Membership Terms and Conditions

Unless attending a free trial class, a monthly membership subscription or a pre-paid training pass is required to train at Gracie Barra Harrogate.

1.0 Monthly Memberships:

1. Monthly membership subscriptions will be collected automatically on the 1st working day of each month via the credit/debit card payment processor Stripe.

2. Members joining mid month, will be charged a pro rata fee upon joining, with regular subscription payments starting at the beginning of the next calendar month.

3. All monthly paid members will be subject to, and must agree to an initial 16 week committed period (4 calendar months) - this equates to one cycle of the Gracie Barra curriculum.

4. From week 12 of the committed period, a member may request to cancel their membership at any time by providing written notice to Gracie Barra Harrogate as per section 1.9 below.

5. A 1 calendar month notice period is required for all monthly paid membership subscriptions. E: If a member submits a cancellation request anytime after the 1st day of the month, then they will be required to pay the following month membership subscription (cancel on 2nd January, then final payment would be 1st February and membership would remain active until the final day of February).

6. All monthly paid memberships have a 5 day cool off period. See section 3.0 for more information.

7. If a member requests to cancel after the 5 day cool off period, but within the 16 week committed period, they will be required to fulfil the initial 16 week agreement, and give their 1 calendar month notice from week 12. For information on our cool off period, see section 4.0.

8. Cancellation requests must be completed in writing and emailed to info@gbharrogate.com.

9. The blocking of a card or cancellation of a subscription payment via the customers bank, without fulfilling the initial committed period and/or notice period, or informing Gracie Barra Harrogate, does not constitute cancellation of a membership subscription. It is the responsibility of the member to inform Gracie Barra Harrogate should they wish to terminate their membership subscription.

10. Gracie Barra Harrogate reserves the right to charge a £10 administration fee in the event of failed membership subscription payments and/or for cancellation of subscription payments without the required notice.

11. Payments overdue for more than 45 days may be passed to a debt recovery agency.

12. Gracie Barra Harrogate reserves the right to terminate any membership without notice should terms in section 11.0 Code of Conduct be breached by a member or parent.

13. Membership subscriptions can be upgraded at any time. For example GBKids Limited to GBKids Unlimited. A pro rata charge will be applied that aligns with the next payment period.

14. Membership downgrades require 1 calendar month written notice.

15. Membership subscriptions cannot be downgraded during the 16 week committed period.

16. Membership subscriptions can not be placed on a freeze/hold during the 16 week committed period - unless agreed in writing by Gracie Barra Harrogate at the point of joining.

17. Where a membership hold has been agreed by Gracie Barra Harrogate within the 16 week committed period, the initial commitment period will be extended by the length of the hold period. Eg: Membership was held from week 12 to week 16. The initial committed period will be extended by 4 weeks upon the customers return. See section 5.0 for more information on memberships freeze/hold requests.

18. In the event of the ‘member’ being a minor (under the age of 18) the bill payer/parent guardian agrees to the terms and conditions of membership subscription at Gracie Barra Harrogate on their behalf and is obligated to fulfill this agreement.

19. Monthly subscription members will benefit from individual UKBJJA membership provided by the club. This provides the member with peer to peer insurance in the event a claim is brought against them. Please see https://www.ukbjja.org/membership/ for more information on what is provided.

2.0 Freezing a monthly membership subscription:

Membership freezes, where applicable are only available for monthly subscribed members and will not be granted on pre-paid passes or class packs.

At Gracie Barra Harrogate we want to support all of our members both on and off the mats. We recognise that people may at times need to take a break away from the academy. Therefore we have produced and implemented a flexible and fair freeze policy to support you or your child during such times. Members are encouraged to speak directly with one of the team before freezing/cancelling membership. At Gracie Barra Harrogate, we operate on a foundation of trust and good faith. We trust that our members will see this policy as fair and supportive, and not seek to abuse it for personal gain.

Important Note:

When a member requests a membership hold within the timeframe required and it is granted by the club, they will be charged the following calendar month membership subscription. This will be held as account credit, to be used by the member when they return to training (meaning they will not pay for their first month training when they return). Should the member not return to training or wish to cancel their membership rather than resume their subscription, this account credit will be retained by Gracie Barra Harrogate as the membership subscription notice period and no further payments will be required. This excludes situations where the hold is still within the 16 week committed period (see section 1.17)

1. Membership subscriptions may be frozen once per annum, for a minimum period of 1 calendar month, and a maximum period of 3 calendar months unless the freeze request falls under our special exemptions listed in section 5.3.

2. Freeze requests will not be granted for part months. For example - 10th Jan to 20th February.

3. Reasons for a freeze may include but are not limited too:

• Family Holidays.

• Periods of extended travel.

• Military deployment.

• Professional commitments/working away.

• Time away for study or pursuing other short term goals.

• Redundancy or loss of income. Should you fall upon financial hardship, Pleasespeak to us about our financial support programme.

