Terms and Conditions

Policies and Insurance

Protection of Children Act

1.1 Not grant a contract to any organisation involved with children, young people or vulnerable adults who have not completed the necessary paperwork. 

1.2 Ensure children, young people and vulnerable adults on Oriam's care will be protected via the procedures outlined in Oriam's 'Child Protection Policy'

1.3 Ensure any external provider delivering on behalf of Oriam to children, young people or vulnerable adults have completed the necessary paperwork.

Group Policies and Procedures

1.4 Have written confirmation that all groups using Oriam have the necessary policies and procedures in place before using the facility. The following policies are required as a minimum:

1.4.1 Risk Assessment

1.4.2 Public Liability Insurance

1.4.3 Child Protection Policy including Risk Assessment

1.4.4 Managing children policy

Damage to Oriam Facilities

1.5 Repair any damage done to Oriam facilities, fixtures, fittings, and equipment (excluding fair wear and tear) and charge the full cost of repair to the individual, group, club or organisation responsible for the damage.

Personal Injury Liability

1.6 Claim full indemnity from any User for any accident or injury (including fatality) to the User that may occur on premises owned or operated by Oriam other than liability which may arise from the negligence of Oriam, its staff or agents.

1.7 All exercise carries risk, and by taking part in exercise with the facility you are accepting this risk. If a User is not sure whether they should exercise, they should seek medical advice.

1.8 All gym users must sign a health declaration as part of their membership, guests must sign a health declaration at reception on arrival.

Personal Goods Liability

1.9 Reject any liability for damage to or loss (including theft) of Users' property, including theft or loss of items from lockers, which liability for loss or damage to personal goods shall be the sole responsibility of the User.

Force Majeure

1.10 If any circumstances, over which Oriam has no control, render the facilities not available for the user on any given day or any part of such day, the user shall not be entitled to compensation in consequence thereof or in connection therewith. 

Children in Changing Rooms

1.11 Children under 8 years old should be taken into an 'opposite sex' changing area when there is no same sex adult accompanying them.

1.12 Children 8 years and over must not be taken into an 'opposite sex' changing area.  

Data Protection

Recordings and copyright

2.1 No photographs, film or video recordings may be made without the express permission of Oriam Staff or user groups. Furthermore, Oriam retain the right to exercise copyright ownership of all photographic, film & video images taken at an Oriam facility. 

Data Protection Act

2.2 Collect and process personal information about users where this is necessary to effectively administer the facility bookings. Oriam shall process such information securely and in accordance with the UK Data Protection Act 2018.

2.3 Oriam also have  a privacy notice for all users which can be found here:
Privacy Policy - Oriam (oriamscotland.com)

Medical Emergency

2.4 In a medical emergency, Oriam staff may need to disclose information about a service user to the emergency services where this is necessary to protect the vital interests of the individual, in a case where the individual's consent cannot be given.

Use of CCTV

2.5 Utilise CCTV throughout Oriam facilities for the purposes of public safety and crime prevention. - CCTV can only be accessed by authorised people) updated by HWU.

Confidentiality

2.6 Ensure that each party shall treat all information provided by the other party as confidential and use such information only for purposes of performing the Contract or meeting its obligations under the Contract.

Freedom of Information

2.7 Share information on the User as requested by an FOI request. Oriam is a Public Authority within the meaning of the Freedom of Information (Scotland) Act 2002 (The Act). Therefore, any information in relation to this contract and associated correspondence received may be disclosed under the Act. If Oriam receives a request for information that the contractor has identified as being confidential, Oriam shall use reasonable endeavours to consult with the other party. However, Oriam has ultimate discretion over whether such information requested must be disclosed under the provisions of the Act. Heriot-Watt University manages FOI requests on Oriam's behalf. 

Disability Act/ Accessibility Policy

2.8 

Complaints

2.9 

Promotional Entitlement

Advertisement

3.1 Approve any matter including advertisements for inclusion in programmes relating to events to be held at the Facility, and the hirer shall be responsible for ensuring that any such material is made available to the Organisation for inspection prior to its release. Fly Posting of an event within any of our facilities is totally prohibited.

Social Media

3.2 Communicate information relating to the event through appropriate social media channels. Should the hirer not wish this to happen then must write to Oriam as part of the bookings process.

