Terms and conditions
Effective date: 17 September 2026
These terms are intended for services supplied from our studio in Northern Ireland. They explain the rules that apply when you book or attend a class, buy a pass, gift card or membership, use our website, or otherwise use our services. Our privacy policy explains how we use and protect personal information.
By completing a booking or purchase, you agree to the terms that apply to that service. Nothing in this document limits any rights you have under consumer or data-protection law.
Business details
Business: Hot Yoga with Ella LTD
Address: Unit 4, 13 Central Promenade, Newcastle, County Down BT33 0AA
Email: hotyogawithella@gmail.com
Website: hotyogawithella.co.uk
1. Bookings and accounts
1.1 Classes must be booked through our approved booking system unless we agree otherwise. A booking is confirmed when you receive confirmation and any required payment has been accepted.
1.2 You must provide accurate information and keep your contact details up to date. You are responsible for activity carried out through your booking account.
1.3 A participant under 18 may attend only where permitted by our current age policy and with the consent of a parent or legal guardian. The booking and Bookwhen account must be created and managed by an adult. We may request confirmation of consent and apply reasonable age or supervision requirements for safety.
1.4 Bookings, passes and memberships are personal to the named customer and may not be transferred or shared unless we agree in writing.
2. Prices and payment
2.1 Current prices, inclusions and validity periods are shown before purchase. Prices are in pounds sterling and include any applicable taxes.
2.2 Payment is due when you book or purchase. Payments may be processed by a secure third-party payment provider. We do not store full card details.
2.3 Promotional prices and discount codes may have separate conditions. Unless stated otherwise, offers cannot be exchanged for cash or combined.
2.4 If a payment is reversed, declined or overdue, we may pause future bookings or membership access while we contact you to resolve it. We will not charge an undisclosed fee.
3. Class cancellations refunds and changes
3.1 You may cancel or transfer a class through Bookwhen at least 12 hours before its scheduled start. The class credit will be returned to the original valid pass or membership. A drop-in booking cancelled within this period will receive an account credit unless we agree a refund or a refund is required by law.
3.2 A cancellation made less than 12 hours before the class, or failure to attend, is a late cancellation. The class credit or drop-in fee will normally be forfeited because the reserved place may not be filled. If we refill the place, we may return the credit at our discretion. This rule is intended to reflect the loss caused by reserving a limited class place and will be applied proportionately.
3.3 If exceptional circumstances prevented attendance, contact us promptly. Any discretionary credit does not change this policy for future bookings.
3.4 If we cancel a class, you may choose a replacement booking, an account credit, or a refund of the amount paid for that class. We may substitute an appropriately qualified instructor, make reasonable timetable changes, or adjust the class format or temperature where necessary.
3.5 We are not responsible for reasonable changes caused by events outside our control, but we will provide the remedies required by law and will not charge for a service we do not provide.
4. Passes gift cards and introductory offers
4.1 A class pass can be used only for eligible classes and must be used within the validity period clearly displayed before purchase. Unused credits expire at the end of that period unless consumer law requires otherwise or we agree an extension for exceptional circumstances.
4.2 Gift cards are valid for the period shown at purchase and on the gift card. They are not redeemable for cash, but this does not affect statutory refund rights. The purchaser is responsible for providing the correct recipient details.
4.3 Introductory offers are limited to eligible new customers and may be used once per person unless the offer states otherwise.
5. Memberships
5.1 The price, minimum term, class allowance, payment date and renewal frequency will be shown prominently before you join. Monthly memberships renew automatically on the stated payment date until cancelled. Any fixed six-month or twelve-month option lasts for the stated fixed term and renews only if automatic renewal was clearly disclosed and actively accepted at purchase. Where a fixed term will renew, we will send a reasonable reminder before renewal and explain how to cancel.
5.2 You may cancel a rolling membership through the available account controls or by emailing hotyogawithella@gmail.com. To stop the next payment, cancellation must be submitted before 11.59 pm on the calendar day before the next scheduled payment. Cancellation stops that payment and all later renewals. Payments already taken are not normally refundable except during an applicable statutory cancellation period or where otherwise required by law.
5.3 If a fixed-term membership is paid by instalments, the instalments are part of the agreed total price and do not create a monthly cancellation right. We will, however, consider early cancellation where continued use is unreasonable because of serious illness or injury, pregnancy on medical advice, relocation a substantial distance from the studio, or a significant adverse change to our service. Reasonable evidence may be requested and any charge will reflect services already received and unavoidable costs.
5.4 Membership freezes may be offered on the conditions published at the time or agreed in writing. A freeze extends the membership only as stated in the confirmation.
5.5 A Founding 50 or similar continuing discount applies only while the qualifying membership remains active and payments remain current. If it is cancelled or lapses, the special rate may not be available when rejoining.
5.6 We may change a rolling membership price or materially change its benefits by giving at least 30 days’ notice. You may cancel before the change takes effect. A fixed-term price will not change during its paid fixed term unless the law permits and you agree.
