Member Terms & Conditions

2.1 Membership Types

• Full Membership: Includes access to the gym, pool, sauna, and steam room.
• Day Pass: Single-day access, based on selected facilities.
• Single Session: Single session access, based on selected facilities.
• All memberships are non-transferable.

2.2 Registration

All members must complete their member registration, agree to these Terms and complete an induction (gym use only) before using the facilities at Bedford Gym and Swim.

2.3 Membership Fees

• Membership fees are billed monthly or annually depending on your chosen membership.
• Annual billing: The full 12 month membership fee is to be paid by card.
• Monthly billing: The first month will need to be paid by card and subsequent payments will be taken by direct debit.
• Your first payment may be taken before/after your membership contract start date. Access to the club is based on your membership contract start/end dates which may not align with your payment date. Monthly payments are taken on the anniversary of the first payment unless requested to amend.
• Late or failed payments may result in access suspension and/or a financial penalty. A £15 penalty fee is charged for the second failed direct debit attempt and will be added to your next direct debit collection. If payment fails again, a second penalty charge of £30 will be added to your membership account. Your access to the club will be suspended until the outstanding balance is paid in full. If the outstanding fees are not paid in full 30 days after the last failed Direct Debit attempt, we may begin recovery action, which may include issuing a County Court claim to recover all the outstanding fees plus court costs.
• All fees including Swim and Spa Single or Bulk are non-refundable unless stated otherwise.

2.4 Termination & Cancellation

• Pay As You Go (PAYG) – 30 day membership, no cancellation or refund once purchased.
• Rolling (Legacy Membership – no longer offered to new members) – Automatic monthly renewal. Cancel with at least 30 days' notice prior to the renewal date in accordance with the Cancellation Procedure below. Non-refundable.
• Standard – 12 month membership term. Payment by card on sign-up followed by 11 monthly Direct Debit payments. If a Direct Debit is cancelled or fails during the minimum term, the outstanding balance of the contractual term may become immediately payable and may be added to your account. The membership automatically renews for a further 12 months unless cancelled at least 30 days before the renewal date in accordance with the Cancellation Procedure below. Payments are non-refundable. We will issue a reminder notice prior to the automatic renewal date, but it remains the member's responsibility to ensure cancellation notice is given in accordance with the Cancellation Procedure.
• Annual – 12 month membership paid in full. Not automatically renewed. No cancellation permitted after commencement of the membership term except as required by law or under the Cooling-Off provisions below.
• Couple – 12 month membership for two members of the same household (proof of address may be required). Payment and renewal terms are as per the Standard membership above.
• Corporate – Corporate membership is available only to individuals employed by businesses located on the Twinwoods Business Park. Proof of employment may be required. Corporate memberships are subject to the same payment and cancellation terms as the Standard membership above. Any legacy Rolling Corporate memberships will continue under their original Rolling terms until cancelled or varied.
• VIP – A discretionary membership offered by Bedford Gym and Swim owners only. Subject to the same terms as Annual membership above unless otherwise agreed in writing.

Cancellation Procedure (Where 30 Days' Notice Applies)

Where a membership requires 30 days' notice to cancel, cancellation must be submitted in writing by email to: gymandswim@playhousebedford.com

The cancellation request must:

• Be sent from the member's registered email address held on their membership account;
• Include the member's full name and membership number; and
• Clearly state that the member wishes to cancel their membership.

• If a cancellation request is sent from a different email address, Bedford Gym & Swim may require additional verification before processing the request.
• Notice will only be deemed valid and effective once it has been received and acknowledged in writing by Bedford Gym & Swim.
• If written acknowledgment is not received within 3 working days, the member must contact us to ensure the request has been received.
• Verbal cancellation requests will not constitute valid notice.
• Members will retain full access during the applicable notice period. All payments falling due during the notice period remain payable and are non-refundable.
• Members are responsible for ensuring that their contact details, including their registered email address, are kept up to date on their membership account.

• Bedford Gym and Swim reserves the right to suspend or terminate a membership where a member is in serious or persistent breach of these Terms, fails to make required payments, or engages in behaviour that is abusive, unsafe, or detrimental to other members, staff, or the business.
• Where termination is not due to breach by the member, any refund due will be calculated on a pro-rata basis.
• Membership fees may be reviewed annually. Where a price increase is applied, members will be given at least 30 days' notice. If a member does not wish to accept the increase, they may cancel their membership in accordance with the applicable notice period before the new price takes effect.