Facilities

Decision Making Responsibility

4.1 Make the final decision regarding admission, allocation, use or closure of all Oriam facilities.

Set-up and Take-Down

4.2 All bookings will be subject to a set-up time and this will be included within the booking. Please do not use your booking space until all staff have cleared it for use. This will include additional set up and cleaning time after an event or booking to ensure the facility is returned to a neutral position.

Bookings Policy

4.3 Administer a bookings policy which, provided the appropriate dates are adhered too, provides a priority order for bookings according to user groups. Further information can be found in section eight below.

Maintenance

4.4 Make alteration or carry out essential repairs or maintenance without prior notice, although every consideration will be made to minimise inconvenience. For planned, major refurbishment, Oriam will endeavour to provide users with a minimum of one month's notice.

Loose Equipment

4.5 Ensure that any equipment used within the facilities must be appropriate for purpose. Any balls or equipment used in indoor facilities, or synthetic surfaces, must be clean. 

Return of Goals

4.6 Ensure that all users return the goals to the appropriate storage area after use. All goals for the synthetic pitches are available at the side of the pitch in a specific stored location. This must be completed within the booking time slot. 

Use of Changing Areas

4.7 Ensure the Changing Rooms and/or lockers are provided for clothing and to further ensure that these facilities are used accordingly. Only in exceptional circumstances, will belongings be allowed into the playing areas.

Team Changing Areas

4.8 Ensure team changing areas are left in a suitable condition for the next user. Keys for changing rooms must be collected and signed out from the main reception desk where a physical deposit is taken by the Customer Assistant until the key has been returned. 

Return of Changing Rooms

4.9 Refuse access to team changing should any individual or group not leave the facility in a tidy and respectable manner. Where relevant, this may also include the holding of any deposits paid for key access. 

Children

4.10 Ensure that children seven years of age and under shall not be admitted to an Oriam facility unless accompanied by a responsible adult aged 16 years or over. If the child is participating in a coached activity or class, a responsible adult must remain in attendance within the facility for the duration of the class. 

Behaviour

Admission and Membership

5.1 Refuse admission and terminate membership of any person or persons, who in our opinion, whose behaviour is such, that it interferes with the safe operation of the facility or is in breach of these terms and conditions.

Foul and Abusive Language

5.2 Refuse entry to customers that use foul and abusive language or demonstrate threatening behaviour towards Oriam Staff when using an Oriam venue. 

Alcohol and Drugs

5.3 Ensure that no person who, in the opinion of the Duty Supervisor and safeguarding team, appears under the influence of alcohol and/or drugs will be allowed access to or permitted to remain within or near an Oriam facility.

Types of Activity

5.4 Ensure that no activity, which could be misconstrued or give offence to other customers, will be permitted.

Smoking Policy

5.5 Ensure that Oriam, including all external pitches, is a non-smoking environment, including vaping, E cigarettes, smoke free campus.

Gambling

5.6 Ensure that no gambling or gaming activities are permitted within any Oriam facility. Anyone found in breach of this rule may be liable to prosecution under The Gambling Act 2005 (Scotland) Regulations 2007.

Personal Training and Group Exercise

5.7 Refuse any individual who is carrying out paid teaching, education, or coaching activities on the premises without the express, prior permission of the Oriam Management Team. 

Clothing, Footwear and Belongings

Personal Belongings

6.1 Changing rooms and lockers are provided and should always be used. Bags and personal belongings are not permitted in activity areas. Items left in changing rooms must be secured within lockers provided. Oriam take no responsibility for items left within changing rooms. Any items left within lockers overnight will be removed and held within the facility under the lost property policy. 

Suitable Attire

6.2 Ensure that all members and users of the facilities must be attired according to their intended activity.

Synthetic Pitches

6.3 Ensure that only appropriate footwear with moulded studs is permitted whilst using the synthetic pitches. No flat-soled training shoes are permitted. 

Sports Halls

6.4 Ensure that only clean, indoor, light-coloured, non-marking footwear is worn whilst using the Sports Hall, Squash Courts, Studios & Indoor Tennis Centre. Oriam staff can refuse entry if the deem footwear to be unsuitable for that area.

Removal of Outdoor/Studded footwear

6.5 Ensure that sports related footwear is removed on either entry to the building (from outdoors) or from the synthetic pitches (from indoors).