6. Online purchases and cooling off rights
6.1 A class or event booked for a specific date or period normally falls within the legal exception for leisure services, so the usual 14-day cancellation right does not apply. The class cancellation policy in section 3 applies, alongside your other statutory rights.
6.2 For an eligible membership or other service bought online, you may have a 14-day cancellation period beginning the day after the contract is made. If you want the service to begin during that period, we will ask you separately to make an express request before it starts. If you later cancel within the period, we may deduct a proportionate amount for services supplied up to cancellation. The right may end once the service has been fully performed, but only where you expressly requested early performance and acknowledged that consequence.
6.3 To exercise a statutory cancellation right, email hotyogawithella@gmail.com with your name, purchase details and a clear request to cancel. You may use the model cancellation form at the end of this document, but you do not have to. We will acknowledge the cancellation and make any refund due within the period required by law, using the original payment method unless agreed otherwise.
7. Health declaration and participation
7.1 Yoga and heated exercise involve physical effort and carry risks including strains, falls, dizziness, dehydration and heat-related illness. Heat may increase the effects of exercise.
7.2 Before participating, you must complete any required health declaration honestly and tell the instructor about relevant health conditions, injuries, medication, pregnancy or recent surgery. Health information is handled under our privacy policy. Consent to process health information is requested separately where required.
7.3 Seek medical advice before participating if you are unsure whether heated exercise is suitable for you. Our classes and instructors do not provide medical diagnosis or treatment.
7.4 Work within your own ability, follow safety instructions, use modifications, remain hydrated and stop immediately if you feel pain, faint, dizzy, nauseous or otherwise unwell. Tell the instructor and seek assistance where needed.
7.5 We may refuse or stop participation where we reasonably believe it is unsafe, where required information has not been provided, or where a participant appears affected by alcohol or drugs. This is a safety decision and not medical advice.
8. Studio conduct and attendance
8.1 Arrive in enough time to check in. Late entry may be refused where it would be unsafe or disruptive and may be treated as a late cancellation.
8.2 Follow instructor and emergency directions; use equipment carefully; wear suitable clothing; and keep drinks in safe, closed containers.
8.3 Treat instructors, staff and other customers with respect. Harassment, discrimination, threatening behaviour, deliberate disruption, unsafe conduct or damage to property is not accepted.
8.4 We may give a warning, require a person to leave, suspend bookings or end a membership for serious or repeated misconduct. We will act proportionately, explain the reason where appropriate and provide any refund required by law.
8.5 Tell us in advance if you need a reasonable adjustment. We will consider requests fairly, subject to safety and what is reasonable for the service and premises.
9. Personal belongings and facilities
9.1 Keep personal belongings secure and bring only what you need. We are responsible for loss or damage only where it results from our failure to use reasonable care and skill or another liability that cannot lawfully be excluded.
9.2 Use mats, props and other facilities as directed. Report defects, spills or hazards promptly. Customers are responsible for deliberate or negligent damage they cause.
10. Photography and recordings
10.1 Do not photograph or record another person without their permission.
10.2 We will not use an identifiable customer’s image for marketing without a separate, informed agreement. Declining photography will not affect access to ordinary classes. You may withdraw consent for future use at any time. Where consent is the basis for publication, we will stop new use and remove the material from channels under our control within a reasonable period where reasonably possible. Withdrawal does not make earlier lawful use unlawful, and we may be unable to remove copies retained or shared independently by third parties.
11. Our responsibility
11.1 We will provide services with reasonable care and skill. Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, or any other liability that cannot legally be excluded.
11.2 We are responsible for loss or damage that is a foreseeable result of our breach of contract or failure to use reasonable care and skill. We are not responsible for loss that was not foreseeable, was caused by information you withheld or instructions you did not follow, or relates to business use of a consumer service.
11.3 The health declaration and assumption of ordinary exercise risks do not remove your legal rights or excuse us from our own negligence.
12. Complaints
Please raise concerns as soon as possible so we can try to resolve them. Email hotyogawithella@gmail.com with your name, booking details and what outcome you are seeking. We aim to acknowledge a written complaint within five working days and provide a substantive response within 14 working days where reasonably possible.
13. Changes to these terms
We may update these terms for legal, safety, operational or service reasons. The latest version and effective date will be available online. A change will not remove rights already acquired. We will give reasonable advance notice of a material change affecting an active rolling membership and provide a right to cancel where fairness or law requires it.
14. Governing law
These terms are governed by the law of Northern Ireland. The courts of Northern Ireland will have jurisdiction, although a consumer living elsewhere may also have mandatory rights to bring proceedings in the courts available under applicable consumer law. Nothing in these terms limits mandatory consumer rights.
Model cancellation form
Use this form only if you have a statutory right to cancel an eligible membership or other service. You may instead send the same information by email.
To: Hot Yoga with Ella, Unit 4, 13 Central Promenade, Newcastle, County Down BT33 0AA
Email: hotyogawithella@gmail.com
I give notice that I cancel my contract for the following membership or service:
Membership or service:
Ordered on:
Customer name:
Customer address:
Signature, if submitted on paper:
Date: