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Rules & Regulations

All customers and visitors of the University of Reading SportsPark must abide by these rules and regulations (“Rules and Regulations”)

1 Categories of Membership

There are three categories of membership, each designed to suit the varying needs of our users. Each category of membership has different restrictions, conditions and benefits. Please contact Reception to discuss your requirements.

1.1 The facilities that you are permitted to use at the SportsPark and the times that you are permitted to use these facilities will vary depending upon the category of membership that you hold. Details of all membership categories and price levels and appropriate time bands are available online at www.sport.reading.ac.uk

1.2 Proof of status will be required. Membership at the University of Reading Student, Other Student, Under 18, Senior, University of Reading Staff, Alumni and Family price levels will only be granted when appropriate proof of status is presented when applying.

1.3 Details of Family membership can be found in our Membership Information leaflet available online at www.sport.reading.ac.uk/prices.html or from Reception. Should one of the family members wish to cancel their membership then if there is only one remaining member then the remaining member’s membership shall be converted to an individual status at the applicable rate (e.g. community) if necessary. A “Family” is defined as anyone living at the same address.

1.4 All membership types must be applied for by fully completing the appropriate membership application online or handing the application to Reception or submitting it online Anyone requiring help with completing the form should contact Reception for assistance. SportsPark reserves in its absolute discretion (acting reasonably and in compliance with the law) the right to reject any application forms.

1.5 If the monthly payment by Direct Debit is chosen as an option then a Direct Debit form must also be completed and the individual is required to present proof of current bank account details. Failure to do so may result in a delay in the processing of the membership. For anyone unable to provide bank details, alternative options of membership may be granted by SportsPark.

1.6 When opting to pay for membership by Direct Debit, an interim payment must be made to cover the period from commencement of the membership until collection of the first monthly Direct Debit. This will be calculated on a pro-rata basis.

1.7 University of Reading Students may also be subject to the University’s Regulations for Conduct.

2 Membership Cards

2.1 All members must present their membership card to gain access to the SportsPark facilities via Reception or the automated turnstiles. Failure to present your membership card upon arrival on three consecutive occasions may then result in a charge of £1 being applied, payable before access will be granted to the facilities. Any member attending without a valid membership card may be asked for proof of identification.

2.2 Membership is non-transferable: should another individual use your card (unless you have informed us that your card is lost or stolen) to attempt to gain access to the facility the University of Reading reserves the right to terminate your membership without refund.

2.3 Should you lose your membership card a replacement card can be issued at a charge of £5. University of Reading staff and students must purchase a new campus card (on which their membership is registered) at a charge of £10. Any stolen cards can be reissued free of charge upon production of a valid crime reference number.

2.4 On termination of membership, a member must return their membership card (unless membership is registered on a campus card) to Reception.

3 Membership Agreement

3.1 These Rules and Regulations form part of your membership agreement with the University of Reading SportsPark.

3.2 Membership does not guarantee access to classes/facilities. You must book ahead to reserve your place by visiting Reception, booking on-line or calling 0118 378 8799.

3.3 Memberships will automatically lapse if not renewed. Members can view their membership details by logging in online or by contacting Reception. If you wish to renew, please do so online or contact Reception.

3.4 Members paying on an annual basis who wish to terminate their membership should simply allow their membership to expire at the time of renewal as it will not be automatically renewed.

3.5 No refunds can be offered for cancellation requests made by members midway through their membership term and the remainder of the membership fees until the end of a member’s specific membership term remain payable. Exceptions may be made for health or other reasons (such as suspension or withdrawal from studies or the like) if supported by a current and valid medical certificate, or notifications from student services, respectively.

3.6 Members paying on a monthly basis via Direct Debit do not need to renew their membership as renewal is automatic every month unless otherwise cancelled. Payments will continue to be collected on a monthly basis until such a time as the membership is suspended or cancelled. Any change in the cost of the membership will be communicated to the member in writing a minimum of 14 days prior to the date on which the increased membership fee takes effect.

3.7 Members paying on a monthly basis via Direct Debit who wish to cancel their membership can do so at any time by notifying Reception (in writing) and directly with their bank after the initial payment amount and one direct debit payment has been taken. No refunds can be offered for any membership payments that have already been received.

3.8 Members paying by monthly direct debit are agreeing that they are the person/persons authorised to sign on the bank account for which the details are provided.

3.9 An additional £5 administration charge will be applied for any failed monthly direct debit payments.

4 Use of Facilities

4.1 All members are entitled to use the SportsPark facilities during opening hours. The SportsPark does, however, reserve the right to close the facility for public holidays, university closure days, tournaments, exhibitions or other activities, or in connection with any repair, alteration or other maintenance work. Advance notice of any closure periods will be given wherever possible.

