Terms and Conditions
You'll find all our Terms and Conditions here, including information about membership options and cancellation.
1. Definitions
‘Fees’ shall mean the membership fees payable for any of the membership products available, as appropriate, at the rate notified to the member at the time of application for membership or renewal.
‘Member’ shall mean the individual who holds a valid membership.
‘Membership Options’ shall mean any of the membership products available as set out on the Newcastle University Sport web pages.
‘Newcastle University Sports Services’ shall mean the sport service of the University of Newcastle upon Tyne.
‘Newcastle University Sport webpages’ shall mean www.ncl.ac.uk/sport
‘Opening Times’ shall mean those published on the Newcastle University Sport web pages for each sport facility and may vary throughout the year.
‘Sports Facilities’ shall mean:
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Indoor |
Outdoor |
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Gym Sports halls Multi-purpose studios Squash courts Strength and Conditioning Suites Consulting/therapy room |
Cochrane Park Sports Ground Heaton Sports Ground Longbenton Sports Ground Newburn water-sports Centre Redhall Drive Sports Ground |
‘Terms and Conditions’ shall mean the provisions set out within this document and constitute an agreement between the University and the member (‘you’).
‘University’ shall mean University of Newcastle upon Tyne, Kings Gate, Newcastle upon Tyne, NE1 7RU
‘User’ shall mean both members and non-members who use the sport facilities.
2. Membership
2.1 By entering into this membership agreement, you agree to be bound by these Terms and Conditions.
2.2 As a member, you shall also abide by the rules and regulations as detailed in https://www.ncl.ac.uk/sport/membership/rules-regulations/ and which are displayed throughout the Sports Facilities. We reserve the right to amend such rules from time to time as deemed appropriate and for the good of customers and staff. Failure to comply with the ‘rules and regulations’ may result in your membership being revoked.
2.3 All members require a smartcard in order to access the Sport Facilities at the various sites.
2.3.1 Staff and student members will have their access privileges uploaded to their Newcastle University smartcard.
2.3.2 Replacement smartcards for staff and student members must be acquired from the University library at Philip Robinson Library, Jesmond Road West, Newcastle University, NE2 4HQ subject to a fee of £10 payable in full by the member.
2.3.3 Associate Members will be provided with a Sport & Fitness Centre smartcard/wristband as part of their membership package, which will be uploaded with access rights appropriate to their choice of membership package. There will be a charge for replacement smartcards/wristbands.
2.4 Membership is not transferable to any other individual under any circumstances. An infringement charge of £25 will be applied to a member’s account if they are found to be abusing their membership in any way. Any subsequent repeat occurrences may result in immediate cancellation of membership. If the member is a staff or student user, this could also invoke staff or student disciplinary procedures. In this instance, no refund will be due for any unspent membership term. Those representing any Team Newcastle Sports Club also risk losing their entitlement to represent their respective club(s).
2.5 We reserve the right, in the instance we have written to you and informed you of any changes and not heard from you, to transfer your membership to the most similar product even if it incurs an increase in charges.
2.6 Members must update their contact details at the earliest opportunity if they change from the ones provided when initially registering with Newcastle University Sport & Fitness Centre by email to sport@ncl.ac.uk. The University will subsequently not be held responsible if a member does not receive a communication about their membership if it has been sent to a postal or email address that is no longer in use by the member.
2.7 Users must produce their smartcard/wristband to access the Sports Facilities. Failure to do so will result in us reserving the right to prevent access to the Sports Facilities, or an additional charge being levied to enable access. The smartcard/wristband remains the property of the University.
2.8 Initiations and dangerous social activities will not be tolerated. All Newcastle University student members and users must adhere to the principles and values outlined in the Student Charter. Reports of initiations and activities that compromise the dignity, safety or wellbeing of themselves or others will be taken seriously and investigated by the University in accordance with the Student Disciplinary Procedure.
4. Cancellation of Membership
Cancellation by Us
4.1 We reserve the right to cancel or suspend your membership in any of the following circumstances:
4.1.1 If you commit a serious or repeated breach of the terms and conditions or in the rules and regulations;
4.1.2 If any part of the membership fee remains unpaid 14 days after its due date for payment;
4.1.3 If you provide us with details you know to be false when applying for membership;
4.1.4 If we are unable to make a collection due to insufficient funds in your account, your membership with Newcastle University Sport & Fitness Centre will be temporarily suspended and access to our facilities denied. An upfront payment for the month in question will be required to unfreeze your membership and reinstate access rights.