• Period of short term injury or minor illness. Gracie Barra Harrogate reserves the right to request evidence from your medical professional.

4. Special Exemptions from the 3 calendar month rule:

• Pregnancy: Members are able to freeze their membership for up to 12 months during or after pregnancy should they wish. Freeze periods must be agreed in advance.

• Injured during training or competition: Should a member be injured during training at Gracie Barra Harrogate or whilst competing for Gracie Barra Harrogate, their membership will be frozen until the member can return to training. Gracie Barra Harrogate reserves the right to request evidence from your medical professional.

5. Freeze requests must be given in writing to info@gbharrogate.com and will be assessed on an individual basis with a member of the Gracie Barra Harrogate team.

Included within the request must be the following information:

1. Reason for proposed freeze.

2. Expected duration of freeze request.

6. In order to process a freeze request ahead of the next month’s membership subscription, the request must be received no more than 10 days before the end of the current month.

7. Where a freeze request is authorised, the membership will be placed on hold from the 1st of the next calendar month. At this time 1 month’s subscription will be collected and held as account credit to be used when you return.

8. If a member returns to training part way through a month, they will be charged in full for the month in which they have attended, unless they are returning from an injury and meet the requirements of section 4 - special exemptions, whereby they will be charged a pro rata amount.

9. A freeze request does not constitute as a cancellation request, and if a member decides to cancel their membership subscription and not return, then the standard 1 calendar month notice period will apply and will be taken from their account credit.

10. Members will not be allowed to train at Gracie Barra Harrogate whilst their membership is frozen.

11. All freeze requests will have an auto restart which will be communicated in writing when a freeze is authorised.

12. While effort will be made by Gracie Barra Harrogate to communicate with members before a membership freeze auto restarts. It is the responsibility of the member to keep the club fully informed of any changes in circumstances and if an extension to the hold is required/to be requested.

13. Members and families benefiting from our multi member reward programme will not receive this benefit when a member is on a membership freeze.

14. Pre-paid training passes are not eligible to be frozen.

15. In the event of a government lockdown, all members have the right to freeze their membership payments for the duration of the enforced closure. However, cancellation requests during this period will be processed at the full membership rate with a 1 calendar month notice period.

3.0 Cool-off period:

1. There is 5 day cool-off period from the date of which any membership subscription is purchased. During this period a member may request a full refund on the membership fees paid, and terminate their agreement. Note: for refunds on purchased GBWear, it must be returned unworn and in original, saleable condition.

2. The cool off period does not apply to pre paid training passes. See section 4.0 for more information on pre-paid training passes.

4.0 Pre-Paid Training Passes:

For people wishing to use the academy facilities but not be a subscribed member benefitting from reduced monthly fees and UKBJJA membership (ideal for short term visitors) we have pre paid training passes available. These passes have no notice or commitment period and are available to purchase via our website.

1. Pre paid training passes are non refundable.

2. Pre paid training passes do not have a 5 day cool off period.

3. Pre paid training passes are available for our adult/student memberships only and not for our GBKids programmes.

4. “Unlimited training” Pre paid passes are valid for the following time periods: Day pass, week pass, monthly pass. They will start on the day of purchase and last for the allotted time. After such time has passed, the pass will expire and will need to be repurchased. They entitle the purchaser to attend as often as they like, and to all classes relevant to their skill/grade in BJJ. The attendee must book onto sessions via our mobile booking app, team up.

5. 10 class passes are valid for 180 days from the date of purchase. Following expiration of the 180 day period, any unused classes, will no longer be valid and a new pass must be purchased.

6. Customers using a per paid training pass are still required to wear a Gracie Barra uniform whilst training at the academy. They may purchase their own official GBWear or hire a uniform from the club.

7. Gi hire is available and priced at £5, and is in place to cover laundry fees.

8. Customers of pre paid training passes are not classed as “members” and as such will not benefit from Individual UKBJJA membership provided by Gracie Barra Harrogate.

5.0 Annual Membership:

Annual membership is not routinely available but may be released seasonally as a promotion by the academy.

1. Annual memberships must be paid in full, in advance of the membership start date.

2. Annual memberships may be paid in two instalments over two calendar months if agreed with Gracie Barra Harrogate on an individual basis.

3. Annual memberships are non-refundable.

4. Annual memberships cannot be frozen unless specific medical reasons prevent a student from attending classes.

5. Should a student need to freeze their membership due to medical reasons, this must be evidenced by their health care professional. A maximum of 3 months will be credited to the end of your membership period in the event of medical issues.

6. Pre-paid annual members will benefit from individual UKBJJA membership provided by the club. This provides the member with peer to peer insurance in the event a claim is brought against them. Please see https://www.ukbjja.org/membership/ for more information on what is provided.

6.0 Personal Liability:

1. All “members” will receive individual UKBJJA membership and “non members” are encouraged (although it is not mandatory) to take out their own personal liability insurance with the UKBJJA on an annual basis at the link below. This provides peer to peer insurance for the member as well as other benefits associated with UKBJJA. https://www.ukbjja.org/membership/

2. “Non member” is anyone who is not subscribed to a monthly membership - for example, those paying for pre-paid training passes or 10 class passes.

