Introduction: Magna Vitae Leisure Trust is committed to ensuring that all individuals, regardless of their abilities, can access and enjoy our facilities and services. We strive to create an inclusive environment where everyone, including people with disabilities and their carers, can participate in and benefit from the wide range of activities we offer. 

Our Commitment to Accessibility: We are dedicated to providing a welcoming and accessible experience for all our customers. This policy outlines the steps we have taken to ensure equal access for individuals with disabilities and to support their carers. We aim to remove any barriers that may prevent individuals from fully participating in our services and activities. 

Accessible Facilities: Our facilities are designed with accessibility in mind, featuring: 

• Lift Access: All floors are accessible via lifts, ensuring ease of movement for individuals with mobility impairments. 

• Accessible Toilets: We provide accessible toilet facilities equipped with necessary support features. 

• Parking: Designated accessible parking spaces are available near the entrances of all our venues. 

• Pool access: All our swimming pools have access steps and Hoist facilities available.  

Quiet Sessions: These sessions are designed for those who may experience sensory overload or prefer a quieter environment. We reduce noise levels, dim the lights, and limit the number of participants to create a calm and comfortable space for all attendees. These sessions are ideal for individuals with sensory sensitivities or those who benefit from a peaceful setting. 

Inclusive Swims: Our inclusive swim sessions provide a welcoming and supportive environment for individuals of all abilities to enjoy swimming. These sessions are open to anyone, with no restrictions on ability, ensuring that all participants can enjoy the therapeutic benefits of swimming in a fully accessible pool. Special accommodations and assistance can be provided if needed. 

Supported Swims: For individuals who require additional assistance while swimming, we offer support swim sessions. These sessions provide access to qualified support staff who are on hand to assist with water safety, mobility, and any other needs. These sessions ensure a safe and enjoyable swimming experience. 

For a full list of accessible facilities for each of our venues please visit the site accessibility section on our website magnavitae.org 

Radar Locks: Our accessible changing facilities and some toilet facilities in Skegness, Horncastle and Louth are all fitted with Radar locks. Please do not worry if you do not have this on you, simply ask a member of the team and they will provide this.  

Visual Tours: We have developed accessible online resources to help our customers plan their visits. Our website features visual tours of our facilities, which can be a helpful tool for customers with visual impairments or those who prefer to familiarise themselves with the environment before their visit. These virtual tours are available for anyone to view and navigate online, providing an overview of our spaces and services.  

Discounted Memberships for Carers: We understand that many carers are in receipt of Carer’s Allowance and may face financial challenges. As part of our commitment to supporting carers, we offer discounted memberships to individuals who are in receipt of Carer’s Allowance. This ensures that carers have affordable access to our services, enabling them to maintain their own health and well-being while continuing to provide valuable support. 

Carer Admission: We recognise the important role that carers play in supporting individuals with disabilities. To assist those who require support, we offer free admission to our facilities for registered carers accompanying individuals with a disability. This policy ensures that carers can accompany without additional cost, making it easier for individuals to access the full range of our services. 

Carer’s Access Card
To support individuals who require assistance when using our facilities, Magna Vitae Leisure accepts recognised Carer’s Access Cards as proof of carer status. The card is issued by approved local or national schemes and confirms that the holder is entitled to free or discounted admission when accompanying the person they care for. It provides a simple and consistent method for staff to verify eligibility without the need for detailed personal or medical information. The card must be presented at reception or when purchasing tickets, and should be valid, in-date, and clearly display the cardholder’s details and issuing authority. This process ensures that carers can accompany the person they support with dignity and ease, while safeguarding fairness and consistency across all sites. 

Supporting Youth financial barriers: We appreciate the financial challenge (child to adult costs) could be a barrier to participation. We will, for memberships, any child coming off a junior membership, regardless of status, we will offer a student membership price to help bridge the price hike that they would see to an adult subscription. This will be in place until their 19th Birthday.  

Access for nursing mothers: Magna Vitae will comply with the requirements of the Equality Act (2010). Staff will ensure that nursing mothers are able to feed their babies on site and there is access to changing facilities for babies, within the facility.  

Magna Vitae acknowledges and supports the rights of women to breastfeed their children in public areas of the facility and will respond in a positive manner when our support is requested and required.  

Magna Vitae will try to meet the needs of all our customers to enable them to make their visits as enjoyable as possible.  

Trans Customers: On 16 April 2025, the UK Supreme Court ruled that, within the Equality Act 2010, the terms woman and sex refer to biological sex. The Court also confirmed that transgender people remain protected from discrimination, victimisation, and harassment under the protected characteristic of gender reassignment. 

This decision has prompted ukactive and the Chartered Institute for the Management of Sport and Physical Activity (CIMSPA) to review existing sector guidance. While updated guidance is being developed, operators are advised to manage situations on a case-by-case basis. At Magna Vitae Leisure, our priority is to ensure that every customer is treated with dignity, respect, and sensitivity. 

We are committed to providing a safe, supportive, and welcoming environment for all members and visitors.  

If you are a transgender or non-binary customer and would like to discuss how we can make your experience more comfortable and inclusive, please speak with a member of our team in confidence. 

Disclosure of Medical Conditions: For the safety and wellbeing of all our customers, we ask that individuals disclose any pre-existing medical conditions that could be affected by exercise before using our facilities or taking part in activities. This helps our team provide appropriate guidance, ensure activities are safe and suitable, and, where necessary, request medical clearance from a health professional. All information shared will be treated confidentially and used solely to support your safe participation. 

Access for customers with oxygen therapy: (see disclosure of medical conditions) An individual wishing to use the dry side activities with an oxygen canister for medical reasons is permitted, but requires thoughtful planning, safety checks, and often, support. General information should be obtained on initial assessment. Please discuss with the team prior to visiting. Swimming with a standard medical oxygen tank is dangerous and is not permitted.  

Assistance dogs: Magna Vitae will ensure that every effort is made to accommodate the needs of individuals requiring assistance dog. By discussing with us how we can make a visit safe and enjoyable, including welfare arrangements, for example, water and quiet areas so we can ensure a positive experience.  

Access for a space to pray:  Magna Vitae is committed to ensuring that all members of our community, visitors, and staff are treated with dignity, fairness, and respect. We believe in creating welcoming spaces that are inclusive of all cultures, backgrounds, and beliefs. 

Recognising the diversity of religious and cultural practices within our community. We provide a designated quiet space that may be used for prayer, reflection, or contemplation by individuals of all faiths or none. 

Safeguarding: For any safeguarding concerns about a member of the public or staff who is acting suspiciously, please refer to the Safeguarding Children and Adults at Risk Procedure.  

Persons on the Sex Offenders Register (SOR):  Any person on the Sex Offenders Register, on release from prison, will be subject to various conditions and permissions (where they can go, where they cannot go, where they can go as long as they are supervised). Part of their conditions should also be that they inform the location they are visiting that they are on the SOR.  

If the team are aware, or made aware, that someone is on the SOR and they are seen in the grounds or in the facility, the Duty Manager or Supervisor will immediately notify the police. The police will know the conditions/permissions of the individual and whether or not they are in breach and will also tell you what action to take. They may say that the customer is able to carry on using the facility. 

Feedback and Continuous Improvement:  

We value feedback from our customers and are always looking for ways to improve our services and policies. If you have any suggestions or concerns regarding accessibility or if you require additional assistance, please contact our team. We are committed to making continual improvements to our facilities and services to ensure that all individuals, regardless of their abilities, feel welcome and supported. 

Contact Us: If you have any questions or need assistance regarding accessibility, please do not hesitate to get in touch with our team: 

• Email: hello@mvtlc.org  

Thank you for choosing Magna Vitae Leisure Trust. We look forward to welcoming you and your carer to our facilities. 

Associated Documents and Guidance Documents: 

• Activity Alliance Fact Sheets  

• Active Lincolnshire inclusive language guide  

• Emergency Action Plan – Personal Emergency Evacuation Plans (PEEP) 

• Emergency Action Plan – Group Emergency Evacuation Plans (GEEP) 

• Internal policy – Access control and Admission 

• Nimbus access card information – https://disabilitydays.com/nimbus-access-card/ or https://www.nimbusdisability.com/services/access-card-and-nos/  

Associated Guidance and Legislation: 

• Equality Act 2010 (UK) 

• Sport England: Accessible and Inclusive Sports Facilities (AISF) 

• HSE – Health & Safety Law for Leisure Activities 

Date of Next Update: 

This procedure is reviewed once every two (2) years or updated as and when necessary. The next review is due by August 2027. 

Updates of procedure: 

Purpose: 

The purpose of this Communications Policy is to ensure that all communications by Magna Vitae are inclusive, accessible, and respectful of the diverse needs of our audience. This policy sets the guidelines for our marketing, communication, and outreach efforts to ensure that people of all abilities, backgrounds, and identities can engage with our content, understand our messages, and feel valued. 

Scope: 

This policy applies to all communication activities, including written content, digital media, social media, marketing materials, and public announcements. It will guide the development, implementation, and evaluation of inclusive communication practices across Magna Vitae. 

1. Inclusive Language 

• Objective: To use language that is respectful, non-discriminatory, and empowering. Using the Active Lincolnshire Language Guidance  

• Action: Ensure that all communications avoid jargon, stereotypes, and language that could be offensive to any group of people. Use people-first language (e.g., “person with a disability” rather than “disabled person”). 

• Implementation: Conduct regular training for staff on inclusive language and monitor materials for non-inclusive terminology. 

2. Plain English

• Objective: To ensure that written and spoken communication is easily understood by all audiences. 

• Action: Avoid complex language, technical terms, and unnecessary jargon. Use short sentences and clear, direct language to convey messages. 

• Implementation: Simplify documents and materials, using tools like readability checkers to ensure content is accessible to a wider audience. 

3. Accessible Formats

• Objective: To make all communications accessible to people with different abilities. 

• Action: Provide content in a range of formats such as large print, audio, braille, easy read, or subtitled video. 

• Implementation: Offer alternative formats upon request and proactively provide these formats in advance when possible 

4. Digital Accessibility

• Objective: To ensure that digital content is accessible to people with a range of impairments. 

• Action: Ensure all websites, online content, and digital tools are compliant with Web Content Accessibility Guidelines (WCAG) 2.1 guidelines. 

• Implementation: Conduct regular audits of our website and digital content to ensure accessibility standards are met. Provide alternative text for images, clear navigation, and easily readable fonts. 

