TRAINING POD
Gym Membership, Fitness Classes, Data Protection & Business Protection Terms and Conditions
Business: Training Pod
Address: Unit 10K, Sneckyeat Ind Est, Whitehaven, Cumbria
Email: trainingpod@outlook.com
Telephone: 07908907286
Effective date: 24th October 2026
Version: 1.0
1. Introduction and acceptance
These Terms and Conditions govern membership, gym access, fitness classes, personal training services, HYROX type training, events and associated activities provided by Training Pod.
By applying for membership, paying membership fees, booking or attending a class, or using the Gym’s facilities, you agree to comply with the applicable terms.
Separate written agreements may apply to personal training, instructors, contractors, events and other commercial arrangements.
Training Pod reserves the right to enforce these terms fairly and proportionately, subject to applicable consumer, employment, data protection and other relevant laws.
2. Membership and gym access
2.1. Membership is personal to the named member and cannot be transferred, shared or sold.
2.2. Members must not allow another person to use their membership card, fob, access code, app account or other entry credentials.
2.3. Training Pod operates a 24/7 gym, subject to maintenance, emergencies, temporary closures and any notified access restrictions.
2.4. Members must not admit non-members or allow unauthorised persons into the premises, including by following another member through a controlled entrance.
2.5. Members must not share access codes or attempt to bypass access-control systems.
2.6. Membership fees, payment frequency, any minimum term and cancellation requirements will be clearly communicated before the membership contract is agreed.
2.7. Membership includes only the facilities, classes and services specified in the selected membership package. Additional services may require separate payment or booking.
2.8. Membership does not automatically confer ownership, management rights, instructor status, event-organiser status or permission to represent Training Pod.
3. Membership fees and payments
3.1. Members must pay the agreed fees using the agreed payment method and by the applicable due dates.
3.2. Training Pod will communicate any proposed price changes in accordance with the membership agreement and applicable law. Members will be given any cancellation rights required by law or the terms of their agreement.
3.3. If a payment fails, Training Pod may contact the member to arrange payment and, where appropriate, restrict access in accordance with the contract and applicable law.
3.4. Any additional charges, including joining fees, paid coaching, events or specialist sessions, must be disclosed before the member commits to them.
3.5. Refunds and credits will be assessed in accordance with the contract and applicable consumer rights. Nothing in these terms removes statutory rights.
4. Cancellation, suspension and termination
4.1. Members must follow the cancellation procedure and notice period stated in their membership agreement.
4.2. Where a membership is agreed online, by telephone or away from the Gym’s premises, statutory cancellation rights may apply, including a 14-day cancellation period where required by the Consumer Contracts Regulations 2013.
4.3. Training Pod may suspend or terminate membership where there is a serious or repeated breach of these terms, non-payment, harassment, violence, deliberate misuse of access credentials, serious safety misconduct or unlawful activity.
4.4. Except where immediate action is reasonably necessary to protect safety, people, property or the business, Training Pod will normally investigate the circumstances and give the member an opportunity to respond before making a final decision.
4.5. Where appropriate, Training Pod may issue a warning, restrict access to a particular activity, suspend membership temporarily or terminate the agreement.
4.6. Any outstanding payment obligations, refunds and cancellation rights will be dealt with according to the agreement and applicable law.
5. Gym rules, equipment and conduct
Members must:
● Use equipment only for its intended purpose and in accordance with reasonable instructions.
● Follow posted safety notices and staff instructions.
● Return weights and equipment after use.
● Use collars, safety equipment and spotters where appropriate.
● Clean equipment after use and maintain reasonable personal hygiene.
● Wear suitable training clothing and footwear.
● Respect other members, staff, instructors and visitors.
● Report damaged equipment, accidents, hazards or unsafe conduct promptly.
● Keep walkways, emergency exits and access routes clear.
● Refrain from abusive, threatening, discriminatory, intimidating or harassing behaviour.
● Refrain from training while impaired by alcohol or drugs or otherwise unfit to exercise safely.
● Not deliberately damage, remove or misuse Gym property.
Members must not undertake unauthorised commercial activity, sell products, solicit business, conduct coaching sessions or use Gym facilities for private commercial purposes without written permission from Training Pod.
6. Fitness classes and bookings
6.1. Classes may include strength and conditioning, circuits, studio cycling, mobility, personal training, HYROX and other fitness activities offered by Training Pod.
6.2. Class places must be booked using the approved booking system where required.
6.3. Members must cancel unwanted bookings within the 1 hour notified cancellation period so that other members can use the available place.
6.4. Any late-cancellation fees or missed-class charges must be communicated clearly before booking.
6.5. Members must arrive on time and follow the instructor’s directions. Late admission may be refused where allowing entry would compromise safety or disrupt the session.