Food and Beverage

General Usage

7.1 Opening Hours: the Café operates from 08:00 to 19:00 on a Monday to Friday and from 08:00 - 17:00 on a Saturday and Sunday. Oriam reserves the right to change these opening hours due to bookings and demands of the overall business.

Orders and Payments

7.2 Placing Orders: orders can be placed at the counter. Please inform our staff of any dietary restrictions or allergies when placing your order.

7.3 Payment Methods: We are a cashless facility and only accept credit and debit cards. All payments must be made in full at time of ordering.

7.4 Pricing: Prices are subject to change without prior notice.

Responsibility of Allergies

7.5 Oriam takes no responsibility for customer consuming food with allergens when on the premises. All food sold within Oriam has clear labelling or packaging giving allergen information and customers shall consume at their own risk.  

Beverage Policy

7.6 Outside food and drinks are not permitted in the Café area. If customers bring their own food or drink into the premises, then these must be consumed in one of our lounge areas.

7.7 We strive to ensure the highest quality and safety of our food and beverages. If you have concerns about your order, please notify a member of our staff immediately.

7.8 Refunds and Returns: Due to the perishable nature of our products, returns and refunds are only available if there is a demonstrable issue with the quality of the product. Please contact our staff promptly to address any such concerns. 

Facility Use

7.9 Available on a first come first served basis. We kindly request that you do not reserve seats for extended periods, especially during peak times. Help us maintain a clean and welcoming environment by disposing of rubbish in the designated bins and notifying staff of any spills.

Bookings Procedures

Definitions

8.1 'The hirer' shall mean the person or organisation indentified as the hirer on the official application form for hire of facilities or where appropriate any employee, agent, licensee or invitee of the hirer acting with the authority or which the apparent authority of the hirer. 

8.2 'The facilities' shall mean the room or rooms or other parts of the Facility which are identified on the official application form together with any common parts of the facility which are used incidentally by the hirer in connection with the hiring and shall also include all fixtures, fittings, furniture, decorations and equipment whatsoever (whether in the ownership of the organisation or not) which are present in the Facility. 

Applications

8.3 Application for the use of facilities must be made on the authorised form to be signed by the hirer  through Docusign (or if an external organisation, by an authorised agent thereof) and sent to bookings@oriam.hw.ac.uk

Process

8.4 Upon receipt of the application form, with possible prior contact should additional information be required, Oriam shall process the application accordingly. This, where possible, will fall into one of the following categories:

8.4.1 Standard Booking <£500
8.4.2 Standard Booking >£500
8.4.3 Events (All Categories)
8.4.4 Hire Agreement Peak
8.4.5 Hire Agreement Standard
8.4.6 Short Term Lets

Confirmation

8.5 Standard Booking <£500

8.5.1 All Standard bookings must be confirmed via email or phone.
8.5.2 Once available space has been confirmed, full payment must be taken at the time of bookings either over the phone or through the virtual terminal.
8.5.3 No standard booking <£500 will be confirmed without payment.
8.5.4 Bookings will be added onto the plus 2 MRM bookings system and added to the customer's Standard account.

8.6 Standard Booking >£500

8.6.1 All Standard bookings must confirm via email through bookings@oriam.hw.ac.uk
8.6.2 Once available space has been confirmed, full payment must be taken at the time of bookings either over the phone or through the virtual terminal.
8.6.3 On confirmation of available facility, a DocuSign Contract outlining the details of the Standard booking will be issued and signature requested.
8.6.4 No standard booking >£500 will be confirmed without payment. 
8.6.5 Failure to complete any of the requirements outlined above within 7 days will result in the provisional booking being removed from the system and the space will be made available for hire.
8.6.6 Bookings will be added onto the plus 2 MRM bookings system and added to the customer's Standard account and a confirmation email sent over from bookings@oriam.hw.ac.uk

