By purchasing or holding a Sports Union membership, members agree to the following Terms & Conditions. 

Membership  

  1. All Sports Union Club members are required to hold a valid Sports Club membership, offered on either academic or a semester term. This is a mandatory condition for access to Oriam facilities and to participate in any SU Club activities. 
  1. Students participating in Sports Union activities without a valid Sports Club membership will be required to purchase the appropriate membership. Where payment is not received within 14 calendar days, the associated club may be charged the membership fee and the student may be suspended from participation in Sports Union activities until all outstanding fees have been paid. 
  1. Sports Club membership fees are allocated between Oriam, the Sports Union and the relevant club to support the provision of facilities, coaching, transport and other essential operational costs. All membership income is received and administered by the Sports Union, which manages the allocation of funds to clubs in accordance with Sports Union financial procedures. 
  1. Membership is personal and may not be transferred to another individual. 
  1. Requests relating to Oriam memberships, including cancellations, amendments and facility access, will be managed in accordance with the applicable Oriam Terms & Conditions. Cancellation of an Oriam membership may impact a member’s ability to participate in Sports Union activities. 
  1. Members must provide and maintain accurate personal information, including emergency contact and next of kin details, as part of their membership registration. 
  1. Members must notify the appropriate club committee member, coach, instructor or activity leader of any medical condition, injury or circumstance that may affect their safe participation or the safety of others. 
  1. Membership fees are non-refundable except where required by law or where otherwise provided for within Sports Union or Oriam membership arrangements.  
  1. Members are responsible for ensuring they are medically fit to participate in physical activity and recognise that sport and exercise involve inherent risks. By purchasing membership, members confirm that they have read and understood the Health Commitment Declaration and are satisfied that they are fit to take part in the activities they intend to undertake. 

Facility Use 

  1. Members acknowledge that access to Oriam facilities is subject to Oriam’s published Terms & Conditions, facility regulations, codes of conduct, and operational procedures, which may be amended from time to time.  
  1. Members must comply with all reasonable instructions given by Oriam staff regarding safety, security, safeguarding, facility operation and use of equipment.  
  1. Members must use facilities, equipment, lockers, changing areas and communal spaces responsibly and in accordance with Oriam’s rules and guidance.  
  1. Members must behave respectfully towards Oriam staff, Sports Union staff, volunteers, coaches and fellow facility users. Discrimination, harassment, bullying, threatening behaviour or abuse will not be tolerated. 
  1. Members must not access or participate in activities whilst under the influence of alcohol or drugs and must comply with Oriam’s smoke-free and vaping-free campus requirements.  
  1. Oriam reserves the right to refuse admission, restrict access or terminate membership where an individual’s behaviour breaches Oriam’s Terms & Conditions or compromises the safe operation of the facility.  
  1. Nothing within these Terms & Conditions supersedes Oriam Terms & Conditions.  
  1. Members are responsible for ensuring they comply with both the Sports Union’s and Oriam’s requirements.  

Participation 

  1. Members are expected to participate in activities safely, responsibly and respectfully. 
  1. Members must follow all reasonable instructions provided by club committee members, coaches, instructors, officials, Sports Union staff and venue staff. 
  1. Members must only participate in activities for which they meet any required qualifications, competency requirements or eligibility criteria. 
  1. Members acknowledge that participation in sport and physical activity carries an inherent level of risk. Members are responsible for ensuring that they understand the nature of the activities they undertake, the risks involved, and any equipment, training or competency requirements necessary for safe participation. 
  1. Members should not participate in any activity where they do not understand the risks involved, the skills required, or the safety measures expected. 
  1. Members participating in trips, expeditions, outdoor activities, travel, competitions or other higher-risk activities may be required to provide additional information, including emergency contact details, next of kin information, medical details or travel declarations where appropriate. 

Liability & Insurance 

  1. Members participate in Sports Union activities at their own risk and are responsible for ensuring they understand any risks associated with their participation. 
  1. The Sports Union, Heriot-Watt University and Oriam accept no responsibility for the loss, theft or damage of personal belongings except where liability cannot be excluded by law. 
  1. Members must comply with all Sports Union, University and governing body requirements relating to health, safety, insurance and risk management. 
  1. Insurance cover may be available for approved Sports Union activities and club travel, provided that all required health and safety procedures have been completed and approved. This includes, but is not limited to, the submission of appropriate risk assessments, individual travel declarations and any other documentation required by the Sports Union or University. 
  1. Failure to comply with required health and safety, travel approval or risk management procedures may affect the availability of insurance cover. 
  1. Members participating in overseas trips, tours, training camps or other activities are strongly encouraged to obtain their own personal travel insurance. While insurance arrangements may be available for approved Sports Union activities, members should ensure that they have appropriate cover for their individual circumstances, including personal possessions, medical expenses, travel disruption and cancellation. 

