Terms and conditions

We arrange personal training, exercise programmes, nutrition support, health coaching and wellbeing experiences for individuals, workplaces and residential communities, including senior living settings. Delivery may be at our Crouch End studio, a client’s home, another agreed studio or venue, or online. Your confirmation identifies what is included; descriptions of our wider capabilities do not add services to your order.

We deliver services with reasonable care and skill through appropriately qualified professionals working within their competence. Coaching and general nutrition guidance do not replace medical assessment, physiotherapy, psychological treatment or advice from a registered dietitian. Any clinical service or third party health test requires a separate description, qualified provider and relevant consent. We do not diagnose conditions or prescribe medication.

We work with independent trainers, instructors and specialists who carry their own insurance appropriate to their work. Where you contract with Trinity Fit, using an independent professional does not remove our contractual responsibilities. If you are contracting directly with a separate provider, we identify that provider and the separate arrangement before purchase. A replacement professional will have suitable competence; where a named specialist is essential, we discuss a suitable alternative or appropriate refund for undelivered services.

Please complete the requested health screening before physical participation and provide accurate, relevant information about conditions, symptoms, injuries, pregnancy, medication or other matters affecting safe exercise. Tell your coach if anything changes. A screening form is not medical clearance or a waiver of your rights. We review concerns, discuss adaptations and may request advice from an appropriate healthcare professional before a particular activity begins.

Follow reasonable safety instructions and work within the agreed intensity. Stop and tell the instructor if you feel unwell, dizzy or experience pain or other concerning symptoms. An emergency requires emergency services; messaging and online coaching are not emergency support. We may pause unsafe activity and explain the next steps. Where we cannot safely provide the agreed service, we discuss alternatives and any appropriate refund for services not supplied.

Tell us about adjustments that may help you take part, including disability, neurodivergence, communication, sensory, mobility or religious needs. We discuss reasonable adjustments and venue suitability. We do not charge a disabled participant for adjustments we are legally required to make. Safety decisions are individual and proportionate, not blanket exclusions based on a diagnosis or age.

Respect other participants, professionals and property. Harassment, discrimination, threats, violence, intoxication or deliberate unsafe conduct may lead to a session being stopped. We explain the reason and, where appropriate, give an opportunity to resolve the issue. Any termination or charge must be proportionate. We do not have an unrestricted right to refuse or end a paid service.

Children and young people may attend only under a specifically agreed service with suitable consent, supervision and safeguarding arrangements. Bringing a baby to an adult appointment requires prior agreement about space and safety; childcare is not included. For adults needing support, we agree participation, consent or lawful decision-making arrangements and any support-worker responsibilities in advance. An emergency contact is not automatically authorised to consent on someone’s behalf.

Your confirmation states the service, session duration, location, number of sessions, total price including applicable taxes, any minimum term, billing dates and extras. Personalised rates must be agreed before purchase. Optional health coaching, nutrition follow-ups, travel or venue charges are payable only where expressly selected and agreed. Sessions and packages are paid in advance unless a written instalment arrangement says otherwise. Instalments divide the agreed price and do not themselves create a monthly membership.

A price stated every four weeks means a 28-day billing period, not a calendar month. A continuous year has 13 such periods. A 12-week arrangement has three four-week periods. A fixed package ends as agreed and does not renew automatically unless you separately agree a clearly described continuing arrangement. If continuing four-week billing is agreed after a minimum term, you may give notice during that term to end at its expiry, or afterwards before the next period begins; there is no extra compulsory notice period. Statutory cancellation rights remain available.

Bookings are subject to coach, service, venue and space availability. Purchasing credits does not guarantee a particular weekly slot unless confirmed. We aim to agree realistic availability before payment. Credits correspond to the purchased service and duration; they cannot be used for a different service without agreement. Where the portal is available, it shows your allocated coaches, booked sessions and balance. A renewal request does not add credits until payment is confirmed. If the system is unavailable, contact us using the details on your confirmation.

