INTRODUCTION AND DEFINITIONS
In these Rules Ryu Kai Martial arts Limited (and all of its subsidiary companies trading as Ryu-Kai) which provides the Dojo and its facilities for the benefit of the Members; “the Dojo” means “Ryu-Kai Martial Arts”; “Member” means a Dojo Member; “Rules” means the terms and conditions of membership set out below. It is a condition of membership that Members agree to pay the fees referred to in Rule and agree to be bound by these Rules. These Rules may be revoked, altered or added to from time to time by the Ryu Kai Martial Arts Ltd, without prior notification to Members. Any such variations will be updated on the Dojo Rules on our website. The Ryu Kai Martial Arts Ltd has created these Rules for the mutual enjoyment of the Members and their guests. No Member or guest will be judged on the basis of their race, gender, marital/civil partnership status, age, disability, religion or belief, colour, national origin or sexual orientation.
MEMBERSHIP AND FEE
For adult memberships you must be 18 years or older. Children’s memberships must be signed by a parent/guardian.
Our acceptance of your application will take place when either Ryu Kai Martial Ltd or our Direct Debit company email you a copy of the contract you have entered into together with both the Terms and Conditions for Ryu Kai Martial Arts Ltd which cover your membership and the Terms and Conditions of the DD company which cover your membership fees. The date on your contract will be your joining date. You will then be entitled to enjoy your membership whatever package you have chosen.
What we require from you, Read Ryu Kai Ltd ‘s Terms and Conditions, you will be asked to sign a disclaimer, GDPR, medical, and photo consent (optional) form upon joining, It is your responsibility to inform us if there are any changes in your health that prevents you taking part in classes, Familiarise yourself with our Dojo etiquette displayed on the wall of your dojo.
Your membership will start on your Joining Date and will last for a minimum of 12 months/12 payments, 6 months/6 payments or a monthly rolling depending on the package you choose. All upfront and block classes purchased are valid for 12 months (an extension can be agreed on an individual basis). You cannot cancel your membership during the minimum term period chosen. If you do cancel your membership during the Minimum Term you will breach the contract between us. Cancelling your Direct Debit does not cancel your membership. The contract and your membership will continue after the Minimum Term on a monthly rolling, which you can cancel at any time giving one month’s notice. Once your minimum term completes you will no longer benefit from the discount under your minimum term unless you renew.
Ryu-Kai is a members’ Dojo and you can only train if you are a member and covered by our insurance and a license that is issued to you when joining.
We have a selection of packages below which can be taken as group, personal or private classes.
12 months (with up to a 3 month freeze period if required)
6 months (with up to a 1 month freeze period if required)
Monthly rolling (no freeze period attached)
Upfront memberships (same benefits as a 12 month minimum term contract)
Block classes (same benefits as a 12 month minimum term contract)
Park Classes (valid for one year from purchase or can be converted into the dojo)
School’s Extra Curriculum Classes
Home classes (valid for one year from purchase or can be converted into the dojo)
The Ryu Kai Martial Arts Ltd reserves the right to refuse a membership application from any applicant for any reason. Membership is non-transferable and non-refundable, unless there is written agreement to the contrary. ‘Partner’ membership, where applicable, shall be available to partners residing at the same address. Reasonable evidence of joint residence may be required. If any monthly fees or charges incurred are not paid when they fall due, the Ryu Kai Martial Arts Ltd reserves the right to temporarily refuse the member access to the Dojo until such time as full payment has been made. If any monthly fees or charges incurred are not paid within 30 days after they are due, the Dojo shall have the right to demand payment in full. If such amounts are not paid within 15 days after such demand, membership shall be terminated and the Dojo may pursue any rights it may have to recover the unpaid amount. The Dojo reserves the right to refer any missed payments to a debt collection agency and will charge you a fee, in respect of failed subscription payments and/or collection letters sent to you in respect of unpaid amounts. Upon termination of membership, no refund of the admin fee, monthly fees or other fees shall be issued. To re-join the Dojo after a termination of membership, any unpaid subscriptions must be cleared, a new membership agreement completed and the prevailing admin fee may be charged.
