Limited memberships available
Limited memberships available
KILO CLUB MEMBERSHIP AGREEMENT, MEMBER RULES & CODE OF CONDUCT
Effective Date: 21/06/26
This Membership Agreement, Member Rules & Code of Conduct ("Agreement") is entered into between:
Kilo Club Limited ("Kilo Club", "the Gym", "we", "our" or "us"), a company registered in Scotland under company number SC818238 whose registered office is 27 High Park Avenue, Stranraer, DG9 0DE;
and
The Member ("Member", "you" or "your").
By completing the membership registration process, purchasing a membership, entering the Gym, or using any of our facilities, services or equipment, you confirm that you have read, understood and agree to be bound by this Agreement.
SECTION 1 – DEFINITIONS
For the purposes of this Agreement:
Additional Services means services provided by independent third parties operating from Kilo Club including but not limited to Personal Training, Sports Therapy, Massage Therapy, Nutrition Coaching, Rehabilitation Services and any similar services.
Agreement means this Membership Agreement, Member Rules & Code of Conduct together with any schedules, policies or procedures incorporated into it.
Access Credentials means any QR code, mobile pass, access code, key fob, membership card, digital token or other method of entry issued by Kilo Club.
Fixed-Term Membership means a membership purchased for a specific period of time.
Gym Rules means the operational rules and code of conduct set out within this Agreement and any supplementary rules published by Kilo Club from time to time.
Member means the individual named on the membership account.
Membership Fee means any joining fee, recurring monthly fee, annual fee, day pass fee, week pass fee or any other fee payable in relation to membership.
Monthly Membership means a recurring membership which automatically renews until cancelled in accordance with this Agreement.
Promotional Rate means any discounted membership fee offered for a limited period.
Unstaffed Hours means any period during which the Gym is open and accessible to members but no employee or representative of Kilo Club is physically present.
SECTION 2 – MEMBERSHIP ELIGIBILITY
2.1 Minimum Age
Membership is available only to individuals aged 16 years or older unless specifically authorised in writing by Kilo Club under a youth training programme.
Kilo Club reserves the right to request proof of age at any time.
Failure to provide satisfactory proof of age upon request may result in immediate suspension or termination of membership.
2.2 Personal Membership
Membership is personal to the Member.
Memberships are:
Only the individual named on the membership account may use the membership.
2.3 Acceptance of Membership
Kilo Club reserves the right to:
where we reasonably consider it necessary to protect the safety, wellbeing, reputation, operation or legitimate interests of Kilo Club, its staff, contractors or members.
SECTION 3 – COMMENCEMENT OF MEMBERSHIP
Membership commences immediately upon successful completion of the registration process unless otherwise specified.
By joining, you agree:
You agree to notify Kilo Club as soon as reasonably possible of any changes to your contact information or other personal details.
SECTION 4 – HEALTH DECLARATION
By becoming a Member, you warrant, represent and acknowledge that:
You agree to inform Kilo Club if any medical condition, injury or change in health occurs that may affect your ability to use the facilities safely.
4.1 Medical Advice
Kilo Club employees, coaches, contractors and representatives are not medical practitioners.
Nothing provided by Kilo Club shall constitute medical advice, diagnosis or treatment.
Members should seek independent medical advice where appropriate before engaging in exercise or recovery activities.
4.2 Accessibility
Kilo Club is committed to making its facilities accessible wherever reasonably possible.
Where necessary, Kilo Club may require a member with specific accessibility requirements to undertake an induction to ensure safe use of the facilities.
SECTION 5 – ASSUMPTION OF RISK
Members acknowledge that participation in exercise, strength training, resistance training, cardiovascular exercise, functional fitness activities, recovery activities and use of gym equipment involves inherent risks.
Such risks may include, without limitation:
By using the facilities, Members voluntarily accept these risks.
Members agree:
Nothing in this Agreement excludes or limits liability where such exclusion is prohibited by law.
SECTION 6 – ACCESS, SECURITY & ENTRY SYSTEMS
6.1 Access Control
Kilo Club operates electronic access control systems for security, safety and operational purposes.
Members may be issued with Access Credentials which remain the property of Kilo Club.
6.2 Prohibited Conduct
Members must not:
Any such conduct shall constitute a serious breach of this Agreement.
6.3 CCTV & Investigations
Kilo Club reserves the right to utilise:
for the purpose of investigating breaches of this Agreement, unauthorised access, criminal activity, health and safety incidents and member complaints.
