Customer Waiver

Last updated: March 2026

1. Introduction

This policy explains how we collect, use, and protect your personal information, as well as the terms that apply when booking and attending classes at the studio.

We are committed to protecting your privacy and handling your personal data responsibly in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our website or booking classes, workshops, or private sessions, you agree to the terms outlined in this document.

2. Information We Collect

When you interact with our website or booking system, we may collect the following information:

Personal Information

Name
Email address
Phone number
Emergency contact details

Health Information

To ensure safe participation in classes we may ask for:

Relevant injuries or medical conditions
Pregnancy status
Physical limitations

Booking & Payment Information

We may collect information relating to:

Class bookings
Memberships or class packs
Payment transactions

Payments are processed securely through our booking platform. We do not store card payment details.

3. How We Use Your Information

We use your information to:

Manage bookings and memberships
Communicate about your classes or account
Provide safe and appropriate instruction
Send occasional studio updates
Improve our services and website

We will never sell or share your personal data with third parties for marketing purposes. I grant Club Reformer permission to use any photographs or videos taken of me during classes for promotional purposes on social media, the website, or other marketing materials.

4. Marketing Communications

If you opt in to receive studio updates, we may send occasional emails about:

New classes
Workshops or events
Studio announcements

You may unsubscribe at any time.

5. Data Storage & Security

We take reasonable measures to protect your personal data.

Information may be securely stored via our website, booking platform, and email systems.

Personal data is retained only for as long as necessary to provide services and comply with legal obligations.

6. Your Data Rights

Under UK GDPR, you have the right to:

Request access to your personal data
Request corrections to inaccurate information
Request deletion of your data
Withdraw consent for communications

Requests can be made by contacting the studio directly.

Studio Terms & Policies

7. Booking Policy

All classes must be booked in advance via our online booking system.

Class spaces are limited and allocated on a first-come, first-served basis.

Class packs and memberships are non-refundable and non-transferable unless required by law.

8. 24 Hour Cancellation Policy

We operate a 24-hour cancellation policy for all classes.

If you cancel more than 24 hours before the class start time, the session will be credited back to your account.

If you cancel within 24 hours, the class will be deducted from your package or membership.

This policy helps ensure fair access to classes for all clients.

9. No-Show Policy

If a client fails to attend a booked class without cancelling in advance, the session will be deducted from their class pack or membership.

Repeated no-shows may result in temporary booking restrictions.

10. Late Arrivals

For safety reasons, late entry may not be permitted once a class has begun.

If you arrive late and are unable to join the session, the class may still be deducted from your package.

11. Class Pack Expiry & Extensions

Class packs are valid for the time period stated at purchase.

If additional time is required, packs may be extended subject to a £10 extension fee per month.

Extension requests should be made before the pack expiry date where possible.

12. Membership Usage

Memberships provide a set number of classes per monthly billing period.

Unused classes do not roll over into the following month unless otherwise stated.

Memberships are for individual use only and cannot be transferred or shared.

If you are unable to attend classes due to illness, injury, or travel, please contact the studio to discuss available options.

13. Grip Sock Policy

For hygiene and safety reasons, grip socks must be worn during all reformer classes.

Clients may bring their own grip socks or purchase them at the studio.

14. Health & Safety

By attending classes, you confirm that:

You are fit to participate in exercise
You will inform the instructor of any injuries, medical conditions, or pregnancy
You understand that exercise carries inherent physical risks

If you have medical concerns, you should seek advice from a healthcare professional before participating.

15. Pregnancy & Injury Policy

Clients who are pregnant or managing injuries should inform the instructor before attending class.

In some cases, private sessions may be recommended before joining group classes to ensure exercises are appropriate and safe.

16. Minimum Class Numbers

Classes may occasionally be cancelled if minimum attendance numbers are not met.

If a class is cancelled by the studio, the session will be credited back to your account.

Liability Waiver

17. Participation Agreement

By attending classes, workshops, or private sessions, you acknowledge that participation in physical exercise involves inherent risks.

You confirm that you participate voluntarily and at your own risk.

18. Limitation of Liability

The studio and its instructors will not be held liable for injuries sustained during participation except where required by law.

Clients are responsible for monitoring their own physical condition during exercise.

19. Personal Belongings

Clients are responsible for their own personal belongings. The studio cannot accept responsibility for lost, stolen, or damaged items.

20. Client Waiver & Health Form

All clients are required to complete a health questionnaire and liability waiver through the studio booking app prior to attending their first class.

This form helps ensure that instructors are aware of any relevant medical conditions, injuries, or physical considerations so that exercises can be adapted appropriately and classes can be delivered safely.

It is the responsibility of each client to ensure that the information provided is accurate and kept up to date. Clients should notify the studio if their health status changes or if they sustain an injury that may affect their participation in classes.

If the required waiver and health form have not been completed prior to attendance, the studio reserves the right to refuse participation in the class until the form has been completed.

In such circumstances, the session may still be deducted from the client’s class pack or membership in accordance with the studio’s cancellation policy.

21. Studio Changes

The studio reserves the right to:

change instructors
adjust class schedules
cancel classes when necessary

If a class is cancelled by the studio, the session will be credited back to your account.

22. Contact

For questions regarding this policy or your personal data, please contact:

Club Reformer
Email: hello@clubreformer.co.uk
Address:

Dronfield Studio

Unit 23

The Forge

Dronfield

S18 1QX

Matlock Studio

23 Dale Road

Matlock

DE4 3LT

Changes to This Privacy Policy.

We may update this Privacy Policy from time to time. Any changes will be posted on this page, and, where appropriate, notified to you by email.

If you have any questions or concerns about these Terms and Conditions, please contact us in writing to:
Club Reformer LTD
The Bridge House, Mill Lane, Dronfield, United Kingdom, S18 2XL
Email: hello@clubreformer.co.uk