Terms and Conditions

Department of Sport and Recreation Terms and Conditions

The University of Portsmouth Department of Sport and Recreation wants you, our members to enjoy and make the most of our 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

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 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. Policy available on request.

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

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

2.5 This Agreement is governed by English Law.

2.6 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.

2.7 When applying for a membership, completion of a membership form and proof of status will be required. Please refer to our website for status eligibility. Checks for eligibility will be made upon your first visit.

2.7.1 No under 16's are permitted to hold a membership. 

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

2.9 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.

2.10 Sport Club members are responsible for their behaviour when representing the sports club, as they are considered to be representing the University. The Team UOP code of conduct and disciplinary policies apply to all sports club members.

2.10.1 If your membership is cancelled or removed as a result of disciplinary action being taken against you due to poor behaviour or breaching the code of conduct you will be ineligible for a refund on any membership fees paid.

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

Contract Types:

i.   Health and Fitness Membership 

ii.  Sport Club Membership

iii. Block Bookings 

2.11.1 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:

1. Health and Fitness Membership 

1.1 Selected activity as part of membership agreement

2. Sport Club Membership

3. Block Bookings

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 +44 (0)23 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.

3.1.1 Proof of eligibility is required for certain membership types. This is to be presented to Sports Staff on your first visit or upon request. Copies may be recorded on your membership account. Eligibility documents may include, but are not limited to; student and staff cards, valid Government ID which includes a date of birth or address, documents regarding previous study or employment at the University.

3.1.2 A breakdown of membership eligibility is available on request to sport-sales@port.ac.uk.

3.1.3 If a member is found to hold a membership for which they are ineligible for, we reserve the right to cancel this membership and change it to the correct membership type. 

3.2 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 or termination of membership by agreement with the University in accordance with clauses 5 and 6.

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

3.4 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.

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

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

3.7 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 on the Sport and Recreation website.

3.8 Peak operational times will incur a larger cost for an activity. At Langstone Sports Site our peak times are Monday-Friday 5.00am-10.00pm, and between 8.30am-6.00pm weekends during our core term time hours. Langstone Sports Site’s non-core peak times are Monday-Friday 5.00am-9.00pm, and 8.30am-1.30pm on weekends. All other times are considered off- peak. 

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

3.10 Refunds will be processed by our finance department and may take up to 10 days to be received by your bank.

3.10.1 Refunds, if applicable, will only be made to the debit/credit card used for the original transaction. If, at the time of the refund, the card has expired or the account closed, documentary evidence will be required from the card holder before the refund can be made.

3.11 Equipment can be hired for a nominal fee. Any equipment that is returned and deemed damaged and beyond reasonable repair will incur a £10 fee which will be applied to the users account and will be payable upon request.

3.12 If you change your mind about an unused retail item you’ve bought in the last 14 days, simply return it in its packaging for a refund or replacement. Replacements will be offered if the products are deemed damaged, faulty, or not fit for purpose. We reserve the right to refuse an exchange or refund if goods are not returned in a saleable condition or are damaged. Proof of purchase must be provided.

4. Recurring card payments 

4.1 By providing the recurring card payment instruction, you are agreeing to pay instalments to the University of Portsmouth on agreed dates, as outlined in section 3. The University’s payment service provider (PSP) facilitates this process and manages the collection of your payments. The instalment payment will normally reach your University account on the next working day.
 
4.2 Should the card provider decline payment, our PSP will continue to attempt to collect the payment on consecutive days and will send an email to the cardholder to confirm this action. The University is not obliged to bring this to your attention. If you fail to receive a payment confirmation email, you should, in the first instance, check with your card provider that payment has been processed through your account.

4.2.1 In the event the card provider declines payment our PSP will attempt to collect the payment on 30 consecutive occasions. In the event the card provider continually declines payment your membership will be cancelled.

4.2.2 In the event your membership is cancelled due to us being unable to collect the appropriate membership fees, you will be unable to sign up for a monthly membership using a recurring card payment. Instead, you should purchase a fixed-term membership.
 
4.3 The University provides this online payment facility as a service to you and is committed to respecting and protecting your privacy. We will only use the information entered on https://uniofportsmouth.leisurecloud.net/ for the following purposes:

• Administration of your payment and maintenance of your account with us, including the issue of receipts by e-mail and the administration of overpayments and refunds
• Prevention of fraud
• Debt recovery

4.4 Occasionally, we may need to share your information with other organisations to fulfil the stated purposes in section 4.3. We will not otherwise sell, licence or trade your personal information to others. We do not provide your personal information to direct marketing companies. We do not store your credit or debit card information after payments have been processed.
 
4.5 By using this facility you consent to the collection and use of your personal information as detailed above. The processing of personal data is regulated by the Data Protection Act 2018.
 
4.6 All payment details which are entered through this facility are encrypted when you make a payment. The University does not collect the payment directly from the payer; the payment is collected by our Payment Service Provider. Communications to and from the Payment Service Provider’s site are encrypted.
 
4.7 Your card details are stored within your member account in your wallet. This information although visible to you upon logging in to your account is encrypted and cannot be viewed by staff or other third parties. You can update your card within your wallet at any time, however you will not be able to remove a card linked to a membership unless another payment method is added.
 
4.8 The University shall not be liable for any failure of the customer or third party making payment of fees to properly protect data from being seen on their screen by other persons, or otherwise obtained by such other persons during the online payment process. Furthermore, the University shall not be liable for any omission to provide accurate information in the course of the online payment process.
 
4.9 In the situation that the recurring card payment system fails, we have alternative payment options available and may require you to select a new membership type to continue usage of our facilities.

5. Membership cards, wristbands and RFID stickers 

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

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

5.3 The first wristband of RFID sticker is issued to members free of charge, if a replacement is required for any reason the member will be required to pay for a replacement.

5.4 The University accepts no liability for any damage by membership wristbands or RFID stickers to personal property.

6. Use of Facilities

6.1 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.

6.2 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.

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

6.4 Age restrictions will apply for different activities.

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

6.4.2 Children under 16 years old must be accompanied by an adult in line with clause 7.23 when using the swimming pool.

6.4.3 No individual under the age of 16 years old may enter the steam room and sauna.

6.4.4 For climbing and bouldering all under 18s must be supervised by an adult deemed competent in the activity they are engaging in, unless they have been registered and assessed by our climbing instructors to engage in ‘Unsupervised climbing’ in line with clause 11.3 of our rules and regulations.

6.4.5 No individual under the age of 5 years old may enter the ski simulator. All under 18’s must be supervised by an adult deemed competent in the activity they are engaging in.

6.4.6 No individual under the age of 16 years old may book or use our fitness classes.

6.5 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.

6.6 The Astro Turf Pitch, 3G Pitch and MUGA lights at our outdoor facilities will be switched off at 10.00pm regardless of state of play due to planning application rules.

6.7 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. 

6.8 Members / Sports club members are only allowed to use equipment that is already provided in the studio. Equipment is not permitted to be moved from the gym floor to the studio’s, and vice versa.

6.8.1 If a member/sports club member is in breach of clause 6.8 a member of staff is entitled to demand the member vacate the facilities. In the event of the member/sports club member refusing to leave, a member of staff is forced to notify the University of Portsmouth’s security department and the member/sports club member must adhere to the terms, conditions, rules and regulations of the security department. Consequently, the University of Portsmouth Department of Sport and Recreation reserves the right to bar the member and cancel the member’s membership in accordance with clause 13.5.

6.9 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.

6.10 The University of Portsmouth reserves the right to refuse entry if we deem you to be under the influence of drugs or alcohol, deeming it unsafe for you and others to use the sports facilities.

6.11 Filming and photography of events, Sports Staff, Members or guests will be subject to prior approval from the Centre Manager. 

6.11.1 Personal filming and photography from a mobile device for social media or workout tracking is permitted with the exception of clause 6.11.2 but you should ensure you do not capture any other customers or staff within your images/footage. Please speak to a member of staff before you start filming.

6.11.2 Filming and photography is strictly prohibited in the changing rooms, pool area (including viewing gallery), steam room and sauna. This includes images of the pool area taken from reception.

6.11.2.1 Filming and photography may only take place in the pool area if permission has been granted by the Swimming and Wetside Officer or the Centre Manager as part of a training programme designed to improve the technique of participants as part of a club or external booking. Promotional shoots for use in Sport and Recreation materials may take place, however, we will ask for informed consent prior to capturing any images or footage.

6.11.3 If you wish to photograph or video as part of a group booking or session, it must first be approved by the Centre Manager. Particularly if this is for match analysis or academic research needs.

6.11.3.1 The University of Portsmouth is in no way responsible for the collection, storage and use of media collected during your booking. As the bookee, you are responsible for the collection of consent, and you should ensure the responsible collection of suitable individuals to photograph/video. You should also follow data protection guidelines to ensure you are acting ethically and responsibly. You should ensure you do not capture any individual, not involved with your booking, and in any other areas of our sports facilities, without prior consent. Depending on the nature of your photography and filming we may decline your request. 

6.12 Our facilities are inclusive and we have single-sex changing areas as well as gender-neutral facilities. We welcome users to use the facilities they appropriately identify as.

6.13 You may bring a companion to assist you at our facilities, for example, if you have a disability. Your companion may attend our centres to assist you to use the services without charge, but they must pay the fee applicable to the services if they wish to use those services for their own personal use. You are responsible for the behaviour and acts of your companion whilst they are at our facilities.

6.14 Eligible members can receive free periods of parking in the Ravelin Sports Centre car park, by means of a voucher which can be obtained by reception. To redeem this, you must follow the instructions set out on the car park payment machine. Failure to do so may result in a parking charge notice from the car park management system, Parking Eye. 

6.15 Sports Staff are unable to assist with any parking fines received from the Ravelin Sports Centre car park. All queries and appeals must be sent directly to Parking Eye.
 

7. Health, Safety and Physical Activity

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

7.2 UOP, the Department of Sport and Recreation, sports staff and it’s volunteers will adhere to the University of Portsmouth‘s safeguarding policy.

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

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

7.5 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.

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

7.7 All accidents that occur on Sport and Recreation Facilities must be reported to a member of Sports Staff immediately by contacting reception.

7.8 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). 

7.9 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.

7.9.1 If you are employed or contracted by the University of Portsmouth we expect you to uphold the standards and values set out to you as a university employee or contractor. Failure to do so will result in us informing your Dean or Head of Professional service to discuss any behavioural concerns and for them to follow up internally following HR processes, which may include an investigation that may result in disciplinary action.

7.9.2 Students participating in our sport and physical activity programmes including those that hold memberships or use us on a pay-as-you-go basis are expected to adhere to the University’s Student Conduct Policy. Should it be deemed necessary we will follow the guidance to escalate any concerns or incidents where central student disciplinary processes may be followed.

7.9.3 If you are involved in an investigation due to behaviour issues or incidents in line with clauses 7.9 and 13.5 we reserve the right to suspend usage of the facilities and services, including memberships whilst investigations take place to protect all parties until the investigation is concluded. A decision on whether a refund or extension to memberships during this suspension will be considered on a case-by-case basis and dependent on the outcome of any investigation.

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

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

7.12 You should not take part in any physical activity within our facilities or through any digital platform 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.

7.13 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.

7.14 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). For activity-specific information please read our rules and regulations.

7.15 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.

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

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

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

7.19 Users who suffer from epilepsy must be aware and cautious of the strobe lighting used in some of our classes, which is stated in the class descriptions when booking our Les Mills classes.

