Terms and conditions – Fit Vantaa – Iron Paradise

Hereinafter referred to as the ”Gym”, meaning FitVantaa – Iron Paradise (Scandinavian Wellness Group Oy).

  1. All written communications must be sent by email to info(a)fit-vantaa.fi. The Gym will confirm that the matter has been processed by replying to the email.
  2. The customer trains and participates in group exercise classes at their own risk. This applies to the outdoor and indoor gym areas, group exercise facilities, common areas of the Gym, as well as changing rooms and shower facilities. 
  3. The Gym is not responsible for the loss, damage, or theft of the customer’s personal property brought onto the premises, regardless of whether the items are stored in a locked locker or left in common areas. 
  4. The customer is responsible for providing accurate information and informing the Gym of any changes to their name, email address, telephone number, or postal address. Address and personal information are not updated automatically in the Gym’s customer records or billing system. 
  5. Customers must be prepared to verify their identity upon request. 
  6. If a customer behaves inappropriately at the Gym, fails to comply with the Gym’s rules, or engages in unlawful conduct, their membership will be terminated immediately and any fees already paid will not be refunded. 
  7. The Gym uses recorded video surveillance for security purposes. Video recordings will only be disclosed to authorities upon official request. 
  8. The customer must ensure that their child is capable of staying in the children’s area without the immediate presence of a guardian. The customer remains responsible for supervising their child. Children are not permitted in the gym training areas. Operations are conducted in accordance with the safety regulations issued by the Finnish Safety and Chemicals Agency (TUKES). 
  9. Independent personal trainers may coach their own clients at the Gym. Both the personal trainer and the client must hold a valid membership, access card, or single-entry pass. Recruiting clients and advertising personal services within the Gym premises is prohibited. 
  10. Customers have the right to cancel purchases made through the online store by notifying the Gym via email at info(a)fit-vantaa.fi within fourteen (14) days of entering into the agreement (Consumer Protection Act, Chapter 6, Section 14). The Gym may charge reasonable compensation for services already used. If an access card has been issued as part of the purchase, the cost of the card will not be refunded (Consumer Protection Act, Chapter 6, Section 19).
  11. The Gym maintains a customer register. Personal data is processed in accordance with the EU General Data Protection Regulation (GDPR) and applicable national legislation. The Gym’s privacy policy is available on its website and may also be reviewed at the Gym upon request. 
  12. During government-ordered gym closures, membership fees, unused 10-visit passes, and single-entry passes will not be refunded automatically. The Gym reserves the right to decide separately on any refunds or alternative arrangements. 
  13. The Gym reserves the right to amend these Terms and Conditions unilaterally. The current version of the Terms and Conditions is available on the Gym’s website. 

Access to the Gym

  1. Access to the Gym outside customer service hours is only possible with a single-entry access code or an access card. Climbing over or bypassing the entrance gate is strictly prohibited. 
  2. The access card is personal and owned by the customer. The cost of the card is non-refundable. The access card must always be carried when entering the Gym. 
  3. If a customer allows another person to enter through the access gate using their access rights, a contractual penalty of EUR 200 shall be charged for each occurrence, regardless of whether the person entering has a valid membership or access right. 
  4. A fee according to the current price list will be charged for replacing a lost or damaged access card. Cards that are malfunctioning despite appearing externally undamaged will be replaced free of charge. Card replacement is only available during customer service opening hours. 
  5. Any loss of an access card must be reported immediately to Gym staff. If another person uses the access card and its loss has not been reported to the Gym, the Gym shall not be liable for purchases made from vending machines using the card. In addition, the customer will be charged the applicable single-entry fee for each unauthorized visit. If the violation continues despite a warning, the membership may be terminated without refund.
  6. If a customer forgets their access card and must purchase a single-entry pass to gain access, they may request reimbursement of the single-entry fee in writing, provided they held a valid access right at the time of the visit. 

