Terms of Membership and Venue Use

PRELIMINARY

1. Who these terms apply to

1.1These terms apply to everyone who uses the Fairways London studio at 51–53 Coleman Street, London EC2R (the Studio), including:

(a) Members — individuals holding an Associate or Full membership;

(b) Corporate Members — companies holding a Corporate membership, and their Nominated Users;

(c) Guests — people attending as the guest of a Member;

(d) Casual Users — people booking bays, coaching, custom fitting or events on a pay-as-you-go basis; and

(e) Visitors — anyone else entering the Studio.

1.2Parts A and E apply to everyone. Part B applies to Members and Corporate Members. Part C applies to Guests and Casual Users. Part D applies to anyone booking coaching, custom fitting or packages.

1.3In these terms, we, us and our mean Webgolf Ltd (company number 06669455), registered office 51-53 Coleman Street, London. EC2R 5AB. You means the person or company these terms apply to.

2. Acceptance

2.1You accept these terms when you join as a Member, make a booking, or enter the Studio, whichever happens first.

2.2We display a short-form version of the bay rules in each bay (Schedule 3). Those rules form part of these terms.

PART A — VENUE RULES (ALL USERS)

3. Access and opening hours

3.1Standard opening hours are 7am – 5pm Monday to Friday, 9am – 5pm Saturday. We publish current hours on our website and may vary them, including for public holidays, private events, tournaments, maintenance and seasonal closure. We will give reasonable notice of planned changes.

3.2Access is by staffed reception. Access credentials are personal to you and must not be shared. You are responsible for anyone who enters using your credentials.

3.3We may close the Studio, or part of it, at short notice for maintenance, repair, safety reasons, or circumstances outside our control. Clause 44 sets out what happens if we do.

4. Health and fitness to play

4.1Golf involves swinging a club at speed in a confined indoor space. You must not use a bay if you are unwell, injured, under the influence of alcohol or drugs, or otherwise not in a fit state to swing a club safely.

4.2You confirm that you are medically fit to take part in physical exercise. If you have a medical condition, injury, or are pregnant, we recommend you take medical advice before using the Studio and tell us about anything that affects how you should use the facilities.

4.3You must tell us before your first session of any condition that may require assistance in an emergency.

5. Conduct in the bays

5.1You must:

(a) remain within the marked hitting area when swinging, and take practice swings only inside your own bay;

(b) never enter another bay, or the hitting zone of another bay, while a player is swinging or about to swing;

(c) hit only from the designated mat, using only balls provided by us;

(d) keep children, guests and belongings clear of the hitting zone at all times;

(e) follow any instruction given by our staff about safety.

5.2You must not:

(a) hit any ball not supplied by us, including your own practice balls, foam balls or limited-flight balls, unless we have agreed in advance;

(b) throw, slam, drop or strike the ground, walls, screen or fittings with a club;

(c) touch, lean on, or place anything against the impact screen;

(d) hit from outside the mat, or attempt shots the bay is not designed for, please listen to the advice by our staff. No left land play in bay 2.

(e) adjust, move, tilt or interfere with launch monitors, cameras, projectors, screens, netting, tablets, or any control equipment;

(f) obstruct walkways, fire exits or equipment;

(g) behave in a way that is aggressive, abusive, discriminatory, intimidating or otherwise likely to spoil another person's use of the Studio.

5.3Footwear. Metal spikes are not permitted anywhere in the Studio. Trainers, golf shoes with soft/plastic spikes, or clean flat-soled shoes only. Wet or heavily soiled footwear must be changed or cleaned before entering a bay.

5.4Dress. Smart casual or golf attire. No bare torsos and no offensive slogans.

5.5Maximum occupancy. No more than four people may occupy a bay at any one time, including spectators.

6. Equipment, damage and misuse

6.1The Studio contains high-value equipment including impact screens, projectors, launch monitors, cameras, hitting mats, tablets and fitting equipment. Repair or replacement is expensive and takes a bay out of service. Please treat it accordingly.

6.2You are responsible for the cost of repair or replacement of any equipment, fixture or part of the Studio that is damaged, lost or destroyed as a result of:

(a) your misuse, wilful damage, or negligence;

(b) your failure to follow these terms, the bay rules, or a reasonable instruction from our staff; or

(c) the acts or omissions of a Guest you have brought in (see clause 26).