8.7 Events (All Categories)

8.7.1 All Categories of Events must submit a written request to bookings@oriam.hw.ac.uk
8.7.2 On confirmation of available facilities, a provisional booking will be added to the booking system, a DocuSign contranct will be sent to the hirer which must be signed in 7 days.
8.7.3 On confirmation of available facilities, an invoice for a 50% non-refundable deposit will be sent to the hirer which must be paid in 7 days.
8.7.4 Upon receipt of a signed Contract and 50% deposit, the booking of the facilities will be confirmed and sent via email to the hirer.
8.7.5 Failure to complete any of the requirements outlined above within 7 days will result in the provisional booking being removed from the system and the space will be made available for hire.
8.7.6 14 days prior to all events a final invoice will be submitted to the hirer and the final balance must be paid for prior to the event.
8.7.7 Any additional spend on the day of the event will be invoiced and should be paid within 7 days of receiving the invoice.
8.7.8 All late payments will incur a late charge of £10.
8.7.9 In the instance where debt collection letter must be created for every 30 days of debt held, a further £25 late fee will be added to the hirer's account, and a facility ban will be activated.

8.8 Hire Agreement Peak

8.8.1 The hirer must submit a written request to bookings@oriam.hw.ac.uk
8.8.2 On confirmation of the slot being available, a provisional booking will be added to the booking system for the minimum contract term of 42 weeks, a DocuSign contract will be sent to the hirer (including Direct Debit Mandate) which must be signed in 7 days.
8.8.3 On confirmation of available facilities, an invoice for a 10% NON-REFUNDABLE deposit of the contract value will be sent to the hirer which must be paid in 7 days. This deposit will be held by Oriam and applied in the following:
8.8.3.1 If any individual within your group causes any damage to the facility, then the deposit shall automatically be held until the issue is resolved and paid.
8.8.3.2 To be taken off the final month's payment
8.8.4 Upon receipt of a signed Contract, Direct Debit Mandate and 10% deposit, the booking of the facilities will be confirmed and sent via email to the hirer.
8.8.5 Failure to complete any of the requirements outlined above within the 7 days will result in the provisional booking being removed from the system and the space will be made available for hire.
8.8.6 Bookings will be added onto the plus 2 MRM bookings system and added to the customer's Invoicing account to be paid by Direct Debit on the 15th of each month for the previous month's usage.
8.8.7 All late payments will incur a late charge of £10.
8.8.8 In the instance where debt collection letter must be created for every 30 days of debt held, a further £25 late fee will be added to the hirer's account, and a facility ban will be activated.

8.9 Hire Agreement Standard

8.9.1 The hirer must submit a written request to bookings@oriam.hw.ac.uk
8.9.2 On confirmation of the slot being available, a provisional booking will be added to the booking system for the minimum contract term of 20 weeks, a DocuSign contract will be sent to the hirer (including Direct Debit Mandate) which must be signed in 7 days.
8.9.3 On confirmation of available facilities, an invoice for a 10% NON-REFUNDABLE deposit of the contract value will be sent to the hirer which must be paid in 7 days. This deposit will be held by Oriam and applied in the following:
8.9.3.1 If any individual within your group causes any damage to the facility, then the deposit shall automatically be held until the issue is resolved and paid.
8.9.3.2 To be taken off the final month's payment
8.9.4 Upon receipt of a signed Contract, Direct Debit Mandate and 10% deposit, the booking of the facilities will be confirmed and sent via email to the hirer.
8.9.5 Failure to complete any of the requirements outlined above within the 7 days will result in the provisional booking being removed from the system and the space will be made available for hire.
8.9.6 Bookings will be added onto the plus 2 MRM bookings system and added to the customer's Invoicing account to be paid by Direct Debit on the 15th of each month for the previous month's usage.
8.9.7 All late payments will incur a late charge of £10.
8.9.8 In the instance where debt collection letter must be created for every 30 days of debt held, a further £25 late fee will be added to the hirer's account, and a facility ban will be activated.