5. Visual Communication

• Objective: To ensure that images, graphics, and videos are inclusive of all audiences. 

• Action: Use diverse and representative imagery in all marketing materials and online platforms. Avoid reinforcing stereotypes and ensure accessibility features such as high contrast and alternative text descriptions are included. 

• Implementation: Source diverse stock images, use photos that reflect inclusivity, and ensure videos include captions and sign language interpretation where possible. 

6. Engagement with Diverse Audiences

• Objective: To engage with a broad range of audiences, including underrepresented groups. 

• Action: Develop targeted outreach strategies for communities that may face barriers to participation in Magna Vitae’s services, such as people with disabilities, those from minority ethnic groups, or individuals from lower socio-economic backgrounds. 

• Implementation: Partner with organisations that work with underrepresented groups to ensure that communication is reaching the right people. 

7. Feedback and Consultation

• Objective: To involve diverse stakeholders in the development and evaluation of our communications. 

• Action: Regularly seek feedback from our audiences regarding the accessibility and inclusiveness of our communications. 

• Implementation: Use surveys, focus groups, and other consultation methods to gather feedback from people with disabilities and other underrepresented groups, ensuring we address any concerns or suggestions for improvement. 

8. Staff Training

• Objective: To ensure staff are well-equipped to communicate inclusively and accessibly. 

• Action: Provide regular training for all employees on the principles of inclusive communication, disability awareness, and how to create accessible content. 

• Implementation: Integrate inclusive communication training into staff induction and ongoing professional development. 

9. Cultural Sensitivity

• Objective: To ensure communications respect cultural differences and are sensitive to the experiences of marginalised communities. 

• Action: Ensure that content avoids cultural appropriation and reflects an understanding of the diverse cultural backgrounds of our audience. 

• Implementation: Work with consultants or advisors from diverse cultural backgrounds to review content and ensure cultural sensitivity. 

10. Consistency in Communication

• Objective: To ensure that all communication is consistent with Magna Vitae’s commitment to inclusion and accessibility. 

• Action: Ensure all materials, from newsletters to social media posts, align with the guidelines outlined in this policy. 

• Implementation: Create templates and resources that staff can use to maintain consistency in tone, language, and accessibility. 

Monitoring and Review: 

Magna Vitae will monitor the implementation of this policy through regular audits, including the Quest Tackling Inequalities Module, feedback mechanisms, and staff evaluations. The policy will be reviewed biannually and or updated to reflect best practices and changing accessibility standards. 

Conclusion: 

Magna Vitae is committed to providing accessible and inclusive communication that reaches all individuals, regardless of their background, identity, or abilities. This policy provides the framework for ensuring that our messages are understood, engaging, and respectful of the diverse needs of our audience. 

This communications policy is in alignment with guidance from the Activity Alliance’s Inclusive Communications Factsheets, ensuring that Magna Vitae remains at the forefront of inclusive and accessible communication practices. 

Associated Guidance and or Legislation: 

• Tackling inequalities Quest module Guidance https://questaward.org/module-guidance  

• Activity Alliance Resource documents https://www.activityalliance.org.uk/how-we-help/resources/7067-inclusive-communications-factsheets 

• Active Lincolnshire inclusive language guide 

• https://www.activelincolnshire.com/knowledge-hub/equality-inclusion  

• Web content accessibility guidance https://www.gov.uk/service-manual/helping-people-to-use-your-service/understanding-wcag  

Date of Next Update: 

This procedure is reviewed once every two (2) years or updated as and when necessary. The next review is due by March 2027. 

Updates of procedure: 

At Magna Vitae, we are committed to providing exceptional experiences for all our visitors. Your feedback is vital in helping us improve our services and ensure that we meet and exceed your expectations. Whether you have had a positive experience or one that did not fully meet your expectations, we encourage you to share your thoughts with us. 

Providing Immediate Feedback: If you have had an experience that either falls below or exceeds your expectations, we encourage you to inform a member of staff as soon as possible. Our team is dedicated to addressing any concerns or issues promptly, so you can continue to enjoy your visit. We believe in resolving matters quickly and effectively to ensure that every guest has a positive experience. 

We value every piece of feedback, as it helps us refine our services and improve for future visitors. Rest assured, we review all feedback carefully and treat your comments with the utmost importance. 

Our Commitment to Improvement: At Magna Vitae, we are constantly learning and evolving to provide the best possible experience for all those who visit us. Your feedback is a key component of this ongoing journey, and we truly appreciate your input. By sharing your experiences with us, you are helping us become the best version of ourselves and deliver even better service in the future. 

Making a Complaint  

We are committed to ensuring that all our visitors have a positive experience. However, we understand that there may be occasions when things do not meet expectations, and we are fully committed to addressing any concerns promptly and fairly. If you wish to make a complaint, we offer a clear and straightforward process to resolve issues effectively. 

How to Make a Complaint: You can make your complaint in person, by email, or in writing. Your opinions are important to us, and we strongly recommend that you bring any complaint to the attention of a member of staff in the first instance, so we can address and resolve the issue at the earliest possible opportunity. 

Our Commitment to You: We will always strive to resolve your complaint in a quick and timely manner. However, if it becomes clear that the issue requires a more detailed investigation, we will inform you and keep you updated on our progress. We have a two-stage complaints procedure to ensure your concerns are handled appropriately. 

Complaints Procedure: 

Stage 1: Frontline Resolution 

• Acknowledgment: All complaints will be acknowledged promptly. 

• Resolution: We will always aim to resolve your complaint quickly, typically within five working days wherever possible. 

• Escalation: If you are dissatisfied with our response at this stage, you have the option to escalate your complaint to Stage 2. 

Stage 2: Escalation 

• Initial Review: If you are not satisfied with the response at Stage 1, your complaint will be reviewed at Stage 2. We may also escalate your complaint to Stage 2 immediately if the issue is complex or requires a detailed investigation. 

• Acknowledgement: We will acknowledge your complaint within three working days of receiving it. 

• Investigation and Decision: We will provide you with our decision as soon as possible, and this will be within 20 working days unless there is a legitimate reason that requires more time. If more time is needed, we will inform you and keep you updated on the progress. 

We take every complaint seriously, and we are dedicated to making improvements where necessary. Your feedback helps us become better and provides us with the opportunity to improve the services we offer. 

Thank you for helping us improve – we value your input and look forward to providing you with an even better experience in the future! 

Our contact information:  

Magna Vitae, Meridian Leisure Centre, Wood Lane, Louth, LN11 8SA  

Email: Hello@mvtlc.org  

Contact Telephone: 01507 607650  

NB If your complaint is a safeguarding matter it will be dealt with in line with our current safeguarding policy. Please report any safeguarding concerns to facility staff or external  

agencies.  

Date of Next Update: 

This procedure is reviewed once every two (2) years or updated as and when necessary. The next review is due by March 2027. 

Updates of procedure: 

Please read the following Terms & Conditions carefully. The language we use is designed to make our Terms & Conditions as clear as possible. If, however, you have any questions, a member of our team will be happy to help you. These Terms & Conditions, whilst they remain current, apply at all times. Magna Vitae reserves the right to alter and amend these rules at any time, and you can request a copy of the latest Terms & Conditions at any time. All users of Magna Vitae (MV) facilities must observe the following rules and comply with any instructions the staff and/or management may give. Magna Vitae reserves the right to alter and amend these rules at any time.

General Conditions of Use

1. Magna Vitae (MV) Card

• The MV Card can only be used by the named cardholder and in accordance with our Terms & Conditions.
• The card provides a range of discounts on activities across all leisure facilities.
• Every card holder must have their photo taken.

2. Facility Hire

• Any hire of the facilities must be for the purpose stated on the booking form.
• Customers are not entitled to use any other facilities / equipment unless specified on the booking form.
• In all correspondence, advertising, etc., customers must refer to the chosen venue by its full name; i.e. Meridian Leisure Centre, Station Sports Centre, Skegness Pool & Fitness Suite, Horncastle Pool & Fitness Suite, London Road Pavilion, Embassy Theatre.

3. Times

• Start and finish times are clearly stated on the booking form and hirers should be aware that there will be up to 15 minutes allocated to accommodate a changeover period for setting up or taking down of equipment, within the booking period.
• If this is not to be contained within the booking period, extra time is chargeable at the current standard Fees & Charges rate unless agreed with the Site Management Team.

4. Extent of Premises to Be Used

• The area(s) to be used and the equipment hired are to be clearly referenced on the booking form.

5. Payment

• (a) All casual or course bookings must be paid for in full at the time of making the booking.
• (b) All block bookings must be paid for in full on the day of each session or where pre-authorised by invoice which must be paid within 14 days of the date of invoice. Any queries on invoices must be made immediately by emailing info@mvtlc.org or telephoning the relevant venue reception. Please note that if the invoice terms are not adhered to then the credit facility may be withdrawn.
• (c) The relevant Operations Manager’s authorisation is required for exceptional booking/payment terms with regard to large scale event bookings or functions (a booking of five (5) or more consecutive hours duration for a whole hall or area) the fee shall be payable in full at least 28 days before the date of the booking. In the case of a booking being accepted less than 28 days before the start of the event, the full hiring fee shall be payable immediately on acceptance. A 25% deposit is required when booking with full payment due 28 days prior to the event taking place.
• (d) All cheques shall be made payable to Magna Vitae; where customers pay by cheque, time must be allowed for the cheque to be received and cleared within the payment term period [as stated in (c) above].
• (e) BACS payments for invoiced accounts must include the invoice number. Please quote our bank account name Magna Vitae, our bank sort code 20-52-78 and our bank account number 23334139.

6. No Assignment or Sub-Letting

• Sub-letting is strictly not permitted.

7. Maximum Occupancy Levels

• Every facility has a maximum capacity of people that can use a given area at any one time; this must be strictly adhered to i.e. maximum occupancy / maximum bather load.
• Customers must check these details and state the proposed numbers expected to attend on the booking form.

8. Staff and Equipment Needs

• In relation to event bookings, the Hirer will also be charged for the setting up and the taking down of equipment at the venue. This will account for any additional costs incurred for staff and materials.
• A plan of the event and a list of all equipment required must be provided at least 28 days before the event.
• For block sport bookings, the charge is already included in the booking fee quoted and confirmed.
• External contractors shall not be allowed access on site without prior permission from the Site Management Team.
• Appropriate Health and Safety documentation i.e. method statement(s), safe system(s) of work, insurance, risk assessment and safety certificates must also be completed if contractors are required to attend site. This will be verified by site management & health and safety advisors and authorised prior to access being granted.