6.6. Training Pod may change instructors, class formats, timetables or locations where reasonably necessary. Material changes to paid services will be handled in accordance with the membership agreement and applicable law.
6.7. Members must not coach, instruct or take control of a class unless authorised to do so.
6.8. No member may film, photograph or record other participants without appropriate permission and any required consent.
7. Health, medical information and exercise risks
7.1. Members must provide accurate information relevant to their ability to exercise safely, including completing any required Physical Activity Readiness Questionnaire (PAR-Q), health screening or exercise consultation.
7.2. Members must inform Training Pod of relevant changes to their health, injuries, medication or exercise limitations where these may affect safe participation.
7.3. Members are responsible for exercising within their capabilities and following appropriate instructions. They should seek advice from a suitably qualified healthcare professional where necessary before beginning or resuming exercise.
7.4. Members must stop exercising and notify an instructor or staff member if they experience concerning symptoms, significant pain, dizziness, chest pain or unusual shortness of breath.
7.5. Training Pod may refuse or modify participation in an activity where there is a reasonable and evidence-based safety concern, taking account of relevant information and the member’s circumstances.
7.6. Exercise involves inherent risks, including muscular soreness, strains, falls and other injuries. Members should understand these risks and follow safety guidance.
7.7. Nothing in these terms excludes or restricts liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence.
8. HYROX type training, club representation and competitions
8.1. Where Training Pod provides HYROX type training or affiliated club activities, members must comply with the applicable class rules, booking arrangements and event requirements.
8.2. Membership of Training Pod does not automatically make a member an authorised representative, coach, ambassador or event organiser for Training Pod.
8.3. Members may participate in external competitions in their own capacity, subject to any applicable event rules and intellectual property requirements. They must not falsely claim that an event, team or activity is officially organised, sponsored or endorsed by Training Pod.
8.4. The use of Training Pod’s name, logo, clothing designs, promotional material or other branding in competition entries, team pages, event promotions or sponsorship requests requires prior written permission where such use implies official representation or endorsement.
8.5. Any club-specific clothing, team entry, event booking or representation requirements will be communicated separately. These requirements must not be used to misrepresent the terms of a member’s general gym membership.
9. Anti-solicitation and protection of Training Pod members
9.1. Purpose
Training Pod invests time, money and professional expertise in attracting members, delivering classes, building community relationships and developing its training programmes.
Members, instructors and contractors must not misuse access obtained through Training Pod to divert its members, clients, commercial opportunities or goodwill to unauthorised competing services.
9.2. Prohibited solicitation by members
Unless Training Pod has given prior written permission, a member must not use the Gym’s premises, classes, member groups, booking systems, contact lists or membership relationships to:
a. Systematically recruit, solicit or encourage Training Pod members to leave the Gym or reduce their participation in its services in favour of a competing gym, coaching business or organised training service.
b. Promote, arrange or sell private training sessions, group coaching, fitness classes, boot camps, HYROX preparation sessions or similar paid activities to Training Pod members using access gained through membership.
c. Collect or use member contact details for an unauthorised commercial purpose.
d. Organise a competing commercial fitness service by targeting members encountered through Training Pod.
e. Misrepresent an external activity as an official Training Pod session, team, event or partnership.
f. Use confidential business information, non-public membership information or internal communications to divert business away from Training Pod.
9.3. Fair limits
This clause does not prohibit members from ordinary friendships, personal conversations, independent sporting activities or exercising elsewhere in their own time.
It does not prevent members from responding to unsolicited enquiries, discussing their own activities in a lawful personal capacity or exercising their statutory rights.
The restriction applies to targeted or organised solicitation, misuse of confidential information and unauthorised commercial promotion, rather than ordinary social contact.
9.4. Commercial activity on the premises
No person may use Training Pod’s facilities to deliver paid coaching, recruit clients, run an external class, promote a competing service or conduct a commercial event without prior written approval.
Training Pod may require an approved activity to operate under a separate agreement covering fees, insurance, safety, branding, data protection and responsibilities.
9.5. Breaches
A breach may result in the removal of unauthorised promotional material, withdrawal of permission to conduct the activity, a warning, suspension or termination of membership where justified and lawful.
Training Pod may also pursue appropriate legal remedies for demonstrable loss, misuse of confidential information or infringement of intellectual property rights.
No automatic penalty or predetermined compensation is imposed by this clause.
10. Instructors, personal trainers and contractors
10.1. All instructors, personal trainers, coaches, volunteers and contractors must comply with the applicable written agreement, Gym rules, safeguarding requirements and relevant professional standards.