8.10 Short Term Lets

8.10.1 The hirer must submit a written request to bookings@oriam.hw.ac.uk
8.10.2 On confirmation of available facility within the requested slot space and time, a provisional booking will be added to the booking system to reserve the requested space for a minimum term of 12 weeks.
8.10.3 On confirmation of available facilities, an invoice for a 10% NON-REFUNDABLE deposit of the contract value will be sent to the hirer which must be paid in 7 days. This deposit will be held by Oriam and applied in the following:
8.10.3.1 If any individual within your group causes any damage to the facility, then the deposit shall automatically be held until the issue is resolved and paid.
8.10.3.2 To be taken off the final month's payment
8.10.4 On confirmation of available facility, a DocuSign Contract outlining the details of the Short Term let (including a Direct Debit Mandate) which must be completed and signed within 7 days.
8.10.5 Failure to complete any of the requirements outlined above within the 7 days will result in the provisional booking being removed from the system and the space will be made available for hire.
8.10.6 Bookings will be added onto the plus 2 MRM bookings system and added to the customer's Invoicing account to be paid by Direct Debit on the 15th of each month for the previous month's usage.
8.10.7 All late payments will incur a late charge of £10.
8.10.8 In the instance where debt collection letter must be created for every 30 days of debt held, a further £25 late fee will be added to the hirer's account, and a facility ban will be activated.
8.10.9 Pay as You Play (PAYP)
8.10.10 Bookings can be made 14 days in advance via Oriam app
8.10.11 Payment is taken at the point of booking and is non-refundable
8.10.12 Facilities will not be available across every hour of Oriam's opening hours as other private group bookings will take place. 
8.10.13 Bookings must vacate the space at the end of their booking.
8.10.14 No equipment is provided for PAYP bookings.
8.10.15 No one-to-one private commercial coaching lessons are able to take place during a PAYP booking as it compromises Oriam's accredited coaches who are approved to provide private lessons.

Booking Cancellations

8.10.16 The hirer will give Oriam immediate written notice of any cancellation or postponement of the event to which their Hire Agreement relates, and/or any reduction in delegate numbers below the agreed contractual numbers. Please note verbal instructions will not be accepted.

8.10.17 The hirer shall be subject to a cancellation period of 30 days, all booking types cancelled inside of 30 days from booking will be subject to the full cost of the booking to be paid. These payment terms are deemed standard but may change depending on the nature of an event booking. Any changes to these terms will be documented in the related DocuSign Agreement.

8.10.18 In the instance that a deposit has been taken, this will be treated as Non-refundable, unless Oriam has made the cancellation.

8.10.19 Oriam may require cancelling bookings from time to time. In such circumstances, Oriam will endeavour to give 30 days' notice to any cancellations and a charge will not be incurred by the hirer.

8.10.20 Oriam reserves the right at any time to cancel any engagement which in their opinion is likely to be detrimental to the letting of the Facility or otherwise objectionable without being liable to any compensation to the hirer arising directly or indirectly from such cancellation. 

Membership Procedures

Definitions

9.1 'The Member' shall mean the person identified as the member on the official application form for membership of the facility

9.2 'The Facilities' shall mean the room or rooms or other parts of the Facility which are identified on the official application form, together with any common parts of the facility which are used incidentally but the member in connection with the hiring and shall also include all fixtures, fittings, furniture, decorations and equipment whatsoever (whether in the ownership of the organisation or not) which are present in the Facility.

Applications

9.3 Application for membership of facilities must be made on the authorised form to be signed by the member (or if an external organisation, by an authorised agent thereof) and sent to membership@oriam.hw.ac.uk

Confirmation

9.4 Steps for membership confirmation

9.4.1 Membership agreements and any support documentation must be completed by the member; it is the responsibility of the member to inform Oriam if any of the details provided change at any time. If fake details are provided on application Oriam will immediately terminate the membership.

9.4.2 Membership profile loaded on facility management system and where required appropriate payment received.

9.4.3 Member provided with Oriam membership card and online username and login information, if a membership card is lost a £5 replacement fee will be applied.

Junior Membership

9.5 Junior memberships apply to those aged 10-15 years.

9.6 Children under the age of 13 must be accompanied by an adult, unless taking part in an organised activity group.

9.7 Children under the age of 10 are not permitted to enter the fitness suite or attend group exercise classes

Walking Sports Membership

9.8 Oriam Walking Sports Membership is available to any adult and provides unlimited free access to walking sports and discounted Pay as You Play (PAYP, See section 8.10.9 - 8.10.15) Activities.

Squash Membership

9.9 Oriam Community Squash Club Membership is available to any adult and provides access into the Squash Club including free club night sessions(s), access to teams who compete in a range of local and national competitions and provides a number of court bookings at no additional cost. Other squash member services such as box leagues are accessible at additional costs.

Group Exercise Classes

9.10 A limit is placed on the number of participants in each class – Oriam reserve the right to change this limit to ensure the safety of all class attendees depending on space available.