4.1.4.1 The University does not accept liability for any bank charges incurred if there are insufficient funds in your account to cover our monthly Direct Debit collection.
4.1.4.2 The University is not responsible for any bank fees or charges incurred if subsequent attempts to collect monies owed are unsuccessful.
Cancellation by You – Cooling Off Period
4.2 You have the right to cancel your membership within a 14-day cooling-off period, starting from the day you made this agreement, unless you have purchased a non-refundable membership under a special offer. To exercise this right to cancel you should:
4.2.1 Complete a Cancellation Form
4.2.2 On receipt of the form, we will then cancel your membership and all monies will be refunded to the account used in the initial transaction, within 28 days of receipt of the form. We may make a deduction for facilities you may have used within the 14-day period.
Cancellation by You within the minimum term
4.3 The minimum term varies depending on the type of membership product purchased. You may only cancel your membership within the minimum term in the following circumstances:
4.3.1 If the provisions within the type of membership are not delivered by the University.
4.3.2 If we significantly reduce the opening times or the facilities available as appropriate to the membership option taken and a suitable, alternative provision cannot be accommodated. This does not apply if our facilities are closed or our opening times are reduced for reasons outside of our reasonable control including supporting student examinations.
4.3.3 We close any of our facilities appropriate to the membership option taken for a period of over four weeks for refurbishment with no alternative service offered.
4.3.4 You permanently move more than one hour away from Newcastle University Sport & Fitness Centre as measured by Multi-Map as a direct result of withdrawing/suspending from your studies. Proof will be required.
4.3.5 You have been made redundant. Proof of employment and redundancy will be required.
4.3.6 Change in your personal circumstances such as serious injury or death of a close family member.
4.3.7 If it is within the 14-day cooling-off period as set out in 4.2.
4.4 If you have cancelled on the basis of the above section 4.3, we may refund any fees we have collected relating to the current membership month. However, you must inform Newcastle University Sport & Fitness Centre of any changes to your circumstances immediately. Retrospective claims, including claims for multiple months, will not be facilitated unless you have made satisfactory effort to fulfil the duties expected of you. This will be at the discretion of a member of Newcastle University Sports Services Senior Management.
Cancellation by You after completion of the minimum term (Direct Debit)
4.5 To cancel your membership after completion of the minimum term, we require one month’s notice (to be made by the 15th of the current month) by the following method:
4.5.1 Complete a Cancellation Form.
4.5.2 On receipt of the form, we will then cancel your membership from the next Direct Debit transaction date. However, note that if cancellation occurs after the 15th of any given month, a Direct Debit will proceed on the 1st day of the following month and will allow access to the facilities as per membership type up to the last day of said month.
4.5.3 If a Direct Debit mandate is cancelled directly with the bank after the 15th of any given month preventing collection on the 1st of the following month, membership will be immediately cancelled and you will be liable for any bank charges incurred plus a £30 administration fee in addition to the unpaid fees and any other monies owed on your account.
4.5.6 Any outstanding debt owed to the University after two months non-payment may be passed on to the University debt collection agency for recovery.
5. Variation of terms and conditions
The University reserves the right to vary the Terms and Conditions outlined in this document. Where any change is deemed significant, we will write to you a minimum of 28 days before any change is implemented. You will be deemed to have accepted these changes unless we receive written notification of your objection.
6. Liability
6.1 By entering into a contract with the University, you agree to not abuse the facilities or equipment and will pay for any damage to University sport facilities or any other property where you wilfully or negligently cause such damage.
6.2 You agree to behave appropriately at all times and in such manner that respects other customers and staff members.
6.3 No member shall use the equipment available unless the member is satisfied that he or she is competent to do so safely and properly and in consideration of the member’s own health and safety and that of other members.
6.4 A member shall be responsible for any harm or injury caused to another member or to the University to the extent that it is caused through a member’s own unsafe or improper use of equipment.
6.5 Members are required to adhere to the rules and regulations and undertake due responsibility.
6.6 The University will not be responsible for any loss or injury to the member to the extent that it is caused by a member’s own unsafe or improper use of the equipment.
6.7 The University reserves the right to suspend or revoke membership at any time if a member does not adhere to safe and proper use of equipment.
