Terms and Conditions

General

All users of Oriam facilities and services shall do so subject to the following terms and conditions. Oriam staff have a positive duty to instruct users of these. In addition, Oriam may request users to adhere to specific rules and regulations. These will be clearly defined to users and enforced by Oriam staff.

Oriam reserve the right to:

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.

Accessibility and Inclusion

2.8.1 At Oriam, we are committed to providing an inclusive and accessible environment for all users. We strive to ensure that our facilities, programmes, and services are welcoming and usable for people of all abilities. Our team works continuously to remove barriers and improve access, guided by the principles of the Equality Act 2010.

2.8.2 Accessible features include:

• Step-free access to key areas
• Accessible changing rooms and toilets
• Hearing loop systems in designated areas
• Reserved parking for Blue Badge holders

2.8.3 Oriam staff are trained to assist users with accessibility needs. If you have specific access requirements or need support during your visit, please contact us in advance at [email protected].

Complaints

2.9 Purpose: These Terms and Conditions outline the process for submitting and managing complaints at Oriam. Our goal is to ensure transparency, fairness, and timely resolution of all concerns raised by customers.

2.9.1 Definitions

• Informal Feedback: Comments or suggestions provided verbally, via social media, or through feedback forms without formal escalation.
• Formal Complaint: A written complaint submitted via email to [email protected] for official review and resolution.

2.9.2 Submission Guidelines

Formal complaints must be submitted via email to [email protected].

• Complaints should include:
• Full name and contact details
• Description of the issue
• Relevant dates and supporting evidence

2.9.3 Response Times

Initial acknowledgment within 5 working days of receipt. Resolution timelines may vary depending on complexity and escalation level.

2.9.4 Confidentiality

All complaints will be handled confidentially. Personal data will be processed in accordance with data protection laws.

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.

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 not be allowed access to or permitted to remain within or near an Oriam facility. Any users found in possession of alcohol or drugs may be asked to leave the 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

User Code of Conduct

5.8 To ensure a safe, respectful, and enjoyable environment for all users, Oriam expects all individuals using its facilities to adhere to the following Code of Conduct:

5.8.1 Respect for Others

Treat staff, coaches, and fellow users with courtesy and respect. Discrimination, harassment, bullying, or abusive behaviour will not be tolerated.

5.8.2 Safety First

Follow all safety instructions provided by Oriam staff. Use equipment and facilities responsibly and only for their intended purpose.

5.8.3 Cleanliness and Hygiene

Maintain personal hygiene and help keep facilities clean. Dispose of rubbish in designated bins and report any spills or hazards to staff.

5.8.4 Fair Use

Share facilities fairly and avoid monopolising equipment or space. Respect booking times and vacate areas promptly when your session ends.

5.8.5 Compliance with Policies

Abide by all Oriam policies, including those related to smoking, alcohol, drugs, and appropriate attire.

5.8.6 Reporting Issues

If you witness or experience inappropriate behaviour, report it to Oriam staff immediately. All reports will be handled confidentially and in line with Oriam’s safeguarding procedures.

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.

6.2 The organisation accepts no responsibility for the loss, theft, or damage of personal belongings brought onto our premises. All items found will be kept for a maximum of 5 days. After this period, unclaimed items may be donated or disposed of at our discretion. Customers are responsible for ensuring their belongings are secure at all times. Proof of ownership may be required before any item is returned.

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.

Force Majeure

7.10 Oriam will not be liable for cancellations or service interruptions caused by events beyond its control, including extreme weather, power outages, or other unforeseen circumstances.

Bookings Procedures

Definitions

8.1 'The hirer' shall mean the person or organisation identified 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 in writing via [email protected]. If the request is accepted, the hirer will be required to sign paperwork through Docusign (or if an external organisation, by an authorised agent thereof)

Process

8.4 Upon receipt of the request , , Oriam shall process the booking accordingly (providing availability permits). 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.

8.7 Events (All Categories)

8.7.1 All Categories of Events must submit a written request to [email protected]
8.7.2 On confirmation of available facilities, a provisional booking will be added to the booking system, a DocuSign contract 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.

8.7 Events (All Categories)

8.7.1 All Categories of Events must submit a written request to [email protected]
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 [email protected]
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 Upon receipt of a signed Contract, Direct Debit Mandate, the booking of the facilities will be confirmed and sent via email to the hirer.
8.8.4 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.
8.8.5 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.
8.8.6 All late payments will incur a late charge of £10.
8.8.7 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 [email protected]
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 Upon receipt of a signed Contract, Direct Debit Mandate and, the booking of the facilities will be confirmed and sent via email to the hirer.
8.9.4 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.
8.9.5 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.
8.9.6 All late payments will incur a late charge of £10.
8.9.7 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 [email protected]
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 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.
8.10.4 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.
8.10.5 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.

8.11 Pay As You Play (PAYP)

8.11.1 Bookings can be made 14 days in advance via Oriam app
8.11.2 Payment is taken at the point of booking and is non-refundable
8.11.3 Facilities will not be available across every hour of Oriam's opening hours as other private group bookings will take place.
8.11.4 Bookings must vacate the space at the end of their booking.
8.11.5 No equipment is provided for PAYP bookings.
8.11.6 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.

8.12 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 [email protected]

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 (with the exception of Hyrox classes), 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. Payment is non-refundable, however the customer can ask by phoning Oriam reception to transfer to another class at no additional cost should they not be able to attend the class they have booked & paid for, providing they are giving advance notice of at least 8 hours prior to class start.

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

9.17Members paying by Direct Debit or RCP are required to make a pro-rata upfront payment on application. This will be fully explained by the Oriam staff.

9.18 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.

9.19 Members paying by RCP will cancel their membership one calendar month from the day that the cancellation request has been received in writing.

9.20 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.

9.21 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.

9.22  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

9.23 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

9.24 If a member wishes to freeze their membership a request must be made in writing before the 15^th of the month to [email protected]

9.25 maximum freeze period of 4 months is applicable.

9.26 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.

9.27 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.

Student Memberships

9.28 All Sports Union (SU) Club members are required to hold an active Oriam membership. This is a mandatory condition for participation in any SU Club activities.

9.29 In the event of Oriam membership cancellation, both the Sports Union and SU Club will be notified. If you wish to continue participating in SU Club activities after your membership has ended, you must repurchase both your Oriam membership and SU Club membership.

9.30 It is the member’s responsibility to ensure their Oriam membership remains active throughout their involvement with SU Clubs. Failure to maintain an active Oriam membership will mean you will not be able to participate in any SU Club activities.

9.31 Student memberships are non-refundable and non-transferable.

9.32 SU Club memberships are transferred from Oriam into the club bank account and are therefore controlled by the Club under the auspices of the Sports Union.

Oriam Activities Programme

Definitions

10.1.0 “Activities Programme” is the sports classes, camps and birthday parties 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 sports classes in the activities programme

Sports Classes

Registration

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

• By monthly direct debit (DD) via Go Learn
• By payment on Oriam 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 [email protected] 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.

Holiday Camps

10.5.0 Bookings must be made in full prior to the camp starting via the online platform used by Oriam. Your place in the camp is not confirmed until payment is received and spaces are taken on a first come first served basis.

10.5.1 Cancellations made more than 7 days before the camp start date will receive a full refund. Cancellations made within 7 days will not be refunded unless in exceptional circumstances (e.g. medical).

10.5.2 We reserve the right to cancel or amend sessions due to low numbers, staff illness,  in such cases, a full refund or alternative holiday camp date will be offered.10.5.3 Parents/Guardians are required to physically sign in and sign out their children from the Holiday Camp activity in the registration/pick up desk in Sports Hall . Written permission is required if someone other than the registered parent/guardian will collect the child.

Health and Safety

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

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

10.6.2 Children must meet the specified age requirements for the respective sports classes or camp

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

10.6.4 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

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

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

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

10.6.8 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.

10.6.9 For sports classes, 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.10.6.10 Oriam will provide a fully inducted, qualified coach that has been PVG checked for all classes.

10.6.11 Oriam is not responsible for loss or damage to personal items brought by the child

Birthday Parties

10.7.0 – Booking Confirmation - All birthday party bookings are considered confirmed as the activity is booked and paid in full at the time of booking.  Oriam has issued written confirmation on receipt of the booking. Confirmation will be sent via email once your booking is secured.

