Membership Agreement
Applicable to all Adult and Junior (Under 18) Members
This agreement is between:
5th Element Jiu Jitsu Academy CIC, registered at 1st Floor, 34 Front Street, Framwellgate Moor, Durham, DH1 5EE (“the Academy”)
and
the individual named on the membership registration (“the Member”), or where the Member is under 18, the parent or legal guardian named on the membership registration (“the Parent/Guardian”) on behalf of the Member.
By completing registration via Mat Track, the Member (or, where the Member is under 18, the Parent/Guardian on their behalf) confirms they have read, understood, and agreed to the terms set out in this document, and that the Parent/Guardian has the legal authority to do so on behalf of the Member.
References in this agreement to “the Member” should be read, where the Member is under 18, as imposing the relevant obligation on the Parent/Guardian on the Member’s behalf. Sections marked as applying to Junior Members apply only where the Member is under 18.
1. MEMBERSHIP
1.1 Membership grants access to the classes included within the chosen membership tier, as set out at the time of registration.
1.2 Membership is personal to the Member and non-transferable.
1.3 The Academy reserves the right to modify the class timetable, facilities, or programme structure at any time. Reasonable notice will be given where possible.
1.4 Membership begins on the date of the first payment and continues on a monthly rolling basis until cancelled in accordance with Section 4.
1.5 Where the Member is under 18, they will be placed in the appropriate age group and level at the Academy’s discretion. Progression between levels is determined by the coaching team based on development, ability, and readiness.
2. PAYMENT
2.1 Membership fees are collected monthly via direct debit on the first business day of each month. Where the Member is under 18, payment is collected from the Parent/Guardian’s account.
2.2 All fees are as stated at the time of registration. The Academy reserves the right to amend fees with a minimum of 30 days’ written notice.
2.3 Membership fees are non-refundable. This includes any partial use of a billing period. Once a payment has been processed, no refunds or credits will be issued for unused time.
2.4 Cancelling the direct debit through your bank does not constitute cancellation of membership. The official process in Section 4 must still be completed, and any applicable fees within the notice period remain due.
2.5 Where payment fails, the Academy reserves the right to suspend the Member’s access to classes until the outstanding balance is resolved.
3. MEMBERSHIP FREEZE
3.1 The Member (or, for Junior Members, the Parent/Guardian) may request a membership freeze due to injury, illness, or other personal circumstances. Requests must be submitted in writing to the Academy.
3.2 Freeze periods are granted at the discretion of the Academy on a case by case basis. During an approved freeze, no payment will be collected and membership will be paused.
3.3 The Academy reserves the right to request supporting evidence for medical freeze requests.
3.4 Membership will automatically resume at the end of the agreed freeze period unless otherwise agreed in writing.
4. CANCELLATION
4.1 All cancellations must be submitted via the official cancellation form, available from the Academy team.
4.2 Notice must be submitted at least 14 days prior to the next billing date. If notice is given after this point, one final billing cycle will apply.
4.3 Cancellation of the direct debit does not constitute cancellation of membership. The official process must be completed in full.
4.4 Fees already collected are non-refundable upon cancellation.
5. CODE AND CONDUCT OF BEHAVIOUR
5.1 All Members are expected to conduct themselves in a manner consistent with the values of the Academy — respect for coaches, training partners, staff, and Academy property at all times.
5.2 The following may result in immediate suspension or termination of membership without refund:
• Aggressive, abusive, or threatening behaviour towards any member, coach, or staff
• Deliberate or reckless injury to a training partner
• Harassment or discriminatory behaviour of any kind
• Deliberate damage to Academy property
• Persistent disruptive behaviour that affects the safety or experience of other members
• Serious or repeated breach of Academy policies
• Any conduct deemed by the Academy to bring the club into disrepute or to be incompatible with the safe and inclusive environment of the club
5.3 The Academy reserves the right to terminate any membership at its sole discretion where conduct is deemed incompatible with the safe and inclusive environment of the club. In such cases, no refund of fees will be issued.
5.4 Where appropriate, the Academy will follow a fair process before termination, including the opportunity for the Member (or Parent/Guardian) to respond. However, in cases of serious misconduct, immediate action may be taken where safety is at risk.
5.5 Where the Member is under 18, the Parent/Guardian agrees to support the Academy’s code of conduct and to encourage the Junior Member to uphold the values of the Academy on and off the mat. The Parent/Guardian’s conduct at Academy events and sessions is also subject to this section. Behaviour by a Parent/Guardian that undermines coaches, intimidates other members, or creates a hostile environment may result in the Junior Member’s membership being terminated.
6. HEALTH, FITNESS AND PARTICIPATION
6.1 By agreeing to this membership, the Member (or, for Junior Members, the Parent/Guardian on the Member’s behalf) confirms that the Member is in good health and that there are no known medical conditions that would prevent safe participation in martial arts training.
