Department of Sport and Recreation Terms and Conditions

The University of Portsmouth Department of Sport and Recreation wants its members to enjoy and make the most of its sport facilities. To ensure you know your rights and responsibilities when using the sport facilities it is important that you read and understand this Agreement.

1. Definitions

Block/Contractual Booking: A series of bookings of UOP sports facilities at regular days/times.

Centre Manager: The University Sport and Recreation Department Manager/Head of Sport

Core opening times: 32 weeks of the year where our opening hours are Monday – Friday 7am – 10pm and Saturday – Sunday 8.30am – 6pm, specific core dates can be found on our website.

Department of Sport and Recreation: The University Sport and Recreation Department operates from the centres locations on University premises being St. Paul’s Gym, Spinnaker Sports Centre, and Langstone Sports Site.

Duty Supervisor: The University Sport and Recreation manager on duty at the relevant location.

Email: sport@port.ac.uk

External Facilities: Facilities in the local community that are used by members as part of their Sport and Recreation membership.

Facilities: The premises, equipment and other facilities of the Sport and Recreation Department.

Guest: A user that attends a booking with the member or person making the booking.

Gym Induction: A face to face induction into the gym delivered by a qualified member of staff employed by the University of Portsmouth Department of Sport and Recreation.

Members: A user who has a valid membership of the centre by currently paying an annual, bi-annual, monthly, or a special offer fee for use of some or all of the facilities.

Non-Core opening times: 20 weeks of the year where our opening hours are Monday – Friday 7.30am – 9pm and Saturday – Sunday 8.30am – 1.30pm (St. Paul’s and Langstone only), specific non core dates can be found on our website.

Non-members: A user who does not have a valid membership but still uses some or all our facilities or Services.

Off-peak times: A period during the day that’s considered quieter and lower charges and fees may apply where applicable. Our opening hours during the Non-Core seasons are considered Off-peak.

  • Indoor facilities: Monday - Friday 07.00 - 12.00 and 14.00 - 17:00, and all day Saturday - Sunday
  • Outdoor facilities: Monday - Friday 07.00 - 17.00

Peak times: A period during the day that’s considered popular and higher charges and fees may apply where applicable. Peak times only apply during our Core seasons.

  • Indoor facilities: 12.00-14.00 and 17.00-20.00
  • Outdoor facilities: Monday-Friday 17.00- 22.00, and Saturday - Sunday 08.30-18.00

Session: A booking for use of facilities at one time and for the duration of a booking.

Sports Staff: Any person or persons which obtain an employment contract for the Department of Sport and Recreation.

UOP: The University of Portsmouth

User: Any person who uses our facilities for any service we have on offer.

Website: https://sport.port.ac.uk

2. Principle Terms

2.1 You agree to comply with these Terms and Conditions and the Rules and Regulation. These are available on our website and or upon request. The Rules and Regulations relate to opening hours, use of the facilities and your conduct. We may make any reasonable changes to these rules at any time provided we give you advance notice of the change by emailing you and displaying the rules on notice-boards. If we make a significant permanent change to the opening hours or facilities available you may cancel your agreement with effect from the date of the change. You must give notice of cancellation within one month of publication of the change. We will refund to you any fees paid for the period since the change was in force.

2.2 For sport club members it is your responsibility to ensure that you comply at all times with the disciplinary policy outlined by the Department of Sport and Recreation. You can access the policy here.

2.2 We may assign the benefit of this agreement and our rights thereunder to a third party on notice to you.

2.3 You agree to advise us immediately of any change to the details you have provided us on the membership or contract form.

2.4 This Agreement is governed by English Law.

2.5 In the event that a single term, condition or rule of membership is found to be unenforceable, all other terms, conditions and rules shall remain unaffected.

2.6 When applying for a membership, completion of a membership form and proof of status will be required.

2.7 This Agreement commences once you have agreed with it in the sign-up process of the membership form or a signed contract has been received.

2.8 It is your responsibility to ensure that you, and any of your guests, comply at all times with the University of Portsmouth Department of Sport and Recreation terms, conditions, rules and regulation.

2.9 Sport Club members are responsible for their behaviour when representing the sports club, as they are considered to be representing the University. You can find the Code of Conduct here.