9. Cancellation of Hire and Forfeiture of Hiring Fee

• (a) In the event of a booking of a venue being cancelled by the hirer, 25% of the hiring fee shall be retained by Magna Vitae by way of liquidated damages and not by way of penalty in respect of such cancellation of the hiring, provided such cancellation occurs not less than 28 days before the date of hiring. When cancellation occurs within a lesser period than 28 days before the event, the whole of the hiring fee shall be retained.
• (b) If any circumstances over which Magna Vitae has no control renders the facility unavailable for the hirer on any day of the hiring or any part of such day the hirer shall not be entitled to compensation in consequence thereof or in connection therewith.
• (c) The facility retains the right to cancel any event or booking without notice as necessary.
• (d) Magna Vitae reserves the right to refuse any application by the hirer for a booking.
• (e) Magna Vitae will not be held liable for any other costs incurred, or loss by the hirer from the cancellation or refusal of any application for the hire of the facilities.

10. Hirer’s Liability for Loss and Damage

• It is a condition of the hiring that the hirer shall be liable for, and accept full responsibility for, injury or cost of repair of any damage to the facility which may be occasioned, done or committed during the period of the hiring of the facility or any part thereof, or to any furniture, fixtures or fittings or other property contained therein whether belonging to Magna Vitae or Magna Vitae’ contractors, agents, licensees or employees and for any loss or removal of any such furniture, fittings or other property.
• The decision of Magna Vitae as to the appropriate sums to be paid by the hirer in respect of damage done to the facility shall be final and conclusive.
• As the hirer you are responsible for damage caused to the facility during your booking. You will be asked to pay for any damage(s) caused.
• Vehicles must use the dedicated parking spaces at all times.
• Any vehicle found to be on the playing fields or in a non-dedicated parking space will be the responsibility of the hirer and any damage caused will be charged.
• All persons using the facility do so at their own risk.
• Magna Vitae accepts no liability for death or personal injury resulting from the non-negligent acts of its employees.
• Magna Vitae accepts no responsibility for loss or damage to personal property.

11. Indemnity in Respect of Third Parties

• The hirer shall indemnify Magna Vitae from and against any claim for damages, costs or expenses which may be made against Magna Vitae in respect of any personal injury or loss of, or damage to, property, sustained by any person occurring during, or in consequence of, the hiring.
• Proof of third party liability cover (with a minimum level of indemnity of £2 million) must be provided before the booking is confirmed.

12. Conduct and Control

• The hirer will provide enough people to maintain order during the booking and will not allow any drunkenness or disturbance.
• Any person under the influence of drink or drugs or behaving in a disorderly manner will be asked to leave the premises.
• Magna Vitae believes that all players and spectators have a right to participate free from the threat of attack or abuse. This includes the use of obscene language or racial abuse.
• Magna Vitae will exclude any individual or club with a record of involvement in such incidents from its operated facilities.
• Please make sure that members of your organisation understand that the company will not tolerate such behaviour.
• Magna Vitae may expel people from the facility for behaving in an unsatisfactory manner.
• Hirers must understand that bans are enforceable for as long as is deemed appropriate, by the Operations Manager.
• Duty Managers reserve the right to refuse admission should they feel the safety of the individual, staff or customers is compromised.

13. Breach of Conditions

• In the event of a breach of any of the foregoing conditions, rules and regulations by the hirer or his employees, agents, licensees, or invites, Magna Vitae reserves the right to cancel the hiring forthwith by notice in writing given to the hirer or to his representatives.
• In doing so Magna Vitae shall not be liable to refund any portion of the hiring fee to the hirer or be liable to the hirer or to any third party for compensation in respect of such cancellation of the hiring.

14. Magna Vitae Insurances

• The insurances held by Magna Vitae must not be invalidated by any action of the hirer.

15. Management

• Magna Vitae staff members have access to all areas of the facility at all times.
• Hirers must comply with all reasonable staff requests made during the hire period.
• Any decision advised by the Duty Manager to the hirer is final.

16. Premises

• Hirers must make sure that the facilities are left in the same condition as at the start of the session/booking.
• No alterations, additions or fittings for any apparatus, equipment or decoration shall be carried out without permission of the Site Management Team.
• The hirer must ensure that all children are appropriately supervised and collected prior to leaving the premises, including for Birthday Parties.
• Children under 8 must be accompanied by an adult in the facilities at all times. An adult is a responsible person aged 16 or over.

17. Disclosure and Barring Services Check (DBS) – Safeguarding Children & Adults at Risk

• All sporting clubs and voluntary organisations are responsible for ensuring all DBS checks are completed for individuals who are likely to come into contact with at risk adults or children with copies of appropriate certificate reference numbers kept with Club constitutional and insurance documents.
• These will be routinely requested by the Administrations Officer on an annual basis and noted on file once provided.

18. Qualifications

• All coaches must provide evidence of appropriate qualifications to the Administrations Officer on request, at the time of booking renewal or initial booking confirmation / application.
• If unable to provide qualifications, it may impact the booking.

19. Period of Hire

• The dates and times of hire will be clearly stated on the application booking form (inclusive of setting up and taking down of.

20. Injury

• All injuries sustained whilst using the facilities must be reported to a member of staff / Duty Manager immediately.
• During the hire of the facility the hirer shall indemnify Magna Vitae against any liability, loss or claim arising from:
  • Any person’s death or injury.
  • Damage to, or loss of, property, unless Magna Vitae or its officers have been negligent or in breach of duty.
• Medical Declaration – All participants, clubs / organisations must take reasonable action to follow the advise and guidance provided for that activity by the signage, demonstration videos, documentation and instruction from staff. It is your responsibility to inform the Duty Manager if you or the party you are responsible for are suffering from injuries / medical conditions which may affect their abilities whilst participating in the venue, for example asthma, epilepsy, diabetes, heart conditions etc..

21. Sale of Alcoholic Liquor

• Magna Vitae permits the right of sale of all refreshments in the facility.
• The Company, by themselves or through their contractors, reserve the exclusive right to sell, serve, or supply any drinks, alcoholic or otherwise, at its venue and to decide at what events they are to be sold.
• If the hirer wishes a bar to be provided, they must give the booking coordinator at least 28 working days’ notice before the date of hiring.
• No alcoholic drinks of any description may be brought in by the hirer or users.
• Where applicable, in the event of a bar being provided, alcoholic liquors will be sold subject to the times and conditions specified in the occasional license granted by the Justices.
• The Site Management Team or Magna Vitae’s contractors may stop the sale or supply of alcoholic liquors and close the bar at any time if any persons in the centre shall behave in an unruly manner or if it is considered that such unruly, disorderly or unseemly behaviour may occur at the centre, or if it is found that the hirer/ users have contravened the requirements above, then a charge of £50 or the anticipated loss of profits will be made, whichever is the greater.

22. Catering

• Where applicable, arrangements for catering must be made with the Operations Manager as far in advance as possible. Final arrangements must be made at least 28 days in advance.
• The Site Management Team will conduct necessary liaison with caterers if needs be.
• Magna Vitae by themselves or through their contractor reserve the exclusive right to sell, serve or allow the sale of goods.
• No hirer may sell or allow sale of goods, without written consent (email accepted) of the Site Management Team.

23. Right to Forbid Entry

• Magna Vitae shall be responsible for the maintenance of good order and discipline within its venues and shall reserve the right of admission.

24. Broadcasting and Filming Rights

• Filming rights, radio and television broadcasting should be arranged with the Operations Manager/Marketing Team.
• Magna Vitae reserve the right to have a representative present during any negotiations to establish terms and conditions of any subsequent agreement and to share in any publicity that may follow. (See also section 26, Electrical Safety.).

25. Video or Photographic Equipment

• In accordance with its current Safeguarding Policy, Magna Vitae regrets that any photographic or video recording equipment may not be used on the premises without the prior permission of the Duty Manager. (See also section 26, Electrical Safety).

26. Electrical Safety – Portable Electrical Appliances

• It is the responsibility of the hirer to ensure that any electrical appliance they wish to bring into the venue is safe (adequately [PAT] tested / inspected) before use.
• Use of any item found not to be PAT tested will not be permitted on the premises.

27. Smoking

• Smoking is not permitted inside any part of Magna Vitae premises.
• Smoking is only permitted externally in specifically demarcated site areas.
• This applies to both staff and venue patrons.

28. Gambling

• No sweepstake, raffle or other form of lottery shall be promoted, conducted or held on Magna Vitae premises.
• [Raffles may be permitted by prior agreement as part of the booking process, and subject to the necessary licencing arrangements].

29. Copyright

• If you use any copyright material then you must pay any fees to the copyright owner or Performing Rights Society as required.
• Some fees may have been paid by Magna Vitae. Please ask how this may affect your booking.

30. Dogs

• No dogs (other than guide/assistance dogs) or other animals are allowed into Magna Vitae facilities without the permission of the Duty Manager.
• Localised dog by-laws are enforced on all outdoor playing areas.

31. Exits and Entrances

• The hirer shall not open, close or block any internal or external entrances or exits to the centre, for safety reasons.

32. Signage & ‘Fly Posting’

• Hirers are advised that any signage placed outside Magna Vitae facility grounds must be approved by the relevant authorities. Failure to do so may result in prosecution.
• ‘Fly posting’ and placard advertising is generally not permitted by Magna Vitae.

33. Lost Property

• Personal items such as underwear, socks, drinks bottles, make-up & combs are not kept nor stored on site.
• Non valuable items are kept at reception for a period of 28 days.
• Valuable items are kept for a period of six (6) months and can only be reclaimed at reception.
• After these timescales expire all items are donated to charity.

34. Liability

• The liability of the site for damage to, or loss of customers’ property is strictly limited to any damage or loss suffered as a result of negligence of Magna Vitae or its staff.
• Magna Vitae will not store any personal property.
• Lockers are provided and all items of personal property should be kept in these lockers for the duration of your activity.
• Any items left overnight may be removed and disposed of by the management.
• Cars parked in the car park are left at the owner’s risk and the site will accept no liability for any loss or damage.
• Please note that the gates are locked overnight and all vehicles must be removed prior to the facilities closing or otherwise will be locked in where applicable; i:e Meridian Leisure Centre.
• Any vehicle related accident occurring on the premises must be reported to reception and an appropriate form completed, immediately following the accident.

