Holistic Fitness Leeds – Website Terms & Conditions

Last updated: 5 August 2025

1. Introduction

These Terms & Conditions (“Terms”) govern your use of the Holistic Fitness Leeds website (www.holistic‑fitness.co.uk) and the booking of live online classes, on‑demand digital content and in‑person fitness classes offered by Holistic Fitness Leeds, a trading name of Emma‑Louise Jakubowski, sole trader. By browsing our site, creating an account or booking a class, you agree to be legally bound by these Terms. Please read them carefully; if you do not accept these Terms, you must not use our services.

2. Our Services

Holistic Fitness Leeds offers:

Live online fitness classes delivered via video‑conferencing platforms.
Bookable in‑person classes at venues in Leeds and West Yorkshire.
Digital materials, such as class recordings or written guides, which may be provided as part of a class or package.

Unless otherwise stated in writing, the service is supplied to consumers only. We reserve the right to refuse bookings that are not compatible with our health and safety requirements.

3. Booking and Payment

Creating an Account: You may need to register an account to book classes. You warrant that all information you provide is accurate and kept up‑to‑date. You are responsible for maintaining the confidentiality of your login details and for any activities occurring under your account.
Payment: All classes and events must be paid in full at the time of booking using our approved payment processor (credit/debit card, PayPal or BACS). Prices are displayed in pounds sterling inclusive of any applicable VAT. Unless expressly stated otherwise, payments are non‑refundable once processed. We reserve the right to change prices at any time, but changes will not affect bookings already confirmed.
Confirmation: Your place is reserved only once we send you a booking confirmation by email. Places operate on a first‑come, first‑served basis. Please ensure you are available for the date and time of the class before booking; by reserving a place you take a space that could have been offered to another participant.
Transfers: If you are unable to attend a booked event or class, you may transfer your entry to another person, provided you notify us by email in advance of the event and provide full details of the substitute attendee. The substitute must agree to these Terms and complete any required health declarations or PAR‑Q forms before participating.
Promotional codes: Promotional offers or discount codes may only be used once per person, are non‑transferable and are not redeemable for cash. We may withdraw promotions at any time.

4. Cancellation and Refund Policy

Under the UK Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, consumers normally have a 14‑day “cooling‑off” period for distance‑contract services. However, this right does not apply where the service is scheduled for a specific date or period and the contract is fully performed within that time. The importance of a clear refund policy for fitness businesses is emphasised in legal guidance. We therefore apply the following policies:

Single Class Bookings (Online or In‑Person):
You may cancel or reschedule a class up to 24 hours before the scheduled start time by contacting us by email. We will either refund the fee or apply it to another class within 30 days.
If you cancel less than 24 hours before the start time or do not attend the class, no refund will be given but we may, at our discretion, allow you to transfer the booking to another date if there is availability.
Once a class has started, you are not entitled to a refund if you leave part‑way through the class.
Class Passes or Packages: If you purchase a block or package of classes, the sessions must be used within the validity period specified at the time of purchase (usually three months). Unused sessions are non‑refundable. You may reschedule individual sessions within the validity period subject to 24 hours’ notice. After the validity period, any unused sessions expire.
Digital Content: Where we provide digital downloads or on‑demand content, you acknowledge that once you download or stream the content you lose the right to cancel. You consent to immediate performance of the digital service and waive your 14‑day cooling‑off right.
Our Cancellation: Occasionally we may need to cancel or reschedule classes due to instructor illness, venue issues or events beyond our reasonable control. We will try to give you at least 24 hours’ notice and will offer either an alternative date or a refund. Our policies ensure you know in advance how refunds and rescheduling operate, as recommended in legal guidance.
Process for Refunds: To request a refund, contact us by email with your booking reference. Approved refunds will be processed using the original payment method within 14 days. We reserve the right to deduct a proportionate amount if any part of the service has already been supplied.

