Freetrike Terms and Condition for existing clients
Effective Date: ___________
Organisation: Freetrike CIC (“Freetrike”, “we”, “us”, “our”)
Client: ______________________ (“you”, “the client”)
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1. Purpose of Agreement
This Agreement sets out the terms on which Freetrike provides adapted cycling sessions (“the Services”) to the Client. By participating in sessions or maintaining a membership, the Client agrees to abide by these terms.
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2. Description of Services
2.1 Freetrike provides adapted tricycle cycling sessions led by qualified Cycle Therapists.
2.2 Sessions may include instruction, supported cycling, adapted routes, safety checks, and personalised adjustments depending on the Client’s needs.
2.3 Sessions typically run weekly at a fixed agreed time unless otherwise arranged.
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3. Payment Terms
3.1 All clients will receive an invoice at the end of the month which is due within 7 days.
3.2 Failure to pay may result in the suspension of sessions until payment is received.
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4. Cancellations
4.1 If you need to cancel a session, you must notify Freetrike as soon as reasonably possible.
4.2 If 48 hrs notice is not given you will be charged for the session.
4.3 Freetrike will make all reasonable efforts to offer an alternative session during the same week, subject to availability.
4.3 Freetrike is not obliged to provide an alternative session, and no refunds or credits are given for missed sessions where an alternative is not possible.
4.4 If Freetrike must cancel a session (e.g., due to staff illness) we will offer a rescheduled session where possible. If a suitable alternative cannot be provided, you will not be charged.
4.5 If you have to cancel a session, a £50 retainer fee will still be charged to protect your slot. If the CT is able to fill your slot with another client, no fee will be charged.
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5. Client Responsibilities
5.1 Clients agree to participate safely and follow guidance from Freetrike staff at all times.
5.2 Clients must inform Freetrike of any relevant changes to their health, medication, or mobility that may affect participation.
5.3 Clients are responsible for ensuring they wear appropriate clothing and footwear for cycling.
5.4 Where a carer or family member attends, they remain responsible for personal care, communication assistance, behavioural support, and medical needs.
5.5 Clients must behave respectfully towards staff and other users. Abusive or unsafe behaviour may result in termination of services.
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6. Safety & Risk
6.1 Freetrike conducts equipment checks, risk assessments, and route planning to promote safe participation.
6.2 Cycling involves some inherent risk. By taking part, you acknowledge these risks and agree to follow safety instructions.
6.3 Freetrike reserves the right to stop a session or decline participation if we believe continuing would be unsafe for the client or staff.
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7. Health Disclosure
7.1 Before starting sessions, clients (or their representatives) must provide accurate information regarding relevant health conditions.
7.2 Freetrike may request updated health information periodically to ensure safe practice.
7.3 Freetrike is not liable for injury or harm resulting from undisclosed or inaccurately described medical conditions.
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8. Equipment
8.1 All trikes and adaptive equipment remain the property of Freetrike.
8.2 Clients must use equipment as instructed and not modify, damage, or misuse it.
8.3 Any damage caused deliberately or through misuse may be chargeable.
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9. Termination or Pausing of Sessions
9.1 Clients may pause or terminate sessions, as much notice is appreciated, but a week is required.
9.2 Freetrike may terminate this Agreement where required for safety, non-payment, or inappropriate behaviour.
9.3 In exceptional circumstances (e.g., hospital admission), Freetrike will work with clients to agree a fair and compassionate plan.
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10. Liability
10.1 Freetrike carries appropriate insurance for its activities.
10.2 Freetrike is not liable for:
personal property lost or damaged during sessions
injuries arising from failure to follow staff instructions
injuries related to undisclosed medical conditions
10.3 Nothing in this Agreement limits liability for negligence causing death or personal injury where such limitation is unlawful.
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11. Data Protection
11.1 Freetrike processes client data in accordance with UK GDPR and data protection law.
11.2 Information is used only for service delivery, safety, communication, and operational purposes.
11.3 Personal data will not be shared with third parties without consent unless required by law or safeguarding concerns.
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12. Communication
12.1 Freetrike may communicate session changes, reminders, or safety information via phone, email, or text message.
12.2 Clients agree to provide accurate contact details and notify Freetrike of any changes.
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13. Governing Law
This Agreement is governed by the laws of England and Wales.
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14. Acceptance
By attending Freetrike sessions, you acknowledge that you have read, understood and agree to these Terms of Service.
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