7.20 Use of the UOP Fitness mobile app or MyWellness mobile app to follow an exercise programme, exercise video or streamed fitness class is done so at your own risk. Please consult a sports staff member before your first use and throughout your time as a member/user.

7.21 Those using the gym facilities 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.

7.22 Swimming pool members attending a lane session must be able to swim two 25m lengths continuously.

7.23 For safety reasons, in and around the pool, children aged under 16 must be accompanied by an adult in a ratio of no less than 1 adult to 2 children. Under 4’s must be accompanied by a ratio of 1 adult to 1 child. Children must be within 2m of the supervising adult at all times.

7.26 The sauna and/or steam room should not be used for longer than 15 minutes. Both the steam room and sauna should not be used if you have consumed alcohol, are pregnant, or have any medical condition affected by heat.

7.27 All sauna and steam users must adhere to the policy displayed in the Centre.

7.28 For safety reasons, no bathers are to be present in the swimming pool when the movable floor is in operation. University of Portsmouth Staff will signal when it is safe for bathers to enter.

7.29 Before you can be unsupervised to use the climbing and bouldering wall, you must demonstrate you can: 

• put a harness on correctly
• tie a figure of 8 and stopper knot
• be able to catch a falling climber and lower a climber down safely

You are required to register to say that you know how to use the equipment, that you are prepared to abide by the Code of Practice highlighted in our rules and regulations and that you understand the risks involved in your participation. You must also pass a safety test, through our induction process. Failure to provide a suitable demonstration means you will only be able to climb in supervised sessions until you can demonstrate the above actions.  

7.30 To use the ski simulator ‘unsupervised’ an induction must first be completed by the user.

7.31 Under 18’s using the ski simulator must be supervised at all times in line with clause 7.30.

7.32 Under 18’s can be supervised using the ski simulator by an adult over the age of 18 years old if both the supervisor and under 18 have completed an induction.

8. Bookings and Activities

8.1 All Members must produce a valid membership card, wristband/RFID sticker or quote a valid membership number when making a booking. The person booking the activity must be present at the start and for the duration of the booking and cannot book an activity on someone else’s behalf.

8.2 The person making the booking is required to ensure all guests have read the Health Commitment Statement and agreed to its terms.

8.3 Users may book an activity 7 days in advance with the exception of the gym, sauna and steam room which are bookable on the day. This is limited to the facilities/activities which they are entitled to use free of charge.

8.3.1 Users are limited to a maximum of 5 session bookings per day.

8.4 All classes have to be booked either online, via our mobile app, by telephone or in person 7 days in advance.

8.4.1 Each class has a limited number of available places.

8.4.2 Please arrive a minimum of 5 minutes before the advertised fitness class start time. Anyone arriving after the scheduled start time will not be allowed access. This is for health and safety reasons and so as not to disrupt the class for others.

8.4.3 The class timetable changes periodically based on customer feedback, staff availability and areas of expertise. For a live up-to-date class timetable please see the Class bookings tile on the UOP Sport App or view our connect bookings portal online.
 
8.5 All bookings are dealt with on a first come first served basis.

8.6 Relevant membership entitles the holder to free court hire for squash and tennis (outdoors at specified times of the year) subject to court availability and when within their permitted membership-specific hours and subscription type.

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

8.6.2 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. As a guide this will normally be six people per court.

8.6.3 Tennis courts (outdoors) will be available for booking between 1 April - 31 October.

8.6.4 Customers are limited to 2 hours use of the sports hall either as a lead booker or guest. Anyone found to be playing as part of another booking will have any further bookings cancelled.

8.6.5 On occasions we will ask for the details of guests to ensure it meets our fair usage guidelines.

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

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

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

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

8.11 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. Any member or guest found to be sub-letting their session runs the risk of having their membership terminated with immediate effect, and future bookings affected.

8.12 Bookings may be reduced to 55 minutes of play due to equipment set up at the beginning of each session.

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

8.14 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.

