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General Terms & Conditions

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By booking or purchasing any service with Outside The Box Coaching, you agree to the following terms and conditions.

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1. Our Approach

Outside The Box Coaching exists to provide a safe, welcoming and inclusive environment where everyone can enjoy movement in a way that works for them.

We understand that life isn't always predictable. While these terms help our business run smoothly, we aim to apply them with fairness, kindness and common sense wherever possible.

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2. Health & Safety

Before taking part in Personal Training or classes, all clients must complete the required health questionnaire, PAR-Q and informed consent forms.

You are responsible for informing us of any changes to your health, medication, injuries, pregnancy or medical conditions that may affect your ability to exercise safely.

If we believe it is unsafe for you to participate, we may ask you to seek medical advice before continuing.

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3. Your Responsibilities

As a client, you agree to:

• Provide accurate health information.

• Follow coaching instructions as safely as possible.

• Wear suitable clothing and footwear.

• Arrive on time where possible.

• Treat other members, staff and equipment with respect.

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4. Our Responsibilities

Outside The Box Coaching will:

• Deliver coaching safely and professionally.

• Adapt sessions where appropriate to your needs and abilities.

• Provide a welcoming, inclusive and judgement-free environment.

• Maintain confidentiality of your personal information.

• Communicate any changes to sessions or services as soon as reasonably possible.

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5. Accessibility & Inclusivity

Outside The Box Coaching welcomes people of all abilities, backgrounds and experience levels.

Many of our services have been designed with neurodivergent clients in mind, alongside those living with chronic pain, injury, menopause or anxiety around exercise.

We are committed to making reasonable adjustments wherever possible to help everyone access coaching safely and comfortably.

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6. Accessibility Fund

Health & Lifestyle Consultations contribute directly to our Accessibility Fund, helping us provide reduced-cost coaching opportunities for people experiencing financial hardship.

Reduced-cost places are offered at the discretion of Outside The Box Coaching and are subject to availability.

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7. Liability

Exercise carries an inherent level of risk.

By participating in coaching, you acknowledge that you are doing so voluntarily and accept responsibility for your own participation.

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Outside The Box Coaching cannot accept responsibility for injury, illness, loss or damage resulting from:

• Undisclosed medical conditions.

• Failure to follow coaching guidance.

• Misuse of equipment.

• Inappropriate clothing or footwear.

• Circumstances beyond our reasonable control.

Nothing within these terms limits any rights you have under UK consumer law.

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8. Photography & Social Media

Occasionally we may take photographs or videos during sessions for promotional purposes.

Your permission will always be sought before any identifiable images are shared publicly, and you are welcome to opt out at any time.

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9. Communication

Most communication takes place via email or WhatsApp.

Please ensure your contact details remain up to date so we can notify you of any important information.

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10. Respecting Our Community

Outside The Box Coaching is committed to creating a safe, inclusive and respectful environment for everyone.

We do not tolerate bullying, discrimination, harassment, abusive behaviour or conduct that places others at risk.

If necessary, we reserve the right to refuse or terminate services where behaviour is considered unsafe or inappropriate.

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11. Changes to Services or Terms

From time to time we may make changes to our timetable, pricing, services or these Terms & Conditions.

Where changes are significant, we will provide reasonable notice wherever possible.

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12. Questions

If you're ever unsure about any of our policies, please get in touch.

We're always happy to explain how things work.

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Our Values

Outside The Box Coaching exists to remove barriers to fitness and create an environment where people feel safe, supported and empowered. We believe movement should be accessible, inclusive and enjoyable, and these values underpin every decision we make.

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Personal Training Terms & Conditions

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These terms apply to all Personal Training services provided by Outside The Box Coaching, including Health & Lifestyle Consultations (HLCs), single sessions, session packs and monthly memberships.

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1. Health & Lifestyle Consultation (HLC)

Before beginning Personal Training, all new clients must attend a Health & Lifestyle Consultation (HLC).

This relaxed 60-minute session allows us to discuss your goals, health, previous experience and any support you may need before starting your programme.

The HLC costs £5, with every penny being donated to the Outside The Box Accessibility Fund to help provide reduced-cost coaching for people experiencing financial hardship.

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2. Personal Training Packages

We offer:

• Single Personal Training Sessions

• Session Packs

• Monthly Memberships

• Stronger Together Memberships

Package prices and validity periods are displayed on our website and booking system.

