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 any failure to perform any of our obligations under this agreement which is caused by any events that are 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. We strongly advice that all members complete an induction to the gym and you should ask for one if you are not offered one. If you are not sure how to use any equipment, always ask a member of staff.

1.8 Belongings must not be kept in lockers overnight. We have the rights to remove belongings and padlocks once the centre is closed. We will keep belongings for a maximum of two weeks, if not claimed or collected it will go to charity.

1.9 Your membership is personal and should not be shared with anyone else. Anyone caught allowing friends access into areas not allowed, your membership will be suspended.

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

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

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

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

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

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

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

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

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

1.19 Please be aware that we have select times and days allocated for disabled users to use the spa pool as sensory sessions. Please enquire at reception for more information.

1.20 We reserve the right to make amendments to our terms and conditions as we see fit, we will notify you with sufficient notice in the way we deem most appropriate.

2.0 Opening Times

2.1 Our centre opening times are as follows;

Monday-Friday 06:30-22:00
Saturday 08:30-18:00
Sunday 08:30-16:00

2.2 We reserve the right to change our opening hours as we see fit, we will notify you of any changes made with sufficient notice. This includes bank holidays.

2.3 During college term time Monday-Friday, access to racquet sports and the climbing room are not available to be used until after 5pm.

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

3.0 Parking

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

3.2 A Deans parking permit must be displayed in all car windows if parking in the Knights car park. These can be purchased with a refundable £5 deposit at Dean’s reception. The £5 deposit will be refunded once the parking permit has been returned in good condition. The parking permit should only be returned once parking is no longer required. All pay as you go customers must sign in with their car registration at Dean’s reception if a parking permit is not required.

3.3 Parking is available during the following times only;

Monday-Friday 06:30-08:00 & 17:00-22:00
Saturday 08:30-18:00
Sunday 08:30-16:00

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 locked in and unable to return to their car 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.

3.6 Should there be no parking spaces available in Knights car park; alternative parking permits can be purchased at Deans Reception for City of Lincoln car parks, closest to Deans is Broadgate carpark. Deans Sport and Leisure cannot take responsibility should alternative parking have to be arranged or for misuse of parking permits, resulting in tickets being issued.

3.7 Any cars not parked in a designated parking bays could result in a ticket being issued.

3.8 All other parking facilities on the college campus should not be parked in; these are all owned by external parking officers.

4.0 Cancellations

4.1 One full calendar months’ notice is required in writing to cancel monthly direct debit memberships. This should state your full name and reason for cancelling, either via email at enquiries@deans.lincolncollege.ac.uk or by filling in a cancellation form at Dean’s reception.

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 receive remaining duration of membership refunded with one months’ notice under the following conditions;

– Serious Illness/Injury
– Relocation (within 15 miles – if the address that was given upon first initial sign up is greater than 15 miles away from Deans, then membership will only be refunded if relocation is within 20 miles)

Full evidence is required with sufficient notice. Please note we will not back date cancellations and will only cancel memberships in accordance with the conditions above once proof and written notice is received.

4.4 If you are on a joint membership, should one adult cancel their membership the other adult would be subject to pay the appropriate single membership fee, and the child subject to pay as you go options. The single membership fee will be added onto your account automatically. We will always try and notify you where possible.

4.5 Please note we do not allow cancellations or refunds for any membership paid in full at a discounted rate or on a special offer.

4.6 We will confirm receipt of your cancellation request. This could be in response to your email or a receipt from reception will be given, depending on how you initially inform us of your cancellation. Should you not receive either of these, it is your responsibility to inform us of this.

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

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

5.0 Freezes

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

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

5.3 One full calendar months’ notice is required in writing to process a freeze. This can be sent via email or complete a freeze form at Deans reception. 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 the additional time. A refund will not be issued. If on a discounted offer where the membership was paid in full, you can only freeze your membership due to medical reasons, evidence is required, and one full calendar months’ notice should be given.

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 you upgrade or downgrade your membership, this must be done in writing.

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 paid in full 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, even if the booking is part of your membership.

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

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

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

7.7 Should your booking require use of hired equipment such as footballs, rackets, balls or bibs, this 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 to replacing or repairing the equipment.

8.0 Financial Commitments

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

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

8.3 If membership arrears have not been paid within one month, we will pass your details on to an external debt collection company to recover the outstanding amounts.

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. It is your responsibility to keep track of your own membership end date.

9.0 Deans Teens Membership

9.1 All the above Terms and Conditions still apply to this membership

9.2 Deans Teens membership is available for those ages 11 to 15 only. Proof of age will be required when applying for a Deans Teens membership.