10.2. Access to members through classes, bookings, consultations or Gym facilities is provided for authorised Training Pod activities and must not be exploited for unauthorised commercial gain.
10.3. Instructors must not, without prior written permission:
● Solicit or approach Training Pod members for the purpose of diverting them to the instructor’s own competing paid sessions.
● Use Training Pod classes, contact lists, group chats or booking records to market their own business.
● Encourage members to cancel or downgrade their Training Pod membership in order to purchase a competing service.
● Privately arrange paid coaching with members introduced through Training Pod where the arrangement circumvents an agreed Training Pod service or commercial arrangement.
● Use Gym facilities, equipment, staff time or class time to advertise unauthorised services.
● Take, copy, export or retain member contact details, PAR-Q forms, training records, progress photographs or other confidential information for personal commercial use.
● Claim that their independent business, sessions or events are operated, sponsored or endorsed by Training Pod without written authorisation.
10.4. Instructors must disclose any potential conflict of interest and must not divert a Training Pod commercial opportunity for personal gain where doing so breaches their contract or duties.
10.5. Instructors may undertake lawful outside work, subject to their actual contractual obligations, employment status, working arrangements and applicable law. Nothing in these terms creates a blanket prohibition on lawful outside employment.
10.6. Any restriction continuing after an instructor’s engagement ends must be contained in a separate written instructor or contractor agreement. Any non-solicitation or restrictive covenant must be appropriately limited in scope and duration and reviewed for enforceability.
10.7. Serious breaches may result in removal from the timetable, suspension of authorised access, termination of the relevant agreement and appropriate legal action, subject to the contract and applicable law.
11. Events, photographs, videos and member participation
11.1. Training Pod may organise gym challenges, HYROX type sessions, competitions, charity events, social activities, walks, workshops and other community events.
11.2. Members must obtain permission before organising an event on Training Pod’s premises or representing an event as being organised by Training Pod.
11.3. Members, instructors and third-party organisers must not use Training Pod’s name, logo, branding, member lists, photographs, videos or other proprietary materials to promote an unauthorised event or business.
11.4. No person may use a member’s image, testimonial, personal story or identifiable information for commercial promotion without an appropriate lawful basis and any required consent or other permission.
11.5. Training Pod will provide a separate photography and media notice where appropriate. Members will be informed how to object to or withdraw from optional promotional photography, subject to any applicable legal requirements.
11.6. Members must not publish footage that invades another person’s privacy, exposes confidential information or unlawfully uses another person’s image.
11.7. Participation in a Training Pod event does not automatically authorise the commercial use of a participant’s image or imply that they endorse a product or service.
12. Branding, intellectual property and business materials
12.1. Training Pod retains ownership of, or the applicable rights to, its business name, logo, brand identity, website content, original training materials, promotional designs, photographs, videos, class formats and other protected materials.
12.2. Members and instructors are granted no automatic licence to reproduce, modify, distribute, sell or commercially exploit these materials.
12.3. Prior written permission is required for use of Training Pod branding in third-party advertising, sponsorship applications, merchandise, websites, social media campaigns, independent events or commercial training services where permission is required by law or the applicable rights.
12.4. Members and instructors must not imply official affiliation, endorsement or partnership where none exists.
12.5. Any permission granted may specify the purpose, duration, platform, format and conditions of use. Permission may be withdrawn where the agreed conditions are breached, subject to applicable law and any existing contractual rights.
12.6. This clause does not prevent lawful commentary, reviews, personal references or other uses permitted by law.
13. Data protection and privacy
13.1. Training Pod will process personal information in accordance with applicable data protection legislation, including the UK GDPR and Data Protection Act 2018, as amended.
13.2. Personal information may include:
● Name, address, telephone number and email address.
● Membership, attendance, booking and payment records.
● Emergency contact details.
● PAR-Q responses and relevant health information.
● Training plans, progress measurements and coaching notes.
● Incident reports, complaints and relevant correspondence.
● Images or recordings where lawfully obtained and used.
13.3. Training Pod will use personal information only for specified and legitimate purposes, which may include administering membership, delivering classes, managing bookings and payments, ensuring safety, responding to enquiries, handling complaints and meeting legal obligations.
13.4. Training Pod will identify and document an appropriate lawful basis for each processing purpose. Where health information is processed, it will also identify a valid special-category condition and implement any additional safeguards required by law.
13.5. Personal information will be accessible only to authorised personnel and service providers who need it for their duties. Appropriate technical and organisational safeguards will be used to protect it.
13.6. Training Pod will not sell members’ personal information. Information will not be shared with third parties except where there is an appropriate lawful basis, such as necessary service provision, legal requirements, safety emergencies or other permitted purposes explained in the privacy notice.