9.11 Members can book an unlimited number of group exercise classes; booking can be made 14 days in advance, is free of charge and is based on availability.

9.12 Non- members can book an unlimited number of group exercise classes; booking can be made 14 days in advance; payment must be made at time of booking and is based on availability.

9.13 Oriam ask that you arrive promptly for all group exercise classes, admission of late comers is at the discretion of the class instructor.

9.14 Any member or booker who is unable to attend a class must cancel their booking in advance to free up their place for another booker.

Failure to pay

9.15 Refuse entry to any user or member, who have not paid the appropriate fee by the published date under any signed agreement. In such circumstances, any bookings shall continue to be credited to the Users account until a time where either the account is brought up to date or terminated by both parties. Any membership will be terminated after a period of 30 days where outstanding monies are owed.

9.16 Oriam reserve the right to review facility and membership prices. All users and members will be notified in advance of any price increases taking affect.

Membership Direct Debits and Cancellations

8.34 Members paying by Direct Debit are required to make a pro-rata upfront payment on application. This will be fully explained by the Oriam staff. 

8.35 Standard memberships run on a rolling month by month basis. These memberships must be cancelled using the cancellation form by the 15^th of the month. Cancellations received after the 15^th of the month will be processed for the following month and a payment will still be taken for the following month.

8.36 Contract memberships must adhere to the terms of the specific contact. Following the end of this contract the membership will revert to a non-contract membership and term 8.14 will apply for any cancellation.

8.37 If a Direct debit membership is cancelled by the member at their bank without giving prior notice to Oriam their membership will be suspended and Oriam will pursue the member for any outstanding payments.

8.38 New members have the right to cancel any membership with the first 14 days of joining online or off-premises and will receive a full refund due to a cooling off period. 

Non-Direct Debit Memberships

8.39 Non-Direct Debit memberships must be paid in full at time of application and are non-refundable after the above cooling off period.

Membership Freezes

8.40 If a member wishes to freeze their membership a request must be made in writing before the 15^th of the month to membership@oriam.hw.ac.uk

8.41 maximum freeze period of 4 months is applicable.

8.42 Medical freeze requests will be considered and may be approved for longer than the standard freeze duration free of charge providing a doctor’s note can be provided.

8.43 The member will not be permitted to use members benefits during a freeze period and should they wish to re-activate the membership within the freeze period this must be processed by the membership team in advance of any members benefits being available.

Oriam Activities Programme

Definitions

10.1.0 “Activities Programme” is the sports classes that is delivered by Oriam to minis, juniors and adults.

10.1.1 “Customer” is the person identified as making the booking.

10.1.2 “Go Learn” is the name of the system used to take monthly direct debit payments for recurring classes in the activities programme

Registration

10.2 Registration for a class can be done in one of two ways:

• By monthly direct debit (DD) via Go Learn
• By payment on app for each individual session

Payment

10.3.0 The monthly DD amount for class at Oriam is subject to change. Oriam will review pricing annually with any changes typically implemented on 1^st August of each year. Oriam will provide at least 10 days notice of any change.

10.3.1 In the weeks the classes are not running during planned holidays, the monthly DD is still to be paid as the monthly payment has accounted for the weeks the classes are not running.

10.3.2 Oriam will provide the customer advance information of the holiday weeks and will remind customers 2 weeks in advance.

Refunds

10.4.0 No refunds will be provided for any participant absences.

10.4.1 Oriam will refund any cancellations based on closure for emergency, maintenance weather and staff sickness. No planned holidays will be refunded.

10.4.2 If a refund is due, a credit will be applied to the customers Go Learn account which is offset against next month's payment.

10.4.3 If a customer needs to cancel their booking in a class permanently, they should write to tennis@oriam.hw.ac.uk to cancel space. If received before the 15th of each month no cost will be incurred for following month DD. No refund will be applied for same month the cancellation is requested.

Health and Safety

10.5.0 On registration to a class for a child, the information provided by parents/ guardians, including emergency contacts and medical details, must be accurate and kept up-to-date.

10.5.1 Parents or legal guardians must inform Oriam of any medical conditions, allergies, or special requirements that may affect the child's participation.

10.5.2 Children must meet the specified age requirements for the respective sports classes.

10.5.3 The parents or legal guardians are responsible for ensuring that their child is physically and mentally fit to participate in the sports activities.