Conduct & Behaviour 

  1. Members must treat all participants, volunteers, staff, officials and members of the public with dignity, respect and fairness. 
  1. Bullying, harassment, discrimination, abuse, intimidation, violence, sexual misconduct, hazing, or any other behaviour that creates an unsafe or unwelcoming environment will not be tolerated. 
  1. Members must not behave in a way that brings the Sports Union, Heriot-Watt University, Oriam or an affiliated sports club into disrepute. 
  1. Members must comply with the Sports Union’s Safeguarding & Conduct Policy and University codes of conduct. 
  1. Members must comply with the constitution, rules and reasonable instructions of their affiliated sports club in addition to Sports Union policies and procedures. 

Health, Safety & Safeguarding 

  1. Members must comply with all relevant health and safety requirements associated with their activities. 
  1. Members must use facilities, equipment, transport and resources responsibly and only for their intended purpose. 
  1. Members must report accidents, injuries, incidents, near misses, welfare concerns or safeguarding concerns as soon as reasonably practicable as per the Safeguarding & Conduct Policy.  
  1. Members must not undertake activities that they know to be unsafe or beyond their level of competence. 

Competitions & Representation 

  1. Members representing their club, the Sports Union or Heriot-Watt University must comply with the rules and regulations of the relevant competition organiser and governing body.  
  1. Members are responsible for meeting eligibility requirements associated with competitions, representative opportunities and affiliated organisations.  
  1. Members may be responsible for costs incurred because of personal withdrawals, avoidable fines, disciplinary sanctions or breaches of competition regulations.  
  1. Members must adhere to Sports Union and University travel guidelines, including all safety requirements, behavioural expectations, and relevant Sports Union and University policies when representing the University. 

Facilities, Equipment & Transport 

  1. Members must take reasonable care of all Sports Union, University, Oriam and club facilities, equipment, vehicles and resources. 
  1. Members may be held responsible for the cost of repairing or replacing equipment or property damaged through negligence, misuse or failure to follow instructions.  
  1. Members must only use equipment, facilities and transport for approved Sports Union activities and in accordance with any relevant procedures.  

Photography, Media & Communications 

  1. Photographs, video footage and other media may be captured during Sports Union activities and may be used by the Sports Union, Heriot-Watt University and Oriam for promotional, marketing, reporting and engagement purposes through printed materials, websites, social media platforms and other communication channels. 
  1. Members who wish to opt out of promotional photography should notify their club committee or the Sports Union where reasonably practicable. 
  1. Members must not publish content that breaches Sports Union policies, infringes the rights of others, or damages the reputation of the Sports Union, Heriot-Watt University, Oriam or affiliated clubs. 

Data Protection & Privacy 

  1. The Sports Union collects and processes personal information for the purposes of administering memberships, delivering sports activities, managing competitions and events, communicating with members, fulfilling safeguarding and health and safety responsibilities, and supporting participation in student sport. 
  1. Personal data may be shared with Heriot-Watt University, Oriam, governing bodies of sport, competition organisers, insurers and other relevant organisations where necessary to administer sports activities, manage memberships, enter competitions, meet legal obligations, or protect the health, safety and wellbeing of participants. 
  1. The Sports Union will process personal information in accordance with applicable data protection legislation and the Heriot-Watt University Privacy Notice. 
  1. Where members hold an Oriam membership or access Oriam facilities, personal information may also be processed in accordance with Oriam’s Privacy Policy and Terms & Conditions. 
  1. Members are responsible for reading and understanding the applicable privacy notices and how their personal information is used. 
  1. By purchasing or holding a Sports Union membership, members acknowledge that their personal information may be processed for the legitimate administration of student sport and related activities. 

Breaches of These Terms 

  1. Failure to comply with these Terms & Conditions, Sports Union policies, University regulations or Oriam Terms & Conditions may result in disciplinary action being taken by the Sports Union, Heriot-Watt University, Oriam, governing bodies or competition organisers. 
  1. Such action may include: 
  1. Verbal or written warnings 
  1. Restrictions on participation 
  1. Removal from specific activities 
  1. Suspension from clubs or Sports Union activities 
  1. Withdrawal of access to facilities 
  1. Termination of membership 
  1. Referral to University disciplinary procedures 
  1. Where a member’s actions result in avoidable costs, penalties, fines, damage to property or financial loss to the Sports Union or a sports club, the Sports Union reserves the right to seek recovery of those costs from the individual concerned. 

Acceptance 

  1. The Sports Union reserves the right to amend these Terms & Conditions from time to time where reasonably necessary to reflect changes in legislation, University requirements, facility requirements, governing body regulations or Sports Union operations. 
  1. By purchasing or holding a Sports Union membership, members confirm that they: 
  • Have read and understood these Terms & Conditions. 
  • Accept responsibility for their conduct whilst participating in Sports Union activities. 
  • Understand that failure to comply with these Terms & Conditions may affect their ability to participate in Sports Union activities.