Cancel Clubwise the easy way

Overview

Clubwise is a gym and leisure centre management software platform that provides membership management, booking and payments to clubs and leisure operators. It is a commercial SaaS aimed at clubs rather than individual consumers.

Who uses it

The platform targets health and fitness clubs, independent gyms and multi-site operators, offering tools for membership administration, class bookings and payments processing.

Reputation highlights

Clubwise was founded in 1999 and reports approximately 1.3 million subscribers. The company is part of EverCommerce. Public reviews show customer service and cancellation complaints on review platforms.

Bank (Direct Debit cancellation - recommended fastest route)

1. Contact your bank or building society and request they cancel the Direct Debit to Clubwise immediately.
2. Ask the bank for written confirmation or cancellation reference and keep a copy.
3. Send an email to [email protected] stating that you have cancelled the Direct Debit and include your name, membership number, date of cancellation and a copy of the bank confirmation. Request written acknowledgement.
4. If the club continues to attempt collections, use your bank confirmation to claim a refund under the Direct Debit Guarantee and raise a complaint with Clubwise.

Email cancellation

1. Write to [email protected] from the email address on your membership record.
2. Include full name, membership number, date you want the membership to end and a clear statement: "I wish to cancel my membership with immediate effect" or specify the date per your notice period.
3. Attach any required proof (ID, membership card) and request a written acknowledgement and final invoice.

Postal cancellation (registered letter)

1. Prepare a signed letter with your full name, membership number, date of cancellation and the statement "I cancel my membership".
2. Send by registered post to: Clubwise, 6 Tower Court, Horns Lane, HP27 0AJ Princes Risborough, United Kingdom.
3. Keep the proof of postage and the delivery receipt as evidence.

Cancel via your club

1. Contact the gym or club where you signed up and ask them to process your cancellation via their Clubwise admin panel.
2. Request a written confirmation from the club that they have submitted the cancellation to Clubwise and the effective end date.

Mobile app cancellation

1. Open the Clubwise companion app and check account or membership settings for a cancel option.
2. If no cancel option exists, use the app to identify the club contact details then cancel by email or post with the evidence steps above.

Phone cancellation

1. Call your club and ask them to cancel with Clubwise on your behalf. Note that phone cancellations alone may not be sufficient; always follow up in writing.
2. After the call, send an email or registered letter confirming the cancellation and keep all call notes and timestamps.

Cooling-off period (distance or off-premises contract)

If you signed up online or off-premises, you have a 14-day right to cancel under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013. To use it you must inform the trader of your decision to cancel within 14 days. The trader must acknowledge receipt of the cancellation without delay.

Required proof: written notice of cancellation (email or post) with date and contract details. Law: Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.

End of commitment or rolling contract

Clubwise subscriptions are reported to operate on a rolling agreement with a 30-day notice period to leave. If your contract states a minimum commitment, you must give the specified notice and pay remaining fees until the notice expires.

Required proof: copy of your membership terms showing the notice period, and a dated cancellation request. Contract reference: Clubwise terms of service available at Clubwise Terms of Service.

Price increase

If your contract allows price increases, the Consumer Rights Act 2015 protects you from unfair contract terms. If an increase is introduced without clear contractual basis or without the required notice, you may be entitled to cancel.

Required proof: the written notice of price increase, your membership terms, and your cancellation request. Law: Consumer Rights Act 2015 - protections on unfair terms.

Moving address (relocation)

If you must move far from the club and the contract includes a relocation clause allowing termination, provide proof such as a tenancy agreement, house purchase completion statement or utility bill in the new address.

Required proof: proof of new address and a signed cancellation request. If no relocation clause exists, the club may charge through the notice period.

Death of the subscriber

If the member has died, most clubs accept a death certificate as grounds to end the contract immediately. Send a copy of the death certificate and a written request from the executor or next of kin.

Required proof: death certificate and a signed request from the authorised person. Clubwise customer support contact: [email protected].

Legitimate grounds accepted by Clubwise

Research does not list a formal set of "legitimate grounds" published by Clubwise. Use the contract terms and the Consumer Rights Act 2015 to argue unfair terms or unreasonable penalties. Keep documentation for any claim.

Required proof: contractual terms, written correspondence and supporting documents relevant to your ground for termination.

Before you cancel: negotiate

There are no widely reported standard retention offers from Clubwise itself in public reviews. When negotiating, ask your club for these specific concessions: a reduced monthly rate for 3 months, freeze of the membership for a defined period, or immediate termination without penalty. Send a written request listing the concession you want and a deadline for reply, for example "Please confirm within 14 days." Keep all replies.

What cancelling saves you - math and alternatives

Clubwise does not publish standard plan prices; obtain a quote for your club. Compare known alternatives and calculate annual savings from switching.

Example 1 - Switch from ClubRight to ClubPilot free plan:

ClubRight price: £79 per month. Annual cost: 79 x 12 = £948 per year. ClubPilot free plan: £0 per month. Annual cost: £0. Yearly saving: 948 - 0 = £948 per year.

Example 2 - Club Sphere per-member pricing:

Club Sphere price: £0.25 per member per month. Annual price per member: £3 per year. For 100 members, monthly cost: 0.25 x 100 = £25. Annual cost: 25 x 12 = £300 per year.

Concrete prices used in these calculations: ClubRight £79/month (£948/year), ClubPilot £0/month, Club Sphere £0.25 per member/month (£3 per member/year), ClubRight Direct Debit fee 40p per transaction, ClubRight card fee 1.85% + 20p per transaction.

Key UK consumer law

Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 provides a 14-day cooling-off right for distance and off-premises contracts. The Consumer Rights Act 2015 requires services to be performed with reasonable care and skill and protects against unfair contract terms.

Direct Debit protections

The Direct Debit Guarantee gives you the right to an immediate full refund from your bank if an error is made in the payment of your Direct Debit. Clubwise explains its role with Direct Debits at Clubwise - The Direct Debit Guarantee.

How to escalate

1) Complain to Clubwise first, using [email protected] and registered post to the company address. 2) If unresolved, get free advice from Citizens Advice at Citizens Advice - Cancelling a gym membership. 3) For unresolved financial disputes involving regulated activities, contact the Financial Ombudsman Service. 4) For card payments, consider a Section 75 claim or a card chargeback where applicable.

Confirm final billing

Request a final invoice or confirmation of account closure and check for any outstanding charges. Keep that final invoice as proof of your account balance.

Data and access

Ask how your personal data will be handled and request deletion or export under data protection rights. Record any confirmation from Clubwise or your club about data retention.

If they continue to take payments

If Clubwise attempts to take payments after cancellation, use your bank cancellation confirmation to request a refund under the Direct Debit Guarantee and file a complaint with Clubwise. If you paid by card, contact your card issuer for chargeback options.

Re-activation

If you later want to rejoin, ask your club for reactivation options and whether any reactivation fee applies. Get any new terms in writing before payment.

Use this checklist to keep evidence and speed up resolution.

• Send cancellation request to [email protected] and save the sent email.
• Cancel the Direct Debit with your bank and obtain written confirmation or a cancellation reference.
• Send a registered letter to Clubwise at 6 Tower Court, Horns Lane, HP27 0AJ Princes Risborough, United Kingdom and keep proof of delivery.
• Ask your club to confirm they have processed the cancellation with Clubwise and keep the club reply in writing.
• If charged after cancellation, claim a refund under the Direct Debit Guarantee using your bank confirmation.
• Keep copies of your membership terms, any price-change notices and all correspondence for escalation.