Session packs and memberships are non-transferable and may only be used by the named client.

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3. Session Pack Validity

To allow flexibility for holidays and life's unexpected moments, our session packs include additional time to use your sessions.

• 6 Session Packs must be used within 8 weeks

• 12 Session Packs must be used within 14 weeks

Unused sessions expire after the validity period unless otherwise agreed in exceptional circumstances.

Session packs are non-refundable.

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4. Monthly Memberships

Monthly memberships include one Personal Training session each week.

Membership prices have been calculated across the year and already allow for holidays and occasional absences. Several months naturally include five sessions at no additional cost, while approximately four weeks of holiday are built into the annual pricing.

Memberships renew automatically each month until cancelled.

One month's written notice is required if you wish to cancel your membership.

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5. Stronger Together Membership

The Stronger Together Membership includes:

• One Personal Training session each week per month

• One group class credits each week per month

Unused class credits cannot be carried over unless otherwise agreed.

All group classes remain subject to availability and must be booked in advance.

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6. Cancelling or Rescheduling

We understand that life doesn't always go to plan.

If you need to cancel or rearrange your appointment, please give at least 24 hours' notice.

With at least 24 hours' notice:

• Your session can be rescheduled, subject to availability.

With less than 24 hours' notice:

• The session will normally be treated as used.

Where exceptional circumstances arise, such as illness, injury, bereavement or family emergencies, please contact us. We will always aim to be fair and supportive.

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7. Late Arrival

If you're running late, please let us know.

Sessions will finish at the scheduled time to avoid impacting other clients.

If you arrive more than 15 minutes late without making contact, your session may be treated as a missed appointment.

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8. If We Need to Cancel

If Outside The Box Coaching needs to cancel a session, you will be offered either:

• A suitable alternative appointment, or

• A full session credit.

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9. Health & Safety

Clients are responsible for informing us of any changes to their health, medication, injuries or pregnancy before each session.

Programmes may be adapted or paused if we believe it is in your best interests.

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10. Communication

Appointments, reminders and general communication are usually carried out via WhatsApp or email.

Please ensure your contact details remain up to date.

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11. Our Promise

Outside The Box Coaching believes that fitness should be accessible, inclusive and supportive.

Our policies are designed to keep appointments fair for everyone while recognising that life isn't always predictable.

If something unexpected happens, please get in touch. Wherever reasonably possible, we'll always work with you to find a solution.

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Group Class Terms & Conditions

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These terms apply to all Outside The Box Coaching group classes, including Strength for Life and Runners Strength.

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1. Class Packs

Class packs are available in the following options:

• 8 Class Pack – Valid for 10 weeks

• 12 Class Pack – Valid for 14 weeks

Your class pack can be used to book any eligible Outside The Box Coaching group class during its validity period, subject to availability.

Class packs are non-refundable and non-transferable.

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2. Booking Classes

Classes must be booked in advance through the Outside The Box booking system.

Purchasing a class pack does not guarantee a place in a particular class until your booking has been confirmed.

Places are allocated on a first come, first served basis.

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3. Cancelling a Class

If you can no longer attend a class, please cancel your booking at least 24 hours before the class starts.

With at least 24 hours' notice:

• Your class credit will automatically be returned to your class pack.

With less than 24 hours' notice:

• Your class credit will be treated as used.

If exceptional circumstances arise, such as illness, injury or family emergencies, please get in touch. We'll always aim to be fair and supportive where we reasonably can.

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4. Class Pack Expiry

To allow flexibility for holidays and life's unexpected moments, our class packs include additional time to use your credits.

• 8 Class Packs expire after 10 weeks

• 12 Class Packs expire after 14 weeks

Unused credits will normally expire at the end of the validity period.

If exceptional circumstances prevent you from using your classes, please contact us as soon as possible. Extensions may be offered at the discretion of Outside The Box Coaching.

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5. If We Cancel a Class

If Outside The Box Coaching needs to cancel a class, your class credit will automatically be returned to your class pack, or we'll offer you an alternative session where possible.

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6. Health & Safety

Before attending your first class, you'll be asked to complete a Health Questionnaire and PAR-Q.

Please let us know if your health, injuries, medication or circumstances change so we can adapt exercises where appropriate.