13.7. Members must not copy, photograph, download, export, share or otherwise misuse another member’s personal information.
13.8. Members and instructors must not use member information obtained through Training Pod for independent marketing, client recruitment or another unauthorised purpose.
13.9. Personal information will be retained only for as long as reasonably necessary for the relevant purposes, subject to legal, accounting, insurance and claims-related retention requirements.
13.10. Individuals may have rights to access, correct, erase or restrict the use of their personal information, object to certain processing, withdraw consent where consent is the basis relied upon, and complain to the Information Commissioner’s Office (ICO), subject to applicable law.
13.11. Data protection enquiries should be directed to trainingpod@outlook.com.
13.12. Full details of processing purposes, lawful bases, recipients, retention periods and individual rights must be set out in Training Pod’s separate Privacy Notice.
14. Confidentiality and misuse of information
14.1. Members, instructors and contractors must not improperly disclose or exploit confidential business information obtained through their relationship with Training Pod.
14.2. Confidential information may include non-public member contact details, commercial arrangements, internal procedures, business plans, pricing arrangements, unpublished training resources and non-public financial or operational information.
14.3. Confidential information must not be copied, retained, disclosed or used for an unauthorised commercial purpose.
14.4. This clause does not prevent disclosures required by law, protected disclosures, lawful reporting of wrongdoing, or the exercise of legal rights.
14.5. Instructors and contractors must return or securely delete Training Pod information in their possession when their engagement ends, where appropriate and lawful, subject to legitimate recordkeeping obligations.
15. Personal belongings, security and CCTV
15.1. Members are responsible for keeping their belongings secure and should use designated storage facilities where available.
15.2. Training Pod will take reasonable steps to maintain appropriate premises security but cannot guarantee that theft, loss or damage will never occur.
15.3. CCTV may be used for legitimate purposes such as safety, security, crime prevention and investigating incidents. Appropriate notices and privacy information will be provided.
15.4. CCTV and access-control records will be handled in accordance with applicable data protection requirements, access restrictions and retention policies.
15.5. Members must not interfere with security equipment, access systems, CCTV or emergency devices.
16. Emergencies, closures and facility changes
16.1. Training Pod may temporarily close areas or suspend activities for maintenance, equipment repairs, emergencies, staff availability or other reasonable operational reasons.
16.2. Training Pod will communicate significant interruptions where reasonably practicable.
16.3. Where a closure materially affects a paid service, any refund, credit or alternative arrangement will be considered in accordance with the contract and applicable law.
16.4. Members must familiarise themselves with emergency exits, evacuation procedures and any emergency contact arrangements relevant to 24/7 access.
17. Complaints and dispute resolution
17.1. Complaints should be submitted to trainingpod@outlook.com, providing sufficient information for Training Pod to investigate.
17.2. Training Pod will acknowledge and consider complaints within a reasonable period and provide a response where practicable.
17.3. Where a complaint involves suspension, termination, alleged solicitation or misuse of information, Training Pod may investigate the relevant evidence and give affected individuals an appropriate opportunity to respond.
17.4. Nothing in this clause prevents a member from contacting a relevant regulator, seeking independent advice or exercising statutory rights.
18. Changes to these terms
18.1. Training Pod may update these terms where reasonably necessary to reflect changes in law, facilities, services, safety requirements or business operations.
18.2. Material changes will be communicated to members before taking effect where required or appropriate.
18.3. Changes will not retrospectively remove accrued legal rights or override an existing contract where the change is not legally or contractually permitted.
18.4. Where a change materially affects the membership agreement, any applicable notice, consent or cancellation requirements will be followed.
19. Liability and statutory rights
19.1. Training Pod will provide its services with reasonable care and skill as required by applicable law.
19.2. Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, or any other liability that cannot lawfully be excluded or limited.
19.3. Subject to the preceding paragraph, Training Pod is not responsible for loss or damage to the extent that it is caused by circumstances for which Training Pod is not legally responsible.
19.4. Nothing in these terms removes a member’s statutory consumer rights or makes a member responsible for risks that Training Pod is legally required to manage.
20. General provisions and governing law
20.1. If any provision is held to be unlawful or unenforceable, the remaining provisions will continue to apply to the extent permitted by law.
20.2. No provision of these terms creates a partnership, employment relationship or agency relationship between Training Pod and a member.
20.3. These terms should be read alongside any applicable membership agreement, booking conditions, privacy notice and separate instructor or contractor agreement.
20.4. These terms are governed by the law of England and Wales, subject to any mandatory legal protections applicable to the individual concerned.