iDFitness Terms of Service

K1 Berkshire Ltd — trading as iDFITNESS — Terms and Conditions.

These terms and conditions are entered into by and between K1 Berkshire Ltd (hereinafter “iDFitness”, “iD”, “K1 Windsor”) and you (hereinafter “the Member”).

1. Services

The membership entitles the Member to use iDFitness facilities and the equipment and services available at those facilities. The membership gives access to the iDFitness site only, except where specified otherwise in writing.

2. Membership

The membership is personal to the Member and cannot be shared, transferred, or used by anyone else.

Age Limit. The Member confirms that they are 18 years old or older. Members aged under 18 require parental or guardian written permission to train at iDFitness and may be required to have a parent/guardian in attendance for each session.

Health. The Member confirms that, to the best of their knowledge, they do not suffer from any health condition that would make exercise unsafe or inadvisable for them. Where the Member has any doubt about their fitness to exercise, they should seek advice from a medical doctor before starting or continuing to use iDFitness facilities.

iDFitness is under no obligation to carry out a fitness assessment or similar test of the Member’s physical condition. Where an assessment is carried out, it is solely to help track the Member’s progress against their own programme and is not a medical or diagnostic assessment. It is not a substitute for professional medical advice.

3. Liability

3.1 Member liability. The Member is responsible for any property damage and/or personal injury they cause to iDFitness property, staff, or other members while on iDFitness premises, whether by negligence, misuse of equipment, or breach of the Code of Conduct. iDFitness may recover reasonable costs from the Member on presentation of an itemised statement.

3.2 iDFitness liability. Exercise carries inherent risks, and by using iDFitness facilities the Member accepts the ordinary risks associated with physical exercise. However, nothing in these terms excludes or limits iDFitness’s liability for:

• death or personal injury caused by the negligence of iDFitness, its staff, or agents;
• fraud or fraudulent misrepresentation; or
• any other liability that cannot lawfully be excluded or limited under English law, including under the Consumer Rights Act 2015.

Subject to the above, iDFitness’s liability for loss or damage that is not death or personal injury caused by iDFitness’s negligence is limited to circumstances where such loss was reasonably foreseeable, and iDFitness is not liable for indirect or consequential loss.

The Member must use equipment only as instructed and in line with any induction, signage, or guidance provided by iDFitness staff. Failure to do so is at the Member’s own risk to the extent permitted by law.

4. Lockers and Personal Belongings

Lockers/storage are available for Members while using the facility. Each Member must empty their locker/storage when leaving. iDFitness may open and empty lockers/storage left in use after closing or after a member has left the facility, and will hold any items found in line with the Lost Property clause below.

5. Lost Property or Theft

iDFitness will take reasonable care of the premises and its security measures, but is not liable for the loss or theft of personal belongings except where that loss or theft results directly from iDFitness’s own negligence (for example, a failure to maintain functioning locks that iDFitness was aware of and did not remedy within a reasonable time). Members are advised not to bring valuables onto the premises. Any items found on iDFitness premises will be kept for a period of two weeks before being disposed of or donated to charity.

6. Code of Conduct

The Member agrees to comply with iDFitness’ Code of Conduct, a copy of which is available https://id.fitness/idfitness-code-of-conduct/ / provided at sign-up, and which forms part of these terms. iDFitness will make reasonable efforts to bring any updates to the Code of Conduct to Members’ attention.

7. Suspension or Termination of Membership

iDFitness may suspend or terminate a Member’s membership where the Member:

• seriously or repeatedly breaches the Code of Conduct;
• behaves in a way that threatens the safety, welfare, or reasonable enjoyment of other members or staff;
• provides false information relevant to their membership (for example, regarding their health declaration); or
• is in material breach of payment obligations under these terms, as set out in the Payment clause.

Where reasonably possible, iDFitness will give the Member a written warning and an opportunity to address the issue before suspending or terminating membership, except in cases of serious misconduct (for example, violence, harassment, or safety risk to others) where immediate suspension may apply.

Where a membership is terminated by iDFitness other than for the Member’s breach, iDFitness will refund any prepaid fees for the period after termination on a pro-rata basis. Where a membership is terminated due to the Member’s breach, iDFitness reserves the right to withhold any prepaid balance to the extent it reflects reasonable costs or losses caused by that breach, but will not charge more than the actual loss suffered.

