Membership terms & cancellation

1. Who you are agreeing with

Your membership is with Horsham Mixed Martial Arts Academy Limited (company number 11993810, registered in England and Wales, registered office 2 Kings Court, Harwood Road, Horsham, West Sussex RH13 5UR), which trades as SWBJJ (Sonny Weston Brazilian Jiu-Jitsu), The Farm, Horsham Muay Thai, K-Cal Café and Yin Yoga with Lydia at Unit T, Blatchford Road, Horsham, West Sussex RH13 5QR. Those are all names of the same company. “We” and “us” mean Horsham Mixed Martial Arts Academy Limited. “You” means the member, or the parent or guardian who joins and pays for a child.

Contact us by email to [email protected], at the front desk, on 01403 864444, through the contact page on our website, or by post to our registered office.

2. What these terms cover

Memberships, pay-as-you-go classes, the café and shop, and Raven Coins. Together with the injury waiver, the parent or guardian consent (for under 18s) and the club rules, they make up our agreement with you. Our privacy notice and our safeguarding, CCTV and photo policies explain how we work; they are not contract terms.

3. Memberships and prices

• Our memberships and their prices are shown in the app and on our website. The price and what is included are shown before you join and confirmed to you by email.
• Monthly memberships roll on from month to month. There is no minimum term and no joining fee. A rejoining fee may apply if you leave and come back (see section 7).
• Pay-as-you-go sessions, such as Mini Vikings and yin yoga drop-ins, are paid for each time at the desk. There is nothing to cancel.
• A membership is for the person named on it. It cannot be shared or transferred.
• Children cannot hold a membership in their own name. A parent or guardian joins for them and is responsible for paying.

4. Starting and paying

• Your membership starts when you join and your Direct Debit is set up, unless we agree a different start date with you.
• When you join, you pay for the rest of the current month, worked out by the day: your monthly fee divided by the days in the month, multiplied by the days left including today. You pay this straight away from your bank account (or by a one-off Direct Debit a few days later if your bank cannot pay instantly). We show you the amount before you confirm.
• After that, we collect the monthly fee on the 1st of each month by Direct Debit through GoCardless. Each collection pays for that calendar month.
• A new Direct Debit takes a few working days to set up. If you join within 7 days of the 1st, your first payment also covers the next month, and your Direct Debit starts on the 1st after that.
• GoCardless emails you the amount and date at least 3 working days before each collection. Payments are protected by the Direct Debit Guarantee.
• If a payment fails, we let you know and may try to collect it again once. If it is still unpaid 7 days after it failed, you will not be able to book or check in until it is paid. We do not charge a fee for a failed payment.
• All prices include any VAT that applies. There are no other charges for a membership.

5. Your 14 days to change your mind

When you join online or in the app, you can cancel within 14 days of the day you joined, for any reason. Because you ask us to start your membership straight away, if you cancel in those 14 days we refund what you have paid less a proportionate amount: your monthly fee divided by the number of days in that month, multiplied by the days from your start date to the day you tell us. We refund you within 14 days of the day you tell us, by the same method you paid.

To cancel in the 14 days, use the 14-day option when you cancel in the app, tell the front desk, or send us any clear statement that you want to cancel, by email to [email protected], by post or through our website. You can use the model cancellation form at the end of these terms, but you do not have to.

6. Cancelling at any other time

• You can cancel your membership whenever you like, in the app (Profile, Membership, Cancel membership), at the front desk, or in writing.
• Your membership renews on the 1st of each month.
• If you cancel at least 48 hours before the start of the 1st, your membership ends at the end of that month (the app shows you the exact deadline and end date before you confirm). If you cancel later than that, it ends at the end of the following month, because that month’s Direct Debit has already gone to your bank.
• You can keep training until your membership ends. We confirm your cancellation and your end date by email, with a reference.
• We stop your Direct Debit for any period after your membership ends. If a payment for that time is taken by mistake, we refund it in full.
• If you cancel your Direct Debit at your bank, we treat that as notice to cancel from the day we find out, and email you your end date.
• You can rejoin at any time. A rejoining fee may apply (see section 7).

7. No pausing, and the rejoining fee

For insurance reasons, memberships cannot be paused. If you are injured, ill or away, you can cancel with the usual notice and rejoin when you are ready. If something serious stops you training for good, such as a long-term injury or illness or moving away, speak to us: we will always consider ending your membership early.

