GBRL Membership Freeze & Cancellation Policy

At Gracie Barra Roundhay Leeds, we’re committed to supporting our members both on and off the mats. Life happens, and when it does, we aim to offer policies that are flexible, fair, and transparent.

We hope this policy feels supportive and straightforward. If you’re ever unsure, please speak to us directly and in confidence, we’re always happy to help.

Membership Freeze Policy
We understand that there may be times when you need to take a break from training. Our freeze policy allows members to pause their membership for a minimum of one full calendar month and a maximum of three full calendar months per year (based on your
join date).

During this time, access to all training, events, and facilities is paused, including classes, seminars, holiday camps, and Champions’ Party Night, to comply with insurance coverage.

Common reasons for freezing include:
● Short-term injury or illness
● Study commitments or exams
● Redundancy or loss of income
● Travel or working away
● Competing in another sport
● Temporary life shifts or personal commitments

Freeze Admin Fee & Payment Terms
A 20% freeze admin fee (based on your regular monthly membership fee) is charged for each month your membership is on freeze. This fee secures your spot in the programme and keeps your membership active.

Example:
If your monthly membership is £100, the freeze fee would be £20/month while your membership is on hold.

In addition, at the start of the freeze, we’ll debit one full month’s membership fee as usual. This payment is held as a credit on your account and will be used to cover your first full month back once you return to training, so your restart is already taken care of.

Example:
If you freeze for two months, you’ll pay:
● £100 upfront (held as a credit for your return)
● £20 x 2 = £40 total in freeze admin fees

Notice Requirements:
To initiate a freeze, please give us at least 10 days’ written notice before the end of the month. Your freeze will begin on the 1st of the following calendar month.

The freeze admin fee must be paid within the first three days of the freeze period. If it’s not received, your membership will remain active and full payments will resume as normal.

During the Freeze
● Annual Members: Your freeze period will be credited to the end of your membership term.
● Monthly Members: The full membership fee debited at the start of the freeze becomes a credit. No payment will be taken in your first month back.
Members are eligible for one freeze per 12-month period. If you require a longer or additional freeze, please speak to us, we’ll review your request on a case-by-case basis.

Cancellation Policy:
If you’re thinking about cancelling your membership, we encourage you to speak with us first, there may be alternatives or support we can offer.
If you decide to cancel, we require two full calendar months’ notice.
For example: If you notify us on 20th June, your notice period begins on 1st
July, and your membership will end on 31st August.
All cancellations must be submitted in writing.
Please note:
● If you’re currently on freeze and choose to cancel, you can do so without providing two full calendar months’ notice.
● If you decide to rejoin in the future, your new membership will reflect current pricing and benefits, and a £12 joining fee will apply, previous terms will not carry over.

Exemptions:
We offer flexibility for members experiencing the following:
● Injury during GBRL training or competition: Membership can be frozen indefinitely during your recovery.
● Pregnancy & Shared Parental Leave: Membership can be frozen for up to 12 calendar months, with the option to extend depending on your situation. This includes support for both birthing and non-birthing parents.

We’re here to help you stay committed to your journey, even if it takes a temporary pause.

If you have questions or need support, just reach out. We’re always in your corner.