8. Access & Security

iDFitness is open Monday to Friday, 6am to 8pm, and Saturday 6am to 3pm, and Sunday 7am to 11am, except on bank holidays or in exceptional circumstances, when times may vary. Class times are as published in the iDFitness booking system. Classes and instructors are subject to change; iDFitness will give as much notice of changes as is reasonably practicable.

9. Payment

The Member is responsible for payment of their membership fees, including where fees are collected by automatic/recurring debit. The agreed price applies only where the Member pays in accordance with these terms.

60-day subscription membership (paid monthly over a 2-month rolling cycle): the first month’s payment (or pro-rata amount) and any sign-up fee are due at the point of agreement. Subsequent monthly payments are due before each new payment month begins. The Member remains responsible for all payments, including where collected by automatic debit.

If a payment is late, iDFitness will send a reminder and may suspend access. The membership continues to run, and payment obligations continue to accrue, during any period of suspension for non-payment. If the amount remains unpaid after 30 days, the Member is in breach of contract and the outstanding balance becomes due immediately. iDFitness may pass the debt to a third-party debt collection agency, which may add its own reasonable fees, consistent with statutory limits on such fees.

At the point of sale, the Member confirms they have read and accepted these terms and conditions.

Where the Member has set up an automatic debit, cancellation of that debit does not cancel the membership — the Member must still give notice in accordance with the Renewal & Cancellation clause below, and remains liable for the required notice period regardless of when the automatic debit is stopped.

10. Renewal & Cancellation

10.1 Rolling (60-day) membership. This is a recurring 2-month rolling membership, renewed automatically upon each monthly payment. Any pro-rata or sign-up fee paid at the start of membership does not count towards the notice period required to cancel.

To cancel, the Member must give 2 full payment months’ notice in writing to hello@id.fitness. iDFitness will confirm receipt of the cancellation by email and confirm the Member’s final day of access, based on the notice period and any remaining days in the current pre-paid month.

To downgrade a membership package, 1 full payment month’s notice is required. Upgrades take effect from the next subscription payment.

10.2 Annual membership (12 months, pre-paid or subscription). The initial contract term is 12 months. At the end of the initial term, the membership renews automatically for a further 12 months unless the Member gives written notice of cancellation to hello@id.fitness at least one payment month before the end of the then-current term. iDFitness will send a courtesy reminder by email one month before the end of the contract period, but the Member remains responsible for giving their own notice even if a reminder is not received or received late.

10.3 Exceptional cancellation (applies to both rolling and annual memberships). A Member may cancel or pause their membership ahead of the standard notice period, without penalty, on medical grounds: where a medical certificate confirms the Member has a condition that means continuing the membership would not be appropriate, and the condition cannot reasonably be managed through modifications to the Member’s programme. Physiotherapy, rehabilitation, and soft tissue treatment needs are, wherever possible, supported within the existing membership (see Services) and are not on their own grounds for exceptional cancellation, save where a medical certificate confirms otherwise.

Exceptional cancellations take effect from the date agreed with iDFitness in writing, and any prepaid balance for the period after that date will be refunded on a pro-rata basis.

11. Price Changes

Any price changes will be communicated to Members at least two months before they take effect. If a Member does not wish to accept a price increase, they may cancel their membership without penalty by giving notice before the increase takes effect, and will not be charged the increased price for any period before their membership ends.

12. Changes to These Terms

iDFitness may update or modify these terms from time to time, for example to reflect changes in the law, our services, or our operations. Members will be notified of material changes by email and/or a notice on the website or member app at least 14 days before the changes take effect. Continued use of iDFitness facilities after that date constitutes acceptance of the updated terms; Members who do not accept a material change may cancel in accordance with the Renewal & Cancellation clause without being bound by the new term.

13. Closure of Club / Cessation of Trading

Closure of Club / Cessation of Trading

In the event that iDFITNESS ceases to trade at its premises, whether due to the expiry or non-renewal of its lease, business closure, or any other reason, the following will apply:

Notice. iDFITNESS will notify all active members in writing (by email and/or through the member app or portal) of the intended closure date as far in advance as reasonably possible in the circumstances.

Automatic membership end. All memberships will end automatically on the final day of trading, regardless of any notice period that would otherwise apply under the Renewal & Cancellation clause of these terms. Members are not required to submit a cancellation request for their membership to end on this date, and no payments will be collected in respect of any period after the final day of trading.

