Terms and Conditions

The Sport & Exercise Online Booking service (the "Service") accessed via this website www.sport.ed.ac.uk/online-booking (the "Site") is provided by Sport & Exercise which is a department of The University of Edinburgh ("the University"). Use of the Site is governed by these terms and conditions (together with the documents referred to on it) ("Terms and Conditions").

Please read them now. By using the Service you indicate that you accept the Terms and Conditions and that you agree to abide by them. If you are not willing to accept these Terms and Conditions you may not use the Service.

1. General

The Terms and Conditions relating to this Service should be viewed as an addition to the existing Sport & Exercise Member Agreement:

2. Access

This Service is provided for the use of Sport & Exercise members only.

Access to the Site is permitted on a temporary basis, and the Sport & Exercise reserve the right to withdraw or amend the Service on the Site without notice.

From time to time, access may be restricted to some parts of the Site, or the entire Site, to registered users.

3. Registration

Sport & Exercise members wishing to use the Service are required to complete the online registration before using the Service.


3.1 Passwords

You are solely responsible for keeping your account username and password confidential and you are responsible for all activity that occurs under your account. Sport & Exercise has the right to disable any user identification code or password at any time, if in Sport & Exercise's opinion you have failed to comply with any of the provisions of these terms of use.

4. Activity booking


4.1 Activities available

The following activities are available to book through this Service:

  • Badminton
  • Basketball
  • Football
  • Netball
  • Squash
  • Table Tennis
  • Ultimate Frisbee
  • Volleyball

4.2 Booking activities

Sport & Exercise members registered for the Service can book activities up to 7 days in advance.

Sport & Exercise members may book activities for single sessions. The duration of these sessions depends upon the activity.

Due to venue capacity restrictions we operate a policy of limiting members to 3 online activity bookings per day.

A maximum of 21 items (consisting of activity or class bookings or a combination of the two) may be booked per 7 day period.

Bookings can also be made either in person or by phone with the Sport & Exercise reception team.


4.3 Payment for bookings

Payments for bookings made through this Service are required at the time of booking.

Bookings made through this Service are confirmed only upon payment of the appropriate booking fee. Bookings that have not been paid for within five minutes of booking will not be held.

Payment for bookings made through this Service are made through the University's secure E-payment Portal which is governed by the University's Privacy Policy (see section 11).

The University's E-payment Portal accepts payment with the following card types:

  • Visa
  • Visa Debit
  • Mastercard
  • Maestro

The Sport & Exercise does not retain any credit or debit card information used to pay for bookings made through this Service.


4.4 Attendance

The Sport & Exercise can utilise up to 10 minutes of a booking slot for any necessary equipment changeover or set up.

Bookings made through this Service are for the Sport & Exercise member and guest.

Sport & Exercise members may bring in one guest at any one time.

The Sport & Exercise member must be in attendance for the booking.

The guest must be accompanied by the Sport & Exercise member and must pay the appropriate entrance fee.

The Sport & Exercise member is responsible for any guest in attendance for the booking (see Member Agreement Part 1, Points 21 - 23).


4.5 Cancelling an activity booking

Activities booked through this Service cannot be cancelled online.

Sport & Exercise members may cancel their activities via telephone or in person up to 24 hours in advance of the activity start time.

In the event of a booking cancellation up to 24 hours in advance of the activity start time, an alternative booking slot will be offered at Sport & Exercise's discretion. No refunds will be given.

Email cancellation requests cannot be accepted.

5. Exercise class booking


5.1 Booking class places

All classes have limited places available so it is highly recommended that you book your place in advance.

Sport & Exercise members registered for the Service can book for classes up to 3 days in advance.

Sport & Exercise members may only book one place per class and this place is for their sole use. It is not transferable to another member or non-member.

A maximum of 21 items (consisting of activity or class bookings or a combination of the two) may be booked per 7 day period.

