Terms & Conditions
Last updated January 2025
Activities, sessions and services are provided by The Cowshed Cafe Ltd.
These terms and conditions (“Terms”) set out the terms of business governing the agreement between The Cowshed Cafe Ltd or The Cowshed Cafe as an agent (“Us”, “We”, “Our”) and You when You purchase a service with Us and/or use Our facilities.
You are advised to read these Terms and rules carefully. By continuing with Your booking, You confirm that:
You understand and accept all of the Terms below and you will adhere to any local rules. Acceptance of Your application and any subsequent withdrawal are at Our absolute discretion.
By agreeing to these Terms, You acknowledge and agree that in entering into this agreement You are not relying on any promise, assurance, statement, representation, warranty or understanding except as expressly provided in these Terms.
Where a Term is generic this applies to all customers, however some of the Terms and Conditions will only apply to specific Members, Memberships or Activities and may not be relevant to all customers.
DEFINITIONS AND INTERPRETATION
Activity Booking: A reservation made by You to enable You to access an activity or service at Our venue or provided by Our staff.
Activity Fee: A fee charged when booking or accessing an activity or service at Our venue or provided by Our staff. In the event You cancel Your booking, or You fail to show up for Your activity the Activity Fee is non-refundable.
Commencement Date: The date on which Your booking starts.
Data Protection Legislation: The UK General Data Protection Regulation, the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations 2003, as amended, replaced or superseded, and all other applicable laws and regulations relating to the processing of personal data and privacy together with any applicable guidance and/or codes of practice issued or endorsed by the Information Commissioner or relevant government department in relation to such legislation. The terms Data Controller and Personal Data have the meanings given to them in this legislation.
Fees: On-going or upfront amounts payable for activities.
The Cowshed Cafe Ltd: Referred to as Us within this document. The Cowshed Cafe Limited, registration no. 120545563, registered in England and Wales, whose registered office is at Oak Farm, Bedford Road, Northill, Bedfordshire, SG189AW.
Session, service or activity: A supervised activity session or coaching service booked with Us.
Rules: venue / facility rules, activity rules are those that are on display at Our venue or online and should be read and adhered to
1. GENERAL CONDITIONS OF USE
1.1 Use of any of Our facilities, services and activities is subject to:
1.1.1 Your adherence to the venue Rules and any other rules pertaining to that activity, service or facility.
1.1.2 Availability of the activity programme. This will vary from day to day and at various times. Our programmes often include exclusive sessions for beginners only, for experienced users only, for women only, for children only, for people with disabilities only and for older people only as well as closure for special events and activities. You are deemed to understand that this may restrict Your use from time to time and that no financial adjustment will be made to Your Fees.
1.1.3 The safe capacity of the facility.
1.1.4 You wearing attire appropriate to the activity.
1..2 In all cases, Our interpretation of the Rules and these terms will take precedence and the decision of Our Manager or his / her nominee is final and must be respected.
1.3 Our managers have the right to:
1.3.1 Refuse admission.
1.3.2 Ask You or a member of Your party to leave the premises.
1.3.3 Exclude You or a member of Your party in the future from Our venue at their absolute discretion.
1.4 Such action may be taken where You or a member of Your party fails to observe any of these Rules and conditions of use or where appropriate in the reasonable opinion of Our Manager.
1.5 We may sometimes need to postpone, alter, cancel or introduce new activities temporarily or permanently at any time for any reason, including in response to customer feedback and/or to withdraw equipment and/or facilities for any reason including but not limited to maintenance, repair and alteration. We will, where reasonably possible, contact you by email as far in advance as possible to advise you of such a change.
1.6 We will not reduce or refund any Fees because of or in response to such unavailability of facilities, whether or not this is due to the programming of activities and classes but if We make a significant change You may cancel Your agreement in accordance with the cancellation provisions set out in Clause 5.
1.7 You must not place any illegal goods or consumables, toxic, polluted or contaminated goods, flammable or hazardous goods, living plants or animals, food or perishable goods or waste in Our venue.
