Terms and Conditions

Effective date: 02/11/2025
Registered Office: Vierhjem, Harray, Orkney, KW17 2LQ, Scotland (Company No. SC726412)
Email: info@orkneydanceandfitness.com
Website: www.orkneydanceandfitness.com

1. Application

These Terms & Conditions (“Terms”) apply to all classes, events, memberships, and services provided by Orkney Dance & Fitness Ltd (“we”, “us”, “our”, “ODAF”).
By making a booking or purchasing a membership, you (“the customer”) agree to be bound by these Terms.

2. Services

We provide group fitness and dance classes, one-to-one sessions, workshops, online sessions, and private events such as children’s parties.
We may make reasonable changes to instructors, venues, class content, or scheduling as required for operational or safety reasons.

3. Age & Eligibility

All participants in adult fitness and dance classes must be aged 16 or over.
Children under 16 are not permitted to attend or participate in regular classes.
Children’s participation is only permitted in specifically organised children’s parties or youth events, which have separate terms sent with the party booking form.
ODAF reserves the right to refuse entry to anyone not meeting these age requirements.

4. Booking Policy

Bookings are made via our online booking system or app.
Full payment is required at the time of booking.
Each class clearly displays its booking and cancellation policy before payment is made, and by proceeding with your booking you agree to those terms.
All bookings are subject to availability.

5. Payment & Refunds

All payments are non-refundable.
Payment must be made in full at the time of booking.
No credits or refunds will be issued for non-attendance, lateness, or missed sessions.
Where a class is cancelled by ODAF (e.g. instructor illness or venue closure), you will be offered either:
a) a transfer to another class; or
b) a class credit for future use.

6. Class Cancellations & Rescheduling

Customers may reschedule a class up to 6 hours before the scheduled start time using the booking system.
Cancellations made less than 6 hours before the class start time will be charged the full fee of that class.
Non-attendance without cancellation will be treated as a late cancellation and is non-refundable.
ODAF reserves the right to cancel or reschedule classes when necessary. In such cases, customers will be notified as soon as possible and offered an alternative class or credit.

7. Membership Policy

Memberships are personal, non-transferable, and payable in advance by the method chosen (direct debit, card payment, etc.).
Memberships automatically renew unless cancelled with at least 30 days’ written notice before the next payment date.
Membership fees are non-refundable, including for unused sessions or non-attendance.
Memberships may be frozen only in exceptional circumstances (e.g. medical reasons or relocation) at our discretion.
We may terminate membership immediately if payments are missed, booking rules are breached, or conduct is deemed unsafe or disrespectful.

8. Health & Safety

All participants are required to complete a Physical Activity Readiness Questionnaire (PAR-Q) form before attending any class or session.
- The PAR-Q form is available online here: https://forms.gle/4xydGEuja2rjuLdB9
- Completion of the PAR-Q is a legal requirement, managed and monitored by our Health & Safety Director.
- A new PAR-Q must be completed annually or sooner if your health status changes.
You are responsible for ensuring you are fit, well, and able to participate safely.
You must inform ODAF of any medical condition, injury, or other factor that may affect your ability to exercise safely.
You should consult your doctor before starting any new exercise programme, particularly if pregnant, recently postpartum, or managing a medical condition.
You agree to follow all instructor and staff guidance to ensure your own safety and that of others.
Participants must wear appropriate clothing and footwear for physical activity.
Anyone displaying unsafe behaviour, intoxication, or disregard for safety rules may be asked to leave the class with no refund.
ODAF accepts no responsibility for injuries sustained due to failure to follow guidance or where participants exceed their own capabilities.

9. Children’s Parties

Children’s parties are operated under separate terms and conditions, which are provided via a link on the booking form.
These outline supervision requirements, safety rules, and cancellation policies specific to party bookings.
A responsible adult must complete and agree to those terms before the booking is confirmed.

10. Liability

ODAF will provide all services with reasonable care and skill.
Participation in physical activity carries inherent risks. By attending, you voluntarily assume all risks associated with participation.
ODAF is not liable for injury, loss, or damage to personal property unless caused by proven negligence.
You are advised not to bring valuables to classes or events.

11. Data Protection

Your personal data will be processed in line with our Privacy Policy, available on our website.
We comply with GDPR and will only use your information for legitimate business purposes such as class management, communication, and marketing (you may opt out of marketing at any time).

12. Force Majeure

We are not liable for failure to deliver services due to circumstances beyond our control (e.g. extreme weather, venue issues, government restrictions).
We will make reasonable efforts to reschedule affected sessions.

13. Changes to Terms

We may update these Terms periodically. The version in effect at the time of your booking or renewal will apply.
If material changes occur, notice will be given via our website or email.

14. Complaints & Feedback

We aim to resolve any issues quickly and fairly. Please email info@orkneydanceandfitness.com with any concerns.
We will acknowledge your complaint within 5 working days.

15. Governing Law

These Terms are governed by the laws of Scotland, and any disputes shall be subject to the exclusive jurisdiction of the Scottish courts.

Acknowledgement

By proceeding with your booking or membership, you confirm that you have read, understood, and agree to these Terms & Conditions in full.