35. Sale of Goods

• Goods will only be accepted for return, exchange or refund if faulty and upon proof of purchase.
• This does not affect your statutory rights as a consumer.

36. Food & Drink

• No food or drink may be brought into and consumed within Magna Vitae facilities unless with the prior permission of the management.

37. Data Collection and Handling

• Magna Vitae are obliged to collect and handle information in accordance with the Data Protection Act 1998, soon to be superseded by GDPR (General Data Protection Regulation) 2018.
• Magna Vitae will use the information it collects about you to provide services to you, to perform analysis and improve service delivery to its customers, including you.
• Individuals have a right to request copies of their personal information.
• We value your privacy and do not sell your information to any third parties under any circumstances.
• For further details relating to data collection and security processes please reference the Magna Vitae Privacy and Data Protection Policies that can be found on our website www.magnavitae.org.

Magna Vitae – Membership Terms and Conditions

38. Fitness Suite Use

• Generally, customers must be over 11 years old to use Magna Vitae fitness suites.
• It is advised young people are supervised by a responsible adult.
• Misuse of equipment or poor behaviour may result in this being revoked.
• All customers (adult & junior) using the fitness suite and undertaking exercise with Magna Vitae are required to complete a confidential Health Commitment Statement before commencing use of the facilities.
• Where there are contra-indications identified the customer may be directed to their GP to confirm their suitability to exercise.
• All customers are obliged to inform a Lifestyle Consultant if their medical condition / status changes over time.
• If you are aged under 16 you will be required to undertake an introduction.
• Those aged over 16 will be required to either state they do not require an introduction or undertake an introduction prior to using the exercise equipment.
• Customers are required to wear suitable footwear and appropriately comfortable exercise clothing at all times.
• Specific conditions of use are prominently displayed in all Magna Vitae venues. Should these rules not be followed; the Centre Management reserve the right to refuse entry to any MV venue and, in exceptional circumstances, cancel the customer’s membership.
• Please be aware that Personal Trainers operate within our facilities on a self-employed basis. Any service that they provide to customers constitutes only a contract between you and the Personal Trainer. MV accept no responsibility for any breach of contract or negligence so caused by a Personal Trainer.

39. Membership Packages

• The decision to enter into a customer membership agreement remains at the sole discretion of Magna Vitae.
• MV reserve the right to verify or require proof of all information provided by the customer whilst confirming the agreement.
• Proof of eligibility will be requested for all categories of membership subscription, at point of purchase and annually.
• Should the customer provide any fraudulent or wrongful information, Magna Vitae reserve the right to terminate this agreement with immediate effect.
• A membership package commences upon receipt of an initial pro-rata payment.
• This membership agreement shall be considered legally binding between Magna Vitae and the customer.

40. Annual Membership

• Annual memberships shall be paid for in full, up front and cancellation refunds or transfers will not be made in any circumstances.

41. Contracted – Direct Debit

• The membership contract period is three (3) calendar months, becoming a rolling monthly contract thereafter.
• One full calendar months’ notice is required in writing for cancellation of this contract type.

42. Non-Contracted – Direct Debit

• This rolling membership is for one calendar month with one full calendar months’ notice required for cancellation to be provided by completing the cancellation form.

43. Non-Contracted – Direct Debit (Junior)

• Junior fitness memberships will roll up to and including 17 years of age.
• This rolling membership is for one calendar month.
• Parental consent giving authorisation for membership purchase is required for those under 18 years.

44. Student Membership

• Student Membership is only available to those in full time education on providing suitable evidence of their current course of study.

Additional Membership Restriction Note

• Terms and Conditions of Use type is not available to current / previous members within a year or to people who have been on the programme within the last two (2) years.

46. Other Considerations

• Magna Vitae has the authority to assign the benefit of a membership contract and collection of all fees to another operator, firm or company at any time without giving notice; membership will then continue with the new company.
• All Magna Vitae members must hold an MV card and agree to its conditions of use.
• Magna Vitae reserves the right to:
  • Close any Magna Vitae fitness suite facility for a period of up to 7 days [in addition to Christmas Day, Boxing Day and New Years Day] without providing any form of refund/credit for this period. For essential maintenance to a facility and it’s equipment, every attempt will be made to provide appropriate advance notice, minimise disruption and inconvenience.
  • Offer customer recompense only in the event of full and prolonged closure at our sole and absolute discretion.
  • Change the Terms & Conditions and Rules & Regulations for the use of its facilities by giving customers/members seven (7) days’ notice.
  • Make any changes, temporary or permanent, to any facilities, services or activities without giving the customer notice to do so.
  • Close any facilities within an MV venue if essential maintenance or servicing is required.
  • Amend the Terms & Conditions of its membership packages. MV undertake to provide at least one (1) months’ notice of any amendment or change coming into force.
• Unless otherwise provided for in these Terms & Conditions, MV do not offer refunds/credits for non-usage of the facilities.
• On revising the price of membership fees, at least ten (10) working days’ notice of changes will be provided to you as per the direct debit mandate guarantee.

47. Direct Debit Membership Payments

• All direct debit collections shall be made monthly in advance and will be routinely collected on the first working day of the month.
• You will need to pay an amount (pro-rata) to cover your membership fee from the day you join until the first day of the following month.
• If you join after the 15th day of any month, you will need to pay for the rest of the current month, plus the whole of the following month before being permitted to use the facility.
• MV operates a fourteen (14) day money back guarantee (“cooling off” period) to all new membership customers.
• All monies paid by the customer in respect of membership packages, will be refunded in full should the customer, for whatever reason, wish to terminate this agreement within fourteen (14) days of becoming a member.
• Outside of the fourteen (14) day money back guarantee MV membership payments, fees and charges are non-refundable and non-transferable.

48. If You Do Not Pay Your Membership Fee When It Is Due

• If you are paying a direct debit for another individual you will be responsible for all payments (including administration and default charges/fees) due for that particular membership.
• If you have not cancelled in writing within the terms of your contract and then do not pay your membership fee when it is due we will contact you to request payment within seven (7) days.
• When we contact you, you will be given the following options for making payments owed to Magna Vitae:
  • Non-contracted memberships: Pay the failed collection amount over the telephone or at a MV facility within 7 days. One full calendar months’ notice required for cancellation, to be provided by completing the cancellation form.
  • Contracted memberships: Pay the failed collection amount over the telephone or at a MV facility immediately or pay the outstanding balance of your contracted term in full and confirm in writing you wish to end your contract at the end of this period. The membership contract period is 3 calendar months with one full calendar months’ notice required for cancellation to be provided by completing the cancellation form.
• Note: Cancelling your direct debit directly with your bank does not mean you have given us appropriate notice to end your membership.
• You MUST provide Magna Vitae with formal written notice (email will suffice) as per the instructions provided in these Terms & Conditions under the section entitled “Terminating Your Membership”, section 51.
• If you fail to respond to our correspondence and do not pay the arrears by cash or card within seven (7) days the following will happen:
  • A payment default fee of £5.00 will be applied to your account.
  • You will be prevented from using / accessing any MV leisure facility until your account is brought fully up to date; this does not mean that we will end your membership at this stage.
  • If you fail to respond and do not pay the arrears by cash or card and your direct debit remains in force, MV will attempt to take the outstanding payment again the following month for the payment that you have missed, alongside the amount due for the current month.
  • Should we be unable to collect the outstanding amount by direct debit, the full amount of debt, including the default fee, will be passed to our solicitors to commence legal proceedings and further associated charges will be applied.

49. Lesson – Memberships

• We do not ask those on our lesson memberships to enter into a contracted membership period.
• MV simply requires one (1) full calendar months’ notice being given in writing to inform us of your membership cancellation.
• In order to ensure that the lesson fees we charge remain affordable please note that we charge an administration/joining fee when you register with our lesson programme.
• Your agreement will begin on the day of the first lesson.
• Monthly fees are payable even when you or your child do not attend the lesson.
• Magna Vitae reserves the right to change the programme at any time, this could mean a change in time, group, stage or teacher.
• Children who are taken ill 48 hours prior to the lesson commencing must seek advice from management at the centre. In this circumstance no refund will be issued if you do not attend.
• Refunds will only be issued as a credit in special circumstances which may require receipt of written medical advice.
• Lessons missed due to holidays, sickness, family events etc. cannot be carried over or refunded.
• In all circumstances the decision of the Site Management Team will be based on the merit of the refund application and will be final.
• Direct Debit payments are to be made monthly and Magna Vitae guarantee a minimum of 46 lessons per year. This allows for up to six (6) weeks where lessons may be cancelled due to unforeseen circumstances, events, bank holidays and facility maintenance.
• New lesson promotions will not apply to existing pupils.
• Magna Vitae operates an enrolment / referral procedure i.e. current “learners” have priority over newcomers with regard to lesson enrolment.
• Please note that entry/attendance on the lesson programme will not be permitted if the membership account is in arrears for any reason.

50. Terminating Your Membership

• In all circumstances you must cancel your membership in writing by completing the cancellations form found on our website.
• You may end your contracted membership at any time in the following personal circumstances:
  • A medical condition which means that you are no longer able to exercise or swim. NB: This is not applicable to Exercise Referral clients – unless another / a different health condition has been identified to that condition originally referred for.
  • Loss of employment (i.e. redundancy).
  • Relocating to a distance over 30 miles away from the facility.
  • And upon completion of Stage 10 of our WaterWise swimming lesson programme.
• To end your membership for one of the reasons listed, you must provide written proof i.e. GP medical note – to state you can no longer exercise or letter from employer confirming termination of employment (i.e. redundancy.) or proof of new address details etc..
• On completion of your contracted membership period (this does not mean your membership has ended), you may cancel your membership.
• To do this we require you to give us one full calendar months’ notice in writing i.e. if your written cancellation is received from 1st to the 30th April your final payment will be taken on the 1st day of May and your membership will therefore expire on the 31st May.
• Failure to give us written notice will mean that your membership will continue to roll and payments will be taken until such a time you provide us with written notice.
• If you fail to pay then please refer to the section ‘If You Do Not Pay Your Membership Fee When It Is Due’ (under section 48) which explains the process we will take.
• MV reserves the right to terminate your membership agreement in the following circumstances:
  • If you repeatedly break the displayed rules of use of the facility.
  • One event deemed to be gross misconduct; or.
  • If, with or without your knowledge or permission, another person uses your MV card to access the facility.
• In the event of termination by MV, the customer will have no entitlement to any refund.
• The terms of this agreement do not infringe upon any other legality enjoyed by the customer under the terms of any consumer legislation or Direct Debit Guarantee.
• Relevant UK law shall apply to all MV membership agreement contracts and the relevant courts of the UK shall have exclusive jurisdiction to deal with any disputes arising in relation to it.