1.8 We accept no responsibility for the criminal activity of others and items left at Our venue inside or outside are done so at your own risk.
1.9 Your Health is your Responsibility. Exercise carries its own risk, and you should therefore never exercise beyond your ability. If you have any doubts as to your fitness, or you have any medical conditions that may affect your safety through exercise, you should seek advice from your doctor before partaking in the activity.
1.10 When joining, you made the following statement concerning your health:
I wish to embark on a programme/session of physical activity and confirm that I do not have any health conditions which may prevent or adversely affect my participation in the activity. If my health status changes, I will seek guidance and clearance to exercise from my General Practitioner or other relevant health professional before participating any further in the physical activity.
1.11 You are not permitted to enter the facilities or partake in activities when under the influence of alcohol or illegal drugs.
1.12 You are not permitted to bring any animals into any facility with the exception of guide dogs. If You know You require the use of a guide dog when booking any activity or service, please inform Us at that time.
1.13 You are not permitted to smoke, vape or use e-cigarettes anywhere on the premises or in the immediate vicinity.
1.14 No photography, filming or any type of recording of images or sound is permitted within Our venue without You first obtaining permission from the General Manager. You must not take any images or recordings of any individuals unless you have their prior express permission, or there is implied permission (for example relating to your own children or family members). The Manager may permit You to take occasional photos or videos if requested at the time, but any formal or more extensive filming or photography must be approved beforehand in writing by the Manager. You are not permitted to record or capture any images, video or audio recordings at any time in changing areas or toilets.
1.15 Guests are not permitted on site at Our venue before, during or after Your activity. During sessions/activities the Cafe may not be open to the public. Only those booked on the session/activity may be present on site at these times.
2. BOOKING, PAYMENT & CANCELLATIONS
2.1 You are encouraged to make your Booking in advance to secure Your place, You can book online via the Our website: thecowshedcafe.co.uk.
2.2 All bookings must be made in the name of the person/persons attending the session or activity and must be used by that specified person. Bookings cannot be transferred to any other individual, group or organisation.
2.2.1 Sub-selling is not permitted and any person or organisation purchasing Our activities or services with the intent to supply them to a third party will have their booking cancelled without refund.
2.3 You must always register Your attendance by signing the sign-on form at the start of the session and before participating in any activity.
2.4 You must comply with all our Activity Rules at all times, they are available to view on Our website and on Our sign-on form.
Booking Payment
2.5 All Bookings must be paid for at the time of booking and are non-refundable. If You arrive late for Your booked activity, The Cowshed Cafe Ltd has discretion to refuse You access depending on the activity type and any relevant health & safety considerations. All Bookings include an element of a set up time or set down time.
Booking Cancellations
2.6 We recommend that you cancel your booking via Our website.
2.7 If You have paid a Fee and cancel via Our website in advance of the 5 day cancellation period, You will automatically be issued with a refund.
2.8 There may be occasions where you are legitimately not able to provide more than 5 days notice to cancel Your Booking - these instances might include a sudden emergency, those who live with hidden disabilities or health conditions and customers with a registered disability. Should this be the case, customers can contact us in venue, or via Our website. Any refunds will be decided by the manager’s discretion.
3. DATA PROTECTION
3.1 As the Data Controller of the Personal Data We hold about You, We are responsible for upholding Your privacy rights, including Your right to access Your data and to ask for it to be rectified, erased or its use to be restricted, by complying with all relevant Data Protection Legislation. You can exercise your rights by contacting info@TheCowshedCafe.co.uk
3.2 We need to process the personal data You provide to Us in Your booking and the data We collect about Your usage of our facilities in order to provide Our services to You, to manage and administer Your services or activites, to conduct financial audits and deal with financial queries.
3.3 Where We collect ethnicity data We process this on the basis that the processing is necessary for i) the performance of tasks carried out in the public interest; and ii) necessary for reasons of substantial public interest.
3.4 Any special category data is collected and processed on the basis of explicit consent which You may withdraw at any time (see privacy notice on Our website for details on the potential impact of this and how to notify Us).