6.8 The University shall not be liable for any loss or damage to a member’s possessions within the facility.
6.9 Nothing in this agreement shall limit the University’s liability for:
6.9.1 Death or personal injury caused by University negligence, or the negligence of its employees, agents or subcontractors;
6.9.2 Fraud or fraudulent misrepresentation.
6.10 In the absence of any negligence or wilful default or breach of any legal duty by the University, the use of all equipment and facilities is entirely at the member’s own risk.
7. Complaints Procedure
7.1 Should you be unhappy with any part of the service we offer, please contact the University and tell us as soon as reasonably practicable and allow us a reasonable opportunity to address your concerns. If you wish to make a complaint, complete the feedback form at www.ncl.ac.uk/sport/contact-us/.
7.2 If an incident should occur within any Sport Facility, this must also be brought to the attention of the most senior member of staff on duty at that time.
8. Data Protection
Newcastle University Sport & Fitness Centre as part of the University fully adheres to the University guidelines in regards to data protection. Details of this policy are available from the University's Data Protection website and Sports Services Privacy Policy. As part of this agreement, you agree to keep us updated of any changes to your personal details or circumstances as appropriate.
9. Governing Law
This contract and any dispute or claim arising out of, or in connection with it or its subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the law of England and Wales and shall have exclusive jurisdiction of the courts of England and Wales.
Membership Options
There are a number of different membership products available for purchase, which have various benefits attached to them. These are available on the Newcastle University Sport web pages. Member benefits are subject to change and can be removed or changed at the discretion of the University.
Student Membership
Student membership is only available to those people who are on a current accredited course by Newcastle University and are registered on the Newcastle University student database.
Newcastle University Student members upon graduating or leaving the University can apply for an Associate membership.
The University is not responsible if a Student member fails to cancel their membership.
Staff Membership
Staff membership is only available to people who hold a current contract of employment with Newcastle University and are on the Newcastle University staff database. Once employment is terminated, either by the member of staff or by the University, the benefits of staff membership will be revoked. At this point, a Staff member will revert to the status of an Associate member and any existing Direct Debit will be amended accordingly. It is the responsibility of the individual to inform Newcastle Sport & Fitness Centre if their employment status changes.
Associate Membership
Associate membership is available to the following people with the type of proof required in order to qualify for the benefits. This proof of entitlement will be required on your first visit to the Newcastle University Sport & Fitness Centre, if purchasing the membership online or at the time of purchase at reception. Associate membership is at the discretion of Newcastle University Sports Services.
- All Newcastle University graduates: a degree certificate is required.
- Retired member of staff: contract of employment. If you are no longer in possession of a copy, you can request confirmation of your eligibility from our People Services Department.
- Direct staff family: passports, driver's licence, other in-date Social Security documentation.
- Public Sector Employee: Contract of Employment and/or valid identification card.
- Local Resident: Reside within 0.25 miles of the Newcastle University Sport & Fitness Centre, evidence of address required
Periods of Membership
Annual Membership
Purchase, Fees and Charges
Annual Membership may be purchased online. Annual membership may also be purchased in person at The University Sport and Fitness Centre. Payment must be made in full by credit/debit card before any use of Sport Facilities or services takes place.
Membership Term
Annual membership runs from 1 October to 30 September of the following year in all cases irrespective of when the purchase takes place.
Monthly Direct Debit Membership
Monthly membership paid by Direct Debit, when available must be purchased online.
Direct Debit payments will be collected from your account on the 1st of each month or the nearest working day after that date and relate to the month ahead. When purchasing a Direct Debit membership, a pro-rata payment will be required for the amount that relates to the time between the membership contract being entered into and the first Direct Debit collection date.
If the pro-rata fee remains unpaid your account will remain in arrears and access denied until payment is received. Your monthly direct debit payments however will still continue to be collected.
Please note: any membership contracts entered into after the 15th of the month will be liable for a longer pro-rata payment as it will not be possible, due to the processing time required to collect on the 1st of the following month.
Once you have completed the minimum term, your membership will automatically be renewed on a monthly basis at the prevailing rate until you provide us with notice of cancellation. You will be informed of any price increase as outlined in Section 5.
Non-refundable Membership (including Pay As You Go activities)
From time to time we may offer memberships for a limited period on special terms to be defined. These memberships will be non-refundable. Pay As You Go activities are also non-refundable.