Conditions of Membership
Club Calcot is owned by Calcot Health & Leisure Ltd ("we” or "us” or the “Club”) and is located at Calcot, Near Tetbury, Glos. GL8 8YJ. In applying for membership, each Member accepts and agrees to be bound by these conditions and by any other rules or instructions of the Club issued (in our absolute discretion) from time to time.
- Membership, Fees and Duration
Each person wishing to become a member (“Member”) of the Club shall complete our standard application form, pay the joining fee in force and shall become a Member only upon written approval of the Club. We offer different types of membership and information on the rights and benefits for each membership type from time to time will be provided to you – you must indicate on your application form which type of membership you wish to apply for. Membership is only available to adults over the age of 18. Where a person applying to become a Member has previously been a Member he or she shall nonetheless be required to pay the joining fee when re-joining.
The Club is open only to Members and residents of Calcot & Spa and other persons at our discretion.
We reserve the right, acting reasonably, in our absolute discretion to decline any application for membership without giving any reason for so doing, and in such case any joining fee and subscription paid in advance will be refunded.
Membership and any associated rights and benefits are not transferable and are personal to you.
Each Member shall pay to the Club each month by direct debit a monthly membership fee (unless an alternative payment arrangement is agreed in writing by us), as stated in our standard price list at the commencement of membership and as may be varied with effect from 1st July annually or otherwise, in each case on not less than 3 months’ notice by us to you. If you fail to make any payment or your direct debit is rejected, we reserve the right to charge you an administrative fee of £20 per occurrence to reflect the costs incurred by us in handling rejected payments and processing additional payments.
A Member’s membership shall continue in force (unless terminated by us earlier in accordance with these terms) for an indefinite period provided that a Member may terminate his or her membership at any time on giving us not less than 3 full calendar months’ written notice in advance, provided that the minimum membership term is 6 months from the start date of your membership. Any notice given will be deemed to take effect from the 1st day of the following month (for example, if you give notice on 14th April, the notice will take effect from 1st May and your 3 months’ notice period will expire on 31st July). You will be liable for the full membership payment during any notice period and should not cancel your direct debit. We reserve the right to reclaim any unpaid fees from you if you fail to adhere to the required notice period.
We may terminate the membership without liability to the Member at any time for any reason giving you not less than 3 months’ notice.
Any Member who fails to comply with all these conditions, all the rules of the Club in force from time to time and the instructions of the Club’s management or in our reasonable opinion who conducts him or herself at the Club in an unbecoming manner or whose conduct does or might bring the Club into disrepute may in our absolute discretion have his or her membership immediately terminated on written notice from us. Any person whose membership is terminated in this way shall not be entitled to enter the Club’s premises as a guest of any Member or otherwise unless and until readmitted as a Member in accordance with these conditions.
We will endeavour to keep the Club’s facilities operating during our opening hours as published from time to time but Members acknowledge that such facilities and/or the Club may be shut from time to time (or subject to certain limitations or restrictions) on notice from the Club (acting reasonably), including for necessary cleaning, decorating, or repairs or for reasons beyond our control (such as damage to the facilities, unavailability of staff or by order of any public authority). We reserve the right to occasionally close the Grain Store Café and Holistic studio for hosting social events or other private activities. Additionally, the Huddle will be booked on occasions for private hire and therefore may not be available for general use.
Whilst we will endeavour to minimise disruption to Member’s use of the facilities and give advance notice of any closures we have no liability to Members in respect of the same.
- Membership benefits, facilities and access
As a Member, you will be entitled to the rights and benefits applicable to your membership type.
You hereby acknowledge and agree that such the rights and benefits may be varied by us, acting reasonably, at any time, including where required to comply with applicable law or safety requirement.
Membership cards must be present with you at all times and scanned on arrival. If Membership cards are not present you must check in with a member of staff. You are responsible for ensuring that no one else uses your membership (including your membership card) and you must inform us immediately if you lose your membership card. Membership/security access being given to another person may result in an immediate termination of your Membership.
Certain facilities may only be available to certain membership types and/or subject to restrictions on use as notified from time to time by the Club (acting reasonably). Members should note that:
- The Spa is to be reserved as a tech free quiet zone and smart phones and other devises should be in silent mode. Laptops must not be used in this area, and calls/video calls may be not made or received excepting in an emergency. In all others areas of Club Calcot, phones and other devices may be used, but we reserve the right to ask for restraint if the use is proving intrusive to others. We ask that cameras are not used within relaxation areas of the Spa.
- The Huddle, Grain Store café and The Hive are intended as ad hoc working solutions whilst on site and using the Club facilities (not as a flexible office or permanent workspace solution). Devices in all such areas must be on quiet mode and we discourage the use of telephone and video calls except in the event of emergency. We reserve the right to ask for restraint if the use is proving intrusive to others.