51. Freezing Your Direct Debit

• MV, at its own discretion, offers the opportunity for members to temporarily suspend or “freeze” their membership package and associated payment(s).
• You may suspend or freeze your membership for health reasons only.
• A membership can be “frozen” for any one month, in a twelve month period, on production of a GP’s medical note stating that you are unable to exercise for a prolonged period of time.
• Any suspension or extension must be authorised by the relevant facility Operations Manager; the final decision on such matters rests at their discretion.

52. Bookings

• Some of our activities require participants to complete a waiver. Failure to meet the criteria outlined in the waiver or not completing it will result in ineligibility to participate.
• No refund will be provided under these circumstances.
• Payment for any service, hire and/or Facility booking must be made in full prior to the time of booking.
• Fees are published and are subject to an uplift at the discretion of Magna Vitae. Please view our website or contact the Site to confirm prices.
• There are five defined types of booking taken at Magna Vitae leisure facilities:
  • Casual ad-hoc Bookings.
  • Member Bookings.
  • Block Bookings.
  • Courses (Wet and Dry); and.
  • Birthday Party, Event &/or Function Bookings.
• Permission from a parent/guardian is required for anyone under the age of 16 years to use our online membership and booking services.

53. Casual Ad-Hoc Bookings

• Bookings can be made up to seven (7) days in advance and payment must be made with a credit or debit card at the time of booking.
• All customers will be issued with a receipt as proof of purchase at point of sale.

54. Casual Booking Cancellations

• For all booking cancellations, where more than 48 hours’ notice is given there will be no charge, however, if less than 48 hours’ notice is provided the full charge will apply and no refund given.
• Bookings can be cancelled in person at site, by telephone, e-mail or via the mobile app.
• If a prepaid booking is cancelled by Magna.

Block Booking Information

• …preferred that school swimming booking applications are invited to book for the full academic year September – July. Magna Vitae reserve the right to amend these periods at any time. Any changes to the conditions for a block booking or managers discount can only be authorised by an Operations Manager or member of the MV Senior Leadership Team.
• In order to qualify for a block booking discount, bookings received must satisfy the following criteria:
  • You are a School, Sports Club, Association or Organisation representing Affiliated Constituted Clubs i.e. a Local League. It does not apply to informal groups of people or commercial organisations.
  • Book a minimum of ten (10) or more sessions.
• The booking form will constitute a legally binding contract.
• Any additional dates and times to the originally agreed block booking are to be treated as an additional separate booking where appropriate.
• Payment will be required in advance either by monthly invoice (authorised in advance) or at reception.
• Where a purchase order number is required for an invoice, the hirer must provide MV with this at the time of booking submission.
• Groups to whom facilities are booked have exclusive use during their booked sessions i.e. exclusive use of court; not exclusive use of the entire sports hall.
• The area booked will be clearly referenced on the booking form.

56. Block Booking Cancellations

• If a Club or Organisation wants to cancel one or more of their dates within the block booking period, the block booking discount will no longer be applicable resulting in the whole block booking period being withdrawn and the full price reinstated or in line with the relevant service level agreement.

57. Courses

• These are regulated, instructed, supervised activities and/or coached sessions.
• Payment is required in full at the time of booking by either cash or direct debit (where appropriate).
• Magna Vitae operates an enrolment / referral procedure.
  • Any customer taking part in a course organised by Magna Vitae must complete an appropriate enrolment form where required.
  • Any courses set up by Magna Vitae will only run if there is sufficient demand: where a course is cancelled, an alternative course will be offered or a refund/credit given.
  • Current students have priority over newcomers.
  • No refunds/credits are to be given for courses cancelled by the customer.
  • Magna Vitae reserve the right to change instructors without prior notice and transfer any customers believed to have enrolled onto an incorrect course.
  • For some courses, specialist footwear and clothing may be required; Customers are advised to check this at the time of enrolment.
• In exceptional circumstances, credits may be made available for long term absence through serious illness/injury or moving more than 30 miles away from the area (excluding courses such as NPLQ).
• In these circumstances, apply in writing for a refund to the Site Management Team of the facility being used.
• Professional/medical evidence may be required of the illness/injury suffered in order to qualify for a refund.

58. Party, Event and/or Function Bookings

• Any customer wanting to book a party or event must complete an appropriate form.
• Full payment is required once the booking has been confirmed.
• Operations Manager authorisation is required for larger or unconventional bookings.
• Once the booking is confirmed the full payment is required to secure the booking.
• For all special events or functions, the event organiser is required to provide an event plan, Insurance details, DBS checks and qualifications etc. where appropriate.

59. Cancellation of Hire

• In the event of the customer cancelling the hire booking then full payment will be retained by Magna Vitae if less than 28 days’ notice is given.
• If an event is cancelled before this time then a 25% non-refundable deposit will be retained.

60. Refunds

• Refunds will only be issued in the circumstances outlined in these terms and conditions.
• Refunds will be made using the method by which the original fee was paid i.e. credit/debit card, bacs payment (where payment was received by direct debit) or cash.
• Where refund is by credit/debit card or cash, the customer will be required to present the original receipt issued to them at point of sale in order to claim a refund.
• In all circumstances the decision of the Site Management Team will be based on the merit of the refund application and will be final.
• All refunds will be processed within a maximum 28 days.

Activities

61. Exercise Classes and Activities

• Appropriate clothing and footwear must be worn at all times.
• Customers are required to inform the instructor of any change/ issue relating to their medical condition.
• Customers are required to cancel their classes/sessions a minimum of two (2) hours before the start, should customers just not turn up then Magna Vitae reserve the right not to accept future bookings.
• Customers are responsible for their punctuality and will not be permitted to enter after the start time.
• Exercise mats are provided where appropriate. Customers are permitted to bring their own exercise mats if so desired.
• MV reserves the right to cancel classes/sessions in extenuating circumstances for which no refund of membership fees will be given.

Swimming Pool Use and Rules

• Customers should not use the facilities if they are under the influence of drugs, medical treatment or have recently consumed alcohol.
• Children under six (6) months old are not advised to use swimming pools.
• Children under eight (8) years old must be accompanied in the swimming pool, by a responsible adult aged 16 years or over at all times. A maximum of two under 8’s per adult is permitted. This ratio can be increased to 3:1 subject to the satisfactory completion of the MV Swim Award which can be taken at all MV swimming pools.
• In the interest of good hygiene & best practice, all swimming pool users are required to shower and use the toilets before entering the water.
• Babies and children who are not toilet-trained are required to wear a leak-proof swimming nappy when using the swimming pool. These are sold at Magna Vitae shops; please ask at reception for details. Ideally, the swimming nappy should be worn underneath a standard swimming costume / swimming trunks so as to effectively create a double safety barrier.
• Only customers aged 16 and above are permitted to access Magna Vitae’ Adult Swim Only sessions.
• Appropriate clothing must be worn in Magna Vitae swimming pools at all times. Underwear and cut-off denims are not allowed. Where t-shirts are required to be worn for medical reasons permission must be sought from the Duty Manager prior to entering the swimming pool. Ask at reception for further information.
• General swim and programmed sessions are subject to multiple use including lane restrictions and closures.
• Where issued, coloured wristbands must be worn at all times, allowing swimming pool users to swim for a minimum period of one hour. Wristbands are generally issued at peak / busy times.
• The swimming pool timetables change depending on school term and holiday dates – please refer to the website www.magnavitae.org or ask at reception for a current programme.
• Customers are advised to observe and strictly abide by all safety information / signage situated around the swimming pool regarding water depth, general swimming pool rules and lane etiquette. Failure to do so may result in the customer being asked to leave the facility.
• In the interest of public safety, all customers must abide by any operational instructions given by the operational staff.
• Training fins and hand paddles may be used in appropriate circumstances when authorised by the Duty Manager.
• Snorkels and masks are not permitted in MV swimming pools with the exception of specific snorkelling courses.
• MV reserve the right to make changes.

63. Feedback – Compliments & Complaints

• Customers are encouraged to speak to the Duty Manager in the first instance who will aim to resolve all complaints at this juncture.
• Written feedback: Customer feedback forms are made available in facility reception areas to allow you to quickly bring your comments, complaints, compliments & suggestions to our attention. If you provide your name and address (contact details) an acknowledgement or full reply will be sent to you within ten (10) working days. Alternatively, please email your feedback to info@mvtlc.org and a response can be expected within 48 hours.
• Telephone feedback: Call the relevant facility Reception or our company Headquarters and you will be directed to an appropriate person.

64. Customer Code of Conduct

• Respect Others: Treat fellow customers and staff with respect. Bullying, harassment, or aggressive behaviour will not be tolerated.
• Health & Safety: Follow all safety guidelines and instructions from staff. Report any hazards or accidents immediately.
• Proper Use of Facilities: Use equipment and facilities as intended. Misuse may result in injury or damage.
• Cleanliness: Maintain hygiene by showering before using pools and cleaning equipment after use. Dispose of litter properly and in respect of the environment.
• Dress Code: Wear appropriate clothing and footwear for each activity.
• Supervision of Children: Children under 8 must be supervised by an adult at all times unless in a supervised session (I.e. Swimming Lesson).
• Respect Privacy: No photography or video recording without consent from all parties involved. A Magna Vitae Photography form will also need completing.
• Time Limits: Be mindful of time limits on equipment during peak times to allow everyone a fair opportunity.
• No Smoking or Alcohol: Smoking and alcohol are prohibited within the leisure centre. This includes Vaping.
• Membership Cards: Always bring and present your membership card upon entry.
• Failure to comply may result in suspension or termination of access to the facility.