USE OF FACILITIES AND SERVICES
Dojo opening hours are fixed by the Ryu Kai Martial Arts Ltd and are subject to change without prior notice. The Ryu Kai Martial Arts Ltd may at any time close the Dojo’s premises or any part thereof, without notice, in order to; execute repairs, alterations, re-decorations or otherwise, to facilitate Dojo programmes or on certain holidays. Members are requested to arrive at the Dojo for any classes 10mins before the official start time. The Dojo may ask any Member to leave a class if they feel theirs, or another’s, safety or enjoyment is in jeopardy. The Ryu Kai Martial Arts Ltd reserves the right to refuse entry to the Dojo’s premises at its absolute discretion. It is the Member’s or guest’s responsibility to ensure that they are capable of undergoing any activity within the Dojo. All activities are pursued at the Member’s own risk. The programme may be amended during Christmas and New Year holidays. Use of Dojo facilities is at the Member’s or guest’s own risk and under their own medical advice.
Ryu-Kai uniform and equipment, as determined by the Ryu Kai Martial Arts Ltd, must be worn in the Dojo. Pets are not allowed in the Dojo. Smoking is not permitted anywhere in the Dojo. No alcoholic beverages or drugs of any kind may be brought into the Dojo. Violation of this rule will result in immediate expulsion from the Dojo and may result in termination of membership. Members or guests shall not use the Dojo’s facilities whilst under the influence of alcohol or drugs. In the event they do so, this is entirely at their own risk. Mobile phones are not allowed in the Dojos but should be placed on silent whilst in the changing rooms. Members cannot take photos or videos of other members in the Dojo and considerate of other members when using a mobile phone. In the interest of safety, no glass container may be taken into any fitness areas or changing areas. Be considerate of others; loud or abusive language will not be tolerated. toiletries. Removal of Dojo property from the premises may result in the termination of membership privileges and legal action. Member bookings for any classes for that have been booked require 24 hours’ notice when cancelling. If a Member fails to attend their class without providing such notice, the Dojo reserves the right to charge the full cost of the class. Please see our Booking Rules for more information. As a courtesy to other Members and for health and safety reasons, Dojo equipment must be wiped down after use. Any unused classes or Dojo credit cannot be refunded.
Lockers may be available for use by Members and their guests whilst they are on the Dojo’s premises, subject to availability. Members must ensure that the contents of the daily lockers are removed at the end of their visit.
The Dojo reserves the right to open lockers without the member’s permission or the member being present. All bags and personal clothing must be kept in lockers and should not be taken into the Dojo area. The Ryu Kai Martial Arts Ltd reserves the right to remove the contents from any locker, which has not been emptied after the visit. Property cleared from lockers, or left on the premises, shall be held for 7 days, dependant on storage available onsite. Unclaimed items are donated to charity.
Neither the Dojo nor the Ryu Kai Martial Arts Ltd will accept liability for any damage or loss to a Member’s personal property brought into the Dojo’s premises. All activities are taken at the Member’s own risk. Neither the Dojo, the Ryu Kai Ltd nor their servants and agents shall be liable for personal injury sustained by Members or their guests whilst on the Dojo’s premises, except in so far as it can be proven that this relates to the wilful act, neglect or default of the Ryu Kai Martial Arts Ltd or the Dojo or any servants or agents. Members or guests who suffer an accident or injury on the Dojo premises must report the accident or injury and the circumstances in which it occurred to the Dojo Manager immediately following the accident or injury.
MEMBER’S HEALTH AND SAFETY WARRANTY
Members must warrant and represent that they are in good physical condition and capable of engaging in exercise and notify a member of the Ryu-Kai's team immediately in order that Member notes and their programme can be updated or medical clearance obtained. If through injury or other reason, such as pregnancy, this is not the case, they must consult a doctor before engaging in exercise and that he/she knows of no medical or other reason why he/she is not able to engage in active or passive exercise and that such exercise would not be detrimental to his/her health, safety, comfort or physical condition. The Member shall not use any Dojo facilities whilst suffering from any infectious or contagious illness, disease or other ailment or whilst suffering from a physical ailment such as open cuts, abrasions, open sores or minor infections where there is a risk that such use may be detrimental to the health, safety, comfort or physical condition of other Members. We recommend that before using the Dojo you familiarise yourself with the fire exits and emergency routes in case of evacuation. Please note that employees are NOT required to “seek & search” the building. Therefore it is the responsibility of each individual to follow the relevant instructions.