Because we do not offer pauses, if you rejoin within 12 months of your membership ending, there is a one-off rejoining fee of £99, added to your first payment when you rejoin. After 12 months, rejoining is free. We show you the fee before you confirm.

There is no rejoining fee if you cancelled within your 14 days to change your mind, if you cancelled because of a change we made (section 8), or if we ended your membership for a reason that was not your fault. We may also waive it at our discretion, for example after a serious injury.

8. Changes we may make

• We may change our prices. We will tell you by email and in the app at least 30 days before a new price applies to you, and you can cancel before it does.
• We may change the timetable, class times and coaches. If we make a change that significantly reduces what your membership includes, you can cancel straight away and we refund any payment that covers the time after you cancel.
• We are a family business. We are normally closed on bank holidays and over Christmas. We try to open on some bank holidays when we can, but we cannot promise to. We tell you our opening times in advance in the app. Fees stay the same for these closures. If we have to close for more than 7 days in a row for any other reason, we credit or refund the time lost.
• We may update these terms. We will tell you about any change that affects you at least 30 days before it applies, and you can cancel before it does.

9. When we can suspend or end a membership

We may suspend or end a membership if a member or their parent or guardian seriously or repeatedly breaks the club rules, behaves violently, abusively or in a discriminatory way, puts a child or anyone else at risk, steals or damages property, or leaves fees unpaid for more than 30 days after we have asked for payment. We will normally talk to you and give you a warning first, unless the matter is serious. We do not charge for any time a membership is suspended, except a suspension for unpaid fees. If we end your membership, we refund any part of a payment that covers the time after it ends.

10. The café, the shop and your tab

• Café and shop prices are shown at the counter, in the app and on our website.
• Café food and drink is made to order, so it cannot be cancelled or returned once the café has started preparing it. You can cancel an app order in the app until then.
• Goods you buy in person, at the counter or the till, can be returned only if they are faulty or not as described. There is no right to return goods bought in person just because you changed your mind.
• Adult account holders can run a café tab up to the limit shown in the app. Tabs are settled at the counter, we never charge interest or fees on a tab, and we may stop tab use until a tab is settled.
• If you buy shop goods online or in the app, you can cancel within 14 days of collecting them, for any reason. Tell us, then return them within 14 days of telling us, and we refund you within 14 days of getting them back. We may reduce the refund if the goods have been handled more than you would in a shop.
• You cannot cancel an online order for food or drink, for supplements, gum shields or other sealed hygiene items once they have been unsealed, or for goods made to your own specification or personalised for you.
• Faulty or misdescribed goods are always covered by your legal rights.
• Card payments are handled by Square. We never see or store your card details.

11. Raven Coins

Raven Coins are a reward for training and taking part. They have no cash value, cannot be exchanged for money, sold or transferred, and can only be used for discounts in the café, the shop and the app. We may change how coins are earned or spent, and will tell you before we do. Unused coins end when your account is deleted.

12. Our responsibility to you

We provide our services with reasonable care and skill. Nothing in these terms limits or excludes the liability of Horsham Mixed Martial Arts Academy Limited, or of its coaches and staff, for death or personal injury caused by negligence, for fraud, or for anything else the law does not allow to be limited. We are not responsible for losses that were not foreseeable, or for business losses. The injury waiver explains the risks of training.

13. Your information

We use your information as set out in our privacy notice.

14. Complaints

If you are unhappy, speak to a coach or the front desk, or ask for Sonny Weston, our director. You can also email [email protected] or write to us at our registered office. We aim to reply within 14 days. If we cannot resolve your complaint, we will write to you saying so, name an alternative dispute resolution provider that could deal with it, and say whether we agree to use it.

15. The law

These terms are governed by the law of England and Wales, and the courts of England and Wales deal with any dispute. If you live in Scotland or Northern Ireland, you can also bring a claim in your local courts. Nothing in these terms affects your statutory rights.

Model cancellation form

Complete and return this form only if you want to cancel your membership within the 14 days. To: Horsham Mixed Martial Arts Academy Limited, 2 Kings Court, Harwood Road, Horsham, West Sussex RH13 5UR, [email protected] (or hand it in at the front desk at Unit T, Blatchford Road, Horsham, West Sussex RH13 5QR).

I hereby give notice that I cancel my contract for the following service: [your membership]. Ordered on: [date you joined]. Name of member: [name]. Address of member: [address]. Signature of member (only if this form is sent on paper): [signature]. Date: [date].