2.10 You are entitled to all the rights and privileges for the contract type chosen.

Contract Types: Health and Fitness Membership

  • Digital
    • Fixed
    • Flex
  • Complete
    • Fixed
    • Flex

Staff Deduction Scheme

Sport Club Membership

  • Play
    • Flex
  • Train
    • Fixed
  • Compete
    • Fixed

Block Bookings

2.10.1 Different Contract Types entitle members to different benefits. These are set out in full in the schedule below, for the avoidance of doubt, the remainder of the Terms and Conditions will apply to all contract types:

Schedule to the Agreement

1. Health and Fitness Membership

 Contract sub-type  Benefits Access Rights 
 Digital Fixed
 Digital Flex
  • Live-Streaming Classes
  • On-demand Classes
  • Online Fitness Plans
  • Member rates for a selection of activities
  • Member rates for Personal Trainer, Personal Programmes, chargeable Workshop and Courses. 
No access rights to the gym, studios or outdoor facilities unless a non-member rate fee has been paid exclusive of the member rates stated in the benefits column, dependant on availability
Access rights to our website and app tools  
 Complete Fixed
 Complete Flex
  • Live-Streaming Classes
  • On-demand Classes
  • Online Fitness Plans
  • Unlimited use of the gym
  • Unlimited use of classes
  • Unlimited use of Les Mills Virtual classes
  • Unlimited use of table tennis and outdoor tennis
  • Member rates for a selection of activities
  • Member rates for Personal Trainer, Personal Programmes, chargeable Workshop and Courses.
Access to all facilities dependant on availability
Access rights to our website and app tools 

2. Staff Deduction Scheme

 Contract sub-type  Benefits  Access
 Equivalent to a Compete Flex membership
  • Live-Streaming Classes
  • On-demand Classes
  • Online Fitness Plans
  • Unlimited use of the gym
  • Unlimited use of classes
  • Unlimited use of Les Mills Virtual classes
  • Unlimited use of table tennis and outdoor tennis
  • Member rates for a selection of activities
  • Member rates for Personal Trainer, Personal Programmes, chargeable Workshop and Courses.
Access to all facilities dependant on available booking slots
Access rights to our website and app tools  

3. Sport Club Membership

 Contract sub-type  Benefits   Access Rights
 Play Flex
Train Fixed
Compete Fixed
  •  Use of UOP sports facilities for various sporting activities.
 No user access to any area not booked.

4. Block Bookings

 Benefits  Access Rights
  •  Use of UOP sports facilities for various sporting activities.
 No user access to any area not booked.

2.11 All members wishing to access the gym facilities are required to complete a Gym Induction or state that you are a competent gym user, prior to using the University gym facilities. By selecting ‘Competent’ you are confirming that you are an experienced gym user and have expressed your unwillingness to undertake a gym induction. In these circumstances, Sport and Recreation will allow you to use the gym facilities, providing you agree to seek advice from a member of staff if you are in any way unfamiliar with any particular piece of equipment or type of exercise.

2.12 A sport club membership does not guarantee you a place in the team or squad. Team selection is made either by the team coach or the club committee. This differs per club.

2.13 Your membership does not guarantee access to our facilities and services. You must reserve your place in advance by booking via our website, mobile app, visiting one of our sites or telephone on 023 9284 5555.

3. Fees and Charges

3.1 The member shall pay the University’s standard charges for membership. The member will also pay any such charges and penalties which are set out in the terms, conditions, rules and regulations. All relevant charges are set out on the University’s website.

3.2 Use of the Sport and Recreation services, relative to your membership will be withheld while a debt remains on a members account.

3.3 For corporate memberships the company shall pay the University’s corporate charges for gym membership. The individual member or officer of the company will then pay any such charges and penalties which are set out in the terms, conditions, rules and regulations. All relevant charges are set out on the University’s website.

3.4 The signed contract must be accompanied by the first periodic subscription.

3.5 For Block Bookings a signed contract must be returned before the booking is confirmed.

3.5.1 UOP reserves the right to ask for bankers and/or other references and may require an initial deposit and/or full payment in advance. No booking will be taken or accepted whilst previous accounts are outstanding.

3.5.2 Invoices are to be paid in full within 30 days.

3.5.3 For Annual invoice customers, an annual invoice will be raised for pre-booked (or estimated) annual usage. Invoices are to be paid in full within 30 days. Alternatively a 9 monthly instalment plan, to be paid by Direct Debit may be requested by contacting income@port.ac.uk.

