The Health & Performance Studio
Terms & Conditions, Code of Conduct, and Health & Safety
This document combines:
The Health & Performance Studio Terms and Conditions and Code of Conduct
The Health & Performance Studio Health and Safety Manual
Terminology rule (applies throughout):
Practitioner = Studio member using the Facilities.
Client = the Practitioner’s customer(s) attending the Facilities with them.
By signing, the Practitioner confirms they have read, understood, and agree to comply with this document.
1. Definitions
Member Portal: The Studio’s web-based member portal used for bookings and member actions: members.healthandperformance.studio. Practitioners may save this as a bookmark on their phone for quick access.
Practitioner: The signatory to this document and a member of The Health & Performance Studio.
Client: The person(s) the Practitioner is engaged to provide services or treatment to during their Session(s).
Facilities: All areas and equipment at The Health & Performance Studio, including studio, gym, waiting, changing rooms, bathrooms, shower, treatment rooms, kitchen.
Session: A booking for access to the Facilities made via the Member Portal.
Session Length: The duration of a Session. The Studio offers 30-minute, 60-minute, and 90-minute Sessions.
Credit: A booking credit used to pay for Sessions. 1 credit equals 60 minutes of Session time.
Credits Required: The number of Credits required for a Session based on Session Length:
30 minutes = 0.5 credit
60 minutes = 1 credit
90 minutes = 1.5 credits
2. Sessions, Bookings, and Access
2.1 Session length and timing
The Studio offers 30-minute, 60-minute, and 90-minute Sessions.
Session time includes set up and clean down.
2.2 Booking rules
All Sessions must be booked via the Member Portal. No Session is to take place without prior booking.
Sessions can only take place during opening hours. No persons may be on site outside these hours.
2.3 Who may attend
Sessions can only be booked and used by the Practitioner and their Client(s) accompanying them.
No unauthorised guests or friends are permitted.
The Practitioner should guide their Client(s) around the gym and treatment space on arrival.
2.4 Cancellation policy
You can cancel a booking and receive a full credit refund up to 24 hours before the booking start time.
If booking within 24 hours, a 1-hour grace period applies for full refund.
Cancellations within 24 hours (or after the grace period) are charged in full.
Extenuating circumstances may be considered at the Studio’s discretion.
2.5 Credits and overruns
Sessions are charged in Credits based on Session Length.
If you remain in the Facilities beyond your booked Session end time, the Studio may charge additional Credits to reflect the additional time used.
2.6 Subletting and sharing
Booked Sessions, time slots, or access to the Facilities cannot be sublet, shared, or transferred to non-members or other Practitioners.
3. Memberships, Credit Packs, Pricing, and Expiry
3.1 Minimum purchase requirement
Practitioners must purchase a minimum of five (5) credits every three months.
Auto-charge applies if not purchased before expiry.
3.2 Membership fees and pack expiry
Memberships are charged monthly as per current rates. Credit packs expire as set out below.
Progress Membership (£140/month):
Pack Size / (Credits) / Price / Expiry
5 credits / £180 / 3 months
10 credits / £330 / 3 months
30 credits / £870 / 3 months
50 credits / £1,300 / 2 months
70 credits / £1,610 / 2 months
Flexibility Membership (£95/month):
Pack Size (Credits) / Price / Expiry
5 credits / £195 / 3 months
10 credits / £360 / 3 months
30 credits / £960 / 3 months
50 credits / £1,450 / 2 months
70 credits / £1,820 / 2 months
3.3 Studio discretion
The Health & Performance Studio reserves the right to cancel and refund any remaining Sessions or credit packs for any reason.
4. Cancellation, Freeze, and Minimum Commitment
4.1 Progress minimum commitment
Progress Membership has a minimum commitment of three (3) months from the start date.
Any cancellation request made during the minimum term will take effect at the end of the 3-month minimum term.
4.2 Cancellation notice
Membership cancellation must be received by the 1st of the month (not permitted in the month of joining).
Full calendar month’s payment is required after notice.
Written requests only; verbal instructions are not accepted.