Give at least 24 hours’ notice before the scheduled start to cancel or reschedule without losing the session credit. Exactly 24 hours is sufficient. Use the portal where available or notify us directly if it is unavailable, keeping a record. Times are shown in UK local time. A cancellation with less than 24 hours’ notice or a missed appointment may use the allocated credit, up to the agreed session price. Charges must reflect our reasonable net loss, taking account of costs saved and any replacement booking; we will not recover the same loss twice.

If your instructor agrees a goodwill replacement for a late cancellation, we record the decision. Under the deferred replacement arrangement, it becomes usable only when the original package has no available or reserved sessions remaining and a new eligible package has been purchased. This discretionary offer does not replace any refund, restored credit or remedy you are legally entitled to, and you never need to buy again to obtain a legal remedy. If we cancel, we restore the credit and offer a rearrangement or refund for the affected service where appropriate, without requiring another purchase.

Unless your confirmation expressly provides a more favourable arrangement, the existing package periods are: 4 sessions within 5 weeks; 5 within 7 weeks; 10 within 12 weeks; and 20 within 14 weeks. These periods run from purchase. A Reshape or 12-week Transformation programme runs for 12 weeks from the agreed start, with an outer completion period of 14 weeks for agreed rearrangements. This does not increase its included sessions or support automatically.

Expiry dates must be made clear before purchase. Book promptly and contact us if illness, injury, pregnancy-related circumstances, disability or another serious change prevents use. We consider reasonable extensions, pauses, adaptations or termination on the circumstances, including legal rights. We extend time for sessions we cannot reasonably make available. Unused sessions may expire where the disclosed period is reasonable and we have provided a fair opportunity to use them; expiry is not an automatic forfeiture regardless of circumstances.

Your plan identifies nutrition appointments, reviews, app workouts and messaging included. Standalone follow-ups are optional purchases unless expressly included. Exercise programmes are personal to you and should not be passed to another person. Trainerize and other agreed platforms may have their own access terms; those terms do not remove our responsibility to supply the paid service. We provide a reasonable alternative or appropriate remedy if an outage materially prevents delivery.

Message us at any time, but replies are within the response times agreed at onboarding, not immediate or staffed around the clock. Food diary calculations, image analysis and body-composition estimates have limitations. Portions, ingredients and cooking methods affect accuracy; estimates are for review with your coach and are not diagnoses. AI processing, where offered, is explained separately and is not made a condition of manual diary use.

We agree realistic goals and review progress. Results vary with starting point, health, attendance, nutrition, recovery and other circumstances. We do not guarantee a weight, clothing size, appearance or medical outcome. Your role in following the plan does not reduce our duty to provide the agreed service competently. If you need to stop a package, contact us; any cancellation settlement reflects services delivered and reasonable net loss, not an automatic demand for every remaining instalment.

Where the Consumer Contracts Regulations apply, an individual buying online, by phone or away from our business premises normally has 14 days after the day the service contract is made to cancel without giving a reason. Tell us clearly by email, letter or another available written method. You may use the form below, but do not have to. If required cancellation information was not provided, the statutory period may be extended.

If you ask us expressly to start during that period, we record your request and provide the required information. If you cancel before completion, we may charge only the lawful proportion for services actually supplied before cancellation. The right ends on full performance only where the required request and acknowledgement were obtained. We cannot impose arbitrary setup or administration deductions. We refund sums due within 14 days of being informed, normally by the original payment method without a refund fee.

The statutory cooling-off right may not apply to a leisure activity booked for a specific date or period. We identify any applicable exclusion before you buy; we do not assume every package or coaching service is exempt. Ordinary session cancellation arrangements may still apply. For paid digital content supplied immediately, loss of the applicable cooling-off right requires your express prior consent, acknowledgement and confirmation required by law. Personalisation alone does not remove rights in a coaching service.

