Terms & Conditions of Membership

Key definitions

‘Moot’ refers to the physical club or clubs under the brand name ‘Moot’ and reached online at ‘www.mootclub.uk’. These are membership venues serving teenagers in school years 8-12 (UK) offering games, events and workshops, and a limited selection of food and drink. The primary venue is 43-47 Lonsdale Rd, NW6 6RA. Moot is the brand name operated by the limited company Denlife LTD, registered in the UK, company number 14516755

‘Member’ refers to an individual (in school year 8-12) who has an approved membership application for which a joining and membership fee has been paid, and therefore has an active membership.

‘Guest’ refers to an individual (in school year 8-12) who attends Moot with a Member.

‘Joining fee’ refers to a one-off, non refundable fee that is taken when a member is first created.

‘Membership Fee’ refers to the monthly or quarterly payment for maintaining an active membership of Moot.

1. Membership Structure

1.1 Membership Categories:

Moot offers one membership category providing unlimited access during opening hours. This membership is available to all young people in school years 8-12. Membership includes weekly credits for gameplay, which reset at the beginning of each month if unused.

Moot opening hours may change from time to time, members are encouraged to visit www.mootclub.uk to check for any changes

1.2 Duration, Application and Approval Process:

Membership is on a rolling monthly or quarterly basis. To apply, complete the online application at www.mootclub.uk/waitlist After approval, applicants will be added to the waitlist. When a space is available, applicants on the waitlist will be offered membership. If the offer is not accepted within 21 days, it will be passed to the next applicant.

To apply to Moot, input the details of the proposed Member (teenager) and the parent/guardian who will be authorising the membership and providing payment.

All applications must be authorised by a parent/guardian to be accepted, and this parent/guardian will be the first point of contact in case of a health and safety issue or concern regarding the Member, for example in case of a medical emergency or accident.

Moot reserves the right to reject applications without consultation.

1.3 Transferability:

Membership is strictly personal and cannot be transferred to another individual

2. Fees & Payment

2.1 Joining Fee:

There is a non-refundable Joining Fee of £20 in order to be registered as a Member of Moot. This is a one-off fee, and will not need to be repeated should a member cancel their membership then rejoin, unless the membership has lapsed for two full calendar years.

2.2 Membership Fee:

The recurring fee for Moot membership is £80 per calendar month

2.3 Payment Terms:

Payment is collected in advance, and the membership begins the day after payment is processed. The recurring membership fee will be taken automatically each month unless membership is cancelled by parent/guardian. If payment is not received, access to the club will be suspended.

Where a discount has been offered to the Member, this should be applied at the point of payment for membership. Only one discount may be applied to any one membership account.

2.4 Cancellation:

Membership can be cancelled at any time through the Member Zone https://portal.mootclub.uk and no further payment will be taken. There are no pro-rata refunds available for cancellation of membership in the middle of a membership month or quarter. The Joining Fee is non-refundable.

2.5 Refund Policies:

Members may cancel within 14 days of the initial payment to receive a full refund. The joining fee is non-refundable. After 14 days, no refunds will be given for cancellations. In order to receive this refund, Members must e-mail hello@mootclub.uk with the subject line ’14-day cancellation’.

3. Member Conduct & Rules

3.1 Club Rules

Members are expected at all times to adhere to the Moot Club Rules which can be viewed at www.mootclub.uk/club-rules. Any breach of the Club Rules will result in the membership being reviewed and could result in temporary suspension or full termination of membership without refund. Suspension or termination of membership is at the sole discretion of Moot management, and Moot reserves the right to do so without review or consultation with the Member or parent/guardian.

3.2 Guest Policy:

Each Member can bring up to two Guests per visit to Moot. The Member is responsible for their Guest's conduct, and any violation of the Club Rules by a Guest will lead to a review of the Member's own membership. Guests may not be in the building without the member.

Guests must sign in at the front desk, provide their personal information including an e-mail address and a piece of named ID on their first visit. Their image will be taken and retained for reference by Moot. There is an entry fee for guests.

In case of a medical emergency or accident, the Member’s parent or guardian will be deemed first point of contact on behalf of the Guest for the duration of the Guest’s visit.

3.3 Staff Interaction:

Members must treat all staff with respect and politeness. Members are prohibited from making personal advances, nor engage with overly familiar interactions that would blur the line between professional and personal. Any breach of these rules will result in membership being reviewed, with potentially temporary suspension, or full termination of membership — without refund.

3.4 Zero Tolerance Policy:

Moot has a zero tolerance policy towards

• Discrimination based on race, gender, age, sexuality, disability, religion, or nationality

• Inappropriate jokes, language, or comments

• Aggressive, intimidating, or threatening conduct toward members, staff, or guests

• Use of tobacco products, vapes, alcohol or illegal drugs on premises

• Disorderly or reckless behaviour

• Verbal abuse, toxic behaviour, or repeated hostile conduct toward other members or staff

• Unwelcome advances, touching, or sexualized behaviour

• Breach of personal space or privacy

• Any action intended to damage the club's reputation

• Criminal behaviour of any kind

The potential consequences of a breach of any aspect of this policy are

• Review of membership status

• Immediate Suspension or Termination of membership — without refund.

