The basics of how we work together. What we promise, what we ask of you, and how memberships run.
Plain English summary. These terms set out how Physical Formula works as a coaching business. They cover bookings, memberships, payments, the gym rules, health screening, and what happens if something goes wrong. By booking a session, taking out a membership, or training with us, you agree to them. If anything is unclear, ask your coach or email info@physicalformula.com before you sign up.
These terms form the contract between you and Physical Formula Ltd. They cover the coaching services, gym access, and online services we provide. If you take out a membership or buy a package, the terms apply for as long as you remain a member.
If you do not agree with these terms, do not book a session and do not start a membership. If you are already a member and we make a material change to these terms in the future, we will give you reasonable notice.
Physical Formula is the trading name of Physical Formula Ltd, a private limited company registered in England and Wales. Our gym operates from Unit 7E Rigby Close, Royal Leamington Spa, Warwickshire CV34 6TH. You can email us at info@physicalformula.com.
References in these terms to “Physical Formula”, “we”, “us” or “our” mean Physical Formula Ltd. References to “you” mean the member, guest, or visitor.
Our coaching services include the following streams.
The session timetable, coach lineup, and exact session structure may change from time to time. We will give reasonable notice of any material change that affects you.
Training is a physical activity and carries inherent risk. Before you take part in any coached session, you must complete our onboarding health screening (a Physical Activity Readiness Questionnaire and a short health history).
You must give us accurate, complete, and honest information about your health. In particular, you must tell us about:
You agree to update us promptly if any of the above changes during your membership. If you are unsure whether training is appropriate for you, we recommend that you speak to your GP before starting. Our coaches are qualified fitness professionals, not medical professionals, and cannot diagnose or treat medical conditions.
We reserve the right to ask you to seek medical clearance before training, or to decline to coach you, where we reasonably believe it is in your interest or in the interest of others.
Joining Physical Formula typically follows the steps below.
Membership is at our discretion. We may decline a membership application, including where we believe we are not the right fit for what you are looking for.
We offer several membership types, with current pricing and inclusions set out on the Small Group PT page and the HYROX page. The summary below sets out general rules that apply to most memberships.
Payment is taken in advance for each month or term of your membership. We currently take payment by direct debit and by card. Card details are processed by our payment provider and not stored by us.
If a payment fails, we will let you know and ask you to update payment details promptly. We may suspend your access to sessions if a payment remains unpaid after a reasonable opportunity to correct it.
We may change membership prices from time to time. If your price changes, we will give you at least 30 days’ notice in writing before the new price applies. If you do not want to continue at the new price, you can cancel in line with section 9 before it takes effect.
You are responsible for any bank charges, return-fee charges, or other costs your bank imposes if a scheduled payment fails for reasons within your control.
Coached sessions are booked through our scheduling platform. The rules below apply to bookings.
Memberships can be paused or cancelled by giving us at least 30 days’ notice in writing. Email to info@physicalformula.com is fine. The notice period starts on the day we receive your message. Membership fees continue during the notice period and access continues as normal.
You can pause your membership for periods we agree in advance, typically up to three months in a rolling twelve-month period. Holiday pauses, injury pauses, and pauses for life events are normal and we will work with you on these in good faith.
Fixed-term packages (such as a HYROX twelve-week prep block) cannot normally be paused or cancelled part way through except where required by law. We will discuss this with you in onboarding for any fixed-term package.
If you have a medical reason why you can no longer train, please tell us. We will deal with that compassionately and may agree a different arrangement.
If you purchase a membership or package online and have not yet attended any session, the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 give you a 14-day cooling-off period in which you can cancel and receive a refund.
If you ask us to start the service inside that 14-day period (for example, you book or attend a session), you agree that the cooling-off right ends as soon as the service starts. You can still cancel during the cooling-off window, but we may charge for any sessions delivered and the value of any service used.
Outside the cooling-off window, fees already paid are non-refundable except where we have failed to provide the service or where law requires a refund.
The gym is shared by coaches and members. We ask everyone to follow a few basic rules so the floor stays safe, productive, and welcoming.
We reserve the right to suspend or terminate a membership where conduct repeatedly or seriously falls short of this code. In serious cases we may do so without notice.