10.5.4 For any participants who have recently had a sickness bug they must be symptom free for 48 hours before taking part in a class at Oriam

10.5.5 Child participants are expected to adhere to a positive and respectful code of conduct during sports classes. Any form of bullying, harassment, or disruptive behaviour will not be tolerated and may result in the child's dismissal from the program

10.5.6 The coaching staff will provide a safe and supervised environment during sports classes.

10.5.7 Parents or legal guardians are responsible for ensuring that their child is dropped off and picked up promptly before and after each session.

10.5.8 As per Oriam’s Child Protection Policy, all parents with children under the age of 8 must stay in Oriam in close proximity to the class.

10.5.9 For children aged between 8-16 the parent must still stay in Oriam but does not need to stay near the class. For any participants over 16 the parent/ guardian can leave the building.

10.5.10 Oriam will provide a fully inducted, qualified coach that has been PVG checked for all classes.

Oriam Clinic

General

11.1.0 These terms and conditions apply to all services provided by Oriam Clinic, located at Oriam, Scotland’s Sports Performance centre, EH 14 4AS.

Appointments

11.2.0 Appointments can be made via phone, online booking system via website, or in person at Oriam reception.

11.2.1 Please arrive at least 10 minutes before your scheduled appointment to complete any necessary paperwork.

11.2.2 If you are late for your appointment, the session may be shortened to accommodate the next client.

11.2.3 Please wear appropriate clothing for the area you are having assessed or worked on. 

Cancellations and Rescheduling

11.3.0 We require at least 24 hours’ notice to cancel or reschedule an appointment.

11.3.1 Cancellations made within 24 hours of the appointment time may incur a cancellation fee equivalent to full payment for the session.

11.3.2 No-shows will be charged the full amount of the missed appointment.

11.3.3 We may have to cancel your appointment due to an event outside our control or the unavailability of the relevant health professional. We will promptly contact you if this happens. If we have to cancel an appointment and you have made any payment in advance, we will refund these amounts to you. Where you have booked a course of appointments, and we have to cancel subsequent appointments, we will refund payments on a pro-rata basis for those appointments which have been cancelled.

Payments

11.4.0 Payment is due at the time of service. We accept credit/debit cards only. Payments can be made over the phone by taking credit card details when paying for rehabilitation packages for example

11.4.1 Packages or prepaid sessions must be paid in full in advance and are non-refundable.

11.4.2 Any discounts or promotional offers must be applied at the time of booking and cannot be combined with other offers.

Health and Safety

11.5.0 Clients will be required to confirm their medical history including medication, allergies at their first appointment.  Specific detail may be taken to ensure safety of use of specialist facilities such as the strength and conditioning suite, gym classes or hydrotherapy.

11.5.1 It is the client’s responsibility to inform the therapist of any changes in their health condition.

11.5.2 We adhere to strict hygiene and sanitization protocols to ensure the safety of our clients and staff. We adhere to Oriam strict health and safety policy.

Liability

11.6.0 Oriam Clinic and its staff are not liable for any loss or damage to personal belongings.

11.6.1 Our therapists are qualified and insured.  Each practitioner has their own public liability insurance cover and Oriam has liability cover for the facility.  Every step will be taken to ensure the risk of any injury during treatment or rehabilitation is at an absolute minimum. This will include a full medical history recording at the first session and continual monitoring of symptoms during any treatment/rehabilitation session.

11.6.2 Clients must follow all therapist instructions and guidelines to minimize the risk of injury.

Privacy Policy

11.7.0 We are committed to protecting your privacy and will not share your personal information with third parties without your consent.

11.7.1 All client records are stored securely and are only accessible to authorized personnel.

Complaints and Feedback

11.8.0 We strive to provide the best possible service. If you are unhappy with any aspect of our service, please inform us immediately.

11.8.1 Complaints should be submitted in writing to Oriam Clinic Manager, Oriam Clinic, Heriot-Watt University, EH14 4AS .

11.8.2 We welcome feedback to improve our services.

Changes to Terms and Conditions

Oriam reserves the right to vary the rules and regulations of contracts and the hiring charges from time to time at its sole discretion. In the event of any matter arising in connection with the hiring of the Facility, which is not covered by these rules and regulations, Oriam shall have full power and authority to deal with these at their sole discretion.