7.0 Training Waiver.

All members or parent/guardians of junior members will agree when purchasing a membership to the following liability waiver:

“As a participating adult or parent/guardian of a participating child, I hereby acknowledge and understand that Brazilian Jiu Jitsu is a physical activity and learning self-defence skills involves some physical contact. Gracie Barra Harrogate Ltd and or it's staff and students are not to be held liable or responsible for any risks and/or injuries as a result of training Brazilian Jiu Jitsu.”

8.0 Social media, Photo, Video and CCTV consent:

1. All members and parents will agree to our photo, videography and CCTV consent form via TeamUp when purchasing a membership or free trial.

2. Gracie Barra Harrogate will, during classes, take photo and video footage to use as promotional material via our social forums as well as for our newsletter and website marketing. Should this be an issue please discuss with the Gracie Barra Harrogate programme manager or email info@gbharrogate.com

3. Members and parents will be opted in to the Gracie Barra Harrogate social groups on Facebook and WhatsApp to support quick and effective communication to members. Should you wish to not be added to these groups, please either inform one of the team or feel free to remove yourself.

9.0 Changes to membership pricing and timetabled classes:

1. Gracie Barra Harrogate reserves the right to review and change its membership fees when it is deemed necessary.

2. Gracie Barra Harrogate reserves the right to change its class schedule as it sees appropriate.

3. Any increase in membership fees and therefore change to the existing monthly members direct debit payments; will be communicated more than 30 days in advance to allow cancellation requests to be issued if required.

4. Changes to membership pricing will not effect pre-paid membership plans such as annual membership or block class passes until their expiration.

5. Members still in the first 16 weeks of their membership agreement will be exempt from price changes until the end of their committed period.

10.0 The Gracie Barra Uniform:

The Gracie Barra uniform is an essential part of the culture and community within our academy. It promotes equality and a sense of team spirit. When we step on the mat, we are all equal. Therefore, all members will be expected to wear the Gracie Barra uniform, which consists of:

• GB Kimono and Rashguard for Gi classes

• GB Rashguard and NoGi shorts for NoGi classes.

11.0 Code of conduct:

It is the mission of Gracie Barra Harrogate to provide a safe, positive and welcoming environment for its staff, members and visitors. All students, parents and visitors to the academy will be expected to contribute toward this environment. This includes but is not limited too:

1. No use of foul or offensive language within the academy.

2. Not too intentionally behave in a manner that is intimidating or offensive to staff, members or visitors.

3. To treat all persons with respect and to not discriminate against any person or group regardless of age, race, religion, gender identity, sexuality, disability or political disposition.

4. To treat the academy with respect.

5. Not to wear shoes on the mats.

6. Participating members must abide by the Gracie Barra Harrogate Training and Hygiene Commitment.

7. Parents should not coach from the edge of the mat area, or come onto the mat area unless encouraged to do so by a member of the Gracie Barra Harrogate team.

8. Parents should support and reinforce the lessons taught by our instructors.

   12.0 Eligibility for promotion:

1. 1. Members will be expected to meet the minimum criteria as set out by Gracie Barra in order to be eligible for promotion. These minimum requirements are:

• Attending an average of 2 sessions per week in the Gi.

• Ensuring the use of the Gracie Barra attendance card in order to track the amount of accrued sessions.

• Attending classes on time and abiding by the Gracie Barra Harrogate code of conduct set out in section 11.0.

• Tangible skill acquisition and progress made in line with the members grade.

2. Promotion is at the discretion of the instructor and the points referred to in section 12.1 are minimum requirements. Jiu Jitsu is an individual journey and people will progress at different rates depending on individual circumstances.

3. Promotions will not be unduly withheld providing that a member meets the minimum criteria.

13.0 Temporary Academy Closure for Public Holidays:

1. Gracie Barra Harrogate reserves the right to close and/or offer reduced services on public holidays.

2. Gracie Barra Harrogate will not issue partial refunds on membership for temporary closure or reduced services on public holidays/Christmas shutdown periods. 3. Gracie Barra Harrogate reserves the right to shut down for 7 days each Christmas and may offer reduced services from 22nd December to 4th January.

14.0 Complaints & Feedback:

1. In the event that you wish to raise a formal complaint or give constructive feedback please do not hesitate to contact us at info@gbharrogate.com Complaints must be made in writing. We take complaints and feedback extremely seriously and offer complete confidentiality. We will endeavour to put right any issues where we feel the fault lies with Gracie Barra Harrogate or a member of our team. 2. Where we feel that communication from members is not appropriate, abusive or continuous after resolution, we reserve the right to cease communication and/or if appropriate, terminate membership. Gracie Barra Harrogate will review its terms and conditions not less than annually or at any significant event.