6.4 Consequences of Access Misuse
Where Kilo Club reasonably believes that membership sharing, unauthorised access or access system abuse has occurred, we may:
Such action may be taken without prior warning where circumstances justify immediate intervention.
SECTION 7 – USE OF FACILITIES
Subject to this Agreement, Members are entitled to access and use Kilo Club facilities during the opening hours applicable to their membership type.
Kilo Club shall use reasonable endeavours to provide uninterrupted access to facilities but cannot guarantee continuous availability.
Facilities may be unavailable from time to time due to:
No compensation or refund shall be payable for temporary interruptions to services.
SECTION 8 – UNSTAFFED HOURS
Members acknowledge that during certain opening hours no employee or representative of Kilo Club may be physically present within the facility.
By accessing the Gym during Unstaffed Hours, Members acknowledge and agree that:
Members use the Gym during Unstaffed Hours entirely at their own risk.
SECTION 9 – MEMBER CONDUCT & COMMUNITY STANDARDS
Kilo Club is committed to maintaining a safe, welcoming, inclusive and respectful training environment for all members, staff, coaches, contractors and visitors.
All Members are expected to conduct themselves in a manner that promotes the positive culture and reputation of Kilo Club.
Members must:
9.1 Prohibited Behaviour
The following conduct is strictly prohibited:
Kilo Club operates a zero-tolerance approach to serious misconduct.
9.2 Alcohol, Drugs & Intoxication
Members must not enter or use the Gym while under the influence of:
Kilo Club reserves the right to refuse entry or require a Member to leave where we reasonably believe they are impaired.
9.3 Respect for Staff
Members must treat staff, contractors and coaches with respect at all times.
Abusive, aggressive, threatening or intimidating conduct directed towards any member of staff may result in immediate suspension or termination of membership.
SECTION 10 – EQUIPMENT USE & GYM ETIQUETTE
10.1 Safe Use of Equipment
Members must use equipment only for its intended purpose and in accordance with any instructions, notices or guidance provided.
Members must not:
Members should seek assistance where uncertain regarding safe operation.
10.2 Re-Racking & Equipment Storage
Members must return all equipment to its proper location after use including:
Failure to return equipment may result in warnings or disciplinary action.
10.3 Damage to Equipment
Members must immediately report:
Members may be held responsible for damage resulting from deliberate misuse, negligence or reckless conduct.
10.4 Sharing Equipment
During busy periods, Members are expected to act reasonably and courteously regarding access to equipment.
Members must not unnecessarily reserve equipment or prevent reasonable use by others.
SECTION 11 – CLEANLINESS, HYGIENE & DRESS CODE
Members are expected to maintain appropriate standards of cleanliness and personal hygiene.
Members must:
Kilo Club reserves the right to require a Member to leave where their hygiene, clothing or conduct creates an unreasonable disturbance or health concern.
SECTION 12 – PHOTOGRAPHY, FILMING & CONTENT CREATION
12.1 Personal Filming
Members may record their own training provided that:
12.2 Filming Restrictions
Members must not:
Kilo Club reserves the right to require filming or photography to cease immediately.
12.3 Commercial Filming
Commercial filming, photography, content creation, advertising or promotional activity may only be undertaken with prior written permission from Kilo Club.
SECTION 13 – SOCIAL MEDIA
Members must not use social media or online platforms to:
Nothing in this Agreement restricts legitimate reviews, feedback or lawful consumer rights.
SECTION 14 – PERSONAL TRAINING, COACHING & COMMERCIAL ACTIVITY
14.1 Independent Contractors
Personal Trainers, Sports Therapists, Nutrition Coaches and other service providers operating within Kilo Club are independent contractors.
They are not employees, agents or representatives of Kilo Club.
Any agreement entered into between a Member and an independent contractor is entirely separate from this Agreement.
14.2 Unauthorised Coaching
Members may not provide:
within Kilo Club without prior written approval.
Unauthorised coaching may result in immediate suspension or termination of membership.
SECTION 15 – RECOVERY FACILITIES
Where provided, recovery facilities may include:
15.1 Use at Own Risk
Recovery facilities are used entirely at the Member's own risk.
Members are responsible for ensuring they are medically fit to participate.
15.2 Restrictions
Members must not use recovery facilities:
Additional rules and waivers may apply to recovery facilities.