3.6 Where you choose to pay by direct debit you will pay monthly instalments. Debit Finance Collections PLC (DFC) will collect the instalments on behalf of the University. Your monthly direct debit is due on the 1st, 8th, 15th or 22nd day of each month depending on the date you select. A pro rata payment will be required depending on your joining date. This is calculated by the number of days between the date of joining and your first scheduled direct debit payment date.

3.6.1 For the avoidance of doubt, you are obligated to make every monthly payment regardless of non-attendance, whatever the reason for non-attendance might be, except during suspension of membership by agreement with the University in accordance with clause 5.4 below.

3.6.2 By choosing a direct debit payment option you also agree to comply wholly with the terms and conditions set out by Debit Finance Collection PLC (DFC). You’ll gain access to the terms and conditions during the sign-up process. For further information please contact DFC directly via info@debitfinance.co.uk or 01908 422000.

3.6.3 It is your responsibility to monitor your bank account activities. Cancelling a direct debit via your bank does not terminate your contract and by doing so will incur penalty and backdated fees.

3.7 Use of the UOP gym and all related services will be withheld while a debt remains on a members account.

3.8 When enrolling on to the Staff Deduction Scheme you confirm that you are a fixed term/permanent contracted member of staff at the University of Portsmouth and agree to abide by the University’s regulations for using the Sports Facilities.

3.8.1 As part of a staff deduction membership you authorise the monthly deduction of the published charges for membership to Sport and Recreation, directly from your net salary for a minimum of 6 months, and then on a rolling basis until you decide to cancel. The agreement commences once the member has signed the membership form either online or via the University’s app.

3.8.2 The first payment to be deducted from your net salary will be dependent upon the Payroll Deadline each month. If the agreement commences prior to the payroll deadline of the current pay period month, you will pay two payments the following month.

3.9 Members are entitled to use all facilities at Sport and Recreation subject to availability (in accordance with clause 2.13). The cost of activities will vary depending upon the membership category and price level, details of which can be found in the Guide to Services on the Sport and Recreation website.

3.10 Peak operational times will incur a larger cost for an activity. At both St Paul’s and Spinnaker sports centres, our peak times are between 12.00-14.00 and 17.00-20.00 weekdays during term time. At Langstone our peak times are Monday-Friday 17:00- 22:00, and between 08:30-18:00 weekends during term time hours. All other times are considered off- peak.

3.11 The University reserves the right to amend its prices from time to time.

4. Freezing your membership

4.1 The freezing or suspension of memberships is at the manager’s discretion and will only be considered in the event of illness or injury, or in accordance to our Fitness to Play statement (sports club members only).

5. Terminating your Membership

5.1 As a consumer, you are entitled to a fourteen 14 days’ cooling-off period during which you can cancel your membership without charge and obtain a full refund for any services paid for and not used. The 14 day period runs from the date on which your membership commences. After this time, you can only apply for a refund if one or more of the following terms and conditions apply.

5.2 If a member is an officer, employee or student of the University, the member may terminate this Agreement if he or she ceases to be an employee, officer or student of the University on production of appropriate evidence of this.

5.3 A member may request to terminate the Agreement if he/she suffers an injury or medical conditions which substantially impacts on the member’s ability to use the gymnasium facilities. Any termination in accordance with this clause will be at the University’s sole discretion. The University reserves the right to request appropriate evidence of injury or illness.

5.4 The University may terminate this Agreement with immediate effect if, in the reasonable opinion of the University, a member causes serious or repeated annoyance, or nuisance to any University staff, other member or guest, brings the character of the University into disrepute or fails to abide by the terms, conditions, rules and regulations of this agreement.

5.5 For direct debit memberships you will need to give us 10 working days notice of your intention to cancel your direct debit at the end of your minimum membership period.

5.6 For staff deduction members, after the initial six month contract, staff deduction memberships can be terminated upon request in line with each month. To terminate your membership please contact staffdeduction@port.ac.uk. If the cancellation agreement is made after the payroll deadline of the current pay period, you will receive a refund the following month.

5.7 For corporate memberships please refer to your company's administrator for details on ending your membership.

6. Non members

6.1 Non-members can book courts and take part in any activity providing they have paid the appropriate fee, read the Health Commitment Statement and agreed to its terms. This is displayed at all sites and should be read by all non-members at reception when they book in for their court, class or a gym session.

6.2 All non-members have to complete a membership form and a picture will be taken to allow future booking. Completing or signing a membership form does not entitle non-members to a membership contract. Non-members consent to the recording and use of their personal data in this manner and in line with the privacy policy available on the website.