Magna Vitae Facilities

• Magna Vitae Head Office
  • Meridian Leisure Centre, Wood Lane, Louth, LN11 8SA
  • 01507 607650 | info@mvtlc.org
• Meridian Leisure Centre
  • Wood Lane, Wood Lane, Louth, Lincolnshire LN11 8SA
  • 01507 607650
• Horncastle Pool & Fitness Suite
  • Coronation Walk, Horncastle, Lincolnshire LN9 6HP
  • 01507 522489
• Skegness Pool & Fitness Suite
  • Grand Parade, Skegness, Lincolnshire PE25 2UG
  • 01754 610675

Please find below a condensed version of your Children Safeguarding Policy suitable for your website:

Our Commitment to Safeguarding Children at Magna Vitae

At Magna Vitae, the welfare of children is paramount, and we are deeply committed to providing a safe and secure environment to protect children from harm. Our services and activities are designed with robust safeguarding measures, acknowledging that contact with children is an integral part of what we do. We believe that safeguarding is the responsibility of every individual, and this commitment extends to all Magna Vitae employees (paid or voluntary), facilities, service areas, and work activities. For clarity, “children” are defined as persons under the age of 18 years.

What is Safeguarding?

Safeguarding involves keeping children safe from harm, including illness, abuse, or injury. As guided by “Working Together to Safeguard Children,” this includes:

• Protecting children from maltreatment.
• Preventing impairment of their health or development.
• Ensuring children grow up in safe and effective care.
• Taking action to enable all children to have the best chances in life.

Magna Vitae achieves this by developing child-centred policies, working in partnership with relevant external agencies, and ensuring all staff are vigilant and skilled in implementing our safeguarding procedures.

Recognising and Reporting Concerns

It is important to understand that it is not your responsibility to decide if a child is being abused, but it is your responsibility to act if you have concerns. The consequences of not reporting suspected child abuse could be fatal. Abuse can be categorised into four types: Physical, Emotional, Neglect, and Sexual. This also extends to Child Sexual Exploitation (including grooming), Upskirting (a criminal offence), and Radicalisation.

If a child discloses abuse to you, or you observe concerning symptoms, please stay calm, listen without probing, and reassure them they were right to speak up. Do not promise confidentiality; explain that you will need to share the information with others who can help. Immediately refer the information to your line manager or a Safeguarding Deputy (SD) and record accurate observations and discussions. Do not investigate or probe.

Our Staff and Volunteers

Magna Vitae implements rigorous selection, recruitment, induction, and registration procedures for all staff and volunteers who work with children. This includes Criminal Record Checks through the Disclosure and Barring Service (DBS). All staff receive comprehensive induction and regular safeguarding training to recognise and understand reporting procedures. Our Designated Safeguarding Lead (DSL) and deputies undertake a Level 3 qualification in safeguarding practices, refreshed every three years.

We maintain a strict Safeguarding “Code of Conduct” for staff and volunteers to ensure appropriate behaviour and protect against misunderstandings or allegations. Key aspects include:

• Avoiding unobserved time with children, always having another person present.
• Keeping physical contact to a minimum and ensuring it is always appropriate.
• Not giving lifts to children, inviting them home, or arranging meetings outside of working hours.
• Not giving gifts or exchanging personal contact information (unless for business).
• Avoiding contact via social media.
• Rooms in our venues are designed for constant supervision, ensuring no child is left alone with staff or volunteers without being visible to others.

Regarding Photographic & Video Images, specific parental consent is required for children’s photographs to be used for promotional activities, including on our website. Images are only used in appropriate dress, and efforts are made to avoid identifying children with personal information that could be misused. We also restrict the use of cameras in our centres and grounds, requiring permission from management.

Working with Partners and Agencies

Magna Vitae works closely with the Lincolnshire Safeguarding Children Partnership (LSCP) and other professional bodies. Partner organisations using our sites must supply staff DBS certificate numbers or evidence of suitable National Governing Body affiliation. Our Local Authority Designated Officer (LADO) offers expert advice and guidance on allegations against staff or volunteers. The DSL or deputy must inform the LADO immediately (within 24 hours) if such an allegation arises.

Contact Us with Concerns

If you have any safeguarding concerns, please do not hesitate to contact our dedicated team:

• MV Designated Safeguarding Lead (DSL): Aeneas Richardson – 07920 799253
• MV Safeguarding Deputies:
  • James Turner – 07880 780380
  • Naomi Wilkinson-Baker – 07795 452513
  • Nick Marshall – 07568 063513
  • Danielle Deakin – 01507 681863 or 07725 462268

For direct referral to the local authority:

• LCC Customer Service Centre – Children related matters (office hours 08.00 – 18.00hrs): 01522 782111
• LCC Customer Service Centre – Any safeguarding matter (out of hours 18.00 – 08.00hrs): 01522 782333 (Emergency Duty Team)
• Police EMERGENCY: 999

Date: 20th January 2025 Issue: 8 Approved by: Executive Director

Magna Vitae is dedicated to creating and maintaining a safe and positive environment for all adults who visit and participate in sporting and cultural activities across its sites and service areas. This commitment aligns with the Care Act 2014.

This policy applies to all individuals involved in Magna Vitae’s activities and aims to help staff understand appropriate reporting procedures. Safeguarding adults is everyone’s responsibility; you must act on any concerns about an adult’s safety and/or wellbeing, but it is not your responsibility to decide if abuse has occurred.

Key Principles of Adult Safeguarding (Care Act 2014)

The policy is guided by six core principles:

• Empowerment: Supporting adults to make their own decisions and give informed consent, ensuring their desired outcomes inform the safeguarding process.
• Prevention: Taking action before harm occurs, by providing clear information about abuse and how to seek help.
• Proportionality: Implementing the least intrusive response appropriate to the risk.
• Protection: Providing support and representation for those in greatest need to help them report abuse and participate in the safeguarding process.
• Partnership: Developing local solutions through services working with communities, while treating sensitive information confidentially and sharing only when necessary.
• Accountability: Ensuring transparency and accountability in delivering safeguarding, with everyone understanding their role.

Additional Principles:

• All adults have the right to be protected from abuse and poor practice, and to participate in a safe environment, with their rights, dignity, and worth respected.
• Magna Vitae aims for inclusive sites and services, making reasonable adjustments for any ability, disability or impairment.
• “Making Safeguarding Personal” emphasises person-led, outcome-focused approaches, engaging the individual in conversations about how best to respond to their situation to enhance choice, control, and safety.
• The “Wellbeing Principle” from the Care Act considers aspects like personal dignity, physical and mental health, protection from abuse, and control over daily life, to ensure full participation.

Who is an “Adult at Risk”?

An Adult at Risk is a person aged 18 or over who has needs for care and support (whether or not a local authority is meeting them), is experiencing or is at risk of abuse or neglect, and as a result of those needs, is unable to protect themselves from such risk or experience. The term ‘vulnerable’ is no longer used.

Types of Abuse and Neglect (Care Act 2014)

The Care Act 2014 identifies various types of abuse and neglect. This is an illustrative, not exhaustive, guide:

• Self-neglect: Neglecting personal hygiene, health, or surroundings, including hoarding.
• Modern Slavery: Encompassing slavery, human trafficking, forced labour, and domestic servitude.
• Domestic Abuse & Coercive Control: Including psychological, physical, sexual, financial, and emotional abuse, and ‘honour’ based violence.
• Discriminatory Abuse: Abuse based on difference or perceived difference, such as race, gender, or disability.
• Organisational Abuse: Neglect and poor care practice within an institution or care setting, often due to systemic issues.
• Physical Abuse: Hitting, slapping, pushing, kicking, misuse of medication, or inappropriate restraint.
• Sexual Abuse: Rape, indecent exposure, sexual harassment, inappropriate touching, or sexual acts without consent.
• Financial or Material Abuse: Theft, fraud, internet scamming, coercion related to financial affairs, or misuse of property.
• Neglect: Ignoring medical or physical care needs, failure to provide access to services, or withholding necessities like medication or food.
• Emotional or Psychological Abuse: Threats, deprivation of contact, humiliation, blaming, controlling, intimidation, verbal abuse, or isolation.

Other Relevant Types (not in Care Act 2014):

• Cyber Bullying: Repeatedly harming, humiliating, or isolating someone online or via text messages.
• Forced Marriage: Marriage where one or both parties do not consent or are against their will.
• Mate Crime: Exploitation of vulnerable people by befriending them, which may not be illegal but has a negative effect.
• Radicalisation: Attracting individuals to extreme views, persuading vulnerable people of a cause’s legitimacy.

Signs and Indicators of Abuse and Neglect

Abuse can occur in any context and by various perpetrators, including club members, workers, volunteers, or coaches. Signs may include, but are not limited to:

• Unexplained bruises or injuries, or lack of medical attention.
• Missing belongings or money.
• Not attending/no longer enjoying sessions, or not responding to reminders.
• Losing or gaining weight, or an unkempt appearance (e.g., deterioration in hygiene).
• A change in behaviour or confidence, or self-harm.
• Fear of a particular group or individual.
• A disclosure of abuse by the person.

What to Do if You Have a Concern or Someone Raises Concerns

If you become aware of, suspect, or are told about abuse or poor practice, you must report it:

1. Report to the Magna Vitae Designated Safeguarding Lead (DSL). If the DSL is implicated, report to another relevant member of the Magna Vitae Senior Leadership Team.
2. It is your responsibility to act on concerns, not to decide if abuse has occurred.
3. Immediate Danger: If someone is in immediate danger, contact the police immediately by telephoning 999. If you suspect a crime is being committed, you must contact the police.
4. Consider the Adult’s Views: Always take into account the needs and wishes of the person at risk (“Making Safeguarding Personal”). Discuss your concerns with the adult to get their view and inform them you will be passing on their concern.
5. Record Keeping: Make a note of your concerns and what the person has said, using their own words, as soon as practicable. Complete a Safeguarding Incident Report Form and submit it to the DSL or a Safeguarding Deputy.
6. Confidentiality: This information must only be shared with your DSL and others on a strict “need to know” basis.

Good Practice

Magna Vitae expects coaches of adult participants and all staff to adopt the Magna Vitae Code of Conduct, complete basic awareness training, and aim to make experiences fun and enjoyable. Key aspects include treating all adults equally, respecting their dignity, building trust-based relationships, avoiding unnecessary physical contact, and being an excellent role model. Written consent should be gained for emergency first aid, medical treatment, and travel arrangements if the adult has capacity.