Promotional Memberships and Offers

• Promotional memberships, introductory offers, discounted rates, or special campaigns may be subject to specific eligibility criteria, duration, payment structure, or cancellation terms. These will be clearly communicated at the time of joining.
• Promotions may be limited to new members only and may not be available to existing members.
• Existing members may not transfer, downgrade, or terminate their current membership solely for the purpose of rejoining under a promotional rate, unless expressly permitted in writing by Bedford Gym & Swim.
• Bedford Gym & Swim reserves the right to determine eligibility for any promotional offer.

14-Day Cooling-Off Period

If you join online, by telephone, or off-premises, you are entitled to a 14-day cooling-off period in accordance with the Consumer Contracts Regulations 2013. To cancel within this period, you must notify us in writing by email to gymandswim@playhousebedford.com. After the 14-day cooling-off period expires, cancellation must be made strictly in accordance with the Cancellation Procedure above.

Medical Suspension or Early Termination

• Requests for suspension or early termination of a fixed-term membership on medical grounds will only be considered where a member is medically unable to use all or substantially all of the facilities included in their membership.
• A "qualified healthcare professional" means a GP, hospital consultant, physiotherapist, or other clinician registered with a recognised UK professional body.
• Any such request must be supported by written confirmation from a qualified healthcare professional stating that the member has been advised not to exercise and/or not to use gym or swimming facilities for medical reasons, and, where possible, the expected duration of this restriction.
• Appointment confirmations, booking screenshots, or self-reported symptoms alone are not sufficient to meet this requirement.
• We do not require full medical records or detailed diagnoses — only confirmation of the functional restriction relevant to membership use.
• The cost of obtaining medical confirmation is the responsibility of the member.
• Until acceptable medical evidence is received and approved by Bedford Gym and Swim, the membership will remain active and payments will continue in accordance with the contract.
• Each request will be considered on a case-by-case basis and Bedford Gym & Swim will act reasonably when assessing medical evidence provided.
• Where appropriate, we may offer a temporary suspension or alternative membership arrangement instead of cancellation.

3.1 Hours of Operation

Operating hours are subject to change. Notice will be provided in advance when possible. Bedford Gym and Swim will be closed on Christmas Day, Boxing Day, New Year's Day, Easter Sunday. Closure may also be necessary in part or in full for maintenance and repairs.

3.2 Gym Opening Hours

• The Gym and Studio are open Monday, Wednesday to Saturday from 7am to 9pm during term time (closed on Tuesdays).
• During school holidays the Gym and Studio are open Monday to Saturday from 7am to 9pm.
• On Sundays, the Gym opens at 9am. Current Sunday closing times will be published on our website, at reception, and via member communications.

3.3 Pool and Spa Opening Hours

• The Pool and Spa are open Monday, Wednesday to Saturday from 7am to 8pm during term time (closed on Tuesdays).
• During school holidays the Pool and Spa are open Monday to Saturday from 7am to 8pm.
• On Sundays, the Pool and Spa opens at 9.30am. Current Sunday closing times will be published on our website, at reception and via member communications.

3.4 Gym Use

• Members and visitors must follow posted gym rules.
• Please bring a hand towel for use within the fitness studio, which should subsequently be used to wipe down each machine after use.
• All free weights must be replaced after use.
• Proper workout attire is required at all times.
• Members are required to book their gym session online/in the app whether they are using the gym, pool/spa or both.
• Members can arrive any time during their booked session and are not required to leave when their session expires unless asked to do so by a member of the team.
• No members/day visitors under the age of 18 years are permitted in the gym or studio, unless attending a supervised or designated session or are a member of the team.

3.5 Pool Use

• Showering is mandatory before pool entry.
• Children under 18 must be accompanied (including while in the pool) at all times by an adult (over 18 years).
• No more than 3 children (including babies under 1 year) per supervising adult.
• No diving, running, or rough play allowed.
• Non-members will not be permitted entry to the changing rooms and pool/spa area before their booked session start time.
• Non-members will need to vacate the pool/spa area at the end of their booked session.
• Do not swim for at least 48 hours after suffering vomiting or diarrhoea or swim for 14 days after diarrhoea symptoms have stopped if you have been told you have cryptosporidium.

3.6 Swimwear Policy

All members and visitors must wear appropriate swimwear when using the pool, sauna, or steam room. Swimwear must be made from materials specifically designed for swimming, such as nylon or lycra, to ensure hygiene and safety. Full-cover swimwear such as modest swimsuits, swim leggings, or burkinis are fully permitted, provided they are made of suitable swim fabric. Non-swim materials such as cotton, denim, or everyday clothing are not allowed in the pool. Management reserves the right to determine what constitutes appropriate swimwear.

3.7 Sauna and Steam Room

• Use is restricted to ages 18 and over.
• Sessions should not exceed 15–20 minutes.
• Users with medical conditions should consult a doctor before use.