5. Health, Safety and Participant Responsibilities

Health Declaration: Participation in any fitness class carries inherent risks. By booking you confirm that you are 18 years or over (or have parental consent if 16–17) and that you are in a suitable physical condition to participate. If you have any concerns about your fitness or health, you must seek advice from an appropriate medical professional before attending. You agree that you will not attend or participate if you are pregnant, have had recent surgery or have any medical condition without first obtaining your doctor’s approval.
PAR‑Q and Consent Form: We may require you to complete a Physical Activity Readiness Questionnaire (PAR‑Q) and disclose relevant health information. You agree to inform us of any changes to your health or contact details All personal information will be kept confidential in accordance with our Privacy Policy.
Instruction Compliance: During classes you must follow the instructions of the instructor and use equipment properly to reduce the risk of injury. You acknowledge that if you fail to heed guidance or perform exercises unsafely, we cannot be held responsible for any resulting injury.
Online Classes: You are responsible for ensuring you have a safe, clear space, appropriate clothing and a reliable internet connection. We will not be liable for injuries or losses arising from unsafe environments or technical failures outside our control.
Children and Vulnerable Persons: Our classes are not designed for children. Persons under 16 must not participate unless specifically permitted for a family class and then only with a parent or guardian present.

5.1 Additional Event Disclaimer and Waiver

Assumption of Risk: Participation in our events and classes is potentially hazardous. By signing up you declare that you are over 18 years of age and medically and physically able to participate. Participants aged 16–17 must obtain a parent or guardian’s signature on the printed version of the disclaimer before attending. You confirm that you know of no reason why you should not take part and that you assume all risks associated with participating, including but not limited to falls, contact with other participants, negotiating terrain and obstacles, the effects of weather, traffic or the condition of the road or venue. You accept full responsibility for any injury or accident which may occur while travelling to or from the event, during the event, or while on the premises.
Release and Waiver: By taking part you waive, release and forever discharge Holistic Fitness Leeds, the event organisers, promoters, sponsors, host venues and all other persons associated with the event from all liabilities, claims, actions or damages that may arise from your participation. Nothing in this disclaimer affects our liability for negligence or any liability that cannot legally be excluded. You acknowledge that these activities are dangerous and can result in death or injury, and you confirm that you have disclosed any existing injuries or medical conditions to us prior to the event.
Images and Recording: You grant full permission to Holistic Fitness Leeds and our partners to use any photographs, video footage, motion pictures, website images or other recordings of you taken during events or classes for marketing and promotional purposes without payment.
Instructor Credentials: All our instructors are first‑aid trained, qualified, experienced and insured to deliver the activities advertised. Each holds membership of the Register of Exercise Professionals (REPS) or an equivalent professional body and maintains their own public liability insurance.
Disclosure of Medical Conditions: You agree to disclose and discuss any medical conditions, injuries or illnesses with your instructor prior to participation in any class or event, and to complete a Physical Activity Readiness Questionnaire (PAR‑Q) and sign any specific event disclaimer. Participation is at your own risk and subject to instructor approval.

6. Suspension and Termination

Your Right to Cancel Membership: If we offer memberships or subscriptions with recurring payments, you may cancel at any time by giving us written notice; however, you must pay for any classes already booked or attended. We will refund any unused portion proportionately.
Suspension or Termination by Us: We may suspend or terminate your account or refuse access to classes without refund if you breach these Terms, act abusively towards staff or other participants, allow others to access your account, or engage in behaviour that we consider unsafe or disruptive.
Changes to Services: We may alter, suspend or withdraw any class or service at any time. Where practicable we will give notice and offer alternatives or refunds.