10.7.1 – Deposits and Payment - The full activity amount is required at the time of booking to reserve the spot. The remaining catering/room hire balance must be paid in full no later than 7 days prior to the party date. Unpaid balances may result in cancellation of the booking.

10.7.2 – Cancellations and Refunds

• Cancellations made more than 14 days before the event may transfer the deposit to another available date (subject to Oriam’s approval).
• Cancellations made within 14 days of the event  for Oriam provided food will result in the food amount being retained.
• In the unlikely event Oriam must cancel due to operational or safety reasons, an alternative date or full refund will be offered.

10.7.3 – Amendments to Bookings - Requests to change the party date, time, or package type must be made in writing at least 7 days prior to the event and are subject to availability. Additional charges may apply if the change involves an upgraded package or additional guests.

10.7.4– Guest Numbers - Final guest numbers must be confirmed no later than 7 days before the party. The final charge will be based on the confirmed number or the actual number of guests attending, whichever is greater.

10.7.5 – Arrival and Departure
 Please arrive no earlier than 10 minutes before your scheduled start time. Parties must end promptly at the agreed finish time to allow for changeovers. Late departures may incur an additional charge.

10.7.6 – Supervision and Safety
 A responsible adult (aged 18+) must remain present throughout the duration of the party.

• For Football and Tennis Parties, an Oriam Party Host will lead the session; however, parent/guardian supervision is still required.
• Ratios for Football is one Party Host to 16 children. Ratios for Tennis is one Party Host to 12 children
• Additional guests will require another coach and the hourly coach fee of £20.00 per hour
• For Inflatable Parties, a minimum of one adult per ten children must supervise the inflatable area at all times, alongside Oriam Party Host
• Failure to follow safety instructions may result in the activity being stopped without refund.

10.7.7 – Food and Catering Options
 Oriam offers two catering options:

• Oriam Catering – Food provided by our in-house catering team. Menu selections must be confirmed 10 days before the event.
• Self-Catering – Customers providing their own food must complete the Oriam Food Waiver via DocuSign at least 5 days prior to the party. External caterers are not permitted without prior written approval.

10.7.8 – Food Safety and Hygiene
 All self-catering customers are responsible for the safe preparation, storage, and serving of food. Oriam accepts no liability for any food-related illnesses or incidents arising from self-catered items. Hot food or equipment requiring power must not be brought onto the premises.

10.7.9 – Behaviour and Conduct
 All guests are expected to behave respectfully toward staff, other visitors, and property. Oriam reserves the right to remove any participant engaging in unsafe, disruptive, or abusive behaviour. Refunds will not be issued in such cases.

10.7.10 – Damage and Liability
 The individual named on the booking form is responsible for any damage caused by party guests to Oriam property, equipment, or facilities. Oriam is not responsible for loss or damage to personal belongings brought onto the premises.

10.7.11 – Health and Safety Regulations
 All participants must wear suitable sports clothing and footwear appropriate for the activity (e.g., non-marking trainers for Tennis, shin guards for Football).
 Inflatable users must remove shoes, jewellery, and sharp objects before use.
 Oriam staff reserve the right to stop any activity that poses a safety risk.

 10.7.12.0 – Special Requirements
 Any additional requirements such as themed decorations, entertainers, or extended time slots must be agreed in writing at least 7 days prior to the event. Additional fees may apply.

10.7.13 – Late or Non-Attending Guests
 Refunds or time extensions cannot be provided for guests arriving late or failing to attend the event.

10.7.14 – Agreement to Terms
 By confirming the booking and/or paying the deposit, the customer acknowledges that they have read, understood, and agreed to these Terms and Conditions, as well as Oriam’s general Health and Safety policies.

Private Tennis Lessons

10.8.0 Tennis coaches providing private tennis lessons operate on a self-employed basis. Any service they provide to a customer constitutes a separate contract between the coach and that customer.  Oriam accepts no responsibility for any breach of contract, breach of duty or negligence of a tennis coach providing a private tennis lesson. 

10.8.1 Should Oriam need to cancel any private tennis lesson for whatever reason, a refund or alternative booking can be provided to ensure coach and/ or participant is not financially impacted by this.