6.3 Those using the gym (free weights, cardio, resistance and functional areas) must complete a Gym induction or state that they are a competent gym user, prior to using the University gym facilities. By selecting ‘Competent’ you are confirming that you are an experienced gym user and have expressed your unwillingness to undertake a gym induction. In these circumstances, Sport and Recreation will allow you to use the gym facilities, providing you agree to seek advice from a member of staff if you are in any way unfamiliar with any particular piece of equipment or type of exercise.

6.4 The University will allow you to use the facilities, provided that you seek advice from a member of staff if you are in any way unfamiliar with a particular piece of equipment or type of exercise. Furthermore you will undertake to consult staff on an ongoing basis in relation to the safe use of the gym facilities and equipment.

6.5 All Non-members must report to reception before playing any racket sport.

6.6 All Non-member bookings must be paid for at the time of booking.

6.7 It is your responsibility to ensure that you, as a non-member, comply at all times with the University of Portsmouth Department of Sport and Recreation terms, conditions, rules and regulations.

7. Membership Cards

7.1 Your membership is not transferable. Should another person use your card to gain access to the University facilities, the University reserves the right to terminate your membership without notice or refund.

7.2 All members must present their student, staff or membership card to gain access to the University facilities. Failure to present a student, staff or membership card upon arrival may result in you being denied access to the facilities.

8. Use of Facilities

8.1 All Members are entitled to use the Facilities during opening hours. The University does, however, reserve the right to close the Facility for any period of time when required for extreme weather conditions, staff training, tournaments, exhibitions or other activities, or in connection with any repair, alteration or other maintenance work. Advance notice of any closure periods will be given wherever possible.

8.2 Due to our commitment to improving the University sports facilities certain activities may be restricted when building work or the delivery of equipment is being carried out.

8.3 We are unable to refund memberships taken out for these individual activities but the department will endeavour to offer alternatives where possible.

8.4 No individual under the age of 16 years old may enter the gym, or use any of the equipment.

8.5 If the organiser or their servants, or subcontractors or agents, fail to vacate the University premises by the end of the agreed booking period, the University shall hold the organiser responsible for all additional costs or losses, including consequential losses.

8.6 The Astro Turf Pitch, 3G Pitch and MUGA lights at our outdoor facilities will be switched off at 10pm regardless of state of play due to planning application rules.

8.7 Sports club members who use external facilities as part of their membership will adhere to the external facilities’ terms, conditions, rules and regulations whilst undertaking an activity in addition to this agreement.

8.8 Gym@spin is a designated area in our facilities intended for functional exercises only. No other activities are permitted. Gym@Spin is available to members only.

8.8.1 Members are only allowed to use equipment that is already provided in the studio. Members must not enter our store rooms to collect and use other equipment.

8.8.2 If a member is in breach of clause 8.8 and 8.8.1 a member of staff is entitled to demand the member to vacate the facilities. In the event of the member refusing to leave, a member of staff is forced to notify the University of Portsmouth’s security department and the member must adhere to the terms, conditions, rules and regulations of the security department. Consequently, the University of Portsmouth Sport and Recreation Department reserves the right to bar the member and cancel the member’s membership in accordance with clause 5.4.

8.8.3 Due to our commitment to University student learning, Gym@spin availability is subject to change in relation to usage and booking requests.

8.9 The University of Portsmouth reserves the right to refuse entry to you if you show any signs or have any symptoms of a contagious infection deemed unsafe for you and others to use the sports facilities. We further reserve the right to request that you undertake temperature testing if appropriate.

9. Non Core and Exam periods

9.1 Non core opening times are as follows: 7.30am - 9.00pm Monday to Friday; 8.30am - 1.30pm at weekends (St Paul’s Sports Centre and Langstone Sports Site only). Non core dates can be found on our website.

9.2 Opening times and the availability of facilities and programmes may change during non core, University vacations and exam periods.

9.3 The fitness class timetable may reduce during non-core and exam periods.

9.4 The Department of Sport and Recreation reserves the right to cancel, suspend or change services at short notice where applicable.

9.5 During times throughout the year the University uses our Facilities for open days, gowning and exams, this is beyond Sport and Recreations control and services may experience disruption.

9.6 The Department of Sport and Recreation will close for one day each year for staff training, any such closures will be advertised with two weeks notice where possible.