8.15 For block booking terms and conditions please visit our website.

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

9. Cancellation of Bookings

9.1 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. 

9.1.1 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.

9.2 For paid 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.

9.3 If a member attempts to cancel a booked activity, they are able to do so online up until 1 hour before the start time. Within the 1 hour period members can only cancel by calling reception or in person.

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

9.4.1 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.

9.5 If a member attempts to cancel a booking 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 Department of Sport and Recreation will treat this as a late cancellation and the following penalties will apply:

9.5.1 Failure to cancel or attend a booking will result in a charge of £1 being applied to your account. You will be unable to book any further activities until this unpaid sale is paid or removed.

9.6 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.

9.7 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 in line with clauses 3.11 and 3.11.1.

9.8 If a user is denied access to an activity due to being late, we will endeavour to move this booking where possible. Refunds will not be given.

10. Events and University activity

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

10.2 During times throughout the year the University uses our Facilities for open days, gowning and exams, this is beyond Sport and Recreation’s control and services may experience disruption. For the avoidance of doubt no refunds will be given for any periods where facilities are not available.

10.3 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.

10.4 The pool in full or part, may be reserved for junior/adult only swimming, classes, lessons, event activities and swim galas. Any such closures will be advertised with two weeks notice where possible.

11. Non-members

11.1 Non-members can take part in any activity provided they have paid the appropriate fee, booked a space (where applicable), read the Health Commitment Statement and agreed to its terms. This is available at all sites and should be read by all non-members at reception when they sign in for their court, class or a gym, climbing or swimming session. 

11.2 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.

11.3 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.

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

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

11.6 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.

12. Freezing and changing your membership

12.1 The freezing or suspension of fixed-term memberships is at the manager’s discretion and will only be considered in the event of illness or injury, or in accordance with our Fitness to Play statement (sports club members only). Statement available on request.

12.2 Freezes for rolling monthly memberships can be actioned with a minimum of 5 days' notice before your payment date. We are able to freeze your membership for a minimum of 1 calendar month, up to a maximum of 3 months in a calendar year, and relative to your payment dates. This will be approved at the Manager’s discretion and must be requested through our customer support form.

12.3 Should you wish to upgrade or downgrade your membership, we require written notice via our customer support form and a minimum of 14 days notice before your next payment date. All changes will come into effect in line with your payment dates.

13. Terminating your Membership

13.1 As a consumer, you are entitled to a fourteen day 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 fourteen 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.

13.2 If you wish to cancel your recurring monthly membership, you must express this with 14 days notice in writing, and subject to certain conditions. This can be completed on our website through our customer support form by selecting cancel your membership option.

13.3 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.

13.4 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.

13.5 The University may terminate this Agreement with immediate effect if, in the reasonable opinion of the Centre Manager, 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.

13.6 A member may request to terminate the Agreement if he/she moves more than 16 miles away from Ravelin Sports Centre. 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 address.

13.7 All other refund requests are handled on a case-by-case basis at the discretion of the University. Any termination in accordance with this clause will be at the University’s sole discretion. The University reserves the right to request appropriate evidence in some cases.

13.8 The University may terminate this Agreement with immediate effect if your membership remains unpaid and your account is in arrears.

13.9 A membership may not be cancelled until any outstanding balance is paid. If this is the case, it will be communicated by Sports Staff.

14. Force majeure

14.1 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.

14.2 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.

14.3 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.

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. 

15.9 Persons using other University premises or facilities through the BUCS universal or University competitions do so at their own risk, and must follow the guidance provided by the venue.

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 our website.

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.

18. Privacy and monitoring

18.1 Your personal data will be used to contact you regarding your membership and/or usage. By taking a membership with us you consent to the use of your personal data being processed on a contractual basis in this manner. For more information on how we use your data please read our privacy policy.

18.2 For security and safety purposes, our premises are monitored using CCTV.

18.3 Your photograph will be taken upon setting up a membership or account via our membership database in the interest of fraud prevention.