Membership Terms & Conditions

Updated January 2025

1. General 

1.1 Member Identification: 
All members are required to provide a photograph for their membership account. This photograph will be used exclusively for identification purposes and will not be shared with third parties. 

1.2 Membership Card Usage: 
New members receive a Digital Membership Card via the App. A physical card can be issued if you don’t have a mobile device or have difficulties using the App. Members must present their membership card upon arrival at the club. The card is required for registration, participation in pre-booked sessions, and access to member discounts. Membership cards are strictly non-transferable and valid only for the named individual. 

1.3 Health Declarations: 
Members aged 13 and above must complete a Physical Activity Readiness Questionnaire (PARQ) prior to using the club's facilities. PARQs must be updated every three (3) years or immediately if there is any significant change in health. The PARQ form is accessible in the online Member Area. 

1.4 Guest Policy: 
Guests must be accompanied by a member aged 18 or over and are required to sign in at reception. A guest fee will apply. The host member is responsible for their guest's conduct and any associated fees. Guests under 18 are permitted to swim or play squash but are restricted from using the gym or attending classes. 

1.5 Liability Disclaimer: 
The club does not accept responsibility for the loss, damage, or theft of personal property or for personal injury sustained on the premises. Lockers are available for use; members must provide their own padlocks. 

1.6 Parking Regulations: 
Members may park in the club car park at their own risk while attending the club. It is advised not to leave valuables visible in vehicles. Reserved parking bays for disabled individuals and parents with children must only be used by eligible persons. 

1.7 Facility Updates and Notifications: 
The club will provide updates regarding unavailable facilities or staff absences via its website and at reception. Efforts will be made to notify members of changes affecting pre-booked activities, but such notifications cannot be guaranteed. 

1.8 Compliance with Staff Instructions: 
Members are required to follow safety instructions provided by club staff, including Duty Managers, Gym Instructors, and Lifeguards, to ensure their safety and the safety of others. 

2. Membership 

2.1 Non-Refundable Policy: 
All memberships are non-refundable. No refunds will be provided for unused portions of membership. 

2.2 Cooling-Off Period: 
A 14-day cooling-off period applies to new memberships. Members cancelling within this period will receive a full refund, minus any time used and a £50 administration fee per adult (£10 for juniors). 

2.3 Membership Transfers: 
Memberships may be transferred to non-members, subject to club approval and the payment of an administration fee. 

2.4 Payment Terms: 
Monthly membership payments must be made via Direct Debit, typically collected on the 6th of each month. Monthly memberships require a minimum commitment of three (3) months plus an additional one-month subscription fee, which would be the notice month payment. Membership fees are subject to change, typically 1st January. 

2.5 Termination Procedure: 
After the initial three-month term, termination requires written notice submitted by the 14th of the month and payment of one additional instalment. Failure to provide timely notice will result in an additional month's fee as a cancellation charge. 

Lapsed or resigned members are not eligible for any joining or referral offers for at least six months after the membership expiry date and are subject to a re-joining fee. 

2.6 Annual Membership Renewals: 
Annual memberships must be renewed within one (1) month of the expiry date. A one-month grace period is provided for overdue renewals. After this period, the membership will be treated as a new subscription subject to current rates and a re-joining fee. 

2.7 Membership Suspension: 
Memberships may be suspended for a minimum of two (2) months and a maximum of six (6) months within a 12-month period, subject to a £10 monthly administration fee (£5 for juniors linked to the primary membership). Members on suspension are prohibited from accessing the club during the suspension period. 

  • Freezing during the minimum term requires full membership fees to be paid in advance, which will be held as credit for use upon your return. 

  • Adult members freezing their membership with attached junior members (under 18) must freeze all memberships simultaneously. 

  • Junior members (under 18) cannot freeze their membership unless their attached adult member is also freezing. 

  • Esher College memberships are not eligible for a freeze facility. 

2.8 Termination and Notice Clause: 
Following the minimum three-month term, termination requires a further instalment and written notice submitted by the 14th of the next billing period. Failure to meet this deadline will result in an additional month's fee being deducted as a cancellation charge. 

2.9 Daytime Memberships: 
As of 1 January 2021, the sale of new Daytime Memberships has been discontinued. Existing Daytime Memberships remain unaffected, but transfers to this membership type are not permitted. 

Adult members who wish to use facilities outside their membership's permitted hours (e.g., Day or Concession members who want to swim on weekends) can do so but will be charged the relevant and full guest fee for each facility. Please note that advance bookings are not allowed. 

2.10 Club Rights: 
The club reserves the right to cancel memberships or deny access to the premises at its discretion. A copy of the club's Anti-Social Behaviour Policy is available upon request. 

3. Privacy 

3.1 Data Protection: 
Details regarding the club's handling of personal information are outlined in its Privacy Policy, available at www.colets.co.uk/privacy-policy. 