Key Contacts (Emergency)

• MV Designated Safeguarding Lead (DSL): Aeneas Richardson – 07920 799253
• MV Safeguarding Deputies: James Turner – 07880 780380, Naomi Wilkinson-Baker – 07795452513, Nick Marshall – 07568063513, Danielle Deakin – 01507 681863 or 07725462268
• Police EMERGENCY: 999
• LCC Customer Service Centre (Adult related matters): 01522 782155
• LCC Customer Service Centre (Any safeguarding matter, Out of Hours): 01522 782333
• Central Referral Unit (Safeguarding): 01522 947590 or (out of hours) 0300 111 0300

To read the full policy please click: https://magnavitae.org/safeguarding-policy-magna-vitae-adult-and-children/

For the purpose of the General Data Protection Regulations (GDPR) 2018, the data controller is Magna Vitae, Meridian Leisure Centre, Wood Lane, Louth, Lincolnshire, LN11 8SA. 

Magna Vitae is a registered charity (charity number 1160156).    

This policy (together with our Terms and Conditions of use and any other documents referred to in this policy) explains how we will collect, process, use and protect any personal data which we collect from you or that you provide.  It applies to information we collect about: 

• visitors to our website and social media feeds. 
• people who use our services. 
• job applicants and our current and former employees. 
• complaints, comments, and suggestions; and 
• any other services we may provide. 

We are committed to protecting and respecting your privacy. Whenever you provide personal information, we will treat your information in accordance with this privacy policy, and in accordance with GDPR 2018 and the Data Protection Act 2018. When you supply any personal information to Magna Vitae, we have legal obligations under the GDPR 2018 and Data Protection Act 2018 in the way we deal with that information. In particular, we must: 

• Collect the information fairly; 
• Let you know how we will use it; and 
• Keep the information secure. 

What is personal information? 

Personal information can be anything that identifies and relates to a living person. This can include information that when put together with other information can then identify a person. For example, this could be your name and contact details.  

Some of your personal information might be ‘special’ 

Some information is ‘special’ and needs more protection due to its sensitivity. It’s often information you would not want widely known and is very personal to you. This is likely to include anything that can reveal you’re: 

• physical or mental health 

• trade union membership 
• genetic/biometric data 
• criminal history 

Why do we need your personal information? 

We may need to use some information about you to: 

• deliver services and support to you. 
• manage those services we provide to you. 
• train and manage the employment of our workers who deliver those services. 
• help investigate any worries or complaints you have about your services. 
• keep track of spending on services. 

• check the quality of services; and 
• to help with research and planning of new services. 

Information we collect from you 

We collect and process the following data about you via the following means: 

• Information you provide in applying for our services such as membership applications, theatre ticket purchases, holiday activity registration, Boditrax registration, swimming lesson (WaterWise) registration, course registration, employment application and expression of interest in our services. 
• Information that you provide by filling in forms on our website www.magnavitae.org, www.embassytheatre.co.uk and www.sofestival.org includes information provided at the time of registering to use our site, subscribing to any service, posting material, or requesting further services. We may also ask you for information when you report a problem with our site.  If you contact us, we may keep a record of that correspondence. We may also ask you to complete surveys that we use for research or improvement purposes or for satisfaction surveys, although you do not have to respond to them. 

Basis for Processing of Data  

Magna Vitae process data in accordance with the following: 

CONSENT OF THE DATA SUBJECT  

We may use and process your personal information for marketing purposes where you have consented for us to do so for the following purposes: 

1. Community activities and sports/leisure events
2. Festivals and events
3. Fitness, gym and Leisure Centre activities including swimming and classes/courses
4. Shows and entertainment

PROCESSING IS NECESSARY FOR THE PERFORMANCE OF A CONTRACT WITH THE DATA SUBJECT OR TO TAKE STEPS TO ENTER INTO A CONTRACT 

Whenever you use or pay for a service, you are entering into a contract with Magna Vitae whilst you are using this service. We may need personal information about you in order to provide you with the service you have requested. 

 For example, if you buy a fitness membership we will need your name, address, date of birth, health, and bank details 

 The information we require will vary by service. 

LEGAL OBLIGATIONS 

We will use your personal information to comply with our legal obligations: 

1. To identify you when you contact us
2. To verify the accuracy of data that we hold about you.
3. To assist the police or legitimate agencies

LEGITIMATE INTEREST 

We may use and process your personal information where it is necessary for us to pursue our legitimate interests for the following purposes: 

1. Surveys to improve your customer or visitorexperience.
2. For market research in order to continually improve our products and services
3. To administer our websites and for internal operations for example testing and statistical purpose
4. Magna Vitae may send you information regarding servicessimilar tothose you have previously accessed. In these circumstances you will always be offered an opportunity to opt out of receiving this information in the future. 
5. To keep you informed about the product or service you have purchased. 
6. To comply with a request from you in connection with the exercise of your rights (for example where you have asked us not to contact you for marketing purposes, we will keep a record of this on our suppression lists in order to be able to comply with your request);
7. To enforce acontractyou have entered into with us or to defend a case brought against us.  
8. For general administration including managing your queries or complaints
9. Magna Vitae operatesCCTV inall of its venues for the purpose of prevention of crime and also to protect its assets from misuse. Your image may be captured and recorded whilst visiting our premises. 

Where we store your personal data 

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website or booking systems, you are responsible for keeping this password confidential. We ask you not to share a password with anyone. 

Unfortunately, the transmission of information via the Internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website. Any transmission is therefore at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access. 

Our theatre booking systems (Spektrix & Artifax) are cloud based systems hosted by a third party in the UK.  We have a data sharing agreement in place to ensure that your data is held securely and will not be shared with any other party.  

Our leisure venue booking and customer management system (Gladstone MRM) is maintained by Magna Vitae staff and is held on servers managed by Gladstone Limited a UK based company  with whom we have a data sharing agreement to ensure your data is held securely and is not shared with any third party. We monitor usage and communicate with our MV cardholders using a software package provided by The Retention People (TRP) a UK based company which utilises cloud-based services.  We have an information sharing agreement in place to ensure your data is held securely and is not shared with any third party.  

The Boditrax system is a hosted cloud-based system which is operated by Boditrax, a UK based company with whom we have an information sharing agreement to ensure your data is held securely and is not shared with any third party. 

Altitude 44 (A44) bookings are managed via EZ Runner software which is a cloud based hosted solution held on servers managed by a UK based company with whom we have a data sharing agreement to ensure your data is held securely and is not shared with any third party.  A44 also uses ParkUpKeep an adventure park inspection maintenance and reporting tool kit with whom we have a data sharing agreement.upon which we record any incident and accidents. 

EPOS Now is Point of Sale software utilised by Café Magna which is a cloud based hosted solution with whom we have a data sharing agreement.  

Our accounting software is provided by Sage Limited, a cloud-based service with whom we have a data sharing agreement.  If we Invoice you or place an order for your products or services, your data will be held in our Sage system in line with our retention policy. 

Our IT systems are supported by Digicube which is a limited company registered in England and Wales with whom we have a data sharing agreement in place.  

Staffmis is a staff and facility management cloud-based software system based in the Uk with whom we have a data sharing agreement.  

We use information held about you in the following ways 

• To ensure that our services are presented in the most effective manner for you; 
• To provide you with information, products or services that you request from us or which we feel may be of interest to you, where you have consented to be contacted for such purposes; 

• To carry out our obligations arising from any membership contracts entered into between you and us; 
• To allow you to book our services; 
• To notify you about changes to our service; and 
• To produce statistical information. 

Disclosure of your information 

We will not disclose your information to any third parties unless we have your permission to do so or are required to by law or in order to comply with any contractual agreements you have entered into.  

Your rights 

• The right to be informed; 
• The right of access; 
• The right to rectification; 

• The right to erasure (to be forgotten); 
• The right to restrict processing; 
• The right to data portability; 
• The right to object; and 
• Rights in relation to automated decision making and profiling. 

You also have the right to ask us not to process your personal data for marketing purposes. You can exercise your right to allow such processing by checking certain boxes on the forms we use to collect your data.  

You can exercise the above rights at any time by contacting us at info@mvtlc.org  

Our Website 

When someone visits www.magnavitae.org.uk, www.embassytheatre.co.uk and www.sofestival.org we use a third party service, such as Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow the third party service to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will make this very clear. We will make it clear when we collect personal information and will explain what we intend to do with it. Our website may, from time to time, contain links to and from the websites of our partner networks and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for those policies or websites. Please check those policies before you submit any personal data to any of those websites. 

Use of cookies 

By using our website you are agreeing to us placing cookies on your device.   Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as provide information to the owners of the site. Cookies and logging of IP addresses are used to enable us to monitor site traffic and repeat visitor statistics. These statistics will not include information that can be used to identify any individual. Such information is anonymous and held on a temporary basis.  To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org  please see our Cookie Policy on our website www.magnavitae.org or via our contact details at the bottom of our privacy policy.   

E-newsletter 

We use a third party provider to deliver our monthly e-newsletter. We gather statistics about email opening and ‘clicks’ using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter.  

Security and performance 

Magna Vitae uses a third-party service (LaserRed) to help maintain the security and performance of our websites. To deliver this service it processes the IP addresses of visitors to the Magna Vitae websites. 

WordPress 

Our website Customer Relationship Management (CRM) is provided by a third-party service, WordPress.   

Social media 

Nominated Magna Vitae staff monitor and respond to feedback and comments on our Facebook and Twitter feeds.  We use a third-party provider (Hootsuite) to manage our social media interactions.  If you send us a private or direct message via social media the message will be stored by Hootsuite for three months. It will not be shared with any other organisations. 

Email 

Magna Vitae use a third-party provider, Microsoft 365 outlook to provide its email infrastructure. Any email sent to us, including any attachments, will be monitored and used by us for reasons of security and for monitoring compliance with office policy.  Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law. 

Survey emails are sent via a third-party provider, TRP Insight Software which is integrated into Gladstone MRM. If you wish to stop receiving these emails you can either use the unsubscribe service at the bottom of the email or contact us on 01507 607650 or email us at info@mvtlc.org or speak to the reception team at any of our venues.  

Complaints 

When we receive a complaint from a person, we construct a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint. 

We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We do compile and publish statistics showing information like the number of complaints we receive, but not in a form which identifies anyone. 

We may have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant does not want information identifying him, or her, to be disclosed they must tell us and we will try to respect that. However, it may not be possible to effectively deal with a complaint on an anonymous basis. 

We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle. 

Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide. 

Job applicants, current and former employees 

When individuals apply to work at Magna Vitae (or are Trustee applicants), we will only use the information they supply to us to process their application and to monitor recruitment statistics.  Payroll services are provided by Duncan and Toplis and we will therefore share the information provided by successful candidates with them. Where we want to disclose information to a third party, for example to take up a reference, obtain a ‘disclosure’ from the Disclosure and Barring Service (DBS), or for  pre-employment occupational health surveillance – we will not do so without informing the employee beforehand unless the disclosure is required by law. 