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, EH14 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.

11.4.3 The customer receiving treatment paid for by their insurance provider will be liable for the cost of the services should Oriam be unable to recover the payment(s) within 90 days.

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 minimise 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.

Sport & Health Testing

11.8.0 Payment for a test/ appointment within the Sport & Health Testing service is due at least 48 hours in advance of the booking.

11.8.1 Cancellations with more than 48 hours’ notice will be refunded in full providing a different date can’t be arranged. Cancellations within 48 hours or failure to attend will result in full payment being retained unless under exceptional circumstances.

11.8.2 You may be required to complete a Pre-Exercise Screening Form (PAR-Q) or medical questionnaire prior to testing. If you have any known medical conditions (e.g. cardiovascular, respiratory, metabolic), recent illness, or injury, you must declare these before testing.

11.8.3 We reserve the right to refuse testing if we believe it may present a health risk.

11.8.4 Data collected during testing (including physiological results and personal information) will be handled in accordance with UK Data Protection Act 2018. Results will be shared only with you (or your nominated representative) unless you provide written consent otherwise.

11.8.5 Participation in sport & health testing involves some risk. By signing the consent form, you acknowledge that you understand and accept these risks. You are responsible for following all staff instructions and safety guidance during testing.

11.8.6 We accept no liability for injury, loss, or damage resulting from participation, except where caused by negligence or breach of statutory duty by us or our staff.

11.8.7 Interpretations and recommendations are provided for informational purposes only and do not constitute medical advice. You should consult a qualified medical or health professional regarding any clinical or health concerns.

11.8.8 We reserve the right to cancel or reschedule appointments due to staff illness, equipment failure, or other unforeseen circumstances. In such cases, an alternative date or full refund will be offered.11.8.9 By confirming the booking and/or paying for the booking the customer acknowledges that they have read, understood, and agreed to these Terms and Conditions, as well as Oriam’s 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.

Oriam Performance Sport Services

Oriam Youth Development Programme

12.1.0 Booking -

12.1.1 Payment - Direct Debit payments will be taken on or shortly after the 1st of each month for the month in advance and all sessions will be charged regardless of attendance.

12.1.2 Behaviour – participants must follow the rules of the programme as communicated as part of onboarding. Oriam has a 3-strike policy for any child who is not behaving or increasing the risk of themselves or another child in the gym getting hurt. The strikes will be verbally stated to you as a parent and then followed up with an email. If a child receives three strikes, they will be removed from the programme with immediate effect. We are unable to offer refunds for the remaining weeks of the training block in this circumstance.

12.1.3 Injury reporting – Parents must communicate any injuries to the lead coach in advance of the session to allow them to adapt the session to suit their needs. Any pre-existing medical conditions, past injuries must be communicated as part of the onboarding process.

Sport Science Contract

12.2.0 Booking

12.2.1 Payment

12.2.2 Behaviour

12.2.3 Injury reporting

Oriam Well-Being Services

Personal training

13.1.0 For personal training services delivered by Oriam staff, the terms and conditions for personal training services is provided and agreed with the customer separately upon payment.

13.1.1 Personal training in Oriam is also provided by approved self-employed trainers. Any service they provide to a customer constitutes a separate contract between the personal trainer and that customer.  Oriam accepts no responsibility for any breach of contract, breach of duty or negligence of a trainer providing a personal training session.

Bike Bothy

14.1.0 For Bike Bothy services such as bike hire and servicing, the terms and conditions for these services is provided and agreed with the customer separately upon payment.

Definitions

15.1.0 To aid understanding, the following terms are used throughout this document:

15.1.1 User – Any individual accessing Oriam facilities or services.

15.1.2 Member – A registered individual with an active Oriam membership.

15.1.3 Hirer – A person or organisation booking Oriam facilities for private or group use.

15.1.4 Customer – A person making a booking or purchase from Oriam, including for activities, camps, or clinic services.

15.1.5 Facility – Any part of Oriam’s premises, including sports halls, pitches, studios, changing areas, and communal spaces.

15.1.6 Staff – Employees or authorised representatives of Oriam or Heriot-Watt University.

Complaints and Feedback

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

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

16.1.2 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.