6.2 The Member (or Parent/Guardian) agrees to inform the Academy of any medical condition, injury, allergy, or change in health that may affect training or safety.
6.3 The Academy strongly recommends that adult Members consult a medical professional before commencing training if they have any pre-existing health conditions.
6.4 The Member acknowledges that grappling is a contact sport and that minor bumps and injuries may occur during training. Participation is at the Member’s own risk within the context of reasonable coaching care. The Academy and its coaches take all reasonable steps to ensure a safe training environment, but cannot accept liability for injury resulting from participation in contact sport activity where reasonable care has been taken.
7. JUNIOR MEMBERS — PARENTAL RESPONSIBILITY AND SUPERVISION
The following section applies only where the Member is under 18 years of age.
7.1 The Parent/Guardian is responsible for ensuring the Junior Member attends classes punctually and is collected promptly at the end of each session.
7.2 The Academy is not responsible for Junior Members outside of scheduled class times. The Parent/Guardian must ensure appropriate arrangements are in place for drop-off and collection.
7.3 The Parent/Guardian must inform the Academy of any change in emergency contact details or medical information without delay.
7.4 Junior Members must be collected by a known adult. If collection arrangements change, the Academy must be notified in advance.
8. JUNIOR MEMBERS — MEDICAL CONSENT
The following section applies only where the Member is under 18 years of age.
8.1 In the event of an emergency during a session, the Academy will attempt to contact the Parent/Guardian immediately. Where contact cannot be made, the Academy may take reasonable steps to seek medical assistance on behalf of the Junior Member.
8.2 By agreeing to this document, the Parent/Guardian grants the Academy permission to seek emergency medical treatment for the Junior Member where necessary and where the Parent/Guardian cannot be reached in time.
9. JUNIOR MEMBERS — SAFEGUARDING
The following section applies only where the Member is under 18 years of age.
9.1 The Academy operates in accordance with its Safeguarding Policy, a copy of which is available on request and on the Academy website.
9.2 All coaches and staff are enhanced DBS checked and safeguarding trained.
9.3 The Academy has a designated safeguarding lead. Any safeguarding concerns should be reported to the Academy immediately.
9.4 The Academy reserves the right to share information with relevant authorities where there is a safeguarding concern relating to a Junior Member, regardless of consent.
10. LIABILITY
10.1 The Academy’s liability is limited to the fullest extent permitted by law. Nothing in this agreement limits liability for death or personal injury caused by the Academy’s negligence.
10.2 The Academy accepts no responsibility for loss or damage to personal property on Academy premises.
10.3 The Member (or Parent/Guardian) is advised to consider appropriate personal accident insurance for martial arts participation where relevant.
11. MEDIA CONSENT
11.1 The Academy regularly produces photographic and video content for use on social media, its website, and other marketing materials.
11.2 By agreeing to this membership, the Member (or, for Junior Members, the Parent/Guardian on the Member’s behalf) consents to the Member being photographed or filmed during training sessions and to the Academy using such content for marketing and promotional purposes.
11.3 If the Member (or Parent/Guardian) does not wish to be included in Academy content, they must notify the Academy in writing. The Academy will take reasonable steps to honour this request, though it cannot guarantee exclusion from all group or background imagery.
11.4 The Member’s image will not be sold to third parties and will only be used in connection with the promotion of 5th Element Jiu Jitsu Academy.
12. DATA PROTECTION
12.1 The Academy collects and processes personal data including names, dates of birth, contact details, and relevant medical information for the purpose of administering membership and ensuring the safe delivery of training. Where the Member is under 18, data relating to both the Junior Member and the Parent/Guardian is processed.
12.2 Data relating to Junior Members is processed in accordance with UK GDPR and the additional protections afforded to children’s data under applicable legislation.
12.3 Personal data is held securely and will not be shared with third parties except where required by law, for safeguarding purposes, or where necessary for the administration of the membership (for example, payment processing).
12.4 The Member (or, where applicable, the Parent/Guardian) has the right to access, correct, or request deletion of personal data held by the Academy in accordance with UK GDPR. Requests should be directed to reece@5thelementjiujitsu.com.
12.5 Full details of how the Academy handles personal data are set out in the Academy’s Privacy Policy, available on the website.
13. GENERAL
13.1 This agreement is governed by the laws of England and Wales.
13.2 If any provision of this agreement is found to be unenforceable, the remaining provisions continue in full force.
13.3 The Academy reserves the right to update these terms with a minimum of 30 days’ notice to the Member (or Parent/Guardian).
13.4 Continued membership following notification of updated terms constitutes acceptance of those terms.
By completing registration via Mat Track, the Member (or, where the Member is under 18, the Parent/Guardian on the Member’s behalf) confirms they have read, understood, and agreed to these terms.
5th Element Jiu Jitsu Academy CIC
07511265152