7. Liability and Disclaimers

Limitation of Liability: We will provide our services with reasonable care and skill. However, you acknowledge that participation in physical exercise carries risk. To the fullest extent permitted by law, we exclude liability for any injury or illness unless it results from our negligence or wilful misconduct. We do not accept responsibility for indirect or consequential losses or for any failure to perform our obligations caused by events beyond our control (including but not limited to natural disasters, pandemics, internet outages or government restrictions).
No Guarantee of Results: We do not warrant that any particular fitness or health outcome will result from participation in our classes.
Statutory Rights: Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot legally be excluded. Your statutory rights remain unaffected.

8. Intellectual Property

All text, images, videos and other content on our website and in our classes are the intellectual property of Holistic Fitness Leeds or our licensors. You must not reproduce, record, distribute or transmit any part of our classes or materials without our prior written consent. Access is granted for personal, non‑commercial use only.

9. Data Protection and Privacy

We process personal data in accordance with the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018. Our Privacy Policy forms part of these Terms and explains what personal data we collect, how we use it, and your rights. A well‑drafted privacy policy should outline how personal data is used, stored and protected and provide an opt‑out from marketing. By using our website or booking a class, you consent to the processing of your personal data as described in our Privacy Policy.

10. Changes to These Terms

We may amend these Terms from time to time to reflect changes in law, best practice or our services. Updated terms will be posted on our website. Continued use of our services after changes are made indicates your acceptance of the revised terms. It is your responsibility to check this page periodically for updates.

11. Governing Law and Jurisdiction

These Terms, and any dispute arising out of or in connection with them, are governed by the laws of England and Wales. You and we submit to the exclusive jurisdiction of the English courts. If any provision of these Terms is found to be unenforceable, the remaining provisions will remain in full force and effect.

12. Contact Us

Holistic Fitness Leeds is operated by Emma‑Louise Jakubowski (sole trader).

Trading name: Holistic Fitness Leeds
Email: info@holistic‑fitness.co.uk
Telephone: 07789 960132
Trading address: 2 Horton Close, Leeds, West Yorkshire, LS13 1PJ, United Kingdom

For questions about these Terms & Conditions or to request a refund, please contact us using the details above.

Holistic Fitness Leeds – Privacy Policy

Last updated: 5 August 2025

This Privacy Policy explains how Holistic Fitness Leeds, trading as Emma‑Louise Jakubowski (sole trader) (“we”, “us” or “our”), collects, uses and protects personal data when you visit our website, create an account, make a booking or otherwise interact with us. By using our services, you consent to the practices described here. This Policy aligns with the UK GDPR and Data Protection Act 2018.

1. Who We Are

Data Controller: Emma‑Louise Jakubowski trading as Holistic Fitness Leeds.

Contact Details:

Email: info@holistic‑fitness.co.uk
Telephone: 07789 960132
Trading address: 2 Horton Close, Leeds, West Yorkshire, LS13 1PJ, United Kingdom

We are the controller of the personal data you provide. If you have questions or wish to exercise your rights, please contact us at the details above.

2. What Data We Collect

We may collect and process the following categories of personal data:

Identification and contact data: name, date of birth, postal address, email address, telephone number, emergency contact details.
Health and fitness information: information you provide on our PAR‑Q or other consent forms about medical history, injuries, pregnancy status and general health so we can assess your suitability for classes. We treat this data as sensitive and process it only with your explicit consent.
Booking and transaction data: details of classes booked, dates attended, payments made, membership details, feedback and correspondence.
Technical and usage data: IP address, browser type, operating system, device identifiers, pages viewed and cookie identifiers. We collect this automatically when you browse our site.
Marketing preferences: your consent or opt‑out preferences for receiving marketing communications.

We obtain data directly from you (for example when you fill in forms or contact us) and indirectly via cookies and analytics tools.

3. Legal Bases for Processing

We process personal data when at least one of the following applies:

Performance of a contract: to provide you with classes and manage your bookings and payments.
Consent: for processing sensitive health data, sending marketing communications and using cookies that are not strictly necessary. You may withdraw your consent at any time.
Legitimate interests: to improve our services, administer our website, prevent fraud and ensure security. We balance our interests against your rights.
Compliance with legal obligations: to keep financial records and respond to requests from regulators or law enforcement.