15.3 Refusal of Access
Kilo Club reserves the right to refuse access to recovery facilities where use is considered unsafe or inappropriate.
SECTION 16 – ENFORCEMENT OF RULES
Kilo Club reserves the right to take any action reasonably necessary to enforce this Agreement.
Such action may include:
16.1 Immediate Action
Kilo Club reserves the right to bypass any warning process and immediately suspend or terminate membership where conduct is considered serious, dangerous, unlawful or likely to cause harm to Kilo Club, its staff, contractors or members.
16.2 Investigations
Where an incident is under investigation, Kilo Club may temporarily suspend membership pending the outcome of the investigation.
Members agree to cooperate reasonably with any investigation conducted by Kilo Club.
16.3 No Waiver
Failure by Kilo Club to enforce any provision of this Agreement on one occasion shall not prevent enforcement on any future occasion.
SECTION 17 – MEMBERSHIP FEES & PAYMENTS
17.1 Membership Fees
Members agree to pay all Membership Fees associated with their chosen membership type.
Membership Fees may include:
Current membership prices are available on the Kilo Club website and membership platform.
17.2 Payment Methods
Membership Fees may be collected by:
Members are responsible for ensuring that valid payment details remain available throughout their membership.
17.3 Recurring Memberships
For Monthly Memberships:
17.4 Fixed-Term Memberships
Fixed-Term Memberships provide access for the specified period purchased.
Fixed-Term Memberships do not automatically renew unless explicitly stated at the time of purchase.
17.5 Promotional Rates
Where a Promotional Rate is offered:
SECTION 18 – PRICE CHANGES
Kilo Club reserves the right to amend Membership Fees from time to time.
Where Membership Fees are increased:
Where a Member does not wish to accept a proposed increase, they may cancel their membership in accordance with the cancellation provisions of this Agreement before the increase takes effect.
Continued membership following the effective date of the increase shall constitute acceptance of the revised Membership Fee.
SECTION 19 – FAILED PAYMENTS
19.1 Missed Payments
Where any Membership Fee remains unpaid, Kilo Club reserves the right to:
19.2 Administration Fee
Where a payment is declined, returned unpaid or otherwise fails, Kilo Club may charge an administration fee of £15 in respect of each failed payment.
19.3 Outstanding Balances
Members remain liable for all Membership Fees and other charges properly incurred under this Agreement.
Suspension of access shall not remove a Member's obligation to pay outstanding sums.
SECTION 20 – CHARGEBACKS & PAYMENT DISPUTES
Members agree not to initiate a chargeback, payment reversal or payment dispute except where genuinely justified.
Where a payment is reversed, cancelled or disputed without valid basis, Kilo Club reserves the right to:
Nothing in this clause restricts a Member's statutory rights.
SECTION 21 – MEMBERSHIP FREEZE POLICY
21.1 Availability
Kilo Club may, at its discretion, permit Members to temporarily freeze their membership.
Membership freezes are not guaranteed and may be subject to:
21.2 Grounds for Freeze
Examples of circumstances where a freeze may be considered include:
Kilo Club reserves the right to request supporting documentation.
21.3 Effect of Freeze
During a freeze period:
Specific freeze terms may be published separately and amended from time to time.
SECTION 22 – COOLING-OFF RIGHTS
22.1 Consumer Cancellation Rights
Members have the right to cancel this Agreement within 14 days of joining without providing a reason.
To exercise this right, Members must notify Kilo Club in writing before the expiry of the 14-day period.
Cancellation requests should be sent to:
22.2 Immediate Access
Where a Member requests immediate access to the Gym and then exercises their right to cancel during the cooling-off period, Kilo Club may make a reasonable deduction for services already provided.
Such deduction may include:
22.3 Refunds
Any refund due shall be processed using the original payment method wherever reasonably possible and within the timeframes required by applicable consumer legislation.
SECTION 23 – MEMBERSHIP CANCELLATION
23.1 Cancellation Procedure
Following the expiry of the statutory cooling-off period, Members may cancel their membership by providing a minimum of 28 days' written notice.
Cancellation requests must be submitted:
23.2 Notice Period
The cancellation notice period shall commence on the date the cancellation request is received by Kilo Club.
Membership Fees falling due during the notice period remain payable.
23.3 Confirmation
Kilo Club shall endeavour to acknowledge cancellation requests within a reasonable period.