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7. Our Coaching

Every class is designed to be welcoming, inclusive and adaptable.

Exercises can be modified to suit different abilities, injuries, chronic pain, menopause, pregnancy (where appropriate) and neurodivergent needs.

You're always encouraged to work at a pace that feels right for you, take breaks when needed and ask for support at any time.

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8. Respecting Our Community

Outside The Box Coaching is built on kindness, encouragement and respect.

We ask everyone attending classes to help us maintain a welcoming environment where every member feels safe, supported and included.

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9. Need Help?

Life doesn't always go to plan.

If you're struggling to attend due to illness, caring responsibilities or unexpected circumstances, please get in touch.

We'll always do our best to find a fair solution while keeping things fair for the whole community.

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Run Club Terms & Conditions

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These terms apply to all Outside The Box Coaching Run Club sessions.

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1. Your First Session

Your first Run Club session is completely free, giving you the chance to meet the group, experience our coaching style and see whether we're the right fit for you.

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2. Pricing

After your first session, you can choose from the following options:

• £4 – Attend one session per week

• £6 – Attend both the Monday and Friday sessions within the same week

• £20 per month – Unlimited Run Club sessions

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Run Club payments are non-refundable and non-transferable.

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3. Booking Sessions

Where possible, attendance should be registered via the Spond App or via the WhatsApp group (please contact us for the links.)

Places may occasionally be limited for certain routes or events, so booking ahead helps us plan safely.

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4. Cancelling a Session

If you're unable to attend, please cancel your booking as soon as possible so we know not to wait for you.

There is no charge for cancelling a booked Run Club session, but repeated no-shows without letting us know may affect future bookings.

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5. Health & Safety

All runners must complete the required health questionnaire before attending their first session.

Please let us know if your health, injuries or medical circumstances change before attending another session.

You are responsible for ensuring you are medically fit to participate.

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6. Running Together

Our Run Club is designed to be welcoming, supportive and inclusive.

We specialise in Jeffing (run-walk-run) and welcome runners of all abilities.

Nobody is expected to run continuously, keep up with the fastest runners or feel pressured to go beyond what feels comfortable.

Where practical and safe to do so, nobody gets left behind.

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7. Weather & Safety

Sessions will usually go ahead in all but the most extreme weather conditions.

If a session needs to be cancelled due to severe weather or safety concerns, we'll let you know as soon as possible via WhatsApp or our usual communication channels.

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8. Respecting Our Community

Outside The Box Coaching is committed to creating a kind, inclusive and judgement-free environment.

We ask everyone to encourage and respect each other, regardless of pace, experience or ability.

Bullying, discrimination or behaviour that makes others feel unsafe will not be tolerated.

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9. Photography

Occasionally we take photographs during Run Club to celebrate achievements and share our community.

We'll always respect anyone who prefers not to appear in photographs or videos—just let us know.

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10. Our Promise

Run Club isn't about being the fastest.

It's about building confidence, enjoying movement and supporting each other every step of the way.

Whether you're preparing for your first 5K or your fiftieth, you'll always find encouragement, community and a warm welcome at Outside The Box.

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Independent Gym Access 

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These Terms & Conditions apply to all clients using the Outside the Box Coaching (OTB) studio for Independent Gym Access. By booking or attending an Independent Gym Access session, you confirm that you have read, understood and agree to these Terms & Conditions.

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1. Eligibility

Independent Gym Access is a privilege offered exclusively to existing Outside the Box Coaching clients.

To be eligible you must:

• Be aged 18 years or over.

• Have completed an Initial Health Consultation (HLC).

• Be a current Personal Training client or current class member.

• Have completed an Independent Gym Access induction where required.

• Be approved for independent training by Outside the Box Coaching.

OTB reserves the right to refuse or withdraw Independent Gym Access at any time if it is considered unsafe or unsuitable.

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2. Booking

• All sessions must be booked in advance through the OTB booking system.

• Bookings are personal and cannot be transferred to another person.

• Entry is only permitted during your allocated booking time.

• Access outside of your booked session is not permitted.

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3. Cancellation Policy

• Bookings may be cancelled or rescheduled up to 24 hours before the session.

• Cancellations made with less than 24 hours' notice and no-shows may result in the loss of that session credit.

• Repeated late cancellations or missed bookings may result in Independent Gym Access being suspended.