Personal information about unsuccessful candidates will be held for 12 months after the recruitment exercise has been completed, it will then be destroyed or deleted. We retain de-personalised statistical information about applicants to help monitor our recruitment activities, but no individuals are identifiable from that data. 

Once a person has taken up employment with Magna Vitae, we will compile a personal file relating to their employment. The information contained in this will be kept secure and will only be used for purposes directly relevant to that person’s employment. Human Resource Management advice is provided by an external HR Consultant with whom employee information may need to be shared from time to time. Once employment with Magna Vitae has ended, we will retain the file in accordance with the requirements of our retention schedule and then delete it (or shred where held as hard copy) 

Safeguarding 

Safeguarding Incident report & Safeguarding Referral report forms will be kept for a maximum period of six (6) years and marked ‘Strictly Confidential’ along with all other associated documentation; 

Exception to the aforementioned 6-year period will occur when records:  

(a) Need to be retained if information is relevant to any known ongoing legal action case; 

(b) Are required by law to be retained for longer. 

Where allegations have been made against a staff member, documents and information will be retained at least until that person reaches normal retirement age, or ten (10) years, whichever is the longer. **This includes people who leave Magna Vitae. The purpose of the record is to enable accurate information to be given in response to any future request for a reference. It will provide clarification in cases where future DBS disclosure reveals information from the police that an allegation was made but did not result in a prosecution or a conviction. It will also prevent unnecessary re-investigation if, as may happen, allegations resurface after a period of time. 

Access to personal information and contact details 

Magna Vitae tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘Subject Access Request’ under GDPR 2018 if we do hold information about you we will: 

• give you a description of it; 
• tell you why we are holding it; 
• tell you who it could be disclosed to; and 
• let you have a copy of the information in an intelligible form. 

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email or write to us at the address listed below. We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate. There is no charge for a copy of the data we hold about you. Data will be supplied within 40 calendar days from receipt of your request and validation of proof of identity. 

How long do we keep your personal information? 

There’s often a legal reason for keeping your personal information for a set period of time, we try to include all of these in our retention schedule which lists how long your information may be kept for. This ranges from months for some records to decades for more sensitive records.   

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to: 

The Executive Director, Magna Vitae, Meridian Leisure Centre, Wood Lane, Louth, Lincolnshire, LN11 8SA. 

Or email us at:    info@mvtlc.org  

You can also get further information on: 

• Agreements we have with other organisations for sharing information; 
• Circumstances where we can pass on personal data without consent for example, to prevent and detect crime and to produce anonymised statistics; 

• Our instructions to staff on how to collect, use and delete personal data;  
• How we check that the information we hold is accurate and up to date; and 
• Links to other websites. 

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner’s Office (ICO) at: Information Commissioner’s Office 

Wycliffe House  

Water Lane  

Wilmslow 

Cheshire SK9 5AF 

Tel: 0303 123 1113 (local rate) or 01625 545 745 

Alternatively, visit ico.org.uk or email casework@ico.org.uk.  

Changes to our privacy policy 

We may revise this privacy policy at any time by updating this page. You should check this page from time to time to review the current privacy policy because it is binding on you. 

This privacy notice was last updated on: 02.11.21

Here is a website-friendly version of your Health Commitment Statement, designed to be clear and easy to understand for your customers, drawing on the information you provided:

Your Health Commitment Statement at Magna Vitae

At Magna Vitae, your health is your responsibility, and our team is dedicated to helping you make the most of our facilities and enjoy your fitness journey. This statement provides essential guidance and advice for your benefit. By engaging in physical exercise at our facilities, you acknowledge that there are inherent risks involved.

Our Commitment to You

We are committed to providing a safe and supportive environment for your fitness activities:

• Respecting Your Choices: While we encourage you not to exercise beyond your personal capabilities, we will respect your wishes regarding the activities you choose to undertake.
• Safe Equipment: We will ensure that our equipment is safe for you to use at all times, to the extent that is reasonably practicable.
• Qualified Staff: Our staff are well-trained within their roles and hold qualifications that meet the standards set by the Register of Exercise Professionals / CIMSPA.
• Disability Support: Should you inform us of a disability that limits your use of certain equipment, we will do our best to provide you with alternative exercises.

Your Commitment to Us (and Your Health)

To ensure your safety and enjoyment, we ask for your commitment in the following areas:

• Seek an Introduction: If you require an introduction to the gym or are unsure how to use any piece of equipment, it is your responsibility to book an appointment at reception before using the facility.
• Consult Your Doctor: The body’s reaction to exercise can sometimes be unpredictable. If you know or are concerned about a medical condition that might be affected by your exercise programme, you should speak to your doctor about the activities you wish to participate in and follow their advice.
• Exercise Safely and Responsibly:
  • You may need to restrict your activities to those that are safe for you.
  • Always make yourself aware of and follow any instructions or safety notices displayed.
  • Do not perform exercises or use equipment that you have been advised not to.
  • If you have a disability, please follow the advice provided by our Lifestyle Consultant to ensure you can exercise safely.
• Stop if Unwell: If you experience any symptoms of ill health while exercising, you must stop immediately and seek assistance from a member of staff.
• Abide by Instructions: You agree to follow the verbal instructions given by our Lifestyle Consultants and observe all written notices concerning health, safety, and welfare while using the fitness suite.

Here is a condensed, web-friendly version of Magna Vitae’s Environmental Management & Hazardous Waste policy:

Magna Vitae Environmental Commitment

At Magna Vitae, we are dedicated to protecting and enhancing the environment in which we operate and serve. Our policy, established on 19th August 2021, guides our commitment to reducing environmental damage and waste across all our activities and in collaboration with our partners.

Our Core Environmental Principles:

• Resource Efficiency: We strive to efficiently use energy, water, and materials, promote sustainable renewable resources, and minimise adverse environmental impacts wherever economically viable.
• Pollution Reduction: We actively seek and adopt low-polluting technologies, processes, and practices, employing environmentally sound waste management techniques like source reduction, reuse, recycling, and safe disposal.
• Compliance & Accountability: We operate in accordance with environmental legislation, including the Environmental Protection Act 1990, and observe the requirements of The Environment Agency. All major environmental pollution incidents involving Magna Vitae or its sub-contractors are promptly investigated and reported.
• Partnership & Performance: We expect our business partners, sub-contractors, and major suppliers to share our environmental concern. We regularly measure our environmental performance against benchmarks and targets, reporting progress to all stakeholders annually.

Focus on Energy Efficiency: A primary objective is the efficient and effective use of energy. We are committed to an annual strategic energy reduction plan, continuous review of operations for energy efficiency, regular monitoring of utilities to reduce wastage, and planning for smart metering in all venues. We also develop plans to adopt renewable technology where financially viable.

Managing Hazardous Waste: Magna Vitae is responsible for identifying and correctly disposing of hazardous waste. Waste is classified as hazardous if it can harm human health or the environment, encompassing items like fluorescent lighting, televisions, and computer monitors. Our Duty Managers and Management team continuously monitor hazardous waste disposal. If a centre exceeds 500kg of hazardous waste annually, it is registered with the Environment Agency, and all such waste is disposed of through registered suppliers.

Everyday Practices for a Greener Environment: Our commitment is put into action through various initiatives and practices, including:

• Energy Saving: Using energy-efficient lighting, installing movement sensors, educating staff to turn off lights and equipment when not in use, using push-button taps and showers, and installing solar power at all sites.
• Water Conservation: Thermostatically controlling hot water, automatically managing pool water top-up, and promptly addressing leaks and faulty systems.
• Recycling & Waste: Maximising recycling opportunities for paper, plastics, glass, batteries, and more, as well as printing double-sided and in grey-scale where possible.
• General Housekeeping: Maintaining clean internal and external areas, disposing of chemicals safely, and ensuring activities do not impact neighbours.
• Staff Development: Communicating utility consumption, including recycling in daily responsibilities, and providing training on efficient resource use.

Monitoring and Continuous Improvement: We conduct monthly internal environmental audits and review external audits annually as part of our Quest audit to evaluate compliance and drive actions towards ISO 14001 certification. An Environmental Action Plan is updated annually by the Senior Management Team, and utility readings, chemical usage, and pool water tests are regularly measured. Quarterly Environmental Reviews are undertaken by the Management Team to discuss progress, impacts on the business, staff, partners, and customers, and revise targets.

For a comprehensive understanding of our full commitment, procedures, and responsibilities, [Click here to read the full policy].

Junior Gym Guidance  

At Magna Vitae, we’re committed to providing a safe, supportive environment where young people can develop healthy, active lifestyles. Our gyms are designed to ensure everyone can enjoy our facilities but there are some restrictions in place for juniors.   

Age Groups & Access 

Ages 11-15: Can use our gyms during designated independent sessions or with adult supervision (adult must be 16 years or above and supervision is on a 1:4 ratio). 

Remember…..During your younger years (ages 11-15), your body is still growing and developing, and you are more likely to hurt yourself. Understanding this can help you stay safe and healthy. We ask that you only use the equipment outlined as follows: 

• Any equipment with a red sticker on it can be used by an 11-13-year-old. 

• Any equipment with a green sticker on it can be used by a 14-15-year-old. 

• 16-17 year olds are permitted to use all equipment  

Ages 16-17: Can use gym facilities independently with full access to equipment 

Junior Gym Times 

Fitness Classes 

• Ages 14+: Aquacise, Zumba, and Latin Fit 

• Ages 16-17: All exercise classes available 

Safety First 

• All juniors aged 11-15 receive a mandatory induction and personalised program 

• Health commitment statement required during the joining process 

• Emergency contact details must be provided 

• Trained staff supervision during junior sessions 

• Medical conditions must be disclosed to the staff 

Gym Etiquette & Rules 

• Respect for all members and staff is essential 

• Maximum group size of 2 on the equipment at any one time 

• Clean equipment before and after use 

• Ask staff for help when needed 

• Maintain appropriate noise levels 

• Follow the equipment use guidelines 

Getting Started 

Ready to join? We offer introductory fitness sessions conducted by certified trainers to ensure all young members learn to use equipment safely and effectively. 

For full policy details, designated gym hours, and membership information, please contact our team or visit the leisure centre. 

Policy effective from June 2025. Magna Vitae reserves the right to update this policy as needed, with advance notice to members.