Move Imperial external membership Terms and Conditions
Please note: Due to COVID-19 we have extended our Terms and Conditions to reflect current COVID-19 guidance. You can view the details on the COVID-19 external membership Terms and Conditions page.
1.These Terms and Conditions
1.1. These are the terms and conditions on which we supply the membership services to you.
1.2. Please read these terms and conditions carefully before you sign up for membership. These terms tell you who we are, how we will provide services to you, how you and we may change or end the contract, what to do if there is a problem and other important information.
1.3. PLEASE NOTE – these terms and conditions will be reviewed annually and are subject to change; updates and changes will be displayed on the Move Imperial website. We will endeavour to ensure that no material changes are made to these terms and conditions during the term of your membership without giving notice to you of such changes. You will be given the opportunity at that time to cancel your membership if you do not wish to be bound by such changes. If you do not exercise such right you will be bound by such changes.
1.4. All previous terms and conditions are rendered void, with this document superseding any previous terms and conditions.
1.5. We are Move Imperial, part of Imperial College London which is an independent corporation established by Royal Charter (number RC000231) and having its principal place of business at Exhibition Road, Faculty Building, London SW7 2AZ.
1.6. For Gold, Platinum, Corporate, External Student and Alumni membership enquiries, you can contact us by writing to us at:
Address: Level 3 Sherfield Building,
Imperial College London,
South Kensington campus,
London, SW7 2AZ
For Imperial Related membership enquiries, you can contact us by writing to us at:
Address: Ethos Sports Centre,
7 Prince’s Gardens,
South Kensington campus,
London, SW7 2AZ
1.7. These terms and conditions and any dispute or claim arising out of or in connection with them or their subject matter or formation (including non-contractual disputes or claims) (“Disputes”) shall be governed by and construed in all respects in accordance with English law and the courts of England and Wales shall have exclusive jurisdiction to settle Disputes.
2. Access Rights for the Different Types of Membership
2.1. Gold membership includes the use of the main Ethos gym, SW7 gym, swimming pool and classes at off peak times from October to March and peak access from April to September.
2.2. Platinum membership includes the use of the main Ethos gym, SW7 gym, swimming pool, classes and squash courts at peak times throughout the year.
2.3. Corporate membership includes the use of the main Ethos gym, SW7 gym, swimming pool and classes at off peak times from October to March and peak access from April to September.
2.4. External Student membership includes the use of the main Ethos gym, SW7 gym, swimming pool and classes at off peak times from October to March and peak access from April to September.
2.5. Alumni membership includes the use of the main Ethos gym, SW7 gym, swimming pool and classes at off peak times from October to March and peak access from April to September.
2.6. Imperial Related membership includes the use of the main Ethos gym, SW7 gym, swimming pool and classes at peak times throughout the year.
3. Opening Hours and Peak / Off-peak Access
3.1. Details of opening times and availability of facilities may vary. Move Imperial reserves the right to change these as needed. Current opening times can be found on Ethos website and below. Notice of any significant variations will be communicated to all our members.
3.2. Ethos currently operates using the following opening/closing times:
|Off-Peak Access Times||College Vacation
and Summer Holidays)
|Monday to Friday||07.00 – 22.00||07.00 – 12.00 |
14.00 – 17.00
|07.00 – 20.00|
|Saturday and Sunday||08:00 – 20:00||08:00 – 20:00||08:00 – 16:00|
|August and May Bank Holidays||09:00 – 17:00||09:00 – 17:00|
Any opening hours that are not off-peak hours are peak hours.
4.1. Gold membership can be paid for by a 12-month upfront payment or by a monthly Direct Debit with a minimum commitment (i.e. minimum contract term) of 12 months. A monthly flexible payment option is also available with no minimum contract term.
4.2. Platinum membership can be paid for by a 12-month upfront payment or by a monthly Direct Debit with a minimum commitment (i.e. a minimum contract term) of 12 months. A monthly flexible payment option is also available with no minimum contract term.
4.3. Corporate membership can be paid by monthly Direct Debit, with no minimum contract length.
4.4. External Student membership is offered via a monthly flexible payment option, with no minimum contract length.
4.5. Alumni membership can be paid by monthly Direct Debit, with no minimum contract length.
4.6. Imperial Related has the option of two membership types – 1 month or 6 months. Payment is required up front and is payable online only.
4.7. Any member paying by Direct Debit who falls behind in their payment will have their membership suspended until payment is received and a new Direct Debit will need to be set up.
4.8. For the avoidance of doubt, if a minimum or fixed contract term is specified for a certain membership type, that membership may not be cancelled prior to the expiry of that minimum or fixed contract term and, accordingly, membership fees will be due until the expiry of the minimum or fixed contract term.
4.9. Without prejudice to clause 6.1, membership payments are non-refundable.
5. General Membership Conditions
5.1. Your membership start date is effective from the date you join online.
5.2. All memberships, with the exception of Imperial Related, may apply to freeze their membership once per calendar year for a minimum of 1 month and a maximum period of 3 months providing one full calendar month’s written notice (to the email or address specified in clause 1.6 above).
5.3. You can only gain access to Ethos by scanning your membership card on each access gate point. If your membership card is used by another person to enter Ethos, the membership card will be confiscated and you will be banned from Ethos for three months.
5.4. The unlimited fair usage policy allows a maximum of two bookings a day for any facilities, subject to a maximum of 7 bookings in any 6 day period. If a booking is not needed it must be cancelled. See clause 7.8 for details on how to cancel your booking and the consequences if you cancel with less than 24 hours’ notice.
6. Cancellation and Termination
6.1. A 14-day cooling-off period applies to all new memberships that have been completed when not in a Move Imperial facility, from the date of signing up for the membership on-line. During this cooling-off period, a member may cancel their membership online via the Online Membership System. This right to cancel will cease once the period of 14 days has elapsed. If a member chooses to terminate their membership within the cooling-off period, Move Imperial will reimburse to that member the membership fee payment received from them (if any) provided that if they used any of the facilities, Move Imperial reserves the right to retain a proportion of the membership fee as may reasonably be attributed to such use.
6.2. Move Imperial reserves the right to expel from a facility, suspend for a specific period or refuse to renew the membership of any member whose conduct is or may, in the Move Imperial’s reasonable opinion, be injurious to the character of the facility or amounts to a breach of these terms and conditions or where such expulsion is otherwise in the interests of other members of the facility. Any member so expelled shall forfeit all privileges to membership and shall not be entitled to any repayments of their starter payment, monthly membership fee or annual payments for any period during which their membership is suspended. Move Imperial will not be obligated to disclose reasons for cancellation to clients or any other third party.
6.3. Move Imperial reserves the right to terminate memberships without refund as a result of closure of the Ethos facility. Advance notice shall be given unless the closure is due to an emergency or is for reasons of safety or is in circumstances beyond Move Imperial’s reasonable control. Notification will be posted on the Commercial Sport and Move Imperial website.
6.4. Without prejudice to clause 6.1, starter payments, monthly membership fees and annual payments are non-refundable.
6.5. Imperial Related memberships automatically expire at the end of their contract period. They can be renewed online through the Online Membership System.
6.6. Membership paid by direct debit will continue until a cancellation request is received or completed online through the Online Membership System.
6.7. Memberships can be cancelled online through the Online Membership System at any time but the membership will not actually cancel until the relevant fixed contract period has been completed and payments by Direct Debit will continue until the fixed contract period is completed.
7.1. Availability permitting and if applicable to the membership, classes and squash can be booked up to 6 days in advance via the Online Booking System.
7.2. Bookings must be made online. Where payment is required, this will need to be made at the time of booking.
7.3. Studio classes have maximum numbers; to secure your place in a class you must book a place using the online booking portal. You may be denied entry into a class if you have not registered.
7.4. You must “check-in” your attendance at a class prior to entry at one of the 3 check-in kiosks located within Ethos. Failure to check-in will mark you as a non-attender which will result in a penalty being applied to your membership. You can access information on penalties on the class cancellation page.
7.5. Users can only make a booking for themselves and any participants they will be taking part in an activity with; with the exception of classes whereby members are only permitted to book for themselves.
7.6. All squash bookings have a duration of 45 minutes or 90 minutes.
7.7. A maximum of two bookings can be held at any one time, with a maximum of 7 bookings in a 6 day period.
7.8. To cancel your class please visit the online booking portal and follow the instructions on the website on how to cancel your class booking.
7.9. If you cancel your place on a class with 24 hours + notice your name will be removed from the register to allow someone else the opportunity to book on and you will be given the opportunity to rebook a session in its place (where spaces are available); an option for a refund is not available.
7.10. If you cancel your place on a class with less than 24 hours’ notice your name will be removed from the register to allow someone else the opportunity to book on however you will not be given the option to rebook a session in its place or refunded if you made a pay as you go booking.