Services must match binding descriptions and be delivered with reasonable care and skill. Where the law provides, you can require repeat performance or an appropriate price reduction or refund. Applicable digital-content rights also remain. There is no blanket non-refundable rule. In-person purchases do not generally have a statutory change-of-mind period, but your contractual and statutory remedies still apply.

To: TRINITY FIT LTD, 92 Tottenham Lane, Crouch End, London N8 7EE; info@trinityfit.uk. I give notice that I cancel my contract for [SERVICE]. Contract made on [DATE]. Client name [NAME]. Address [ADDRESS]. Date [DATE]. Signature [ONLY IF SENT ON PAPER].

This section applies where an organisation or professional commissions services for business purposes. It covers employers, residential operators, property managers and professional hirers. It does not convert an individual buying mainly for personal purposes into a business customer. Read it with E, F or H and the signed proposal or service schedule. An enquiry or draft quote is not a confirmed engagement.

Before acceptance we agree the contracting entity, authorised contact, services and deliverables, dates, location, capacity, professional requirements, fees, applicable VAT, travel or third party costs, payment dates, duration, cancellation arrangements and termination notice. The person accepting confirms their authority. Changes require written agreement, including their effect on price, resources and timing. A purchase order or the client’s standard terms apply only if expressly accepted.

Payment is due on the dates agreed in the service schedule. A purchase order process does not change an agreed due date unless we accept that change. Raise invoice queries promptly, identify the disputed part and pay undisputed amounts on time. Statutory commercial late-payment interest and recovery costs may be claimed where legally available; consumer clients are not subject to these commercial charges. After reasonable written notice, we may suspend affected future delivery for material overdue undisputed sums, taking account of participants’ safety and continuity.

Low attendance does not itself cancel an organisational booking or reduce an agreed fixed delivery fee where the agreed service is made available. We do not guarantee participation, staff retention, commercial returns, clinical outcomes or resident satisfaction scores. Targets are agreed measures of progress unless a written service level expressly provides otherwise.

Your signed service schedule must state notice periods and any cancellation scale before commitment. The 24-hour personal-client rule does not automatically govern an organisational event, series or retainer. If no cancellation scale was agreed, we charge for work supplied and reasonable, evidenced net losses caused by cancellation, allowing for saved costs and reasonable mitigation. There is no default blanket entitlement to the entire contract price. Moving dates depends on availability and any reasonably incurred additional costs agreed in writing.

Either party may end for material breach if it is not remedied within a reasonable period stated in a written notice. Serious safety, safeguarding or unlawful conduct may justify immediate suspension or termination. A continuing programme may be ended on the notice expressly agreed in its schedule. There is no automatic renewal or additional minimum term unless expressly agreed. On ending, we reconcile delivered work, justified commitments, credits and prepaid undelivered services; we do not charge twice for the same loss.

Each party is responsible for its own breach, negligence and applicable legal duties. We remain responsible for the services we contract to supply through our professionals. Neither party excludes liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or anything else that cannot lawfully be excluded. Any business-only financial liability cap or exclusion of indirect commercial losses must be expressly negotiated and recorded in the signed agreement, be reasonable under applicable law and reflect the risks and insurance. No unconfirmed insurance-based cap is incorporated by these terms.

We and our licensors retain ownership of existing materials, methods and programmes. The client may use supplied resources for the agreed internal purpose and audience. Recordings, resale, public redistribution, adaptation or commercial reuse require agreement, subject to rights provided by law. Each party protects confidential information with reasonable care; disclosures required by law, safeguarding or immediate safety are permitted to the extent necessary. Logo use, case studies and publicity require separate written approval.

Our organisational client is the entity identified in the schedule, which may be the operator, landlord, managing agent or owner. That entity confirms authority to commission the service and use the spaces. We do not assume authority to charge a service charge, amend a tenancy or bind residents. The client remains responsible for any consents, lease permissions or charging requirements within its control. Residents buying individual sessions directly receive separate personal-client terms and prices.

