CANCELLATION POLICY & PROCEDURES
Unlike other gyms, we don’t feel you should be held to long term contracts.
If you you choose to leave us for any reason, that’s your choice. And if it is simply your choice to do so rather than circumstances, then we haven’t done our job in providing you the service you were looking for.
As such we do not have any annual contracts or rigid tie ins. However, due to the services we utilize in order to set up Direct Debits and take payments etc, we do operate a very strict cancellation procedure which we are obliged to follow:
Anyone is free to cancel their membership by giving a minimum of 30 days written notice prior to the payment date they wish to cancel from.
Before You Sign The Forms Though
Before you do sign, I would invite you to take a moment to review WHY you are leaving.
We will never pressure you into staying if you don’t feel we are right for you and if your reason is logistical (your job has moved you to another city or country for example) or there is something major happening in your life, as in a family member requiring all of your time due to illness or something similar, then grab the forms, fill them in and hopefully, one day in the future, we will see you back with us.
However, if the reason is, you haven’t been in for ages and so it’s not worth paying for a membership you are not using. I’d invite you to consider what you are saying. You came to join us because you wanted to make a change. Perhaps you started out with good intentions, but life got in the way for a while, or perhaps you just haven’t been able to muster up the drive to come in. But, you wanted to make a change and I doubt that has changed. Rather you are just, albeit temporarily I’m sure, giving up!
All you are really doing then is putting yourself further away from your goals.
We are here specifically to help you achieve what you want to achieve. We can’t make you come in, but just know, if you do come in and see us (or if you feel there is something stopping you getting through the door – just message us) and talk these things through.
EVERYONE has the ability to make a change and EVERYONE had to start somewhere. We don’t want you to stay because we want your money, we want you to stay because we want you to succeed and the only people who fail are those who give up. If you don’t give up, you haven’t failed, you are just moving forward in finding YOUR specific path.
So the forms are there – you can fill them in and return them. But, are you just going to regret it in a few months when you are feeling even worse about things? Rather than taking the decision to quit, why not take the decision to re-energise your efforts? Ask for help – that’s what we are there for. And I promise you, if you just give yourself the chance, you WILL get to where you wanted to go. Just stay on the path.
Upon signing the membership agreement the signator is agreeing to a minimum membership of 6 months.
As above, this 6 month membership can be terminated at any time by giving 30 days written notice prior to the payment date that is to be cancelled from.
Failure to follow this procedure will result in the member being held liable for the full 6 (six) monthly memberhsip payments.
Please note all accounts beyond our credit terms will be passed to our debt collection agency, Sinclair Goldberg Price Ltd. All accounts, without exception, will be subject to a surcharge of 15% plus vat to cover our costs in recovery. These accounts will also be subject to any legal costs incurred in obtaining settlement.
This includes, but is not limited to, failure to provide a request for a cancellation in writing and for Dynamic Core Solutions Ltd (on behalf of Dynamic Core Studio) to cancel any Direct Debits in accordance with the 30 days notice period.
If the member cancels the Direct Debit via their bank prior to the final payment date based on the above terms, Dynamic Core Studios Ltd reserve the right to enforce payment in full of the full 6 monthly membership payments plus any charges incurred for a failed Direct Debit collection.
A request for the full amount outstanding will then be issued in writing with payment due by the 1st of the following month. Any late payment will incur an interest charge of 1% per day late.
Dynamic Core Solutions Ltd may pass any outstanding debts to a third party collections agent at any time and the member will be responsible for any additional charges this incurs.
The above is only here to clarify the process for everyone as the costs incurred and effect on the facility is only hampering the overall progress and improvements of the facility. Given most facilities will enforce a minimum of 12 monthly contracts, this is not an unreasonable request that it be followed.
Any sign up fees are non refundable and a cancellation of a membership that has a Direct Debit element will require a further sign up fee to be paid if the membership is re-enstated at a later date.
Fob deposists will be returned on the following basis:
The money will be reembursed in the manner it was paid. If by cash, then cash will be returned, if via credit or debit card then the member must present this card to have the amount refunded to the card.
Alterations to membership
Members can upgrade there membership at any time by paying the pro-rata difference in cost prior to their next direct debit payment, providing this is done prior to the 14th day of the month.
If this is requested after the 14th of the month, then the pro-rata payment must include the next month in full and the Direct Debit will only be adjusted from that subsequent payment.
Any downgrade in membership must be done with 30 days notice as with a cancellation.