Members are responsible for retaining evidence of cancellation requests.
23.4 No Refunds
Except where required by law, Membership Fees are non-refundable.
No refunds shall be provided for:
SECTION 24 – MEMBERSHIP CHANGES
Kilo Club may permit Members to:
subject to the terms applicable at the time.
Any changes may:
Kilo Club reserves the right to refuse membership changes where operationally necessary.
SECTION 25 – RENEWALS
Fixed-Term Membership holders may be contacted regarding renewal opportunities before their membership expires.
Unless otherwise stated, expiry of a Fixed-Term Membership shall automatically terminate access rights at the end of the purchased period.
SECTION 26 – SUSPENSION OF MEMBERSHIP
26.1 Right to Suspend
Kilo Club reserves the right to suspend a Member's access to the Gym, either temporarily or indefinitely, where we reasonably believe that:
26.2 Effect of Suspension
During a period of suspension:
Suspension shall not constitute cancellation of membership unless expressly stated by Kilo Club.
26.3 Investigations
Kilo Club may investigate suspected breaches of this Agreement.
Members agree to cooperate reasonably with any investigation and acknowledge that Kilo Club may review:
SECTION 27 – TERMINATION OF MEMBERSHIP
27.1 Termination by Kilo Club
Kilo Club may terminate membership immediately where:
27.2 Consequences of Termination
Upon termination:
27.3 Preservation of Rights
Termination shall not affect any rights, obligations or liabilities accrued before termination.
SECTION 28 – ADDITIONAL SERVICES & INDEPENDENT CONTRACTORS
28.1 Independent Contractors
Personal Trainers, Sports Therapists, Nutrition Coaches and other service providers operating from Kilo Club are independent self-employed contractors.
They are not employees, agents or representatives of Kilo Club.
28.2 Separate Agreements
Any agreement entered into between a Member and an independent contractor is entirely separate from this Agreement.
Kilo Club is not a party to such agreements.
28.3 Exclusion of Responsibility
Except where prohibited by law, Kilo Club shall not be responsible for:
28.4 Complimentary Services
From time to time Kilo Club may provide inductions, consultations or training reviews without additional charge.
Such services do not constitute medical advice and are provided for informational purposes only.
SECTION 29 – CCTV, SECURITY & SAFETY
29.1 CCTV Monitoring
For the safety and security of staff, contractors, members and visitors, CCTV operates throughout the facility.
Members acknowledge that CCTV footage may be used for:
29.2 Access to Footage
CCTV footage shall be processed and retained in accordance with Kilo Club's Privacy, CCTV & Cookie Policy.
Access to footage shall be restricted to authorised individuals.
29.3 Emergency Situations
Members must immediately report:
Kilo Club reserves the right to contact emergency services where reasonably necessary.
SECTION 30 – PERSONAL PROPERTY & LOCKERS
30.1 Personal Property
Members bring personal belongings onto the premises entirely at their own risk.
Kilo Club accepts no responsibility for loss, theft or damage to personal property except where caused directly by our negligence.
30.2 Lockers
Where lockers are provided:
30.3 Lost Property
Lost property may be retained for a reasonable period before being disposed of, donated or otherwise dealt with at Kilo Club's discretion.
SECTION 31 – DATA PROTECTION
Kilo Club processes personal information in accordance with:
Members acknowledge that personal information may be processed for the purposes of:
The Privacy, CCTV & Cookie Policy forms a separate document and should be read alongside this Agreement.
SECTION 32 – LIMITATION OF LIABILITY
32.1 Excluded Liability
Nothing in this Agreement excludes or limits liability for:
32.2 Property Liability
Except as provided above, Kilo Club's liability for loss, theft or damage to personal property shall not exceed £500.
32.3 General Limitation
To the fullest extent permitted by law, Kilo Club shall not be liable for:
SECTION 33 – CHANGES TO TERMS
Kilo Club reserves the right to amend:
Reasonable notice shall be provided where appropriate.
Continued use of the Gym following implementation of changes shall constitute acceptance of the revised terms.
SECTION 34 – SEVERABILITY
If any provision of this Agreement is found to be invalid, unlawful or unenforceable, the remaining provisions shall remain valid and enforceable.
SECTION 35 – ASSIGNMENT
Kilo Club may transfer, assign or subcontract its rights and obligations under this Agreement provided doing so does not materially prejudice the Member's rights.