Your data privacy and security are important to us. Please refer to our Privacy Notice which explains how we collect, store and handle your personal data.
CANCELLATION OF MEMBERSHIP
Monthly membership cancellations must be received at least one month prior to their next monthly DD instalment. A full calendar month’s payment is required which means a minimum of one month and a maximum of 2 months final payment will be necessary depending on the date the cancellation form is received. Requests for cancellation must be made via email to firstname.lastname@example.org. You will receive an email response within 2 working days. Membership cannot be amended whilst in the notice period. Verbal instructions to amend or cancel a membership cannot be accepted, all requests must be in writing. Memberships can only be cancelled if subscription collection is active. Monthly fees and/or prepaid fees are not refundable. Ex-members wishing to re-join the Dojo will be asked to pay any unpaid balance from the previous membership. Please do not send a cancellation form by post. The Ryu Kai Martial Arts Ltd shall have the right to suspend or withdraw Dojo privileges or membership from any Member who, in their opinion, has abused privileges or conducted himself or herself in a manner deemed detrimental to the Dojo staff or its Members. Such expulsion or suspension shall become effective immediately and no reimbursement will be issued to such Member of the pro-rated portion of their unused monthly fees. The Manager or a designee shall have complete charge of the Dojo whilst on duty. Members may be suspended or expelled from the Dojo immediately if they display conduct which is, or is likely to be in the sole opinion of the Ryu Kai Martial Arts Ltd, injurious to the character of the Dojo or the interests of the Members and staff, or if they commit a serious or repeated breach of these Rules, in particular where amounts owing to the Ryu Kai Martial Arts Ltd are unpaid. An expelled Member forfeits all the privileges of the membership and all rights against the Ryu Kai Martial Arts Ltd. An expelled Member will not be entitled to any refund of their subscription and must pay all amounts owed to the Ryu Kai Ltd forthwith.
Request for freezing shall be at the sole discretion of the Dojo. A minimum of seven days’ notice must be given to freeze your membership, freezes will not be accepted in retrospect. Payment will automatically be debited using your preferred monthly payment method instead of your regular subscription, annual members will need to pay in advance by card. Members can freeze their membership for 2 months if on a 12 month contract and for 1 month if on a 6 month contract, during any calendar year (individually or consecutively). Members on maternity leave can freeze their membership FOC for a maximum of 6 months. The minimum freeze period is one month, however you can unfreeze your membership at any time. Extension or amendments to your freeze must be made in writing via email at email@example.com or through the website, and will be valid from the date we receive the request. Freezes can only be processed when a resume date is given. Monthly subscription payments will recommence automatically at the end of a freeze period without additional communication, subscription billing runs from 1st of the month, your freeze period may not coincide with your billing. If your membership is frozen, you may not access the Dojo by using a guest pass, you can unfreeze your membership early.
CCTV Closed circuit cameras operate throughout the Dojo (except in the changing areas). Any unlawful activity within the Dojo may be reviewed for possible legal action.
STANDARD COMPLAINTS PROCEDURE
Members are encouraged to give feedback, they can either do this by emailing the membership team on contact firstname.lastname@example.org who will ensure it makes its way to the right person in order to respond, or by speaking to the Dojo Team when in the Dojo, who will do the same.
PHOTOGRAPHS AND VIDEOS
You must not take photographs or videos of any kind in the Dojo Space facilities including, but not limited to; the changing area, toilet, lounge.
If you are seen to be taking photographs or filming, we may ask you to show us any images which you have taken in the Dojo and to delete them if appropriate. If a member of our Team asks you to stop filming or taking photographs you must do so.
FOOD AND DRINK
Only food (organic cereal bars) bought at Ryu-Kai can be eaten in the Dojo, but only at the reception.
No beverage other than water can be brought in the Dojo. Organic juices sold by Ryu-Kai can only be drank at the reception.