We agree the audience, activities, timetable, capacity, booking method, access arrangements, equipment, delivery team, communications and reporting. The operator provides accurate site information and lawful access, and manages building access, cleanliness, maintenance and emergency arrangements within its control. Tell us about known hazards, equipment defects, access restrictions, other bookings and relevant building rules. Equipment and spaces must be suitable for the agreed use. We assess our activities and coordinate safety responsibilities; the operator’s duties do not replace ours.

The schedule identifies responsibility for equipment provision, inspection, storage, cleaning, first aid, emergency contacts, evacuation, accessibility and any required staff presence. We may stop or adapt an activity if the environment becomes unsafe, explaining the issue and options. Charges depend on the cause and agreed contract; we do not automatically charge for a failure for which we are responsible.

Participation is voluntary. We explain activity demands, request suitable screening and consider adaptations. Building access or a resident booking does not establish fitness to exercise. Places are subject to safe capacity and the disclosed booking arrangements. Any resident no-show or cancellation rule must be provided before booking and must distinguish operator-funded places from sessions bought personally. No undisclosed fees are charged to residents.

We coordinate communications with the operator, but residents provide sensitive health information through the agreed private route. Participation lists are shared only as necessary and lawfully. We do not supply identifiable health records, food diaries or private coaching notes to the operator merely because it pays for the service. Reports use appropriate aggregation and suppression where small groups could reveal individuals.

For retirement and senior living settings, the schedule identifies the population and activity suitability, any seated or adapted provision, support needs and appropriate professional competence. We agree who remains responsible for personal care, medication, transfers, mobility assistance and supervision outside the activity. These services are not included unless expressly specified and appropriately provided. We do not operate as a care provider or replace the operator’s care or safeguarding arrangements.

Consent and capacity are considered for the particular decision. A relative or emergency contact does not automatically have authority to decide. Where necessary, we agree a lawful supported decision-making or representative process before participation. Concerns are escalated through the agreed safeguarding and emergency arrangements; our team does not promise absolute confidentiality where protection or law requires disclosure.

We review uptake, resident feedback and service suitability at the intervals agreed. Changes to activities, staffing, frequency or budget require agreement. A development being fully let, amenities being available or a programme being advertised does not guarantee attendance or outcomes. Where an operator wishes to record sessions or use resident images, permissions and data responsibilities must be arranged separately.

The signed agreement identifies whether we provide movement sessions, coaching, nutrition education, workshops, wellbeing experiences or another specified service, and whether delivery is onsite, online or blended. It records the audience, objectives, timing, preparation, capacity, facilities, materials and reporting. Accredited courses, clinical services, retreats and third party activities are included only where expressly specified with their applicable requirements.

Where work is delivered with CorpWell or another supplier, the agreement identifies the contracting entity and each provider’s role. Shared founders or a professional network do not merge separate businesses or automatically incorporate another business’s terms.

The client appoints an authorised contact, provides accurate information and suitable safe facilities, coordinates access and communicates the programme to the intended audience. It agrees reasonable access and setup time, suitable floor space and equipment, and appropriate technical facilities for remote delivery. We assess our own activities and cooperate with the client on site hazards and emergency arrangements. Each party retains its health and safety duties.

The programme supports wellbeing but does not replace the employer’s legal duties, workplace risk assessment, reasonable adjustments, occupational health, HR processes or emergency provision. A workshop does not qualify an employee as a clinician or guarantee a regulated certification unless that recognised award is expressly included and its assessment requirements are met.

Employees can choose whether to participate in optional wellbeing activities. The client must not present participation, health disclosure or permission for photographs as a condition of employment or a performance requirement where it is voluntary. We discuss inclusive delivery, accessibility and reasonable adjustments in advance. Safe alternatives or different formats may be appropriate; decisions consider the particular person and activity.

For practical exercise, participants complete relevant screening privately. Employers should not send full medical files or broad staff health lists where a less intrusive approach is sufficient. If a participant needs support outside the agreed service, we explain the appropriate route rather than provide diagnosis or treatment outside our competence.