Members may not transfer or assign their rights under this Agreement.
SECTION 36 – ENTIRE AGREEMENT
This Agreement, together with the Privacy, CCTV & Cookie Policy and any schedules expressly incorporated into it, constitutes the entire agreement between Kilo Club and the Member.
SECTION 37 – GOVERNING LAW & JURISDICTION
This Agreement shall be governed by and construed in accordance with the laws of Scotland.
Any dispute arising from or connected with this Agreement shall be subject to the exclusive jurisdiction of the Scottish Courts.
SCHEDULE A – MEMBER RULES SUMMARY
Members must:
Members must not:
SCHEDULE B – RECOVERY SUITE RULES
Where recovery facilities are available:
Separate recovery facility policies may apply.
MEMBER ACCEPTANCE
By purchasing a membership, activating a membership, entering the Gym or using any Kilo Club facility, the Member confirms that:
KILO CLUB LIMITED
Company Number: SC818238
Email: info@kiloclubgym.com
Website: www.kiloclubgym.com
Version 2.0
Effective Date: 21/06/26
Last Updated: 21/06/26
We consider any act of harassment or bullying to be in direct conflict with our Company purpose, aims, culture and values as well as a breach of our Member Rules and we will not tolerate harassment or bullying of any kind. All allegations of bullying and harassment, whoever it is reported by or about, will be promptly and impartially investigated and, where it is determined that harassment or bullying has occurred, appropriate corrective action will be taken. Any concerns raised under this policy will be treated with discretion and confidentiality to the extent that a fair and robust investigation process will allow. Furthermore, we will also not tolerate victimisation of a person for making allegations of harassment or bullying in good faith or when supporting someone to make such a complaint. We have one policy to cover bullying and harassment of and by members, employees, self-employed PTs, contractors and anyone else engaged to work at Kilo Club, whether by direct contract or otherwise. Furthermore, this policy covers bullying and harassment both within our gym as well as some settings outside for example, work-related social events or actions on social media. If you have any questions about this policy, please speak with Ruadhan Cowan in the first instance.
Contents Definitions:
Bullying is offensive, intimidating, malicious or insulting behaviour, and/or an abuse or misuse of power that is meant to undermine, humiliate, or injure the person on the receiving end.
Harassment is a form of unlawful discrimination. It is unwanted conduct related to a protected characteristic which includes sex, gender reassignment (or transgender status), race (which includes colour, nationality and ethnic or national origins), disability, sexual orientation, religion or belief, marriage and civil partnership, pregnancy or maternity and age. This unwanted conduct either has the purpose of, or is reasonably considered by the person on the receiving end to have the effect of violating their dignity or otherwise creating an intimidating, hostile, degrading, humiliating or offensive environment.
Victimisation is subjecting a person to a detriment because they have, in good faith, complained (whether formally or otherwise) that someone has been bullying or harassing them or someone else, or supported someone to make a complaint or given evidence in relation to a complaint.
When considering the above definitions, it is important to note: Conduct may be harassment whether or not the person behaving in that way intends to offend. Different people find different things acceptable, and everyone has the right to decide what behaviour is acceptable and to have their feelings respected by others.
A single incident can be harassment where behaviour that any reasonable person would realise it would be likely to offend without you having to make it clear in advance that behaviour of that type is not accepted, for example, sexual touching.
Where it may not be so clear that behaviour would be unwelcome to, or could offend someone, for example some jokes, flirting or asking someone out for a date, it may not be harassment in the first instance. If, however the behaviour continues after you have made it clear, that the behaviour is unacceptable it will likely constitute harassment.
Harassment may also occur where a person engages in unwanted conduct towards another because they perceive someone to have a protected characteristic (for example, a perception that they are gay or have a disability), when they actually don’t. Similarly, harassment could take place where someone is bullied or harassed because of someone else they have an association with, for example if their partner is pregnant.
You may feel harassed even if the unwanted conduct is not directed towards you. For example, an employee is offended after they have overheard colleagues speaking about a member in a very derogatory or objectified manner.
Provided that you act in good faith, i.e., you genuinely believe that what you are saying is true, you have a right not to be victimised for making a complaint or doing anything in relation to a complaint of bullying or harassment. Kilo Club will take appropriate action to deal with any alleged victimisation, which may include disciplinary or other remedial action against anyone found to have victimised you. Please be aware that making a complaint that you know to be untrue, or giving evidence that you know to be untrue, may lead to disciplinary or other appropriate remedial action being taken against you.