7.11. Bookings are non-refundable.
8. Use of facilities
8.1. You are entitled to use Move Imperial facilities providing that Move Imperial may at any time, with notice (where practicable), withdraw all or part of its facilities for any period of time in connection with any cleaning, repair, alteration or maintenance work or for reasons beyond the control of Move Imperial. Move Imperial will not offer refunds or membership extensions as a result of such closures.
8.2. Appropriate sport/fitness clothing (as determined by Move Imperial Staff) must be worn whilst taking part in any Move Imperial activities. No jeans or marking shoes are allowed; appropriate swimming attire must be worn while using any pool facilities (pool, sauna and steam room).
8.3. Smoking and the consumption of alcohol or drugs is not permitted in or around any Move Imperial facility.
8.4. No food, glass bottles or photography are permitted whilst taking part in activities.
8.5. Always show respect for fellow users by keeping noise levels down.
8.6. While using Ethos, all personal property must be kept in lockers provided whilst taking part in activities. Move Imperial is not responsible for any loss or damage to personal property. Personal property cannot be kept in lockers overnight unless you have a locker hire contract in place with Move Imperial. All belongings left overnight in breach of this clause will be removed and remain in lost property for 2 weeks. Any items left in lost property in excess of 2 weeks will be disposed of.
8.7. Move Imperial reserves the right to refuse admission to any of its facilities.
8.8. Children under 16 are not permitted to use the facilities with the exception of between the hours of 09.00 – 11.00 on weekends wherein they can use the swimming pool or squash courts in Ethos if accompanied by an adult member. Children must be over five years old and able to swim a length of the pool unaided.
9. Gym and classes
9.1. You must sign up to an online Move Imperial Health Commitment Statement (HCS) before undertaking any Move Imperial activity.
9.2. During the membership registration process you must complete the online orientation.
9.3. If you have any concerns regarding your physical condition, you are advised not to undertake any strenuous physical activity without first seeking medical advice. Move Imperial reserves the right to refuse access to the gym and fitness facilities to any member if it considers that the health of the individual may be endangered by the use of such facilities.
9.4. You must notify a member of the Move Imperial team of any circumstances affecting your health, which may be exacerbated through continued use of gym or fitness facilities.
9.5. You should not use any piece of equipment without prior instruction. You should ask a member of the Ethos gym floor staff how to use new or unfamiliar equipment.
9.6. No person under the age of 16 is permitted to use the Ethos gym, SW7 gym or studio classes at Ethos.
9.7.Once a studio class has commenced it will be the discretion of the instructor if further admittance will be permitted.
10. Limitation of Liability
10.1. Move Imperial cannot be held responsible for any service or equipment not being available for whatever reason. Move Imperial reserves the right to make alterations to the type of facilities provided, without notice and at its absolute discretion, and Move Imperial shall not be liable for any loss occasioned by such alterations except so far as such loss is by law incapable of exclusion.
10.2. It is your responsibility to ensure that you are capable of undergoing a routine of exercise provided by any programme that you follow or class that you attend. Members accept the risk of injury from performing exercises and are advised to consult their doctor prior to beginning any class or programme.
10.3. A member shall be responsible for any harm or injury caused to another member or to Imperial College London to the extent that it is caused through a member’s own unsafe or improper use of equipment.
10.4. Imperial College London 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.
10.5. Move Imperial reserves the right to suspend or revoke membership at any time if a member does not adhere to safe and proper use of equipment.
10.6. Nothing in these terms and conditions shall limit Imperial College London’s liability for:
10.6.1. Death or personal injury caused by Imperial College London’s negligence, or the negligence of its employees, agents or subcontractors; or
10.6.2. Fraud or fraudulent misrepresentation.
11.1. Your privacy and data security is of great importance to us. All personal data is held in accordance with the Data Protection Act 2018 and the General Data Protection Regulations.
11.2. For details on how Move Imperial processes your personal data, please see our privacy statement on the Ethos website.
11.3. If you have any questions or concerns about the processing of your personal data, please contact the College’s Data Protection Officer via email at email@example.com, via telephone at 020 7594 3502 or by post at Imperial College London, Faculty Building, Level 4, London SW7 2AZ.
11.4. We will only communicate with you by telephone, email or instant messaging about changes to our membership or services that may affect you, if you have signed up to participate in a specific event or programme, to send you relevant notifications or if we are asking for survey feedback on our services..
11.5. You will not receive any promotional communications by email or SMS unless you specifically opt in to receive such communications.