4.2 Members should seek instructions before using any equipment that they are unfamiliar with.

4.3 Members must get permission from the Director of Sport if they wish to receive private coaching or instruction (and only from those sub-contractors authorised by the SportsPark) in any of the SportsPark’s facilities. No unauthorized coaches or instructors will be permitted.

4.4 All users of the VO2 Fitness Studio must read and accept the Health Commitment Statement prior to their first exercise session; the statement is available online, on the gym noticeboard and from Reception. Any members requiring any assistance should contact Reception.

4.5 Appropriate clean sports clothing and footwear must be worn at all times.

4.6 The SportsPark reserves the right to refuse entry and use of the facility should an individual’s behaviour or appearance be deemed inappropriate.

4.7 Food and alcoholic drink must not be brought into any indoor sports facility.

4.8 Smoking and vaping are strictly prohibited in the SportsPark building and SportsPark Pavilion, as well as on any outdoor sports arena.

4.9 Children under the age of 11 are not permitted to enter the indoor facilities unless they are to be supervised by a responsible person whilst taking part in sports activity or session.

4.10 Any person under 16 years of age is not permitted to enter the VO2 Fitness Studio unless taking part in a supervised session with a Fitness Consultant.

4.11 Lost or stolen property should be reported to Reception as soon as possible where the matter will be dealt with in the appropriate manner. We keep all lost property for 7 days before sending it to the University lost property system in the Palmer Building.

4.12 Notices and signs displayed around the SportsPark facilities (indoor and outdoor) must be obeyed at all times. Notice boards will be updated with important information and should be regularly checked by all members.

4.13 You must comply with any reasonable requests made by any member of staff in relation to matters of health and safety.

4.14 All accidents that occur on the SportsPark facilities must be reported to the Duty Manager immediately by contacting Reception.

4.15 The SportsPark’s liability for loss or damage to your property is strictly limited to any loss or damage suffered as a result of our negligence or our failure to take reasonable care. With this exception we will not accept liability for the safety of your personal property brought onto the premises. Any property stored in the lockers is stored at the individual’s risk and no liability will be accepted by the SportsPark. Any lockers left in use at closing time will be emptied into lost property and kept for 7 days and then sent to the University lost property system in the Palmer Building. Any vehicles parked in the SportsPark car park, including all contents, are the owner’s responsibility and no liability will be accepted by the SportsPark. Neither the University of Reading nor the SportsPark limits or excludes its liability for death or personal injury caused by its negligence (or its liability for fraud).

4.16 You must not take any photography or video within the SportsPark (including by use of a camera on a mobile phone or PDA) unless as expressly authorized in writing by the Operations Manager or Director of Sport.

5 Physical Activity

5.1 You should not take part in any physical activity for which you may not be fit. You are responsible for monitoring your own condition during physical activity. If you develop any unusual symptoms you must stop the activity immediately and tell a member of staff.

5.2 The SportsPark will not be responsible for any harm that you suffer as a result of taking part in any activity unless it is caused by our negligence or our failure to take reasonable care.

5.3 Members must wear suitable sports clothing and footwear for the activity being undertaken.

5.4 If you suffer from a pre-existing medical condition, are pregnant or returning to exercise after a long break please seek advice from your GP before commencing an exercise programme or regime.

6 Bookings and Playing

6.1 All members must produce a valid membership card or quote a valid membership number when making a booking for use of SportsPark facilities including the Vo2 group exercise classes. Members must be present for any activity or facility that they have booked.

6.2 Only VO2 Max members may book an activity 14 days in advance. This is limited to the facilities/activities which they are entitled to use free of charge. All other members may book 7 days in advance at the appropriate pay as you go fee.

6.3 Members may book one session only per card for a specific time slot. To make two consecutive bookings for the same session and time slot then two membership cards/numbers will be required and both members must be present for the duration of the booking.

6.4 VO2 Max membership entitles the holder to free court hire for badminton, squash, racquetball, table tennis and outdoor tennis, subject to court availability, however all non-member guests must pay the appropriate entry fee.

6.5 To guarantee entry to an activity, members must book in advance, regardless of membership category.

6.6 Activities will be charged at the appropriate rate according to the time of entry/start time of the booking.

6.7 Members who wish to hire the Synthetic Turf Pitch, SoccerPark or to book any other indoor and outdoor session must make payment in advance when making the reservation.

6.8 Students will be permitted entry to club bookings (made by the Student Union) only with a valid SportsPark or student sports Club membership. Non-members or students who fail to produce their membership card on three consecutive occasions, may then be charged a £1 no card fee before entry to the facility will be granted. Any student attending without a valid membership card may be asked for proof of identification.

6.9 All club and special event bookings are dealt with by the Reception and the Administration Manager during normal office hours.

7 Cancellation of Bookings

7.1 All SportsPark members will be charged £5 for their booking should notification of cancellation be received less than 2 hours prior to the start time according to the SportsPark server time.