6.3You are not responsible for fair wear and tear, equipment failure, or damage that occurs during ordinary and proper use of the facilities in accordance with these terms.

6.4Where clause 6.2 applies, we will charge the reasonable cost of repair or replacement, together with a reasonable charge for loss of use of the bay while it is out of service. Indicative charges are set out in Schedule 2. We will provide evidence of the cost on request.

6.5You must report any damage, fault or breakage — however it was caused, and whether or not it was your fault — to a member of staff immediately, and in any event before leaving the Studio. Reporting damage promptly and honestly matters more to us than who caused it; failing to report it does not.

6.6Payment details. We may require a valid payment card to be held on file as a condition of using a bay, and may charge that card for sums properly due under clause 6.4 after notifying you of the amount and giving you 14 days to raise a query.

6.7Hire clubs and demo equipment. Clubs and equipment lent to you for use in the Studio, including fitting demo clubs, remain our property or that of our suppliers. They must be returned at the end of your session in the condition supplied, must not be taken outside the Studio, and must not be used to hit anything other than balls we supply.

7. Changing rooms, showers, lockers and personal property

7.1You bring personal property, including golf clubs, into the Studio at your own risk. We are not responsible for loss of or damage to personal property except where it results from our negligence or breach of these terms.

7.2Lockers are provided on a rented basis. Lockers must be emptied on the terms of the locker agreement. We are not responsible for items left in lockers.

7.3We may open any locker where we reasonably believe it contains something unsafe, perishable or unlawful, or where it has been used beyond its permitted period.

7.4Property left behind. We will hold lost property for 30 days. After that we may dispose of or donate it. For items of significant value, including golf clubs, we will attempt to contact you first using the details we hold.

7.5We strongly recommend you insure your own clubs. Our insurance does not cover members' equipment.

Changing rooms, showers and towels

7.6Changing rooms, showers and washroom amenities are available to all paying customers — Members, Corporate Members and their Nominated Users, Guests who have paid a guest rate, and Casual Users booking bays, coaching, custom fitting or events. Towels and washroom amenities are provided at no additional charge.

7.6AAccess is in connection with a booking or session at the Studio, before or after it. The facilities are not available on a standalone drop-in basis to anyone not using the Studio that day.

7.7Please leave the changing rooms and showers as you found them. These are shared facilities in a compact space and they only work if everyone treats them the way they would want to find them.

7.8In particular:

(a) place used towels in the clearly marked used-towel bin — not on the floor, benches, hooks or lockers;

(b) take all personal items, toiletries and packaging with you when you leave;

(c) wipe down surfaces and clear any hair or debris from shower trays and basins;

(d) do not pour, dispose of or leave any substance in the showers or basins other than ordinary personal washing products;

(e) report anything broken, blocked, leaking or unclean to a member of staff so we can deal with it promptly.

7.9Fresh towels are for use in the Studio only and remain our property. Towels must not be removed from the premises. A charge of £20 per towel may be applied for towels taken away or not returned.

7.10Amenities such as shower products and grooming products are provided for reasonable personal use on the premises. Please do not take them away.

7.11Showers and changing rooms are for changing and washing before or after using the Studio. They are not to be used for any other purpose, including sleeping, laundry, extended personal grooming beyond reasonable use, or as workspace. Please be mindful that these are shared facilities in a compact space and others may be waiting.

7.12Safety. Floors may be wet and slippery. Please take care, use the mats provided, and do not run. Report any spillage or leak immediately.

7.13Privacy. No photography, filming or recording of any kind is permitted in the changing rooms or shower areas, in any circumstances. This applies to photographs of yourself as well as of others. Breach of this clause is a serious breach of these terms under clause 12.2.

7.14We may close the changing rooms or showers temporarily for cleaning, maintenance or repair. We will try to give notice where we can, but availability of these facilities is not guaranteed and is not in itself a reason for a refund or credit of membership fees.

7.15Persistent failure to follow clause 7.8, or leaving the facilities in a state that requires additional cleaning, may result in a charge under Schedule 2 and, in serious or repeated cases, action under clause 12.

8. Photography, filming and content

8.1We film and capture swing data as part of coaching and fitting. This is explained separately in our Privacy Notice.