Any downgrade that removes the Direct Debit service will require payment of the set up fee in order to revert to the higher membership level.
Deposits will only be refunded if 30 days notice has been conformed to and the fob is returned to Dynamic Core Studios no less than 15 days prior to the payment date from when the membership is to be terminated.
So, for example:
If a member wishes to cancel their membership from the August 1st (so their final Direct Debit payment would be taken on July 1st)
Written notice must be received by the club informing them of this no later than July 2nd of that same year.
If notification is received any later than this, the August payment will be taken in full and cancelled in time for the 1st September payment.
The membership will still be valid until the first month where a payment has not been taken.
The member must return their membership access fob to the gym no later than July 15th in order to receive their full refund. Refunds will only be distributed between the 1st and 15th day of the final month of membership based on the above terms. If the final Direct Debit payment is not honoured or any of the above procedures are not followed, then no refund of deposit will be given. However, the member will still be liable for the full outstanding costs as listed above.
In a nutshell – give us at least 30 days notice of a cancellation of your membership and return your fob in the first 15 days of your final month and you can leave us at any time. There will be no hassles, no issues and no hard sell to try to make you stay.
If you are considering leaving for any reason and it has anything to do with us not meeting your expectations, please let us know. We will not take offence and we would always appreciate the opportunity to correct any problems you may have.
We appreciate our facility is not for everyone. It is designed to accommodate those who are serious about their training and fitness and is unlikely to appeal to the casual gym goer.
It will appeal more to those looking for the space to train (even at busy times); who don’t wish to queue for equipment and who want high quality equipment to use to make the most of your training. As well as having small enough numbers that staff members should be available to give you a spot or help with your technique as needed. If we are not following through on this, please let us know, but if this is not what you are looking for in a gym, then there may be other facilities that are better suited to your needs (i.e. a lower price in a crowded gym or somewhere with a swimming pool or sauna).
However, if this is the service you were looking for and your reason for joining and somehow we have failed to follow through (we are only human and can obviously miss things from time to time) we can only rectify these problems if we know they exist, so please get in touch and if we can rectify any issues without compromising our general ethos (ie don’t ask for a vibro plate or a Zumba class) then we will look to do this immediately.
If you have any comments or issues you’d like to raise, please contact Mark directly – any comments you make will be held in the strictest of confidence.
We appreciate all feedback.
Our aim is, and has always been, to provide the best training facility possible for our members and clients, so if we need to improve in any area, we would like to know how.
Thank you for your understanding in this matter and we hope to continue to improve and grow as the best training facility in Clydebank, Glasgow or even Scotland.
Click to grab the change from – simply fill in and return and we will process your change in status.
Click to grab the cancellation from – simply fill in and return and we will process your cancellation.
As with gym memberships, we require notice of any cancellations to a personal training service.
Within our price structure we have costs for individual sessions. However, we strongly encourage these not be utilised and will always prefer to work with clients on a fixed, ongoing, basis.
The reasons for this are, this is in the best interests of everyone.
Firstly, by agreeing to ongoing training and coaching, we can have a more fixed idea of our our client levels. We never want to be over stretched, causing our service to fall, and as such will limit the number of clients we take on at any given time to ensure that is not the case.
Secondly, our goal is always to do what is best for our clients for the long-term and so, we are able, with this agreement, to make long term plans, rather than simply producing challenging sessions.
Thirdly, as mentioned above, we are a very small business and we operate, more or less, on a not-for profit basis. Although this is not officially our set-up, we do not make a profit as a business. Rather, any profit we do make is re-invested into the facility, the services or the equipment to ensure we are always delivering the best service possible. As such, our margins are extremely tight and we need the notice period to ensure we do not over spend on upgrades, equipment, stock and the like and leave ourselves short of paying the bills.
Ultimately if we all know where we stand, without feeling things could change drastically, financially for us, we are in a better position to provide the highest service we can.
As such, we offer a discounted rate for all options where an agreement is in place.
This agreement, as stated on the forms, is for a minimum of 3 months.
Thereafter, we would be looking for one month’s (30 days) notice for a cancellation (as with all our memberships).
However, we also understand that circumstances can change for an individual and we are not so heartless as to ignore this. Therefore, if your circumstances do change so dramatically that you cannot see the 3 months through, we will, of course, be sympathetic and will be happy to discuss options or even a termination of the contract (providing at least 30 days notice is given).
We feel that any dramatic change is unlikely to be thrust upon you without 30 days notice for yourself (change of job, moving house etc). And this is in keeping with any other monthly service payment (ie digital TV, property renting, gas or electricity contract etc). And it is unlikely there would be any issue in giving them notice.