Example: If you email to cancel on 15 June, your cancellation is treated as notice for 1 July. You will still be charged for July, and your membership will end on 31 July.
4.3 Cancellation conditions and refunds
Memberships can only be cancelled if subscription collection is active.
Practitioner benefits are removed at termination and are non-redeemable.
Membership fees and Credit pack fees are non-refundable.
4.4 Freeze
Practitioners may freeze membership for £25/month.
A minimum of thirty (30) days’ written notice is required to start a freeze.
Freeze requests cannot be backdated.
If a freeze request is submitted with less than 30 days’ notice, the freeze will take effect 30 days from the date the Studio receives the written request.
While frozen, the Practitioner has no access to the Facilities and cannot book Sessions.
During a freeze, any unused Credits on your account are paused and the expiry date is extended by the length of the freeze.
Any unused Credits at cancellation are forfeited unless a freeze is in place or the Credits are used during the cancellation notice period.
When you come off freeze, your normal monthly membership fee will automatically restart from your reactivation date.
Example: If your membership is frozen from 10 June to 10 July, you will be charged the £25 freeze fee during that period. When you reactivate on 10 July, your normal monthly membership fee restarts from 10 July, and any unused Credits will have their expiry extended by one month.
4.5 Unfreezing
To unfreeze, the Practitioner must provide written notice.
Unfreezing can take effect immediately from the date the Studio confirms the unfreeze request.
The standard membership fee will resume from the unfreeze date.
4.6 Progress services during freeze
If the Practitioner is on Progress Membership, while frozen:
No mentoring/mentorship is provided.
The Studio will take the Practitioner’s website profile/page (and any Progress-related webpages) offline for the duration of the freeze.
Any planned social media content featuring the Practitioner will be paused and rescheduled once unfrozen.
5. Payments, insufficient funds, late fees, and suspension
5.1 Stored payment method
You must keep a valid payment card stored in the Member Portal at all times.
5.2 Sufficient funds
You must ensure your stored card has sufficient available funds for all upcoming payments, including:
monthly membership payments; and
any scheduled charges, including the automatic 3-month minimum Credit purchase auto-charge (where applicable).
5.3 Retries
If a payment fails (including due to insufficient funds), the Studio may attempt to reprocess the payment.
The Studio will retry failed payments for up to seven (7) days.
5.4 Late payment fees
If a monthly membership payment is not successfully collected on the due date, a £25 late payment fee will be charged.
If an automatic 3-month minimum Credit purchase auto-charge is not successfully collected on the due date, a £25 late payment fee will be charged.
The late payment fee is charged once per missed payment event (i.e., per monthly membership payment due, or per auto-charge due), not per retry attempt.
5.5 Suspension and reinstatement
If access is suspended due to non-payment, all outstanding balances (including any late payment fees) must be paid in full before access is reinstated.
If payment remains outstanding after the 7-day retry period, the Studio may suspend access and/or cancel membership in line with this document.
6. Insurance, Qualifications, and Responsibility
6.1 Qualifications
Practitioners (PTs) must hold a minimum Level 3 PT certification or equivalent, and provide evidence on request.
Health practitioners are responsible for holding all relevant qualifications.
6.2 Insurance
Practitioners must maintain suitable insurance and provide evidence on request.
Insurance must cover all services provided at the Studio.
6.3 Responsibility for Clients and safety
Practitioners are entirely responsible for the health, safety, and conduct of their Client(s).
All accidents, incidents, or damage should be reported to Studio staff as soon as practicable or safe to do so, and logged via the Member Portal (or, if the Member Portal is unavailable, reported to the Studio by email as soon as practicable).
7. Supervision and Facility Security
7.1 Supervision
Practitioners must directly supervise their Client(s) at all times while on the premises.
Clients must not be left alone or permitted to use Facilities without their Practitioner present.
If the Practitioner needs to leave the Facilities for any reason, the Session must end and the Client(s) must leave with them.
Clients may only access the Facilities when accompanied by the Practitioner. No independent access is permitted.
7.2 Insurance warning
Practitioners acknowledge that their insurance requires direct supervision of Clients at all times.