8.2You may film your own swing in your own bay. You must not film, photograph or record any other person in the Studio without their consent, and must not post content in which another person is identifiable without their consent.

8.3Filming for commercial, promotional or content-creation purposes — including brand content, sponsored posts and professional shoots — requires our prior written permission.

8.4We may photograph or film in the Studio for our own marketing. Where you are identifiable, we will ask for your consent and you may refuse or withdraw it at any time without affecting your membership.

9. Coaching and commercial activity

9.1Coaching at the Studio may only be delivered by our own coaching team or by coaches we have expressly authorised in writing.

9.2You must not, in the Studio:

(a) give or receive paid golf instruction from anyone who is not an authorised Fairways London coach;

(b) conduct club fitting, club building, club sales or equipment sales;

(c) sell, promote or solicit any goods or services, whether or not for payment;

(d) use the Studio, or any booking made under your membership, to run a business, host paying clients, or provide services to third parties.

9.3Clause 9.2 does not prevent you giving informal, unpaid help to a playing partner or a family member.

9.4Breach of clause 9.2 is a serious breach of these terms and may result in immediate termination under clause 11.

10. Alcohol, food and drink

10.1Only food and drink purchased at the Studio may be consumed on the premises, except with our permission.

10.2We may refuse service, and may refuse access to a bay, to anyone we reasonably consider to be under the influence of alcohol or drugs.

10.3Drinks must be kept in the designated holders and away from equipment. Spillage onto mats, turf or electronic equipment may give rise to a charge under clause 6.4.

10.4Smoking, vaping and the use of illegal substances are prohibited throughout the Studio.

11. Juniors

11.1The minimum age for use of a bay is 10.

11.2Anyone under 18 must be accompanied at all times by a responsible adult aged 18 or over, who remains responsible for their supervision and conduct.

11.3An adult supervising a junior is responsible for that junior's compliance with these terms, including under clause 6.2.

12. Suspension and exclusion

12.1We may refuse entry to, remove from the Studio, or suspend or terminate the membership of, any person who:

(a) breaches these terms or the bay rules;

(b) behaves in a way that is unsafe, abusive, discriminatory, threatening or damaging to property;

(c) damages our reputation or that of our staff, members or partners; or

(d) has fees outstanding.

12.2For minor or first breaches we will normally give a warning. For serious breaches — including violence, threats, discriminatory conduct, wilful damage, theft, or breach of clause 9.2 — we may act immediately and without warning.

12.3Where we terminate a membership under this clause, no refund of fees is due for the remainder of any term, save where the law requires otherwise.

12.4You may appeal a suspension or termination in writing to bianca@fairways-london.co.uk within 14 days. We will respond within 14 days.

13. Our liability

13.1Nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot lawfully be limited or excluded.

13.2Subject to clause 13.1, we are not liable for:

(a) loss or damage to personal property, except as set out in clause 7.1;

(b) injury caused by your own failure to follow these terms, the bay rules, or safety instructions;

(c) loss of profit, loss of opportunity, or any indirect or consequential loss.

13.3Subject to clause 13.1, our total liability to a Member in any 12-month period is limited to the total fees paid by that Member in that period. Our total liability to a Casual User is limited to the price of the booking.

13.4We provide swing data, launch monitor readings, coaching advice and fitting recommendations in good faith and using appropriate professional skill. Golf performance depends on many factors and we do not guarantee any particular improvement, outcome or score.

13.5This clause does not affect your statutory rights as a consumer, including your rights under the Consumer Rights Act 2015 to services performed with reasonable care and skill.

PART B — MEMBERSHIP

14. Membership tiers

14.1We currently offer the following individual memberships:

14.2Corporate memberships are set out in clause 24.

14.3Membership benefits are personal to you. Membership may not be transferred, shared, sold, lent or assigned. Bookings made under your membership may not be sold, resold or made on behalf of another person.

14.4We may add, vary or withdraw individual benefits, promotions and partner offers from time to time. Where a change materially reduces the core benefits of your membership, clause 20 applies.

15. Joining and minimum term

15.1Membership begins on the date we accept your application and take your first payment.

15.2The minimum term is 12 months / 1 month rolling depending on annual or monthly subscription. After the minimum term, membership continues on a rolling monthly basis until cancelled under clause 21.

