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PAR-Q and Waiver

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Every 12 months, all current and new members must complete a new Physical Activity Readiness Questionnaire and Waiver form before attending the gym. In addition, please complete a new form in the future to let us know of any changes to your physical or mental health that may impact your ability to exercise.

Booking Policy

Applies to Small Group Coaching

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At Freedom Fitness, we understand that life gets hectic and things don’t always go to plan. In saying that, out of respect to the gym and other members, and so the gym can run as smoothly and efficiently as possible, we ask that you abide by our booking and cancellation policy the best you can.

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  • We ask that all group coaching sessions be booked at least 12 hours in advance so your coach can plan ahead as best as possible.

  • If there are no bookings for a session 12 hours in advance then it will be deleted from the schedule.

  • If there is bookings for a sessions within the 12 hour window then it will be possible to book the session up to the time it starts.

  • We ask that all cancellations be made at least 12 hours in advance to allow wait-listed members to book the class.

  • Cancelling less than 3 hours in advance will result in one lost class session credit.

  • If you need to cancel within 3 hours, out of respect to the gym and our coaches, we ask that you send us a message via the booking app to let us know.

  • If less than 2 participants are booked 12 hours prior to the start of the class, then the class is subject to cancellation. If the class is cancelled, a cancellation email will be sent out to participants and session credits will not be affected.

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If you have any questions, please contact us directly on the gym booking app.

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Monthly Membership Policy

As a small, independently owned business, our policies help ensure the stability and smooth operation of the gym, including the ability to pay our dedicated coaching team and continue providing a high standard of service to our members.

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These policies are in place to keep things fair, consistent, and sustainable for everyone.

 

Failure to comply with these policies, particularly around cancellations, payments, and membership changes, may affect your ability to rejoin the gym in the future.

 

We appreciate your support and understanding, which helps us continue delivering the best possible experience for all members.

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1. Payment and Renewal:

  • Memberships are billed automatically each month.

  • Monthly membership credits are refreshed at each billing cycle and do not carry over, unless an approved membership pause begins mid-cycle.

  • Additional credits purchased through a Class Add-On have their own validity period and expiry date, separate from monthly membership credits.

  • No refunds will be issued for unused membership sessions, except where required by law.

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2. Adjustments:

  • Members are welcome to upgrade or downgrade their membership at any time, with changes taking effect from their next billing cycle.

  • One-month-only downgrades are available, after which the original membership will resume. Members can also upgrade or downgrade for a longer period and submit another Change of Membership form whenever they wish to change plans again.

  • One-month-only upgrades are not available. Members who need additional sessions for a short period can purchase our 4 Class Add-On through the Add-Ons tab in the booking app.

  • All membership changes must be requested through our Change of Membership form, with a minimum of 5 working days' notice where possible.

  • Membership changes cannot be made partway through a billing cycle or backdated. The new rate and session allowance will apply from the next billing date.

  • Unused session credits from the previous billing cycle do not carry over when changing membership plans.

  • Changing to a reduced membership option may be more appropriate than pausing if you are taking a short holiday, going away for less than 2 weeks, or will still be able to attend occasionally.

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3. Class-Add-Ons:

  • Class Add-Ons are available exclusively to active adult members who wish to purchase additional Small Group Coaching sessions without changing their existing membership.

  • The 4 Class Add-On includes 4 additional session credits, valid for 6 weeks (42 days) from the date of purchase.

  • Add-ons can be purchased directly through the Add-Ons tab in the booking app.

  • Add-ons are one-time purchases and do not renew automatically. Purchasing an add-on does not change your existing membership, monthly payment or renewal date.

  • Additional credits have their own expiry date, separate from your regular monthly membership credits.

  • Unused add-on credits expire at the end of the 6-week validity period and cannot be carried forward, extended or transferred to another member, except in the case of an approved membership pause.

  • Add-on credits will be paused alongside your membership during an approved membership pause, with their expiry date extended by the length of the pause.

  • Add-on credits can only be used while you have an active membership and are subject to our standard booking and cancellation policies.

  • Unused add-on credits are non-refundable, except where required by law.

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4. Pauses:

  • Membership pauses are available in exceptional circumstances only. As a small, independently owned gym with limited membership spaces, we are not able to offer casual or frequent pauses for holidays, busy periods, motivation dips, or short-term changes in routine.

  • Membership pauses are available for planned breaks of 2–6 weeks, where you know you want to return and have a clear restart date.

  • Pause requests require 28 days' notice and must be submitted via our Membership Pause Request form.

  • Submitting the form does not automatically confirm the pause. Our Member Success Manager will review your request and follow up via the booking app.

  • With an approved pause, your place in the gym is held for you, your current membership rate is held during the agreed pause period, and unused credits may be carried forward if your pause begins mid-cycle.

  • Any active Class Add-Ons will also be paused for the duration of an approved membership pause. The expiry date of any remaining add-on credits will be extended by the length of the pause.

  • If you are going away for less than 2 weeks, taking a short holiday, or will still be able to attend occasionally, changing to a reduced membership option may be more appropriate than requesting a pause.

  • You may request one pause per calendar year.

  • If you need to request a medical pause inside the usual 28-day notice period, we will require a valid medical certificate or supporting documentation from your healthcare provider.

  • If you need to step away for longer than 6 weeks, cancellation may be more appropriate.

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5. Cancellations:

  • Cancellations require 28 days' notice ahead of your next billing cycle, via the Membership Cancellation form in the app.