• A ban from the club premises as a Guest, including other club locations

• Permanent blacklisting from reapplying.

• In serious cases, law enforcement may be involved.

4. Suspension or Termination

4.1 Grounds for Termination:

Denlife LTD reserves the right to suspend or terminate membership immediately in case of non-payment, violation, or suspected violation of the Club Rules, including breaches of the Zero Tolerance Policy, or in case of false identity (either age, Member/Guest name or parent/guardian name). Suspension or termination of membership is at the sole discretion of Denlife LTD, and the parent/guardian will be informed in writing of any membership review, the outcome of which there is no right to appeal.

There will be no refund on suspension or termination.

5. Privacy & Data Use

5.1 Use of Member Data

We collect personal data such as name, contact details, payment information, and activity to manage membership, billing, and communication. We will never sell or share this data with third parties for marketing purposes without explicit consent. Data will be kept secure and deleted two years after membership ends, unless otherwise requested.

This data is used for the following purposes:

• Administration of membership and billing

• Communication with parent/guardian in case of emergency

• Communication of Club news, updates, and events

• Managing access control and security

• Monitoring compliance with Club rules

• Personalizing Member experiences and services

Denlife LTD may also use Member data (in anonymised or aggregated form) for internal reporting, service improvement, or strategic planning.

Selected third-party service providers (e.g. payment processors, booking platforms) may be granted limited access where necessary for operational purposes, under strict confidentiality agreements.

Members have the right to access, rectify, or delete their personal data at any time, and may withdraw consent for certain uses by contacting the Moot team at hello@mootclub.uk with the subject line ‘data consent request’.

Members and/or parent/guardian can request deletion by e-mailing hello@mootclub.uk with the subject line ‘data deletion request.’

Denlife LTD maintains a limited access policy to member data and all third party data providers are required to comply with applicable data protection laws.

Further details on how personal data is handled are outlined in the club’s Privacy Policy,.

5.2 Marketing Consent

By joining, you consent to receiving marketing communications from Denlife LTD about events and offers.

Consent is considered granted on behalf of the Member by the parent/guardian.

You may withdraw this consent at any time by updating your preferences or by contacting the Moot team at hello@Mootclub.uk using the subject line ‘Marketing Consent’.

Withdrawal of marketing consent will not affect your ability to receive essential service or administrative communications related to your membership.

Denlife LTD does not share Member contact details with third-party advertisers. Any promotional communications from third-party partners will only be sent directly by Denlife LTD/Moot and will be clearly marked as such.

5.3. Photography and Media Consent

The team at Moot may occasionally photograph or film events, activities, or communal spaces for the purpose of promoting Moot through marketing materials, social media, press publications, or Moot’s website.

By accepting membership, you consent to the incidental inclusion of your image in such media, provided that you are not the focal subject of the content without your express consent.

If you do not wish to be included in photography or media, you may inform Moot in writing at any time, using the hello@mootclub.uk e-mail address with the subject line ‘Photography consent’. Moot will make all reasonable efforts to accommodate such requests but cannot guarantee exclusion from all incidental imagery.

6. Liability Waivers

6.1 Limitation of Liability

Moot is not liable for any personal property loss or damage, or for injuries caused by the Member’s or Guest’s actions. We do have public liability insurance for third-party injuries caused by the club’s negligence. Members are responsible for their Guests and any damage caused.

Members shall indemnify and hold Moot harmless against any claims, losses, or damages arising out of:

• Their own actions or negligence

• The actions of their Guests

• Any breach of Moot’s terms, rules, or policies

Moot reserves the right to recover the cost of repair or replacement for any property damage caused by members or guests, including incidental charges and administrative fees.

Moot accepts no liability for disruptions in service or access due to events beyond its control, including but not limited to force majeure, maintenance issues, supplier failure, or governmental restrictions.

7. Variation of Terms and Jurisdiction

7.1 Variation of Terms

Moot may update these Terms and Conditions at any time. Changes will be communicated via email or through the Member Zone, https://portal.mootclub.uk. Continued use of the club after such updates indicates acceptance of the revised terms.

Denlife LTD shall not be liable for any costs or losses incurred by a Member as a result of changes made in accordance with this clause.

7.2 Jurisdiction

This membership agreement shall be governed by, and construed in accordance with, the laws of England and Wales.

Any dispute, claim, or legal action arising out of or in connection with this agreement, including its formation, validity, or termination, shall be subject to the exclusive jurisdiction of the courts of England and Wales.

The Member agrees to submit to the jurisdiction of these courts for the purposes of resolving any dispute or enforcing any award rendered in any dispute under this agreement.