15.3One off Joining fee of £99. Joining fee is non-refundable.

15.4Annual memberships are paid as 11 months' fees for 12 months' membership in advance and run for 12 months from the start date. They renew automatically. Where they renew automatically, we will notify you at least 30 days before renewal and you may cancel before the renewal date without charge.

16. Your right to cancel a new membership

16.1If you joined online, by phone, or anywhere other than at the Studio, you have a legal right to cancel within 14 days of joining, without giving a reason.

16.2To cancel, tell us in writing at info@fairways-london.co.uk within that period. You do not need to use a particular form of words.

16.3If you ask us to start your membership within the 14-day period and then cancel, we may charge a proportionate amount for the period of membership you have had, plus the cost of any sessions, coaching or services you have used.

16.4Custom-fitted or personalised equipment ordered to your specification is exempt from this cancellation right once the order is placed.

17. Fees and payment

17.1Monthly fees are collected in advance by recurring card payment on the date you signed up, or the next working day.

17.2You must keep a valid payment method on file for the duration of your membership.

17.3If a payment fails, we will notify you and attempt to collect again. We may suspend access to bookings and the Studio while fees are outstanding.

17.4If a payment remains outstanding after 14 days we may charge a late payment administration fee of £30, and after 30 days we may terminate your membership and pursue the balance of any minimum term due, together with reasonable recovery costs.

17.5Membership fees are payable regardless of how often you use the Studio, subject to your rights to freeze (clause 19) and cancel (clause 21).

18. Price changes

18.1We may increase membership fees no more than once in any 12-month period, on at least 30 days' written notice.

18.2If we increase your fees, you may cancel your membership without penalty by giving notice before the increase takes effect, even if you are within a minimum term.

18.3Fees fixed for the duration of an annual membership will not change during that term.

19. Freezing your membership

19.1You may freeze your membership for up to 2 months in any 12-month period, in minimum blocks of one month, on 14 days' notice.

19.2A freeze fee of £20 per month applies. Frozen months do not count towards your minimum term.

19.3We will consider longer freezes on compassionate or medical grounds, on reasonable evidence.

19.4You have no access to the Studio or member benefits while frozen.

20. Changes to these terms and to your membership

20.1We may change these terms, the fair usage policy, the bay rules and opening hours from time to time — for example to reflect changes in law, in our facilities, or in how the Studio operates.

20.2We will give at least 30 days' notice of any change that materially affects you, by email and by notice in the Studio.

20.3If a change materially reduces the benefits of your membership or increases your fees, you may cancel without penalty by giving notice before the change takes effect.

21. Ending your membership

21.1Rolling monthly membership. You may cancel at any point by written notice to info@fairways-london.co.uk, expiring no earlier than the end of any minimum term. Refunds will not be granted for part month cancellations.

21.2Annual membership. Membership runs for the full 12 months. You may cancel early only in the circumstances in clauses 18.2, 20.3 or 21.3.

21.3Early release. We will consider releasing you from a minimum term without penalty where:

(a) you suffer illness or injury that prevents you from playing golf for the remainder of the term, on reasonable medical evidence;

(b) you relocate more than 30 miles from the Studio or move abroad, on reasonable evidence;

(c) you suffer a significant change in circumstances such as redundancy, on reasonable evidence.

21.4We may end your membership by giving you 30 days' notice and refunding any fees paid for periods after termination, or immediately under clause 12.

21.5On termination you must return any access credentials, hire equipment and locker keys, and settle any outstanding balance.

22. Booking and fair usage

22.1Bookings are made through Acuity and are subject to the Fair Usage Policy in Schedule 1.

22.2The Studio has six bays and a member community that is significantly larger. Fair usage exists so that every member can get a bay when they need one, and so that a small number of members cannot occupy the most sought-after times. We will apply it reasonably and will tell you before taking any action.

22.3Late cancellation and no-shows. You may cancel a bay booking without charge up to 12 hours before the start time. Later cancellations and failures to attend are recorded and may result in the charges and restrictions in Schedule 1.

22.4Overrunning. Please vacate the bay promptly at the end of your slot. We may charge for additional time used at the prevailing casual rate.

22.5We may hold back bays, or restrict booking, for coaching, custom fitting, competitions, corporate use and events. We will publish these in advance where we can.