10. Health, Safety and Physical Activity

10.1 Users will comply with the University of Portsmouth’s Health and Safety Policy.

10.2 Contractual bookings will be subject to completion of a satisfactory risk assessment where required by law or otherwise indicated by Sports Staff.

10.3 Users must check facilities before use and report any concerns immediately to Sports Staff.

10.4 Sport and Recreation reserve the right to refuse access to any Facility or area of a Facility if it is deemed to be unsafe or unsuitable for use. This includes where the recommended number of users for a Facility has been reached.

10.5 Notices and signs displayed around Sport and Recreation Facilities (indoor and outdoor) must be obeyed at all times. Notice boards and door sign holders will be updated with important information and should be regularly checked by all Members.

10.6 All accidents that occur on Sport and Recreation Facilities must be reported to a member of sports staff immediately by contacting reception.

10.7 Any vehicles parked in University of Portsmouth car parks, including all contents, are the owner’s responsibility and no liability will be accepted by the University. The University of Portsmouth does not in any way seek to limit or exclude its liability for death or personal injury caused by its negligence (or its liability for fraud).

10.8 Sports staff will not tolerate rude, abusive or inappropriate behaviour in-person or online and reserve the right to cancel a booking or refuse entry to the Facilities at short notice. In extreme cases University security staff may be called, and subsequently police, should staff feel threatened; and or intimidated by any individual/s behaviour or actions. Membership may be suspended or cancelled if deemed appropriate due to the actions of the Member.

10.9 No electrical equipment may be brought into any indoor facility without prior approval by the Centre Manager.

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

10.11 You should not take part in any physical activity for which you may not be fit. You are responsible for monitoring your own condition during physical activity in line with the Health Commitment Statement. If you develop any unusual symptoms you must stop the activity immediately and tell a member of staff.

10.12 Sport and Recreation will not be responsible for any harm that you suffer as a result of taking part in any activity unless it is caused by our negligence or our failure to take reasonable care.

10.13 Members must wear suitable sports clothing and footwear for the activity being undertaken (wearing sandals, flip flops or training in bare feet is not permitted).

10.14 If you suffer from a pre-existing medical condition, are pregnant or returning to exercise after a long break please seek advice from your GP before commencing an exercise programme or regime.

10.15 If a Member or user circumstances change at any time, they should consult Sports Staff immediately and, if required, be prepared to seek medical advice.

10.16 Users should read the Health Commitment Statement prior to partaking in any type of exercise. These are displayed at each reception area for you to read.

10.17 Sports club members are expected to abide by all Team UOP policies, which can be found on our website or upon request.

10.18 Users who suffer from epilepsy must be aware and cautious of the strobe lighting used in our Les Mills virtual classes.

10.19 An emergency button is provided in both studios and must be pushed in case of an emergency for members who exercise without an instructor in gym@spin or a virtual class.

11. Bookings and Activities

11.1 All Members must produce a valid membership card or quote a valid membership number when making a booking. The person booking the activity must be present for the duration of the booking and cannot book an activity on someone else’s behalf.

11.2 The person making the booking is required to ensure all guests have read the Health Commitment Statement and agreed to its terms, and paid any guest fees before playing.

11.3 Members may book an activity 7 days in advance. This is limited to the facilities/activities which they are entitled to use free of charge.

11.4 All classes / gym@spin have to be booked either online, via our mobile app, by telephone or in person 3 days in advance.

11.4.1 Each class / gym@spin has a limited number of available places.

11.4.2 If you are booked on a waiting list for classes, you will be contacted via email when a space becomes available. If you opt out of receiving marketing materials, you will not receive these emails.

11.4.3 The class timetable changes periodically throughout the year, in accordance with the University of Portsmouth Sport and Recreation Department operating calendar the number of classes will be reduced in our Non-Core period.

11.4.5 Throughout the year we offer free gym challenges which are designed to push your physical limits and monitor your fitness levels. Participation is at your own discretion and if you feel the challenge is within your physical capabilities. At any point you feel unwell or lightheaded, you must stop and notify the staff member during the challenge.

11.5 All bookings are dealt with on a first come first served basis.

11.6 Relevant memberships entitles the holder to free court hire for squash, table-tennis, tennis (outdoors) subject to court availability and when within their permitted membership-specific hours and subscription type. However all non-member guests must pay the appropriate entry/guest fee each time they visit.