- Members are welcome to use all the facilities of the hotel and use the fitness trail in the grounds for exercise on the understanding that these areas are shared with hotel guests, are subject to availability, and can be closed from time to time for hosting social events or other private activities.
- All areas of The Spa, Grain Store Café, Grain Store terrace are pet free with the exception of guide dogs. The Hive and Nature walk are dog friendly but dogs must remain on a lead at all times.
- Bookings for certain facilities/treatments/classes
Additional charges are payable for using certain of the Club’s facilities as are published in our standard price list from time to time. Advance bookings and payments are required for beauty treatments, personal training and events. To cancel a booking, at least 24 hours notice is required. 1f less than 24 hours notice is given, 100% of the standard price will be charged and any pre-payments made are non-refundable.
Classes are bookable 2 weeks in advance. We ask for no less than 24 hours to cancel your space on a class for consideration to other club Members who may wish to take up the vacated place.
Members whose membership type includes this benefit have the opportunity to pre-book the Calcot Playbarn for use by a child guest, in respect of which:
- places are bookable 2 weeks in advance for a maximum of 2 hours per day, require full payment at time of booking and are subject to our 24-hour cancellation policy set out above;
- Members using such facility must ensure the Playbarn is only for use while the Member remains on site for the purpose of using the Club Calcot facilities;
- places are subject to availability (noting the Playbarn is shared use with Calcot & Spa residents) and not intended for use as regular childcare provision.
- Health and Safety Rules and Limitation of Liability
As the Club is a health facility, no smoking or vaping is permitted within the building. Members may not bring their own food or drink to consume at the Club (including in the grounds).
Members who are or who appear to be under the influence of alcohol or drugs will not be permitted access to the Club.
Only adults and children aged 14 years and above are permitted to use the heat facilities. Gym users must be 16 years and over.
Specific instructions for the use of each facility are displayed in the appropriate area. These must be read carefully before use of any facilities and strictly adhered to. Subject to the paragraphs below, we accept no liability for a Member’s failure to observe these instructions and accordingly use of these facilities will be solely at the risk of Members.
Subject to the paragraphs below, we accept no liability for any illness or injury resulting from:
- use of the Club’s facilities by Members, guests or hotel residents; and/or
- over exertion, or precipitation or aggravation of a medical condition caused by such
All persons, who use the Club do so on the express basis that it is at their own risk. 1t is recommended that Members seek medical advice before undertaking any exercise in the Club.
Nothing in these conditions or the rules of the Club shall limit or exclude our liability to Members or guests for death or personal injury caused by our negligence or for fraud or fraudulent misrepresentation.
Whilst lockers are available, Members and their guests are advised not to leave money or valuables in the Club. All items are left at your own risk and we do not accept liability for the loss of or damage to such items.
The Club must be vacated when requested by the management, or on the sound of the fire alarms.
We reserve the right to require a Member to leave any Club facility (such as the pool) if that Member is in our opinion causing disturbance to other users of such facility.
- Member’s guests
Members whose membership type includes this benefit can book and bring a guest to enjoy using the facilities with them, subject to such guests being pre-booked into the Club’s designated booking times for guests. The Member introducing the guest will be responsible for the conduct of that person whilst at the Club and ensuring the guest complies with the rules of the Club and these membership conditions. The Member is responsible for ensuring that all costs incurred by the guest including member’s guest fee, are settled before departure. Members may bring no more than one guest at a time.
No guest may remain at the Club without the Member who invited him or her. Members may not bring the same guest more than four times in any 12-month period.
For the comfort of Members, the number of guests using the Club at any one time will be restricted. Guest places must be booked in advance.
- Rules regarding children
Children (anyone under the age of 18) are only permitted within the Club as a guest of a Member and during the hours as published in the Membership details. Each child must at all times while at the Club be accompanied by and under the continuous supervision of an adult who is a Member. One adult may accompany no more than 2 children.
Children under the age of 14 are only permitted to use the swimming pool area of the Club and only during the designated children splash times as published in Membership details. The other areas of the Club are not available to children. Members are encouraged to use The Hive for post swim drinks and snacks with children.
Members are required to control the behaviour of their children at all times.
- How we use your data
These conditions are governed by English law. If mandatory statutory consumer protection laws in your country of residence contain provisions that apply by application of applicable law, such provisions shall apply irrespective of the choice of English law. As a consumer, you may bring any court proceedings relating to these conditions before the competent court of your place of residence or the competent court of our place of business in England. If we wish to enforce any of our rights against you as a consumer, we may do so only in the courts of the jurisdiction in which you are a resident.