23. Guests

23.1Members may bring guests, subject to the allowance in clause 14.1 and to payment of the applicable guest rate.

23.2Guests must be signed in on arrival and must accept these terms.

23.3The Member remains present with, and responsible for, their guest throughout the visit. The Member is responsible for the guest's conduct and for any charge arising under clause 6.2.

23.4A person may attend as a guest no more than 4 times in any 12-month period. Guest visits are not a substitute for membership.

23.5We may refuse admission to any guest.

24. Corporate membership

24.1Corporate memberships are held by a company and provide a monthly allowance of bay hours:

24.2Nominated Users. The company must nominate up to 5 named individuals who may book and use the allowance. Nominated Users may be changed once per quarter on written notice. A nominated user must be present during the session.

24.3Unused hours. Hours expire at the end of each month. Unused hours are not refundable and have no cash value.

24.4Additional hours may be booked at member rates, subject to availability.

24.5The company is responsible for ensuring Nominated Users and their guests comply with these terms, and is liable for any charge arising under clause 6.2, and for any unpaid fees.

24.6Client entertaining. Nominated Users may host clients and colleagues within the occupancy limit in clause 5.5, provided a Nominated User is present throughout. This does not permit the delivery of golf instruction or other services by a third party (clause 9.2).

24.7Corporate memberships are business-to-business contracts. Consumer cancellation rights under clause 16 do not apply.

24.8Minimum term: there is non minimum term, membership can be cancelled during the subscription. No refunds will be permitted for part months or 12 month memberships.

25. Member communications and the members' WhatsApp group

25.1We will contact you by email and, where you have given us a mobile number, by SMS or WhatsApp about matters relating to your membership — including bookings, payments, access, opening hours and changes to these terms. These are service messages and you cannot opt out of them while you remain a member.

25.2Members' WhatsApp group. We run a members' group used for club news and updates, competitions and results, events and open evenings, and member offers and promotions.

25.3When you join, we will add the mobile number you have given us to the members' group, unless you tell us you would rather we didn't. You can decline at the point of joining by ticking the box on the joining form, or at any time afterwards by telling a member of staff, emailing info@fairways-london.co.uk, or leaving the group. Declining or leaving has no effect on your membership or any benefit of it.

25.4Visibility of your number. The group is announcement-only and is configured so that members' phone numbers are not visible to other members.

25.5Group conduct. The group is for club matters. Members must not use it to advertise, sell or promote goods or services, to solicit coaching or fitting business, to share other members' contact details, or to post content that is abusive, discriminatory or offensive. We moderate the group and may remove any member from it, which does not otherwise affect their membership.

25.6Marketing generally. We will only send you marketing by email, SMS or WhatsApp in accordance with our Privacy Notice and applicable law. Every marketing message will include a simple way to opt out, and you can change your preferences at any time.

PART C — GUESTS AND CASUAL USERS

26. Casual bookings

26.1Bays, coaching and fitting may be booked by non-members subject to availability. Prices are those published at the time of booking.

26.2Payment is taken in full at the time of booking.

26.3Cancellation. You may cancel or reschedule without charge up to 24 hours before the start time and receive a full refund. Later cancellations and no-shows are non-refundable.

26.4Casual Users must comply with Part A in full, including the damage provisions in clause 6.

26.4AChanging rooms, showers, towels and washroom amenities are included in your booking at no additional charge, on the terms in clause 7.

26.5We may require a payment card on file before a bay is released.

27. Group bookings, corporate days and events

27.1Bookings of 2 or more bays, private hire and events are subject to a separate booking form and to deposit / cancellation / minimum spend terms notified at the time of booking.

27.2The lead booker is responsible for the conduct of the whole group and for any charge arising under clause 6.2.

28. Gift vouchers

28.1Vouchers are valid for 12 months from issue, are non-refundable and non-exchangeable for cash, and may be used only against services and retail.

28.2Vouchers must be presented at the time of booking. Lost or stolen vouchers will not be replaced.

PART D — COACHING, PACKAGES AND CUSTOM FITTING

29. Coaching sessions and packages

29.1Current rates are set by the coach and presented at the time of booking. Member discounts apply as set out in clause 14.1.

29.2Cancellation. Coaching sessions may be rescheduled or cancelled without charge up to 24 hours before the session. Later cancellations and no-shows are charged in full. We will always try to be reasonable in genuine emergencies.