7.2 SportsPark will charge you £5 if you fail to attend an activity or class for which a booking has been made.

7.3 If cancelling a block booking please see the separate Block Booking Terms and Conditions.

7.4 All RUSU one-off bookings/events must provide 1 month’s written notice of cancellation.

8 Internet Bookings

8.1 Bookings made on the internet are subject to all of the SportsPark’s Rules & Regulations

8.2 All internet bookings are paid for over the internet at the time of booking. Non-members can print internet receipts or show booking confirmation on their mobile phones or PDAs, which can then be produced at Reception to allow entry into the SportsPark. Members swipe their cards in the usual way.

8.3 Bookings can be moved and cancelled via the internet but refunds, subject to section 7 above, can only be given in person at the SportsPark.

9 Hiring of Equipment

9.1 All equipment hire requires the production of a valid membership card along with the appropriate payment. The membership card will be held at the SportsPark Reception as a deposit for all equipment hired.

10 Guests and Non-Members

10.1 Members are entitled to bring a guest to take part in some activities with them. A guest fee of £1 must be paid by all non-members prior to access being granted.

10.2 Non-members must pay the appropriate non-member fee to take part in any VO2 Group Exercise classes.

10.3 Non-members are only permitted entry to the VO2 Fitness Studio if they have purchased a day pass or a membership to gain entry into the VO2 Fitness Studio.

10.4 Non-members who wish to hire facilities must make payment in advance when making the reservation. Non-members are only allowed to book a facility or class up to 3 days in advance.

11 Charges

11.1 Members are entitled to use all facilities at the SportsPark subject to availability (all users of the VO2 Fitness Studio must have completed an induction and users of the VO2 Fitness Studio must read and accept the Health Commitment Statement prior to their first exercise session; this statement is available online, on the gym noticeboard and from Reception. Any members requiring any assistance should contact Reception). The cost of activities will vary depending upon the membership category and price level, details of which can be found in the Facilities Charges and Membership Information leaflets located at the SportsPark Reception and on the SportsPark websitewww.sport.reading.ac.uk

12 Data Protection

12.1 The details you provide us with may include your name and contact information, date of birth, bank details and credit or debit card details.

12.2 All personal data (with the exception of any credit or debit card details) will be stored on our membership database and will be used by us to administer your membership as well as to assist us to improve your experience at the SportsPark by creating information that becomes part of the personal information that we hold about you, such as your membership number and your usage of the SportsPark. We may also collect and create details on anyone signed up as a “Family” with you, where applicable, including family members under the age of 18. We do not knowingly collect personal information from any persons who are under the age of 18 without permission from their parent or guardian. If you are a parent or legal guardian, please ensure that any children under your care do not submit personal data to the SportsPark without your permission.

12.3 If you have opted-in to receive certain information from us, we may contact you from time to time with relevant information or offers. If you no longer wish to receive such information or offers from us please send an email to sport@reading.ac.uk requesting your name to be withdrawn from receiving such information or offers.

12.4 All members also consent to having their photo taken for identification via our membership database. Photo ID is taken in the interest of security to provide improved membership verification and to prevent crime such as fraudulent use of membership cards. By allowing us to take a digital photograph of you, you are consenting to our using it in the manner set out in these Rules and Regulations and as set out in our Privacy Notice.

12.5 Although we would not generally collect sensitive information unless you have volunteered it, we do need to collect health data from you to the extent that this is required to assess your general fitness. By providing any sensitive information to us, you are consenting to the SportsPark using it in the manner set out in these Rules and Regulations and as set out in our Privacy Notice.

12.6 Your personal details will be held in accordance with and in compliance with all applicable data protection laws, our Privacy Notice. and retained in line with our Records Management Policy. If you have any queries about your personal details that are held on our database, or if you wish to update or remove any of your personal details, please contact SportsPark on 0118 378 8799 or send an email to: sport@reading.ac.uk

12.7 If you have any questions regarding protection of your data please contact the University Data Protection Officer at: imps@reading.ac.uk.

12.8 For health and security reasons we use CCTV at the SportsPark. Please contact us if you have any queries in relation to the use of CCTV operating in and around the SportsPark.

13 Variations

13.1 The SportsPark reserves the right to alter these Rules and Regulations, the prices and the times or periods during which members with a particular category of membership are allowed to use the facilities without notice, other than by posting the revised prices, rules, regulations, times or periods on the SportsPark website and notice board. Alterations or revisions will apply from the date of the first posting on the website, except for prices, which will apply from the next renewal date.

14 General

14.1 Members are required to give written notice to the SportsPark of any change of address or other contact information by sending an email to: sport@reading.ac.uk. Failing such notice, all communications shall be assumed to have been received by the member within 5 days of mailing to the last address notified to the SportsPark.

14.2 These Rules and Regulations are governed by English law and any disputes or claims (including any non-contractual disputes or claims) arising out of or in connection with them are subject to the exclusive jurisdiction of the English courts.