Members can use the gym during coached sessions you are booked into. Unsupervised access to the floor outside coached sessions is not part of standard membership unless we have agreed it in writing.
Equipment must be used as your coach instructs. Loaded barbells, sleds, and platforms are not for free play. If you would like to work on something outside your coached programme, ask your coach first.
We may close all or part of the gym for maintenance, training events, race events, public holidays, or other operational reasons. Where this affects sessions you are booked into, we will give as much notice as we reasonably can.
Our standard coaching is designed for adults aged 18 and over. We will sometimes coach 16 and 17 year olds with written parental consent and a separate onboarding conversation. Children under 16 are not coached on the standard membership.
Guests are welcome to drop in only by prior arrangement. A guest who attends a session counts as a single-session attendee and must complete the same onboarding and waiver as a member before training.
We provide changing space and storage, but you bring your belongings to the gym at your own risk. We are not responsible for loss of or damage to personal property left in the gym, unless that loss is caused by our negligence. Do not leave valuables unattended.
We sometimes take photographs and short video at the gym to use on this website, in the journal, on our social channels, and for related marketing.
We will tell you when filming or photography is planned. If you would prefer not to appear in any image we capture, tell your coach and we will respect that. We will not use your image after you have asked us not to.
If you film or photograph yourself in the gym for your own social channels, do not capture other members without their consent.
From time to time the gym may be closed because of circumstances outside our reasonable control, including (without limitation) severe weather, utility failure, public health restrictions, fire, flood, industrial action, or any other event reasonably described as “force majeure”.
Where a closure is short, we will normally make up affected sessions in a sensible way. Where a closure is long, we will discuss with members a fair approach to credits, pauses, or partial refunds, depending on the circumstances and the length of the closure.
You acknowledge that physical training carries inherent risk of injury, strain, soreness, and in rare cases more serious injury. By taking part in coached sessions you accept that risk.
We coach to a professional standard. Our coaches hold relevant qualifications, the gym is insured, and our programming is designed to be safe and progressive. However, no coaching can completely remove the risk of injury, and we cannot accept responsibility for injuries that occur where:
Subject to the following paragraph, our total liability to you for any claim arising out of or in connection with these terms is limited to the total amount of membership fees you paid us in the 12 months before the event giving rise to the claim.
Nothing in these terms excludes or limits our liability for:
We are not liable to you for any loss that is not a reasonably foreseeable consequence of our breach of these terms.
How we collect, use, and protect your personal information is set out in our Privacy Policy. Please read it. By accepting these terms you confirm you have had a reasonable opportunity to read the Privacy Policy.
If you are unhappy with anything to do with your training, the gym, or any interaction with our team, we would much rather hear about it than not. Email info@physicalformula.com with a short note. We will acknowledge within two working days and aim to give a full response within ten.
If you remain unhappy, you can refer the matter to an appropriate consumer dispute resolution body. Nothing in these terms prevents you from exercising your statutory rights.
We may update these terms from time to time. Where the change affects you, we will give reasonable notice. For material changes affecting existing members, we will give at least 30 days’ written notice. Continued use of our services after the change takes effect counts as acceptance of the updated terms.
These terms are governed by the laws of England and Wales. Any dispute relating to these terms is subject to the exclusive jurisdiction of the courts of England and Wales.
These terms, together with the membership confirmation, the Privacy Policy, and any document we have agreed in writing with you, form the entire agreement between us about your use of our services. They supersede any previous understanding or arrangement.
If any part of these terms is held by a court to be invalid or unenforceable, the remaining parts will continue in full force and effect.
You cannot transfer your membership to another person without our agreement. We may transfer our rights and obligations under these terms to a successor business as part of a sale or restructure, on notice to you.
If we do not enforce a particular term on one occasion, it does not mean we waive it for the future.
A person who is not a party to these terms has no right under the Contracts (Rights of Third Parties) Act 1999 to enforce any term.
Anything unclear, anything you want to talk through before you join, or anything you want to raise after you have, please get in touch. We would rather sort it out than leave you wondering.
Physical Formula Ltd
Unit 7E Rigby Close
Royal Leamington Spa
Warwickshire CV34 6TH
Email: info@physicalformula.com
Web: physicalformula.com/contact-us