  • Any payments scheduled within the 28-day cancellation window will be processed. Payments scheduled after the notice period has ended will be cancelled.

  • Your membership remains active during the cancellation notice period.

  • Once your membership has ended, any unused session credits, including separately purchased Class Add-On credits, will expire and cannot be used to attend sessions beyond your final membership date.

  • Once your cancellation has been processed, your place in the gym will no longer be held.

  • If you rejoin after cancelling, which we hope you do, your membership will be at the current rate available at that time and subject to membership availability.

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6. Price Adjustments:

  • We reserve the right to adjust our membership and Class Add-On prices from time to time.

  • A minimum of one month's notice will be given before any increase to recurring membership prices.

  • Members may cancel their membership before the new rate takes effect, subject to our cancellation policy. Otherwise, the new price will automatically apply from the relevant billing date.

  • Changes to Class Add-On prices will apply to future purchases only.

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7. Policy Amendments:

  • We reserve the right to update these policies from time to time to reflect changes in our services, operations or legal requirements.

  • Members will be notified in advance of any significant changes that affect their membership terms or conditions, where required by law.​

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Course and Terms Policy

Applies to Pre-Booked Courses and Terms

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  • We operate a use it or lose policy for terms and courses.

  • There will be no refunds issued for unused sessions.

  • Sessions are non transferable between courses or terms.

  • By booking a session, you consent to the capture and use of photographs and videos during your time at our facilities. These images may be used for promotional, marketing, and educational purposes as described in our Privacy and Consent Policy below.

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Privacy and Consent Policy for Photography and Videography

 

We are committed to protecting the privacy and rights of our members and guests. This Privacy and Consent Policy explains how we capture and use photographs and videos within our gym facilities and through our services. It outlines the measures we take to ensure privacy while allowing us to utilize visual content for marketing, educational, and promotional purposes. This policy applies to all individuals whose images might be captured on our premises, including members, guests, and staff.

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  • By booking a session at our gym, you implicitly consent to the capture and use of photographs and videos during your time in our facilities. These images may be used as described in this policy for promotional, marketing, and educational purposes.

  • If you do not wish for your images to be used, you may revoke your consent at any time. To do so, please notify our management in writing. Upon receipt of your revocation, we will cease to use your new images for future purposes and will make reasonable efforts to prevent the use of your images in ongoing or future projects where feasible.

  • We use images and videos for purposes such as promotional materials, social media posts, and educational content.

  • We strive to use images and videos in ways that minimize personal identification, unless explicit consent has been provided.

  • We will not share images or videos with third parties without securing additional, explicit consent from the individuals depicted.

  • All photographs and videos are stored on secure cloud storage services specifically designated for this purpose.

  • Access to visual content is strictly limited to authorized personnel trained in data protection practices.

  • You have the right to access any photographs or videos taken of you and request corrections or deletions to ensure accuracy and appropriate use.

  • Should you have any concerns about the handling of your images or videos, please contact our management.

  • We ensure all staff are trained on the importance of this policy and their responsibilities in protecting personal data.

  • We regularly review this policy to comply with best practices, with updates provided on our website and communicated as necessary.​

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Privacy Policy

 

We are committed to protecting the privacy and security of your personal data. This privacy policy provides information on how we collect, use, and protect your personal information in accordance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

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Who We Are:

Freedom Fitness is located at 27 Willowbrook, Kilcoole, Co. Wicklow, Ireland. We offer fitness training and related services. For any privacy-specific queries, you can contact us at karen@freedomfitness.ie

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Information We Collect:

  • Personal Identification Information: Name, age, gender, contact details (phone number, email address), and physical address.

  • Health Information: Information about your fitness level, health conditions, and exercise preferences that is necessary for designing your personal training programs.

  • Payment Information: Details necessary to process membership fees and other payments, which are processed through secure payment gateways.

  • Visual Content: Photographs and videos taken in our gym facilities, with your consent.

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How We Use Your Information:

  • To manage your gym membership and provide personalized training services.

  • To process payments and maintain financial records.

  • To communicate important information related to gym services and notices.

  • To improve our services and facilities based on feedback and data analysis.

  • To promote our gym through marketing and social media, subject to your explicit consent.

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Consent for Photography and Videography:

  • By becoming a member, you consent to the use of your image in photographs and videos captured during gym activities for promotional and educational purposes, unless you opt-out.

  • You can withdraw your consent at any time by notifying us in writing.

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Data Sharing and Disclosure:

We do not sell your data. We only share your information with third parties in the following circumstances:

  • To service providers and partners who assist in running our gym and related services, under strict confidentiality agreements.

  • To comply with legal obligations, such as tax and other government regulations.

  • Where explicitly authorized by you.

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Data Security and Retention:

We implement robust technical and organizational measures to protect your data against unauthorized access, alteration, disclosure, or destruction. Your data is retained for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required or permitted by law.

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Your Rights:

Under GDPR, you have the right to:

  • Access and obtain a copy of your data on request.

  • Require us to change incorrect or incomplete data.

  • Require us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing.

  • Object to the processing of your data where we are relying on our legitimate interests as the legal ground for processing.

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How to Contact Us:

If you have any questions about this privacy policy or our treatment of your personal data, please write to us by email.

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Changes to Our Privacy Policy:

We may update this policy from time to time. Any changes will be posted on this page with an updated revision date.

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