3.5 For further details on how and why We process Your personal data please refer to Our Privacy Notice which can be found here: Privacy Policy
3.6 Your personal data (including special category data) will be automatically deleted 2 years after expiry or cancellation or the last recorded use of the benefits.
4. RESPONSIBILITIES
Our Responsibility to You
4.1 We want You to enjoy peace of mind with Your activity or service and Your wellbeing is of key importance. We will compensate You for any foreseeable loss or damage You may suffer if We breach any duties imposed upon Us by law (including if We or Our employees cause death or personal injury to You by Our negligence) unless that failure is attributable to:
4.1.1 your own fault
4.1.2 a third party unconnected with Our provision of the facilities; or
4.1.3 events which We could not have foreseen or prevented even if We had taken all reasonable care.
4.2 We shall not be liable for any damage to, loss, or theft of personal property belonging to You or anyone else at Our venue including from vehicles, except to the extent that any such loss, damage or theft of personal property is as a result of Our negligent action or omission, in which case Our liability to compensate You shall be limited to a reasonable amount.
Your Responsibility to Us
4.3 By booking and participating in any activity or service, You are deemed to be fit and able to participate in the activity(ies) offered. Please refer to clause 3.10 and 3.11 for full details.
4.4 Where You are taking part in any physical activity You are responsible for monitoring Your own physical condition throughout Your use of Our services. In the event of any unusual symptoms occurring, You should inform a member of staff immediately.
4.5 You must use equipment and facilities in the correct manner according to instructions; You must not use the same in any manner which constitutes a health and safety risk either to Yourself or to others. We are not responsible for any injury or loss You suffer as a consequence of misuse of any equipment, or of any health condition that You may have (except where Our negligence causes personal injury).
You must not be accompanied by guests, children or pets when attending a session or activity. Only the person/persons booked on the activity may be present on site at Our venue.
5. CAR PARKING AND CYCLES
5.1. Where applicable (depending on activity) car parking facilities may be made available to You. You may use such spaces only whilst attending the session or activity.
5.2. We accept no liability for any loss or damage which may result from Your use of the car parking facilities. All such use is at Your own risk
5.3. Booked use of the facilities does not guarantee the availability of a parking space. Spaces are available on a first come first served basis
5.5. Vehicles left at Our venue outside of Your booking may be removed and stored at a charge.
5.6. Where external storage facilities exist for bicycles and e-bikes, they be must stored outside the premises in the designated area at the customer’s own risk. They must not be stored elsewhere on the premises.
5.7. The charging of batteries and equipment for bicycles, e-bikes, e-scooters, and e-unicycles within The Cowshed Cafe Ltd premises is prohibited.
6. GENERAL
6.1 These Terms may be reviewed and/or altered at any time. We will use reasonable endeavours to inform customers of material or significant changes to the Terms as far in advance as possible with notice of any significant change such as the temporary closure or change to Fees. In these instances notices will be displayed in the facilities and, where You have provided an email address, this will be used as the primary method of contact for such notice.
6.2 We reserve the right to reject any booking at Our absolute discretion, or withdraw any service if You fail to comply with these Terms and/or Our Venue conditions. Refunds will not be given where the customer is in breach of these Terms.
6.3 These Terms and any dispute or claim arising out of or in connection with them or their subject matter or formation (including non-contractual disputes or claims), shall be governed by, and construed in accordance with, the law of England and Wales.
6.4 If any court or competent authority finds that any provision contained in these Terms (or part of any provision) is invalid, illegal or unenforceable, that provision or part-provision shall, to the extent required, be deemed to be deleted, and the validity and enforceability of the other provisions of these Terms shall not be affected.
6.5 No failure by Us to enforce any provision in these Terms shall constitute a waiver of the right to subsequently enforce that provision or any other provision of these Terms. Such failure shall not be deemed to be a waiver of any preceding or subsequent breach and shall not constitute a continuing waiver.
6.6 A person who is not a party to these Terms shall not have any rights under or in connection with them.