Serious bullying or harassment may amount to civil or criminal offences, e.g., a civil offence under the Protection from Harassment Act 1997 and criminal offences of assault.
Examples of bullying and harassment Sometimes it is hard to know whether someone’s behaviour is inappropriate and our view of what is appropriate can depend on the place, context, the people involved and can change over time. Bullying and harassment could be physical, verbal, or non-verbal and can include a wide range of behaviour including through email, text message or social media. We have included a number of examples of behaviours that could constitute bullying or harassment but please note that the below list is illustrative and not exhaustive:
Physical • Unwelcome physical contact including patting, pinching, stroking, kissing, hugging, fondling, or other inappropriate touching. • Physical violence, including sexual assault. • Stalk, threaten, intimidate, or coerce someone.
Verbal • The offer of rewards for going along with sexual advances, e.g., a job promotion or additional benefits/ services. • Making threats or comments about someone's job security or gym membership without a fair or reasonable rationale. • Intrusive questions about an individual’s sex life, gender identity or transition. • Comments regarding someone’s appearance, weight, dress, sexuality, age, gender identity or transition, relationship status that are derogatory or objectifying or otherwise would make someone feel uncomfortable. • Jokes, comments, or stories of a sexual nature or about an individual's age, race, gender, gender identity or transition, disability, sexual orientation, religion, or marital status. • Repeated and unwanted flirting or social invitations for dates or physical intimacy. • Flirting with someone at a time that is considered inappropriate due to the context, setting, time or place. • Unwanted or derogatory nicknames. • Refusal to use the appropriate pronoun or calling someone who has transitioned their previous name. • Starting or sharing malicious rumours or insulting/ ridiculing someone.
Non-verbal • The use of obscene or suggestive gestures. • Whistling or leering. • The exclusion of an individual because they have or are perceived to have, or are associated or connected with someone with a protected characteristic. • The display or sharing of pictures, objects, or literature with sexual or racial overtones, are transphobic or derogatory even if not directed at any person. • Isolation or non-cooperation with an individual or those that are close to them. • Oppressive levels of supervision. • Deliberately setting up someone to fail.
Acts of bullying and harassment which can also constitute a serious crime could also include: • Threats of violence. • Physical attack and sexual assault. • Hate crimes i.e., racist, homophobic, or transphobic hostility. • The sharing of private or sexual videos or imagery of another person without their consent. • Sharing the previous name, gender history or trans identity of an individual without their consent, if the individual has a GRC.
Whilst we would hope that such instances would not occur at Kilo Club and consider that we have taken all reasonable actions to prevent such occurrences, in the instance that another’s actions could constitute a serious crime, we would always encourage you to report the matter to the police and will cooperate with any police enquiries should you wish to press charges. What should I do if I think I am being bullied or harassed? We would encourage anyone who believes that they have been bullied, harassed, or victimised to take the first step and share their experiences and concerns with us. We know this can be difficult but to facilitate this, we have robust procedures designed to support open conversations, dispute resolution and, where appropriate, we will take remedial action. In some cases, you may be able to sort out matters yourself, informally. For example, where the person may not be aware that their behaviour is unwelcome or upsetting to you or where your feelings about what you consider acceptable have changed over time. Whilst this doesn’t mean that the behaviour is accepted, if you suspect that the individual doesn’t realise the impact of their behaviours, we encourage you to raise this with them. During your discussion we would recommend that you highlight the impacts of their behaviour and ask them to stop in order to help them to understand the impact of their actions and agree to change it. If you are not sure how to approach this discussion informally yourself:
If, however, an informal approach does not resolve matters, or the situation is too serious to be dealt with yourself, informally, you can make a formal complaint to Ruadhan Cowan. We will also ensure that where possible, you are able to outline your complaint to someone that you feel comfortable to, for example if you would prefer to discuss an incident of sexual harassment with someone of your own sex. Further arrangements may need to be made to facilitate this, but we will discuss this with you.
