1. Introduction

To help you get the best out of Bowfield Hotel & Spa and to fully understand our responsibilities to you and your responsibilities to us, please read these terms and conditions carefully.

2. Definitions

“Bowfield” means Bowfield Hotel & Spa, owned & operated by Manorview Hotels Limited, incorporated under the Companies Acts with registered number SC276964 and having their registered office at Bowfield, Bowfield Road, Howwood, PA9 1DZ

“Joining Fee” means an Joining Fee payable to Bowfield at the beginning of your membership.

You can get details of the Joining Fee from Bowfield;

“We” and “Us” means Bowfield;

“You” means the lead member;

3. Applying for membership

In order to become a member, you must submit your completed application form to the Reception. Please note that Bowfield reserves the right to reject an application.

4. Membership

a) Your membership will begin on the date of payment of the Joining Fee.

b) Your membership will run for a minimum period of 3 months.

c) You are entitled to cancel your membership at any time after 3 months on providing the Bowfield with 2 full calendar months notice writing or emailed to [email protected]. Cancellation payments are not prorated, and we will collect payment for 2 full calendar months following the date notice is given, regardless of usage. Your membership will remain active until the end of this notice period. Example: if you submit your cancellation request on September 15th, your final 2 payments will be collected on October 1st and November 1st. Your membership will remain active until November 30th, after which it will end automatically.

Membership continuation following 3 payments: following 3 payments, your membership will continue on the same monthly rate on a rolling month to month basis. Membership rates may be subject to annual price increases.

5. Starting your membership

A one-off Joining Fee payment of £100 for single memberships and £175 for joint memberships is payable at the point of joining. To qualify for a joint membership, members must live in the same household and provide proof of address at sign-up. You can change your mind about joining. To do this you must give notice in writing within seven days from the date of your membership application.

6. Payment methods

Monthly via Direct Debit:

a) Your membership fees are due between the 1st – 5th of each month, and cover that month.

b) You must pay your membership by making monthly payments by direct debit, unless we agree otherwise.

c) You must complete and return a direct debit mandate confirming that you are authorised to set up payments from the account.

d) For junior applicants, a parent or guardian must complete the direct debit mandate.

e) Any member paying by direct debit will be notified of any changes to their direct debit payment.

f) Where a membership has been paid annually in advance, no refund will be issued if the member chooses to cancel the membership prior to the end of the term.

7. Missed payments

a) If you do not pay your membership fee when it is due, we will make contact to let you know. If you are paying by direct debit, we will try to take payment again later in the month for the payment you have.

b) We may refer any missed payments, including any future payments that are due as part of your contract, to a debt collection agency.

c) If you fall behind with your membership payments for more than 30 days, we may charge you an administration fee of £50

d) If you do not pay for your membership, we may prevent you from entering the Club until all outstanding sums are paid in full. This does not mean we will end your membership.

e) If the outstanding amount remains unpaid, we reserve the right to cancel your membership after 30 days.

f) Cancelling your direct debit does not mean you have given us notice to end your membership. You must give us written notice in line with clause 4 above.

8. Freezing your membership

a) You can freeze your membership at any time (other than after you have given us notice to end your membership) for a period of between one and three months within any twelve-month period.

b) A monthly £5 fee will apply per member, per month.

c) Only monthly rolling direct debit memberships are eligible to be placed on freeze. Annual (paid-in-full) memberships cannot be placed on freeze.

d) Requests to freeze your membership must be made in writing or emailed to: [email protected]

e) Any request to freeze a membership must be submitted on or before the 19th of each month to take effect for the following month. Requests submitted after the 19th will not take effect until the next available month, as amendments cannot be made after this date.

f) Membership freezes are permitted only in cases of medical condition or injury, and the Club reserves the right to request satisfactory evidence or documentation to support any freeze request. Approval of a freeze is conditional upon receipt of such evidence when requested.

9. Ending your membership

a) The notice periods for ending each membership are set out in clause 4 above.

b) You must continue to pay your membership fees until your membership ends.

c) Your membership will end at the end of your notice period, which is 2 calendar months' notice. A request to end your membership should be:

i. Handed in to the Health Club Reception for the attention of the Health Club Manager

ii. Or sent via email to [email protected]

iii. The request will be actioned from the date the request is received by the Club.

10. General

a) Membership fees will be reviewed annually and determined by Bowfield.

b) Members must present their card and/or FitSense app on every visit.

c) At least 8 hours' notice must be given to cancel a pre-booked activity or class. Failure to attend a booked class, or cancel within the 8-hour cancellation period, will result in a strike being recorded against the member’s name. Once a member accumulates three (3) strikes, their class booking privileges will be suspended for a period of seven (7) days. For paid Reformer classes, cancellations made within 8 hours of the scheduled class time are non-refundable and non-transferable. Cancellations made more than 8 hours in advance may have the amount paid transferred to a new class.

d) Bookings can only be accepted where a membership card is produced, or in the case of a telephone booking where the membership number is quoted.

e) Bowfield reserves the right to exclude members if their behaviour is deemed inappropriate or constitutes a risk without any refund of fees paid.

f) Attempted use of a membership card by a non-member may result in cancellation of your membership without any refund of fees paid.

g) Access to the Club may be restricted during seasonal and festive holidays and maintenance closures. There will be no refund for any variations in access times or restrictions to facilities.

h) To access health suites and to use the weights area of the fitness suite, members must be aged 16 years or over.

i) To access group fitness classes, members must be aged 12 years or over but with restrictions.

j) Under 16 year olds must be supervised when using the pool.

k) Other age restrictions may apply.

l) Bowfield Hotel and Spa holds the right to change the membership offering and areas included in membership, however at least one months notice will be provided. Members will be allowed the right to cancel their membership with no further notice in the event of any changes that affect the membership they have purchased.

11. Data Protection

a) We will comply with the Data Protection Act 1998, the Data Protection 2018 and the General Data Protection Regulation (GDPR) (EU) 2016/679.

b) We will deal with all information we hold about you in line with your privacy policy.

12. Weddings

a) You must have been a member at Bowfield Health Club for a minimum of 12 months at the final payment date (4 weeks prior to the wedding date).

b) Discount is valid only where you are one of the individuals getting married.

c) 10% discount will be applied at the final payment date (4 weeks prior to the wedding date).

13. Guest Passes

a) Guest Passes cannot be used for access to Aura Spa Facilities 

14. Refer a Friend

a) The £50 referral payment is only rewarded to the member upon the referred member having served a minimum 3 month period.