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4. Access to the Studio

For everyone's safety:

• Only clients with a valid booking may enter the studio.

• Do not allow anyone else into the building.

• Do not share door codes, access details or booking confirmations.

• Leave promptly at the end of your session to allow the next client access.

• If you are the final person using the studio, ensure all doors are locked and the premises are left secure.

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5. Visitors

To maintain a safe and private training environment:

• No guests or spectators are permitted.

• Children are not permitted on the premises at any time.

• Family members, friends or partners may not accompany you unless attending an OTB session themselves.

• Independent Gym Access must not be used to train another person.

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6. Equipment Use

Clients agree to:

• Use equipment only as intended.

• Lift within their own ability and experience.

• Use appropriate safety equipment where necessary.

• Return all equipment to its designated storage area after use.

• Wipe down equipment after use where appropriate.

• Wear suitable footwear and clothing for exercise.

• Report any damaged or faulty equipment immediately.

Equipment should be treated with care and respect.

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You will be liable for any damage caused to our equipment, fixtures or facilities as a result of negligent, reckless or intentional misuse. Outside the Box Coaching reserves the right to recover the reasonable cost of repair or replacement where appropriate.

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7. Safe Training

Your safety is our priority.

Clients must:

• Exercise within their own abilities.

• Stop immediately if they feel unwell, dizzy or experience pain.

• Not attempt lifts or exercises they are unfamiliar with.

• Avoid one-repetition maximum (1RM) testing or other maximal-effort lifts while training alone.

• Use safety bars, spotter arms or suitable alternatives when lifting independently.

• Follow any guidance previously provided by their coach.

If OTB believes a client is using the facility unsafely, Independent Gym Access may be withdrawn.

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8. Health and Medical Information

You confirm that:

• The health information provided during your Initial Health Consultation remains accurate.

• You will inform OTB of any significant changes to your health before using Independent Gym Access.

• You will seek medical advice where appropriate before exercising.

This includes, but is not limited to:

• New injuries

• Surgery

• Pregnancy

• Significant illness

• Changes to medication that may affect exercise

OTB reserves the right to temporarily suspend Independent Gym Access until your training can be safely reviewed.

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9. Prohibited Activities

The following are strictly prohibited:

• Personal training or coaching another person.

• Bringing unapproved visitors into the studio.

• Allowing another person to use your booking.

• Smoking or vaping inside the premises.

• Alcohol or recreational drug use before or during training.

• Deliberately dropping or abusing equipment.

• Behaviour that may endanger yourself or others.

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10. Emergency Procedures

In the event of a serious injury or medical emergency:

1. Call 999 immediately.

2. Administer first aid if safe to do so.

3. Contact Outside the Box Coaching as soon as reasonably possible after emergency services have been contacted.

Clients should familiarise themselves with the location of:

• Emergency exits

• Fire extinguishers

• First aid equipment

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11. CCTV

The premises are monitored by CCTV for the purposes of:

• Client safety

• Security

• Crime prevention

• Investigation of incidents

By entering the premises you consent to CCTV recording in accordance with UK data protection legislation.

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12. Personal Belongings

All personal belongings are brought onto the premises at the owner's risk.

Outside the Box Coaching accepts no responsibility for loss, theft or damage unless caused by our negligence.

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13. Liability

Exercise carries an inherent risk of injury.

By using Independent Gym Access you acknowledge that you are exercising voluntarily and accept responsibility for your own training.

Nothing within these Terms & Conditions limits or excludes liability where this would be unlawful, including liability for death or personal injury caused by negligence.

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14. Suspension or Termination of Access

Outside the Box Coaching reserves the right to suspend or permanently remove Independent Gym Access without notice if a client:

• Breaches these Terms & Conditions.

• Uses equipment unsafely.

• Shares access details.

• Allows unauthorised entry.

• Provides false health information.

• Behaves in a manner that places themselves, other clients or the business at risk.

Where appropriate, OTB may also suspend access while health concerns or injuries are reviewed.

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15. Acceptance

By booking or attending an Independent Gym Access session you confirm that:

• You have read and understood these Terms & Conditions.

• You agree to comply with all studio rules.

• You accept responsibility for exercising safely and within your own capabilities.

• You understand that Independent Gym Access is a privilege offered to trusted OTB clients and may be withdrawn if these Terms & Conditions are not followed.

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