When managing formal complaints regarding bullying or harassment we will ensure: • It is investigated promptly and thoroughly. • To outline expected timelines of any process and keep you updated on the general progress of the investigation. Subject to data protection requirements we will confirm our findings and any further recommendations. • That discretion and confidentiality is maintained as much as a fair and thorough investigation will allow. Limited disclosures will need to be made on a need-to-know basis to facilitate a fair and robust investigation and to implement remedial action or manage any associated risks. • To implement reasonable safeguards whilst matters are investigated and in line with any investigation findings. We do understand that you may wish to remain anonymous and that the subject of your complaint is not made aware that concerns have been raised by you, however, it is unlikely that we will be able to conduct a robust and fair investigation without some limited disclosures and without putting the allegations to the individual concerned. Please do however talk to us about your concerns and we will work with you to agree an approach. What happens if I am accused of bullying or harassment? If someone approaches you informally, please do not dismiss their concerns because you were only joking, or you think the individual is being too sensitive. Different people find different situations and conversations acceptable, and everyone has the right to have their feelings respected by others. If you have offended someone without intending to, the person concerned may be satisfied with an explanation, an apology, and an assurance that you will be careful in future not to behave in a way that you now know may cause them distress. If a formal complaint is made about your own behaviour, the matter will be fully investigated and dealt with in accordance with the appropriate Company procedure. We appreciate that it can be distressing to have a complaint levelled against you and no conclusions will be drawn, or permanent corrective action taken until an investigation has been conducted. We may however need to take steps to limit contact between you and the person raising the complaint and in more serious cases suspend access to the gym until a conclusion can be drawn, but this does not constitute remedial action. Such short term action would be in line with our commitment to implement reasonable safeguards. Depending on the findings of the investigation and in the event that we have a reasonable belief that bullying, or harassment has occurred, remedial action will be taken. This action will vary depend on the perceived seriousness of your actions and your relationship with Kilo Club, but could include: • Employees – disciplinary action or in more serious cases dismissal without notice. • Members – membership warnings or the termination of your membership. • Self-employed PTs / Contractors / agency staff – changes to your contract or the termination of your contract with the Company. In more serious cases, where bullying or harassment may constitute unlawful discrimination and allegations may give rise to other civil claims or criminal proceedings against you, these would proceed independently of any action taken by Kilo Club. It is also extremely important that you do not subject an individual who has made a complaint against you or supported an individual in making a complaint or given evidence in relation to such a complaint to acts of victimisation. Where it is determined that an individual has been subject to victimisation this will likely result in further remedial action. In the event the complaint is not upheld we will provide further support, as appropriate, to ensure that both parties can continue or resume working and working-out at Kilo Club.
Responsibilities Kilo Club will: • Conduct regular reviews of our policies, processes and working methods to ensure they are free from unlawful discrimination and support a welcoming work and work our environment. • Review the outcomes of cases where complaints of bullying and harassment have been made to check that the proper procedures have been followed and implement changes in response to our learning. • Periodically monitor our success in ensuring that the gym remains aa safe and inclusive environment, where everyone can be themselves such as through the use of confidential surveys. We will however only be able to ensure everyone has dignity at Kilo Club with your help which you can give by ensuring you: • Treat everyone with dignity and respect; whether that’s employees, members, standalone PTs, contractors, or visitors to site. • Act in accordance with our member rules, policies, and any reasonable request from a member of staff. • Consider how your own behaviour may affect others and rectifying that if necessary. Everyone will have their personal reasons for coming to Kilo Club and we want to ensure that everyone can get the most out of their work out or working day. • Are clear with others when you find their behaviour unacceptable, unless it should be obvious in advance that this would be the case • Be considerate and do not dismiss others if they raise concerns about your behaviour informally to you • Intervene if appropriate and it safe to do so, to stop or prevent harassment or bullying and give support to recipients. • Report harassment or bullying in line with the appropriate procedure and provide support to us in the investigation of any complaint • If a complaint of harassment or bullying is made please don’t pre-judge or victimise the complainant or alleged harasser. We at Kilo Club have a particular responsibility to: • Set the right example by our own behaviour. • Support the maintenance of a safe and supportive working and work-out environment. Make sure that all members, employees, contractors, and visitors know what standards of behaviour that are expected of them and take corrective action as appropriate and in line with our policies and procedures where conduct is unsatisfactory. • Take all concerns raised seriously and assume every claim of bullying, harassment or other inappropriate behaviour is legitimate and escalated appropriately. • Ensure employees, members, self-employed PTs, and other contractors know how they can raise any concerns they have and never conceal or discourage someone from raising a legitimate concern. • Ensure employees know what further support is available for them if they have been a victim or accused of, bullying or harassment.