11.6.1 Only one court can be booked at any one time and a maximum of two sessions.

11.6.2 We reserve the right to set a maximum number of people who can use any one sports hall court. This number can vary according to government guidelines or University of Portsmouth policies.

11.8 To guarantee entry to an activity, Members must book in advance, regardless of membership category.

11.9 Activities will be charged at the appropriate rate according to the time of entry/start time of the booking.

11.10 Non-members will be charged the Non-members rate at the time of booking (peak or off-peak depending on time of booking).

11.11 A £10 charge will apply in the event of a lost squash card.

11.12 Customers cannot use the sports hall or studios for sub letting purposes under any circumstances.

11.13 All club and event bookings are dealt with by the Sports Finance Administrators.

11.14 The person making the booking must state if they are going to use their activity booking for sub-letting purposes as normal bookings are restricted for leisure purposes only. Please check with the Sports Finance Administrators for the latest fees.

11.15 Sports hall bookings may be reduced to 55 minutes play due to equipment set up at the beginning of each session.

11.16 Payment must be made upon booking in order to secure your booking.

11.17 If any booked sessions are unpaid, a debt will appear on your account and online access will be restricted which will need to be repaid before future access is permitted.

11.18 For block bookings The University facilities are let on the basis of the booking details as described on the booking contract. For all information relating to the booking contract please contact:

Sports Finance Administrator
Tel: 02392 843915
Email: sportsbookings@port.ac.uk

12. Cancellation of Bookings

12.1 Considering guidelines advised by the government and the University of Portsmouth it is your duty to inform us and cancel your bookings if you show any signs or have any symptoms of a contagious infection deemed unsafe for you and others.

12.1.1 In the instance of you showing signs or experiencing symptoms associated with COVID-19 it is our duty to retain certain information in accordance with the NHS Track and Trace service and our privacy policy.

12.2 If you are unable to play on a badminton or table tennis court for your specified time you have booked, you must inform the Department of Sport and Recreation at least 1 hour before. Money cannot be refunded after this time.

12.3 For sports hall (whole or half) bookings, 24 hours’ notice should be provided to the Department of Sport and Recreation for monies to be refunded. Bookings can be moved providing 24 hours’ notice is provided.

12.4 If a member attempts to cancel a booked activity, they are able to do so online up until 2 hours before the start time. Within the 2 hour period members can only cancel by calling reception or in person.

12.5 The University of Portsmouth Sport and Recreation Department reserves the right to cancel or change a class to an alternative class at short notice for varying reasons.

12.5.1 The Department of Sport and Recreation will endeavour to make alternative arrangements for cancelled classes and may replace a live class with a virtual class. A live class programme can be viewed at sportportsmouth.co.uk/classes or through our mobile app.

12.5.2 If a member attempts to cancel a class they are able to do so online or via the app up until 1 hour before the start time. Within the 1 hour period The University of Portsmouth Sport and Recreation Department will treat this as a late cancellation and the following penalties will apply:

12.5.2.1 A one class no show will trigger an email sent from The University of Portsmouth Sport and Recreation Department as a warning and reminder of the booking rules due to capacity restrictions.

12.5.2.2 Two class no shows in a one week period will result in a one week restriction of booking any classes.

12.6 Members must give a minimum of 2 hours notice if they wish to cancel a personal training session or programme, failure to give 2 hours notice will result in the session being lost.

12.7 Any paid courses, workshops or classes within our facilities require a minimum of 2 people booked for the session to go ahead. If the minimum number is not reached 24 hours prior to the course,workshop or class, the customer will be issued a refund where applicable.

12.8 For block bookings The University of Portsmouth may cancel a block booking or single booking instance with at least 28 days’ notice if the University is rendered unable wholly, or in part, to carry out its obligations for any reason and will therefore be released from those obligations, which can no longer be fulfilled.

12.8.1 Up to 50% of the full booking fee may be charged where a booking is cancelled or the amount of facilities required are reduced by the organiser, within one month of the booking.

12.8.2 Full payment will be charged if a booking is cancelled by the organiser or the amount of facilities required are reduced as follows:

Within 24 hours of booking grass pitches.
Within 48 hours of booking all other facilities.

12.8.3 Our office hours are Monday to Friday 09:30 – 14:30. Any cancellations received out of office hours will be classed as having been received the next working day.

12.9 Individuals or organisations who repeatedly cancel bookings to the detriment of other users will be contacted by the University of Portsmouth. The University of Portsmouth reserves the right to take appropriate action.