Memberships

  1. Memberships and access cards are strictly personal. 
  2. Customers who initially visit using a single-entry pass are entitled to a discount equivalent to the single-entry fee when purchasing a membership later, provided that they present a receipt or order confirmation. For memberships purchased through the online store, reimbursement may be requested in writing. 
  3. For customers under 18 years of age, the membership agreement must be signed by a legal guardian, who is responsible for payment obligations and ensuring that the minor complies with the Gym’s rules and regulations. Minors may only join the Gym together with a guardian during customer service opening hours. 
  4. Not using the service does not entitle the customer to refunds and does not constitute termination of the membership (see Membership Termination). 
  5. Rejoining the Gym requires that any outstanding payments from previous memberships have been settled. The Gym is not responsible for delays in card activation or other inconveniences caused by unpaid invoices. 
  6. Memberships purchased at a promotional price will automatically continue after the promotional period in recurring four (4) week billing cycles, subject to a one (1) calendar month notice period for cancellation. 
  7. Any price changes will be announced to members at least one (1) month before the new pricing takes effect, after which the new price will automatically apply. 
  8. The Gym is required to notify members at least one (1) month in advance of any price adjustments resulting from changes in VAT rates or other governmental actions before such changes are passed on to members. 

Ongoing Memberships 

Billing 

  1. An invoice for the Gym’s services is generated approximately 21 days before the due date, at which point a new 28-day billing period begins. 
  2. The customer must set up an e-invoice agreement through their own online banking service. It takes approximately 4–5 business days for the e-invoice agreement to be transferred to the Gym’s billing system. 
  3. The membership card may be used as a payment method at the vending machine unless this functionality has been specifically disabled. 
  4. If an e-invoice agreement is not active in the system when an invoice is generated, the invoice will be sent by post as a paper invoice and a billing surcharge according to the current price list will be added. The Gym is not responsible for paper invoices lost or delayed by the postal service, nor for any collection costs resulting from such delays. 
  5. The membership card will be deactivated if payment is overdue by seven (7) days from the due date. The card will be automatically reactivated within 2–3 business days after payment has been registered in the Gym’s system. If payment is made directly at customer service, the card will be reactivated on the following day. After making a payment, the customer may access the Gym during customer service hours by presenting proof of payment until the card has been reactivated. 
  6. The Gym is entitled to charge statutory late-payment interest and reminder fees for overdue payments. If an invoice is transferred to debt collection, the customer is fully responsible for all reminder fees, collection costs, and other charges payable to Cash-In Consulting Oy. 
  7. A person who joined the Gym as a minor is responsible for transferring the billing account into their own name upon reaching the age of 18. Any such change must be communicated to the Gym in writing by email.
  8. In corporate membership agreements, the contracting parties are the Gym and the member as a private individual. The company reimburses the member’s training fees in accordance with the agreement. If the member leaves the company’s employment or the company ceases to pay its agreed contribution, the member remains ultimately responsible as a private individual for all payments and any costs arising from delayed payments. 
  9. If a member repeatedly fails to make payments in accordance with the agreement despite receiving a reminder, the Gym may terminate the membership with immediate effect. 

Membership Freeze 

  1. An ongoing membership may be frozen for a minimum period of two (2) weeks and a maximum period of one (1) year. To request a freeze, the customer must provide the desired start and end dates by email. The freeze may begin no earlier than the date on which the request is received. Membership freezes cannot be applied retroactively. 
  2. The membership resumes automatically on the day following the end date of the freeze period. 
  3. Any invoices already issued must be paid in accordance with their original terms before the freeze begins. Any membership days paid for during the freeze period will be credited to the customer’s training period after the freeze ends and before billing resumes. 
  4. A membership that is currently frozen cannot be terminated. The membership must be active at the time the termination notice is submitted. The notice period is always at least one (1) full calendar month. 
  5. A membership freeze can only be granted when all contractual obligations, overdue payments, and any other relevant matters have been resolved. 

Membership Termination 

  1. Notice of termination must be submitted by email. 
  2. For ongoing memberships, a notice period of one (1) full calendar month applies. The notice period begins on the first day of the full calendar month following the date on which the termination notice is received. 
  3. Failure to pay invoices, cancellation of the e-invoice agreement through the bank, or simply ceasing to attend the Gym does not constitute termination of membership. 
  4. Any promotional offer period constitutes a binding minimum membership term. After the promotional period has ended, the membership may be terminated subject to a notice period of one (1) calendar month. 
  5. Termination becomes effective once the notice period has expired and all contractual obligations and outstanding payments have been fulfilled.