Unsupervised use may void insurance.
The Studio accepts no liability for incidents arising from unsupervised Client use.
7.3 Serious breach consequence
Any breach of the supervision rules is a serious violation and may result in immediate suspension or termination, with no refund of fees.
7.4 Last Practitioner on site responsibilities
The last Practitioner on site is responsible for checking all areas of the Studio (including both changing rooms) to ensure no Clients are left on site before leaving.
The last Practitioner must also turn off all lights, air conditioning, music, and fresh air systems before exiting.
The Studio is unmanned and has no front of house staff.
7.5 Key and access (no sharing)
Gym door access is managed via the Yale app, which uses Bluetooth and a unique code set for each Practitioner.
The street door has a 4-digit code set by the landlord.
Under no circumstances may any Practitioner share their Yale app access, individual code, or the street door code with anyone else.
Sharing access credentials is strictly prohibited and may result in immediate suspension or termination of membership.
7.6 Lost/broken key charge
Practitioners are responsible for their access credentials and will incur a cost of £30 if a physical key is lost or broken.
7.7 Lock-up requirement
Practitioners must ensure the Studio is securely locked and all access points secured when leaving.
8. Code of Conduct and Studio Rules
Treat the Facilities and each other with respect. Leave every area clean, tidy, and with all equipment in place.
Practitioners are responsible for their Client(s) at all times. Ensure Clients understand Studio rules.
Finish sessions on time. Overrunning your slot may result in an extra credit charge and may disrupt others.
No running, horseplay, or inappropriate behaviour.
Follow posted signs and Studio rules at all times.
No filming or photography of other Practitioners or Clients without their consent.
No phone calls on the gym floor; phones must be on silent.
No food in workout areas. Only closed, spill-proof water bottles are permitted on the gym floor.
No glassware or mugs on the gym floor.
Keep noise to a minimum, especially near the coaching area and when entering/exiting.
No topless training.
Practitioners and Clients may not leave belongings at the Studio overnight.
Lost property is kept for 1 month, then donated to charity.
Practitioners must keep all practitioner areas clean. Do not leave food out or in the sink. Dispose of rubbish in bins provided. Clean up spills immediately.
Practitioners must not train alongside their Clients during Sessions. Focus on coaching and guiding your Client.
Practitioners must clean and disinfect equipment after use. Sanitising stations are provided.
Only one towel per person is permitted. Breaches will result in a cleaning charge of £1.50 per item.
Changing room or therapy towels are not permitted on the gym floor; use sweat towels only.
If training alone, Practitioners must give priority to Practitioners training with Clients when using shared equipment.
All complaints must be reported directly to Studio staff via email.
All Practitioners must abide by current data protection rules relating to their Client(s).
The Studio has a zero tolerance policy for harassment. Discrimination or harassment on the basis of race, gender, sexual orientation, gender identity, religion, or other protected characteristics will result in immediate suspension or termination.
9. CCTV and Personal Information
9.1 CCTV coverage
CCTV is installed to ensure the safety and security of Practitioners, Clients, and property, in compliance with data protection laws.
CCTV is not installed in private areas (treatment rooms, changing rooms, toilets, showers).
9.2 Retention and access
Footage is retained for 30 days unless required for investigation.
Access is limited to authorised personnel.
Footage may be shared with law enforcement if required by law.
9.3 Subject access requests
Practitioners and visitors may request access to footage in which they appear, in writing, within 30 days of their visit.
9.4 Privacy and updates
The Studio’s Privacy Policy conforms to UK GDPR.
Practitioners are responsible for keeping their information up to date.
Requests to change account details must be made from the Practitioner’s registered email address.
10. Health & Safety (Operational Guidance for Practitioners)
This section is written as operational guidance. It explains how the Studio expects Sessions to be run safely.
10.1 Practitioner-led safety approach
You are the person in charge of your Session.
You set the standard for safe behaviour and correct use of equipment.
You are expected to brief and supervise your Client(s) throughout.
If a Client is not following your instructions, you should stop the activity and reset.