Funding a programme does not entitle the employer to private consultation notes, health questionnaires or nutrition diaries. We agree lawful information flows, privacy notices and reporting before launch. Health information requires both an appropriate general lawful basis and a special-category condition. Consent is not assumed to be freely given simply because a worker ticks a box; a genuinely voluntary choice must be considered in the employment context.

Participation counts, feedback and outcome reporting are limited to the agreed lawful purpose. We normally use appropriately anonymised or aggregated reporting and avoid identifiable small-group disclosures. Named attendance data, if genuinely needed, requires an identified purpose and notice. Coaching information is not used for employment performance assessment through these terms.

The client communicates confirmed times and joining instructions and manages employee release from duties. We do not guarantee attendance. A request to change the audience, format, duration, specialist or delivery date may affect preparation, fees or availability and requires written agreement. Business cancellation and payment provisions in D and the signed schedule apply, rather than individual PT cancellation rules. Recording, transcription or AI meeting tools require prior agreement, appropriate participant information and lawful permission.

Our Privacy Notice explains personal information use, including screening, emergency contacts, assigned professionals, portal records, food diaries and app providers. Agreeing these terms is not blanket consent to health processing, marketing or photographs. We obtain separate permissions where required and limit access by role and need. Participant confidentiality is subject to lawful safeguarding, emergency and legal disclosures.

Organisations agree their actual controller, joint-controller or processor roles before sharing data. A processing agreement is added where legally required; payment for services does not itself determine those roles. We agree security, retention, incident coordination and lawful transfers with relevant providers. Please keep account credentials private and tell us of suspected unauthorised access. Portal features are available only once implemented and confirmed; these terms do not represent planned features as live.

We do not change agreed prepaid prices or materially reduce services retrospectively. Changes for new purchases or renewals are explained before acceptance. Where an unavoidable event beyond reasonable control prevents delivery, we inform you, reduce disruption and discuss alternatives. Consumer clients retain applicable cancellation and refund rights; we do not retain payment indefinitely for services not delivered. Business engagements follow their agreed interruption and termination provisions, subject to law.

Contact info@trinityfit.uk or write to 92 Tottenham Lane, Crouch End, London N8 7EE with your booking details and concern. We investigate fairly, explain our response and discuss an appropriate remedy. You do not have to accept our decision as final. If a consumer dispute remains unresolved, we provide information about any legally required or applicable alternative dispute resolution process and state whether we are obliged or willing to use it. You remain entitled to pursue legal remedies.

English and Welsh law governs these terms, without removing mandatory consumer protections that apply where you live. Consumers may use any courts available to them under mandatory jurisdiction rules. Business disputes are subject to the courts of England and Wales unless the signed agreement provides otherwise. Invalid wording does not remove remaining lawful terms, but cannot be used to rewrite an unfair term to the consumer’s disadvantage.

This section applies to independent professionals hiring hourly training space or the full floor for classes. The confirmation identifies the permitted use, area, equipment, capacity, dates, price and whether use is shared or exclusive. A normal individual training slot is up to one hour unless otherwise agreed. A shared slot does not give exclusive use or permit a class. Setup, cleaning and departure must fit within the reserved period. No subletting, unapproved activity or use beyond capacity.

The hirer provides evidence of relevant qualifications and appropriate insurance, screens and manages their own clients, obtains necessary consent and follows studio safety, equipment, cleaning, access and safeguarding rules. They must not imply employment by Trinity Fit. Each party remains responsible for its own duties and negligence; the hirer is responsible for loss or damage caused by their breach or negligence, not fair wear or pre-existing defects.

For ordinary hourly professional hire, cancel at least three hours before the start to retain the hire credit. Late cancellations or no-shows may use the credit or agreed hire fee, subject to the contract and applicable law. Full-floor classes, events and block hire require a separately agreed cancellation arrangement; the three-hour rule does not apply automatically. If Trinity Fit cancels, the affected credit is restored or the undelivered hire refunded as appropriate. The 24-hour rule in B applies to personal clients, not this professional hire.