Bookings can also be made either in person or by phone with the Sport & Exercise reception team.


5.2 Class attendance

Once registered for a class you must be in attendance at least three minutes before the class commences, any later and your place will be reallocated as a standby.


5.3 Cancelling a pre-booked class place

A Sport & Exercise member registered for the Service may cancel their class places online, as no refund of payment is required, using the My Account facility, via telephone or in person up to 24 hours in advance of the class start time.

Email cancellation requests cannot be accepted.

Sport & Exercise reserves the right to restrict the future booking requests of members who fail to cancel three class places in the appropriate way.

6. Member Communications


6.1 Auto-generated emails from Sport & Exercise

There are three instances where auto-generated emails will be sent to members:

Upon registration:

  • An account activation link is sent to the email address provided at the time of registration.

Upon completion of payment for a booking:

  • A link to a printable booking confirmation is sent to the email address provided at the time of registration.

When the user forgets their password:

  • A re-activation link is sent to the email address provided at the time of registration.

6.2 Online bookings messaging service

By signing up to this Service you agree that the Sport & Exercise may communicate with you about issues affecting your past, current or future class and/or activity bookings via the Site messaging service.

You are advised to check your messages when you log into the Site and ahead of any bookings you may have.

The Sport & Exercise may contact you with regards to issues such as:

  • problems with the Site or Service
  • advanced notification, where possible, of works affecting either the Site, Service or the venue
  • class venue changes, cancellations, change to advertised timetable, etc.

6.3 Members communicating with the Sport & Exercise

Members wishing to communicate with the Sport & Exercise regarding bookings made online should contact the Sport & Exercise in person or via the email address shown on the Contact page

Members should provide the following details which can be found on their Booking Confirmation:

  • member number
  • booking reference number
  • class or activity
  • date and time of booking

Members should not respond to the auto-generated emails outlined in the above section

7. Disclaimer

The Site and its contents are for general information only and are provided "as is". The Sport & Exercise make no warranties, representations or undertakings about:

  • any of the content of the Site (including, without limitation, any as to the quality, accuracy, completeness or fitness for any particular purpose of such content); or
  • any content of any other third party website referred to or accessed by hypertext link through the Site.

We make no guarantees that the Site is free from so called computer viruses. It is strongly recommended that you check for such viruses before downloading.

8. Links

Links to third party websites are for your convenience only. Such websites are operated and controlled by third parties and their inclusion does not imply any endorsement or approval by the University of the material on such websites.

9. Liability

The University accepts no liability for any claims, penalties, loss or expenses arising from: any reliance placed on the content of the Site; the use or inability to use the Site; the downloading of any materials from the Site; or any unauthorised access to or alteration to the Site. This clause shall not exclude liability for death or personal injury caused by the negligence of the University.

10. Copyright

The content of the Site (including, but not limited to all text and artwork) is protected by copyright. The copyright is owned by the University or is otherwise licensed from a third party for use by the University.

You may view or download any part of the Site for private purposes, but you are not permitted, without the University-s permission, to:

  • store the Site, or any part of the Site, for any other purpose;
  • print copies of the Site, or any part of the Site, for any other purpose;
  • reproduce, copy or transmit the Site, or any part of the Site, in any way, for any other purpose or in any other medium.

All other rights which are not specifically granted are reserved.

11. Privacy Policy

This Site and the Service it provides are governed by the University Website Privacy Policy. Please read the Privacy Policy for details of how we use information about you.

12. Changes

The Sport & Exercise reserves the right to amend or replace the Terms and Conditions at any time. If the Sport & Exercise make any substantial changes you will be notified by posting a prominent notice on the Site.

13. Jurisdiction

The Terms and Conditions shall be governed by and construed in accordance with the Laws of Scotland and any disputes that may arise will be subject to the jurisdiction of the Scottish courts.

14. Enquiries

For all enquiries please contact the Sport & Exercise IT Team.