3.2 CCTV Monitoring: 
The premises are monitored by a 24-hour CCTV system to ensure the safety of members, staff, and property. 

3.3 Mobile Device Restrictions: 
Mobile phones and devices may only be used for fitness apps and music in designated areas. The use of cameras or recording devices is strictly prohibited on poolside, changing rooms and in other sensitive areas. 

4. Junior Members 

Any individual under the age of 18 (excluding Esher College memberships) must have a full paying parent or legal guardian linked to their membership. 

4.1 Ages 0-12: 

  • Junior members aged 0-12 must be accompanied by a parent or legal guardian while on the premises unless participating in organised activities. 

  • Junior Members aged from 0-12 years of age are allowed to bring a guest into the Club for supervision purposes in the swimming pool only. The guest must be 18 years or older, register at reception, and full guest fees apply. 

  • Check-in and check-out times must be adhered to as specified by the club. 

4.2 Ages 13-15: 

  • Members aged 13-15 may access designated areas of the gym after completing a PARQ and induction. 

  • Check-in and check-out times must be adhered to as specified by the club. 

  • Guests are not permitted for this age group. 

4.3 Ages 16-17 & Esher College: 

  • Members aged 16-17 have full access to the club facilities and must adhere to all membership rules, including completing a PARQ and gym induction. 

  • Guests are not permitted for this age group. 

5. Facility Usage 

5.1 Squash Courts: 

  • Squash courts may only be used during booked times, regardless of whether a match is completed. Matches may be continued after the booked period only if no other members are waiting to use the court. 

  • Appropriate attire, including non-marking footwear, must be always worn on squash courts. 

  • Members may only book or cancel courts for themselves or a linked member in a joint membership. 

  • Failure to attend a pre-booked court or cancelling within four (4) hours of the start time may result in suspension of booking rights. 

  • The club strongly recommends adult members use protective eyewear while playing squash or racquetball. Protective eyewear is mandatory for junior members. 

5.2 Gymnasium: 

  • Members aged 13 and above must complete an induction before using the gym facilities. Inductions can be booked via reception or the online Member Area. 

  • Junior members are restricted to designated areas: 

  • Ages 13-15: First floor only (BioStrength and cardiovascular equipment). 

  • Ages 16-17: Access to both ground and first-floor equipment. 

  • Members must adhere to gym etiquette, including returning equipment to its designated place and refraining from phone calls within the gym. 

  • Further details can be found in the Gym Etiquette section of the Member Area on the website. 

5.3 Studio Classes: 

  • Members must cancel class bookings at least four (4) hours in advance to allow others on the waiting list to attend. 

  • Failure to attend or check in for three (3) or more classes within a rolling one-month period may result in a ten (10) day suspension of online booking rights. Full strike policy FAQ available here. 

  • While we reserve the right to change the timetable, we will make every effort to provide advance notice of any changes. Please refer to the website and members' booking page for the most up-to-date information. 

  • Late arrivals will not be permitted to join a class once it has commenced. 

  • Studio classes are not available to juniors under 13 years of age. There are designated classes on the timetable for those aged 13-15. 

  • Fees for paid classes, workshops, and courses (including Reformer Pilates) are non-refundable and non-transferable. 

  • Reformer Pilates classes require 24-hours notice to cancel your space. Full Terms & Conditions can be found here.

5.4 Swimming Pool: 

  • Pool rules are displayed poolside and must be adhered to at all times. Members supervising juniors must follow the specified adult-to-child ratios: 

  • Ages 0-5: One adult to one child. 

  • Ages 5-12: One adult to two children, unless the junior is a "Super Swimmer" or using flotation aids. 

  • The maximum supervision ratio is one adult to four children, at the discretion of the lifeguard or Duty Manager. 

  • Lane allocations during Aqua classes are as follows: 

  • Aqua class with up to 10 participants: One double lane for Aqua, two double lanes for swimming. 

  • Aqua class with 11-15 participants: Half (½) the pool for Aqua, half (½) the pool for swimming. 

  • Aqua class with 16+ participants: Two double lanes for Aqua, one double lane for swimming. 

  • Lifeguards will be on duty during pool hours. In rare cases where lifeguards are unavailable, appropriate notices will be displayed, and members must vacate the pool. 

6. Liability and Indemnity 

6.1 Limitation of Liability: 

  • The club will not be held liable for any personal injury, illness, or damage to property sustained on the premises, except where caused by negligence on the part of the club or its staff. 

6.2 Member Indemnity: 

  • Members agree to indemnify and hold harmless the club, its staff, and agents from any claims arising out of the use of the facilities or failure to comply with these Terms and Conditions. 

Please see attached the Pool Rules and Regulations.  

Please see attached the Super Swimmer Rules and Regulations.  

A copy of our Articles of Association are available on request.