Keep in mind the agreement is NOT for the purchase of sessions.
Our service is a month to month service. Therefore, all payments should be made monthly, one week in advance of the date of the first coaching session received (be this in person or remotely).
Our service is there to provide a sounding board and guidance regardless of circumstances. Therefore, if you fall ill, have to be away due to work, are on holiday or cannot make it to the gym for any other reason, we are still there to help and guide you in any way that is most beneficial for you for the duration of your paid time with us.
We will, however, agree to a set number of sessions per week with us.
Providing sufficient notice is given for cancellations (as stated on the forms this should be 48hrs, though slightly less may be accepted in exceptional circumstances) your session will be banked. We will seek to provide these sessions as soon as is convenient to both yourself and to our diary. But they will not be lost, so long as your monthly payments continue.
Upon cancellation, we will continue to honour any banked sessions for up to one month (30 days) of the final date of your paid time with us.
Anything beyond that is not obliged, but we will always look to see what we can do.
Please note, we invoice on a monthly basis, but sessions are calculated as ‘full week periods’ within those sessions. This will, in the most part, work out as a 4 week, 4 week, 5 week sequence throughout the year (ie 13 sessions will be delivered if the 3 month period is adhered to).
The main point to remember is to keep us informed.
All correspondence or queries regarding invoices, cancellations, procedures or details of agreement should be discussed directly with Mark Tiffney (Company Director) – this can be done via his profile page on this site or simply ask for his contact details if you do not already have them.
We will always endeavour to accommodate any situation. However, please ensure that payments are made in a timely manner as, if we have an unpaid invoice on our system prior to the initiation of discussions, we would require this to be settled prior to any discussions for alterations or modifications. But rest assured, we will always be sympathetic to any difficult circumstances and will look to help in any way possible. But for the reasons already given, refunds are not something we can look at.
We will, however, always look to ensure we can continue to provide value for your investment if you are physically unable to utilise the agreed sessions.
Note: All notices of cancellation should be given in writing, and if not personally delivered, should be confirmed as received and agreed before considering the cancellation complete. Any notice given within the required time frame, but not responded to until after, will still count as having been made in a timely manner.
Please note that the studio spaces are run separately by ‘Clydebank Studio Hire’ and as such, all nuanced elements of the rentals should be confirmed directly with them.
However, in as a matter of clarity, we have been asked to include some basic information and policies on this page.
There are 3 studio spaces (large, Medium & Small – known as Studio A, B & C) that are available for rental. These are subject to availability and service being offered.
Any use must not come into conflict or direct competition with Dynamic Core Studios (ie you may not sell products such as nutritional supplements and must not tout business from our member base unless an agreement has been set up in advance for cross promotion).
Rentals are agreed either on a one on one basis for a fixed rate or a fixed regular basis for a monthly fee. If the latter, then payment is to be made in advance and any discount on the standard rate for that area, due to the regular nature of the rental, is subject to a minimum, fixed, weekly rental.
To clarify – if a rental is agreed for 3 hrs per week, then these hours should be agreed in advance and fixed week upon week. Each month’s fee will be calculated by how many sessions that equates to in the coming month and should be paid for by the 28th of the previous month. Rentals of this nature (subject to reductions) are not then able to simply cancel single sessions for the coming month without losing their right to the agreed discount.
Notice for cancellation must be given, in writing, 30 days in advance of the final rental date and payment will be liable up until that final date. (This obviously does not apply to one off rentals).
For such discounted rentals, a fixed, minimum term must be agreed to in order to obtain the discount. This will usually be 3, 6 or 12 months depending on the nature of the rental.
All of the above are simply there to ensure there is clarity between all parties. Short term or one off cancellations are obviously an issue as it would be almost impossible to find a replacement either at short notice or for a one off rental at that time, without the option to repeat in future weeks.
Equipment may be borrowed from Dynamic Core Studios in order to facilitate classes and workouts with prior consent. However, the space must be left in good order when the session is completed and all equipment returned to the area it was taken from.
The changing rooms, showers and toilets are also available to use during rental periods, but it is the responsibility of the lessee to ensure anyone in their charge treats the facilities with respect and keeps everything in good order.
All lessees are responsible for their own liability insurance, music licenses and any other legal requirements or licenses that may be pertinent to their usage.
Any further queries on this matter, please contact Ilze of Clydebank Studio Hire on firstname.lastname@example.org