9.3 Deans Teens membership is only available to purchase when linked to an adult active membership.

9.4 We reserve the right to amend the programme and access to the facilities at any time. We will aim to provide sufficient notice should this occur.

9.5 The membership will automatically cancel once the teen turns 16. An adult membership can be purchased if required.

9.6 The teen wanting to use the bouldering wall or the fitness suite must have completed an induction with their parent/guardian present.

9.7 Deans Teens must be supervised at all times whilst using the fitness suite or bouldering room. The supervision must be by an adult who has also had an induction in these areas.

9.8 Deans Teens are not to use the free weight areas within the fitness suite; this includes use of dumbbells, kettlebells, barbells or any other weight lifting equipment. An induction will be provided to give you full guidance on using the cardiovascular equipment.

9.9 Membership is to be paid by a parent/guardian to the teen through direct debit. The parent/guardian must give their consent to the membership by signing the terms and conditions on behalf of the teen. The adult will be responsible for any breach of contract within the terms and conditions.

9.10 The teen will be denied access to the centre if a parent/guardian is not present. If a teen is found using the centre without an adult supervising, we reserve the right to automatically cancel both the teen membership and the supervising adult membership due to the breach of the contract and breaking health and safety regulations.

10.0 Additional January Offer 2018 Terms

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

10.2 If you opt to join on the Direct Debit January offer this is a 12 month contract. There is not an option to cancel your membership at any time. You are able to freeze your membership with sufficient notice as per the annual membership terms above in 5.0. Should you cancel your direct debit, necessary legal action will be taken to collect any outstanding payments.

10.3 The Direct Debit option will continue as a rolling contract on Bronze Gym only after the initial 12 months, unless you tell us otherwise. You have the option to change your membership choice after the initial 12 months with one full calendar months’ notice as per the terms in 6.0.

10.4 Should you wish to cancel your direct debit annual membership before the end of your contract, you can do this by paying the remaining amount of membership fees left on your account. Written notice is required and memberships can be cancelled immediately once full payment has been received. If we receive your cancellation notice after the 20th of the month, one final direct debit membership will be taken from your account, however this amount can be taken off the total fees to be paid in full.

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

10.6 Staff annual memberships are for staff of Lincoln College, Gainsborough and Newark College only. Plus one offers are valid for a non member joining with a staff member under the offer only. This does not allow two staff members to join on one offer.

 

11.0 General Data Protection Regulations

11.1 At Deans Sport and Leisure, we are committed to protecting your personal information and confidentiality and we take all reasonable measures to ensure the confidentiality and security of personal data for which we are responsible, whether computerised or on paper.

Our policy complies with UK law accordingly implemented, including that required by the EU General Data Protection Regulation (GDPR).

This Privacy policy covers personal information we collect, hold and process from visitors, users, customers and patients through our Website and in person in our facility.

Topics:

Deans Sport and Leisure’s legal basis for processing your data.

What information do we collect about you?

How will we use the information about you?

Who may we share you information with and why?

Your rights as a data subject.

Changes to our privacy policy

How to contact us

DEANS SPORT AND LEISURE’S LEGAL BASIS FOR PROCESSING YOUR DATA

Deans will obtain your consent as the legal basis for us to collect your personal information to send you marketing communications relating to our business which we think may be of interest to you.

Deans legal basis for the processing of your personal and sensitive information is to allow us to fulfil or take steps to fulfil any contractual obligation to you. In addition to this, Deans can lawfully process special category data such as information about your physical health, provided by you, in order to provide you with the appropriate advice.

WHAT INFORMATION DO WE COLLECT ABOUT YOU? 

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

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

Website usage information is collected using cookies.

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

HOW WILL WE USE THE INFORMATION ABOUT YOU? 

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

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

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

WHO MAY WE SHARE YOUR INFORMATION WITH AND WHY?

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

YOUR RIGHTS AS A DATA SUBJECT

You have the right to request a copy of the information that we hold about you. You have the right for your details to be forgotten (right to erasure) for the sole purpose of processing for marketing communications. If you would like a copy, 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.

DATA RETENTION PERIODS

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

Type of Record Retention Period Notes
Non Members 6 Years Records of customers who have made an enquiry, either through Deans Website, Third Parties or by phone.
Direct Debit Members 7 Years

CHANGES TO OUR PRIVACY POLICY

We keep our privacy policy under regular review and we will keep you updated on any changes. This privacy policy was last updated on 25 April 2018.

HOW TO CONTACT US

Please contact us if you have any questions about our privacy policy or information we hold about you:

By email to enquiries@deans.lincolncollege.ac.uk

Or call 01522876373