Private Coaching Terms & Conditions

1. Packages and coaching services

Each package is valid only for the named purchaser, coach, appointment type, session length and number of sessions stated in its description. Packages cannot be transferred, shared, resold or exchanged without BDG’s prior written approval.

Private coaching is separate from BDG memberships, membership trials, class credits and drop-in training. Purchasing a package does not guarantee a particular date or time. Sessions remain subject to coach availability, facility availability, the BDG timetable and existing bookings.

2. Booking sessions

Sessions must be booked through BDG’s approved booking system using the valid package code or credit issued to the purchaser. Appointments are allocated on a first-come, first-served basis.

You are responsible for checking the coach, date, start time, duration and location shown in the booking confirmation. Please contact BDG promptly if any detail appears incorrect.

3. Package validity and expiry

The package expiry period and expiry date are shown before or at purchase and in the customer’s booking account. All sessions must be booked and completed before that expiry date unless BDG confirms otherwise in writing.

Unused credits ordinarily lapse on expiry. BDG may consider a reasonable extension for a documented injury, medical condition, pregnancy, coach unavailability or another exceptional circumstance. Any extension is considered individually, is not automatic and does not affect your statutory rights.

4. Cancellations and rescheduling by the client

You must cancel or reschedule through the booking system at least 24 hours before the appointment start time. When the required notice is given, the session credit will normally be returned to the same package, subject to the original package expiry date.

A session cancelled or rescheduled with less than 24 hours’ notice may be treated as used and deducted from the package. Failure to attend without notice will be treated as a completed session and the credit will not be returned.

BDG may consider a genuine emergency at its reasonable discretion. Evidence may be requested where appropriate. Repeated late cancellations may result in future bookings being restricted.

5. Cancellation or coach changes by BDG

If BDG or the booked coach cancels a session, the credit will be returned and an alternative appointment may be arranged. The original package expiry date will continue to apply unless the cancellation makes a reasonable extension necessary.

If the named coach becomes unavailable for an extended period, BDG may offer an appropriate alternative coach. You do not have to accept a materially different service. Where BDG cannot provide the contracted service, any remedy will be handled fairly and in accordance with your statutory rights.

6. Payment

Prices are those displayed at the time of purchase. Payment is collected through BDG’s approved payment provider. A package is not active until the required payment has cleared, unless BDG confirms otherwise in writing.

You must not reverse, dispute or charge back a valid payment without first giving BDG a reasonable opportunity to investigate and resolve the issue. This does not prevent you from exercising any legal rights available through your card provider or under UK law.

7. Instalment arrangements

Instalments are available only where expressly offered and separately agreed. An instalment arrangement is a commitment to the complete package or programme; it is not the purchase of independent smaller blocks.

The written instalment arrangement will state the total price, payment amounts, payment dates and the credits released after each cleared payment. Credits may be released progressively and BDG may suspend unreleased credits and future bookings while an agreed payment remains overdue.

If an instalment is missed, BDG will contact you and allow a reasonable opportunity to resolve the payment. Any cancellation, termination or amount due will be assessed fairly, taking account of services already supplied, losses reasonably incurred and applicable consumer law. Nothing in this clause permits BDG to impose a disproportionate penalty.

8. Online purchases and the 14-day cancellation period

Where you purchase a package online or by another qualifying distance method, you will normally have the legal right to cancel the contract within 14 days after the day the contract is entered into, without giving a reason.

To exercise that right, email info@basedefencegym.com before the cancellation period expires and clearly state that you wish to cancel the package. Include your name, package and purchase date.

If you ask BDG to begin providing coaching during the 14-day cancellation period, including by booking and attending a session, you expressly request early performance of the service. If you later cancel within the 14-day period, BDG may deduct a proportionate amount for coaching already supplied at the applicable package session rate.

If the service has been fully performed during the cancellation period following your express request and acknowledgement, the statutory cancellation right may end once the service has been fully supplied. Refunds due under this clause will be processed in accordance with applicable law and normally returned using the original payment method.

9. Refunds after the cooling-off period

After any applicable statutory cooling-off period has ended, packages are not ordinarily refundable merely because you change your mind, your availability changes or you do not use the sessions before expiry.

This does not affect remedies available where services are not provided with reasonable care and skill, are materially different from what was agreed, cannot be supplied by BDG, or where another statutory right applies. BDG may approve an extension, transfer or partial refund in exceptional circumstances at its reasonable discretion.

10. Health, safety and participation

Martial arts and physical coaching involve strenuous activity, physical contact and an inherent risk of injury. You must disclose relevant injuries, medical conditions, pregnancy, medication and limitations before participating and update the coach if circumstances change.

You must follow reasonable coaching, hygiene and safety instructions and stop immediately if you feel unwell or unsafe. You remain responsible for deciding whether you are fit to participate and should obtain medical advice where appropriate.

Nothing in these terms excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud, or your statutory rights.

11. Conduct

Clients must treat coaches, staff, other users and the facility respectfully. BDG may stop a session or restrict future bookings where behaviour is unsafe, abusive, discriminatory, threatening or seriously disruptive. Where a session is stopped because of the client’s serious misconduct, the credit may be treated as used where this is fair and proportionate.

12. Clients under 18

A parent or legal guardian must purchase or approve coaching for a client under 18 and provide any required consent and medical information. BDG’s safeguarding requirements and reasonable supervision arrangements apply to all junior private coaching.

13. Personal information

BDG and its booking and payment providers process personal information to administer purchases, bookings, payments, safety information and communications. Personal information will be handled in accordance with BDG’s privacy information and applicable data-protection law.

14. Changes to these terms

The terms applying to a purchase are those made available when the contract was entered into. BDG may update these terms for future purchases or where a change is required by law. A material change will not be applied retrospectively in a way that unfairly reduces an existing customer’s contractual rights.

15. Complaints and governing law

Please send questions or complaints to info@basedefencegym.com. BDG will try to investigate and respond within a reasonable time.

These terms are governed by the law of England and Wales. If you live elsewhere in the United Kingdom, you retain the benefit of any mandatory consumer protections and rights to bring proceedings available to you under applicable law.