13. Force majeure

13.1 If the University of Portsmouth is rendered unable wholly, or in part, to carry out its obligations by reason of force majeure, then the University will give notice and will therefore be released from those obligations, which can no longer be fulfilled. Force Majeure will be interpreted to include circumstances beyond the control of the University which includes the potential suspension of services as part of measures required as a result of the covid-19 pandemic.

13.2 In the event of an industrial dispute affecting the booking, the University of Portsmouth will do everything in its power for the convenience of the participants, but regrets it cannot accept responsibility for any difficulty, which may occur, or for the lack of a particular service.

13.3 All arrangements are made in good faith according to the dates of terms/University closures as published by the University, plus national Bank Holidays and facility maintenance as known at the time of booking.

14. Hiring of Equipment

14.1 All equipment hire requires appropriate payment.

14.2 A non-returnable fee applies for racket hire. Footballs, Basketballs, Netballs, and Volleyballs can be hired for bookings in return for a £5 refundable deposit.

14.3 Should any hired equipment not be returned, the Department of Sport and Recreation reserve the right to temporarily suspend service and reclaim any replacement costs against the lender.

14.4 Bank or credit cards and keys cannot be accepted as a deposit.

15. Insurance and Risk

15.1 The University of Portsmouth regrets that it cannot accept responsibility for loss or damage to the property of the organiser, staff or visitors, however caused.

15.2 The organiser must accept full responsibility for any damage to any University property or equipment, fair wear and tear excepted.

15.3 The University cannot accept responsibility for any losses or consequential losses suffered by the organiser as a result of cancellation of a booking or bookings for any reason.

15.4 Persons using the University’s premises or facilities do so at their own risk.

15.5 The organiser undertakes to indemnify the University against all loss, damage or liability arising from the booking.

15.6 Responsibility for insurance to cover losses, damage and other liability in connection with the booking and/or affecting participants rests with the organiser.

15.7 The University offers an additional personal accident insurance policy for members who are injured whilst representing student sports clubs. More information is available upon request.

15.8 When using our live stream or on demand services, it is your own responsibility to make sure that your area at home is safe and suitable for the activities that you are taking part in. It is your responsibility to ensure that you monitor your own fitness levels while taking part.

16. Limitation of Liability

16.1 We will compensate you for any loss or damage you may suffer if we fail to carry out our obligations under this Agreement or to a reasonable standard or breach any duties imposed on us by law (including if we cause death or personal injury to you by our negligence) unless the loss or damage is attributable to: your own fault or; a third party unconnected with our provision of services under this Agreement or; events which neither we nor our suppliers could have foreseen or forestalled even if we had taken all reasonable care.

16.2 Our liability to compensate you for any loss or damage (in the case of loss or damage other than death or personal injury) is limited to a reasonable amount having regard to such factors as whether the damage was due to a negligent act or omission by us.

16.3 Your right to change, suspend or transfer your membership is waived if you fail to make a payment in accordance with the terms set out in this Agreement and your account is in default. The University may, at its discretion, reinstate any of these rights in the event that your default is rectified to the University’s satisfaction.

16.4 As part of a sport club membership, members are covered under an Endsleigh Personal Accident Insurance Plan for Students (Elite Cover) Group Policy which covers members in the event of injury when representing the University either in club sessions or when competing. For full details of policy coverage and how to claim, please visit: sportportsmouth.co.uk/sportsclubinsurance.

16.4.1 Members must have paid, in full, any membership fee to a sports club, as outlined on the Sport and Recreation website, to be covered by the group policy as outlined in clause 16.4.

17. Variations

17.1 The University of Portsmouth Department of Sport and Recreation reserves the right to alter their terms, conditions, rules, regulations, the prices and the times or periods during which Members with a particular category of membership are allowed to use the Facilities without notice, other than by posting the terms, conditions, rules, regulations, revised prices, times or periods on the website.

17.2 The alterations or revisions will apply from the date of first posting on the website, except for prices, which will apply from the next renewal date.

IMPORTANT – USE OF YOUR INFORMATION
We will use your personal data to contact you regarding your membership and/or usage. We also use CCTV to monitor our premises for security purposes. You consent to having your photograph taken for identification via our membership database. By taking a membership with us you consent to the use of your personal data on a contractual basis in this manner. For more information on how we use your data please read our privacy policy.

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