29.3Package expiry. Coaching packages must be used within 12 months of purchase. Packages are personal to the purchaser and are not transferable.

29.4Programmes. Multi-week programmes, including the 12-Week Programme, are subject to the programme terms provided at enrolment, including the schedule, what is included, and the effect of missed sessions.

29.5If a coach is unavailable through illness or other cause, we will offer a rescheduled session, a session with another coach of equivalent standing, or a refund of the unused portion.

29.6We do not guarantee any particular improvement in handicap, score or performance (clause 13.4).

30. Custom fitting

30.1Fitting appointments are booked and paid for in advance

30.2Cancellation terms are as clause 29.2.

30.3Custom orders. Clubs built or ordered to your specification are made to order. Once your order is confirmed and placed with the manufacturer, it cannot be cancelled, returned or refunded except where the goods are faulty or not as described. Your statutory rights in respect of faulty goods are unaffected.

30.4Lead times are estimates given in good faith and depend on the manufacturer.

30.5Fitting recommendations are based on the data captured on the day and the equipment available. Changes in your technique, physique or the conditions of play may affect the suitability of a fitted specification over time.

30.6Demo and fitting equipment is covered by clause 6.7.

PART E — GENERAL

31. Temporary closure and equipment downtime

31.1From time to time individual bays or systems may be unavailable through fault, maintenance or supplier issues. Where a bay you have booked is unavailable, we will offer an alternative bay, an alternative time, or a credit for that booking.

31.2If the Studio is wholly closed for more than 7 consecutive days for reasons within our control, we will credit affected members a proportionate amount of their membership fee.

31.3We are not liable for failure to provide facilities caused by circumstances beyond our reasonable control, including fire, flood, power or network failure, damage to the building, action by our landlord, industrial action, public health restrictions or government action. Where such circumstances prevent access for more than 14 days, we will discuss a fair adjustment to your fees.

32. Data protection

32.1We process personal data, including swing video and performance data, in accordance with our Privacy Notice at https://www.fairways-london.co.uk/privacy-policy

32.2Where we operate CCTV, this is explained in the Privacy Notice and signage is displayed.

33. Complaints

33.1Please raise any concern with the duty member of staff in the first instance. If it is not resolved, write to bianca@fairways-london.co.uk. We aim to acknowledge within 3 working days and respond substantively within 14 days.

34. General

34.1If any provision of these terms is found to be unenforceable, the remainder continues in force.

34.2A delay in enforcing these terms is not a waiver of our rights.

34.3We may transfer our rights and obligations under these terms to another business, and will tell you if we do. Your rights will not be affected.

34.4No third party has any right to enforce these terms, other than as expressly stated.

34.5These terms are governed by the law of England and Wales and are subject to the exclusive jurisdiction of the courts of England and Wales.

SCHEDULE 1 — FAIR USAGE POLICY

Why this exists. The Studio has six bays. At full membership the community will be many times that number, and demand is concentrated into early mornings, lunchtimes and evenings. Fair usage means every member can get a bay when they need one.

1. Session length and booking limits

2. Peak and off-peak

Peak times are Mon–Fri 4pm – 9pm. All other opening hours are off-peak.

3. Back-to-back and repeat bookings

Members may not make consecutive bookings, or bookings under another person's name, in order to exceed the limits above. Bookings identified as doing so may be cancelled.

4. Late cancellation and no-shows

Full membership only.

Associate members will lose the session that is a late cancellation or no show.

A "late cancellation" is one made less than 4 hours before the start time. If you cannot attend, releasing the bay early lets another member use it.

5. Bay sharing

Where two or more people share a bay, at least one must be a Member and any other person is a Guest, subject to the guest allowance and rate in clause 23. Members may not use their allocation to provide bay time to non-members.

6. How we apply this

6.1We monitor usage patterns, not individual sessions. Nobody will be contacted for having a busy week.

6.2If your usage consistently sits well outside the pattern of the membership as a whole in a way that limits other members' access, we will speak to you first and agree a way forward. We will only apply restrictions if that conversation doesn't resolve it, and we will confirm any restriction in writing with the reasons and its duration.

6.3Repeated or deliberate circumvention of this policy is a breach of these terms under clause 12.