4. How We Use Your Data

We use personal data to:

Process bookings and payments and provide the services you request.
Manage your account, communicate with you about your classes and respond to enquiries.
Assess your fitness and ensure safe participation in classes.
Send you newsletters and marketing about upcoming classes and offers (only with your consent). You can opt out at any time via the unsubscribe link or by contacting us.
Analyse usage of our website, monitor performance and improve our services.
Comply with legal and regulatory obligations.

Data will be processed and stored securely, for no longer than necessary, in compliance with our obligations and your rights. Emails and health data are retained only as long as you remain an active client, after which they are deleted or anonymised.

5. Sharing Your Data

We may share personal data with:

Payment processors and booking platforms that process card transactions on our behalf. We do not store your full card details.
Service providers who host our website, provide email and SMS services, or supply software for managing bookings and classes. These providers are bound by confidentiality and data‑processing agreements.
Professional advisers (lawyers, accountants) and regulators, where required by law or to protect our rights.
Successors: in the event of a merger or transfer of business, we may transfer our customer database, but your rights will be protected.

We will not sell or rent your personal data to third parties for marketing.

6. International Transfers

Some of our service providers may store data in countries outside the UK. Where this occurs, we ensure appropriate safeguards are in place (such as UK data transfer agreements or adequacy decisions) to protect your data.

7. Security of Your Data

We employ technical and organisational measures to protect personal data from unauthorised access, alteration, disclosure or destruction. These include secure servers, encryption, access controls and staff training. However, no internet transmission is completely secure. If we become aware of a personal data breach, we will notify the affected individuals and the Information Commissioner’s Office (ICO) when legally required.

8. Your Rights

You have several rights under the UK GDPR, which our Policy is designed to uphold:

Right to be informed: about how we collect and use your personal data.
Right of access: to a copy of the personal data we hold about you.
Right to rectification: to correct inaccurate or incomplete data.
Right to erasure (“right to be forgotten”) and restriction: to request deletion of your data or restriction of processing.
Right to data portability: to obtain and reuse your data across different services.
Right to object: to certain processing, including direct marketing.
Rights relating to automated decision‑making and profiling.

You also have the right to withdraw consent to our processing of your personal data at any time. To exercise any of these rights, please contact us using the details above. We may request proof of identity and will respond within one month. If you are unhappy with our response, you have the right to lodge a complaint with the UK’s Information Commissioner’s Office.

9. Cookies and Tracking Technologies

Our website uses cookies to distinguish you from other users and improve your experience. Cookies are small text files stored on your device. We use:

Strictly necessary cookies to enable core functionality such as secure logins and bookings.
Analytics cookies (e.g., Google Analytics) to collect anonymised usage statistics. These help us understand how visitors use our site and improve performance.
Marketing cookies to remember your preferences and send tailored communications (only where you have consented).

You can control cookies through your browser settings or reject non‑essential cookies via our cookie banner. For more details, please see our separate Cookie Policy.

10. Third‑Party Links

Our website may contain links to external sites. We are not responsible for the content or privacy practices of those websites. We encourage you to read the privacy policies of any third‑party sites you visit.

11. Changes to This Policy

We may update this Privacy Policy periodically, for example if the law changes. We will post the updated version on our website. Your continued use of our services after any change constitutes acceptance of the revised policy. We recommend you check this page from time to time to ensure you are happy with any changes.

12. Contact

If you have any questions about this Privacy Policy or wish to exercise any of your rights, please contact us at:

Email: info@holistic‑fitness.co.uk
Telephone: 07789 960132
Postal address: 2 Horton Close, Leeds, West Yorkshire, LS13 1PJ, United Kingdom

You can also contact the Information Commissioner’s Office (ICO) via www.ico.org.uk or by telephone on 0303 123 1113.

Terms and Conditions