No outstanding balance. As membership fees are paid in advance and cover only the calendar month to which they relate, no member will be charged for any period after the final day of trading, and no refund will be due in respect of the final month provided that iDFITNESS continues to provide normal access and services up to and including the final day of trading.

14. Force Majeure

Where iDFitness is unable to provide access to facilities for a continuous period of more than 5 working days due to circumstances beyond its reasonable control (including fire, flood, extreme weather, government restrictions, utility failure, or significant unplanned building/equipment failure), iDFitness will, at the Member’s request, either pause the membership (extending its end date by the affected period) or provide a pro-rata credit or refund for the affected period. This clause does not apply to short-notice closures for routine maintenance, bank holidays, or the scheduled hours in the Access & Security clause.

15. Membership Freeze

iDFitness does not offer general membership freezes for personal reasons (for example, travel or temporary relocation). Membership may only be paused on medical grounds, in accordance with the Exceptional Cancellation provisions in the Renewal & Cancellation clause above.

16. Data Protection & Privacy

iDFitness processes personal data (including health information provided under the Health clause, payment details, and images/video where consented to) in accordance with UK GDPR and the Data Protection Act 2018. Full details of what data we collect, why, how long we keep it, and Members’ rights (including the right to access, correct, or delete their data, and to withdraw consent at any time) are set out in our [Privacy Policy], available at [link], which forms part of these terms.

Health information is processed as special category data, on the basis of the Member’s explicit consent given at sign-up, which may be withdrawn at any time by contacting hello@id.fitness. Withdrawing consent to health data processing may affect iDFitness’s ability to safely provide certain services (for example, personal training).

17. Copyright & Trademarks

iDFitness is a registered trademark (No. UK00003936394). Unauthorised use, replication, or imitation of the iDFitness name, logo, or associated branding across goods and services including clothing, sports equipment, gym and fitness services, and educational materials is strictly prohibited. This includes, but is not limited to, use in domain names, marketing materials, eBooks, educational materials, exclusive member content, images, video content, or any other context that may cause confusion or misrepresentation. iDFitness may take legal action against infringement of its trademark rights.

18. Ownership of Images and Video

18.1 iDFitness content. Images and videos produced by or on behalf of iDFitness are protected by copyright, which belongs to iDFitness.

18.2 Member consent. iDFitness may photograph or film Members during classes, events, or on the premises for use in promotional material (including social media, website, and print). This is done only with the Member’s specific, informed consent, given separately from acceptance of these terms — not as a condition of joining. Members may withdraw this consent at any time by contacting hello@id.fitness, and iDFitness will remove or stop future use of identifiable images of that Member within a reasonable time of the request, save for material already published in a form iDFitness cannot reasonably recall (e.g., printed materials already distributed).

18.3 Member-shared content. If a Member uploads or shares images or videos featuring iDFitness premises, staff, or other identifiable members (for example, on their own social media), the Member confirms they have obtained any necessary permission from other identifiable individuals depicted, and will remove such content promptly if asked to do so by iDFitness or an individual depicted.

18.4 License to iDFitness. Where a Member shares content featuring iDFitness with iDFitness’s account (for example, tagging iDFitness or submitting content for reposting), the Member grants iDFitness a non-exclusive, royalty-free licence to reproduce, distribute, and display that content for the purpose of operating and promoting iDFitness, including on social media, unless otherwise agreed in writing. This licence does not transfer ownership of the Member’s original content.

19. Complaints

If a Member has a complaint about their membership or experience at iDFitness, they should raise it in the first instance with the gym manager or by emailing hello@id.fitness. iDFitness aims to acknowledge complaints within 5 working days and resolve them within 21 days wherever possible.

20. General

20.1 Severability. If any provision of these terms is found by a court or regulator to be invalid or unenforceable, that provision will be treated as removed to the minimum extent necessary, and the remaining terms will continue in full force and effect.

20.2 Governing law and jurisdiction. These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute arising from them, without prejudice to any statutory rights a Member may have to bring proceedings in their own local jurisdiction.

20.3 Entire agreement. These terms, together with the Code of Conduct and Privacy Policy referenced above, form the entire agreement between the Member and iDFitness regarding membership, superseding any prior discussions or representations, save for any fraudulent misrepresentation.