10.2 On arrival: orientate your Client(s)
Meet your Client(s) at reception/entry and bring them into the Facilities.
Point out:
Fire exits and evacuation routes
Toilets and changing areas
Trip hazards (steps, thresholds, wet floors)
Where to place bags and coats so walkways stay clear
10.3 General session safety standards
Plan sessions so that clients only use equipment and loads appropriate to their ability.
Keep walkways clear and avoid creating bottlenecks in busy areas.
Encourage appropriate footwear and clothing.
Avoid loose items (bands, cables, plates) being left on the floor.
If something feels unsafe, pause and adjust.
10.4 Supervision and control (non-negotiable)
Your Client(s) should not train or use equipment without you present.
You should remain close enough to intervene quickly when:
a Client is lifting heavy loads
a Client is using unfamiliar equipment
fatigue is high or technique is breaking down
If you need to leave the Facilities for any reason, you should end the Session and your Client(s) should leave with you.
10.5 Equipment use expectations
Use equipment as intended and follow any on-equipment instructions.
If you are unsure how to use a piece of equipment, ask Studio staff before using it.
Do not attempt repairs or modifications.
If you notice damage, unusual noises, loose parts, or instability:
stop using the item
move your Client(s) away from the area
report it to Studio staff as soon as possible
10.6 Weight training and spotting
Use collars/clips where appropriate.
Encourage controlled reps and safe re-racking.
Use a spotter (or adjust the exercise) when loads and risk require it.
Keep the training area tidy to reduce trip risk.
10.7 Cleanliness and hygiene (during and after sessions)
Wipe down equipment after use (especially high-touch surfaces).
Encourage Clients to use hand sanitiser on arrival and after training.
Keep treatment areas clean and ready for the next Practitioner.
Report spills immediately so they can be cleaned to prevent slips.
10.8 First aid and medical incidents
First aid kit location: kitchen.
If an injury occurs:
stop the activity
provide basic first aid if you are trained to do so
call 999 for any serious or life-threatening situation
inform Studio staff as soon as practicable
If you are aware of a Client medical condition, plan their session accordingly.
The nearest defibrillator is at Medialab, Little Portland Street, or Elsley House, Great Titchfield Street.
Any use of first aid supplies must be reported so items can be replaced.
10.9 Emergency procedures (fire, evacuation, power outage)
Familiarise yourself with fire exits, alarms, and extinguishers.
In an evacuation, you are expected to guide your Client(s) calmly to the nearest exit.
Assembly point: corner of Little Portland Street & Regents Street.
In a power outage, stop activity and guide your Client(s) to a safe area until you can exit safely.
10.10 Reporting hazards and incidents
Report hazards, near misses, accidents, incidents, or damage to Studio staff as soon as practicable.
Log incidents via the Member Portal (or, if the Member Portal is unavailable, report by email as soon as practicable).
Include clear details: what happened, where, when, who was involved, and what action was taken.
10.11 Infectious illness guidance
If you or your Client(s) are unwell with symptoms of a contagious illness, you are expected to postpone the Session.
Follow any current public health guidance and any Studio notices in place at the time.
11. Liability, Contract Terms, and Legal
11.1 Property
The Studio is not liable for any loss or damage to personal property.
11.2 Risk
All activities are at the Practitioner’s and Client’s own risk.
11.3 Liability cap
The Studio’s liability for personal injury is limited except in cases of negligence, fraud, or as required by law.
Total liability is limited to £250.
11.4 Changes to these Terms
The Studio may amend this document at any time. Changes take effect immediately.
11.5 The terms of your contract: A signed Application Form, this document, and Studio Rules make up a binding contract of membership.
Failure to enforce rights at any time does not waive those rights. Breaches do not imply acceptance.
Changes to this contract require express written agreement.
11.6 Governing law and jurisdiction
This document is governed by the law of England and Wales.
Disputes are subject to the exclusive jurisdiction of the courts of England and Wales.
12. Signatures
By accepting below, you acknowledge that you have received, read, and understood, and agree to comply with the Terms and Conditions, Code of Conduct, and Health & Safety requirements in this document.