1. Introduction

Welcome to Saddle Up Cycle Coaching. By engaging in our services, you agree to these terms and conditions. For clients purchasing monthly coaching plans, completing a Rider Profile before the commencement of the plan is mandatory to ensure personalised coaching suited to your goals.

2. Booking and Payment

  • Booking: All coaching services (gym sessions, skills coaching, circuit training, lactate testing, and personalised coaching) must be booked in advance via our official website. We may decline a booking if necessary information, such as health questionnaires, is incomplete.

  • Payment: Full payment is required at the time of booking. For monthly plans, payments are billed automatically at the start of each billing cycle.

  • Late Payment: Payments not received within five days of the due date will incur a 5% late fee. Reminders will be sent within 48 hours of the due date. Continued non-payment may result in suspension of services. Repeated late payments may lead to termination of the client’s plan.

  • Payment Disputes: Contact us immediately in the event of a payment dispute. Services will be suspended until the dispute is resolved.

3. Cancellation and Refunds

  • Session Cancellations:

    • More than 48 hours' notice: Full refund.

    • 24 to 48 hours' notice: 50% refund.

    • Less than 24 hours' notice: No refund.

  • Monthly Plans: Monthly plans are non-refundable. Notice is required before the end of the current month to avoid charges for the next billing cycle. In case of injury or illness, plans can be paused with supporting medical documentation.

  • Coach Cancellations: If we cancel a session with less than 48 hours’ notice, clients will receive a full refund or the option to reschedule at a reduced rate.

  • Refunds: All refunds will be processed within 14 days via the original payment method.

4. Non-Communication and Inactivity Policy

  • Client Responsibility: Clients must communicate regularly with their coach and upload workout data as per the plan.

  • Inactive Clients: If a client is inactive for 28 days without notice, their account may be suspended. After two billing cycles of inactivity, the client’s plan will be terminated without refund unless exceptional circumstances apply.

  • Reactivation: Clients can contact us to reactivate their plan. Reactivation is subject to availability and may require a fitness reassessment.

5. Health and Safety

  • Physical Readiness: All clients must complete a Physical Activity Readiness Questionnaire (PAR-Q) before starting training.

  • Medical Clearance: Clients with pre-existing conditions or injuries must provide medical clearance. We reserve the right to suspend training if it’s deemed unsafe.

  • Client Responsibility: Clients acknowledge that they are responsible for their own health. Saddle Up Cycle Coaching is not liable for injuries unless caused by negligence during supervised sessions.

6. Bike and Equipment Guidelines

  • Equipment Condition: Clients must ensure their bikes and equipment are in good working order. Saddle Up Cycle Coaching is not responsible for injuries caused by faulty equipment.

  • Equipment Requirements:

    • A well-maintained bike

    • A properly fitting helmet (mandatory)

    • Cycling shoes and appropriate clothing

    • Water and snacks for longer sessions

    • Spare tubes and basic repair tools

7. Weather Policy

  • Session Rescheduling: Sessions affected by adverse weather will be rescheduled at no extra cost. Clients will be notified of any changes. If rescheduling is not possible, a full refund will be issued.

8. UK Anti-Doping (UKAD) and Coach Clean Compliance

At Saddle Up Cycle Coaching, we support clean sport and are compliant with UK Anti-Doping (UKAD) and Coach Clean.

  • Anti-Doping Obligations: All clients must comply with UKAD’s anti-doping regulations. Please notify your coach if you are subject to testing.

  • Use of Banned Substances: The use of banned substances listed by WADA is prohibited. Any violation will result in immediate termination of services without refund.

9. Photography and Media

  • Consent: Photographs or videos may be taken during sessions for marketing or educational purposes. Clients will be informed in advance and can opt out.

  • Media Usage: Any media captured during sessions remains the property of Saddle Up Cycle Coaching and may be used for promotional purposes. Clients can withdraw their consent at any time.

10. Privacy Policy

  • Data Protection: Personal data is stored in compliance with GDPR and used solely for session management. We will not share personal data without explicit consent.

  • Data Retention: Client data will be retained as necessary to fulfil legal, accounting, or reporting requirements. Clients can request the deletion of their data at any time.

11. Liability and Insurance

  • Insurance Coverage: Saddle Up Cycle Coaching is insured for liability in case of injuries or property damage during sessions.

  • Limitation of Liability: We do not assume liability for injuries or property loss unless caused by negligence during supervised sessions. Clients are encouraged to have personal insurance.

12. Code of Conduct for Group Sessions

  • Professional Behaviour: Participants must behave respectfully at all times during group sessions.

  • Compliance: Follow all session rules and coaching instructions to ensure safety.

  • Group Dynamics: We encourage a supportive environment. Disruptive behaviour will result in removal from the session without a refund.

  • Substance Use: The use of alcohol, drugs, or performance-enhancing substances is prohibited. Violations will result in immediate removal and termination of services.

13. Intellectual Property

  • Content Ownership: All materials provided by Saddle Up Cycle Coaching remain the intellectual property of the company.

  • Prohibited Use: Clients are not permitted to share, reproduce, or use materials for commercial purposes without written consent. Any unauthorised use will result in legal action.

14. Client Feedback and Improvement

  • Feedback Mechanism: We encourage clients to provide feedback. Your input helps us improve the quality of our services.

  • Issue Resolution: If you are dissatisfied with our services, please contact us directly. We will make every effort to resolve the issue.

15. Satisfaction Guarantee

  • Commitment to Quality: If you are not satisfied with your service, you may request a reassessment of your plan or additional support at no extra cost.

  • Limitations: This guarantee covers service quality. It does not apply to situations where clients fail to engage with their training plan or fail to communicate regularly.

16. Changes to Terms and Conditions

  • Right to Amend: We reserve the right to amend these terms and conditions. Any changes will be communicated at least 14 days in advance.

  • Client Agreement: By continuing to use our services after amendments, clients accept the revised terms.

17. Termination of Service

  • Client-Initiated Termination: Clients may terminate their plan by giving notice before the next billing cycle. Failure to give notice may result in being charged for the following cycle.

  • Coach-Initiated Termination: We reserve the right to terminate services for non-payment, non-compliance, or unsafe behaviour.

  • Refunds on Termination: No refunds will be provided for unused services unless otherwise specified.

18. Force Majeure

Saddle Up Cycle Coaching will not be liable for delays or cancellations due to events beyond our control, such as natural disasters, strikes, pandemics, or government regulations. Affected sessions will be rescheduled or refunded.

19. Dispute Resolution

In the event of a dispute, both parties agree to mediate in good faith. If mediation fails, legal proceedings may follow. The prevailing party is entitled to recover legal fees and court costs.

20. Governing Law and Jurisdiction

These terms and conditions are governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.