Terms and Conditions

CIMSPA terms and conditions

The Chartered Institute for the Management of Sport and Physical Activity (CIMSPA) is a registered charity (number 1144545) and is incorporated by Royal Charter (England/Wales), with company number RC000849.

CIMSPA’s registered office and contact address is:

The Chartered Institute for the Management of Sport and Physical Activity
SportPark
Loughborough University
3 Oakwood Drive
Loughborough
LE11 3QF

Email: info@cimspa.co.uk

Phone: 03438 360200

Members

These terms and conditions form the basis of the contract through which the Chartered Institute for the Management of Sport and Physical Activity (“CIMSPA”, “We”, “Us”, “Our”) will deliver a service to you as a CIMSPA member (“You”, “Your”).

On application to become a member of CIMSPA You are agreeing to these terms and conditions, therefore it is Your responsibility to fully read and understand the terms and conditions before applying. If You have any questions or require clarification on any of the information in these terms and conditions, please contact CIMSPA via the contact channels highlighted above.

CIMSPA will handle all data in accordance with Our privacy notice and data retention schedule which can be found here.

1. Royal Charter and Statutes

This is the constitutional framework that CIMSPA operates within and which sets out the purpose and powers of CIMSPA. Members have both rights and responsibilities in relation to CIMSPA, which are included in Our Charter and Statutes.

2. Membership

Upon completion of an online membership application form (or upon submission of written details to support an application made by email), You are making an application to join CIMSPA as a member which You accept will be subject to these terms and conditions until accepted by CIMSPA and which (following such acceptance) will become a legally binding contract between You and Us.

CIMSPA membership will only be granted to individuals who are able to evidence that they satisfy CIMSPA’s entry requirements, for the relevant membership grade / occupation category, at the time of application. The current entry criteria for membership can be found here. The entry requirements are at the discretion of CIMSPA and are subject to change without prior notice.

CIMSPA reviews each application on a case-by-case basis and will inform You of the progress and outcome(s) of Your application. Acceptance to Your chosen membership grade / occupation category is at CIMSPA’s absolute discretion, and We reserve the right to decline to accept an applicant as a member.

It is Your responsibility to submit such information as CIMSPA requires You to provide in support of a membership application, or for the maintenance of Your membership (in the case of a renewal). By submitting information in support of Your application for CIMSPA membership, or for the maintenance of Your membership with CIMSPA, You grant CIMSPA the right to share any such information with relevant third parties for the purpose of verification of the validity of the information You provide to Us.

Once You have submitted Your membership application (and fulfilled any entry requirements required by CIMSPA), and payment has been made to CIMSPA in accordance with Section 8, CIMSPA will inform You in writing by email of Your allocated membership grade / occupation category and Your membership commencement date (which shall be the date of the commencement of Your membership contract with CIMSPA (and shall be referred to in these terms and conditions as the “Membership Commencement Date”)). This Membership Commencement Date will be the date on which this email is sent. As outlined in Clause 5.8 it is Your responsibility to keep Us up to date with any changes to Your contact details in writing or via the member dashboard.

Subject to You meeting the relevant continuous professional development conditions prescribed by CIMSPA, Your membership will automatically renew annually in accordance with these terms and conditions. Further information regarding renewals can be found in Section 6.

The rights and obligations under these terms and conditions are granted solely to You and cannot be transferred to another individual.

3. CIMSPA Member Code of Conduct

The CIMSPA Member Code of Conduct is a mandatory set of requirements that CIMSPA members must always fully adhere to.

By entering into CIMSPA membership You are agreeing to fully adhere to the CIMSPA Member Code of Conduct at all times. By renewing Your membership, You are restating Your agreement to adhere to the CIMSPA Member Code of Conduct at all times, throughout the duration of Your membership.

Failure to adhere to the CIMSPA Member Code of Conduct will be investigated in line with the CIMSPA Complaints Policy and may result in disciplinary proceedings being taken and sanctions being issued against You, which could include but is not limited to the suspension or termination of Your CIMSPA membership.

CIMSPA reserves the right to publish records (name, breach(es), sanction(s) and date of sanction(s)) of terminated and suspended members on Our website.

4. Membership Benefits and Rights

Your CIMPSA membership entitles You to certain member benefits which can be accessed through Your member dashboard. Membership benefits packages are specific to each membership grade / occupation category, therefore may differ between members.

Membership benefits, found in Your member dashboard, are to be used exclusively by You and are not to be transferred to other persons.

All members will have the opportunity to opt in or opt out of all CIMSPA communications (except service communications) at any time, through the member dashboard. Please note that members are not able to opt out of service communications, which are communications which CIMSPA deems to contain important information or which CIMSPA has a legal duty to provide. This includes but is not limited to renewal notices, information about updates to these Terms and Conditions, information about CIMSPA’s Annual General Meeting and information about CIMSPA Trustee elections.

Access to membership benefits will only be granted once You are notified by CIMSPA of Your Membership Commencement Date.

CIMSPA reserves the right to revoke access to Your membership benefits for reasons including but not limited to:

Membership suspension
Membership termination
Non-payment of membership or other associated fees
Membership cancellation
Membership lapse
CIMSPA exercising any other right within these terms and conditions, the Charter and Statutes and/or the Code of Conduct

CIMSPA’s membership benefit packages are supported by CIMSPA approved partners, therefore services provided by an approved partner will be in accordance with the approved partner’s own terms and conditions. CIMSPA does not accept any liability for loss or damage suffered as a result of a delay, fault, error or omission in the provision of these services – save to the extent that any such liability cannot be excluded or limited by law.

CIMSPA reserves the right to amend the services and benefits included in Your membership benefit package at any time and without providing You with prior notice.

In addition to the membership benefits package, members also have rights as outlined in the Royal Charter and Statutes. These include, but are not limited to:

The right of all members to stand as a nominee in elections for Elected Board Member positions, subject to the relevant nomination criteria at that point in time.
The right of all members to attend general meetings, including the Annual General Meeting
The right of Full Members (Members, Fellows and Companions) to have one vote at any meeting of the members and to have one vote in any Elected Board Member elections.

5. Joining

5.1 Applications

5.1.1 CIMSPA Membership Applications

To request to join CIMSPA as a member, and to obtain professional status under Your chosen occupation category where appropriate, You must complete an application form. Further details of the information which is required can be found here.

Applications are subject to a review by CIMSPA to assess Your eligibility for the membership grade / occupation category You have applied for. Your membership will start from the Membership Commencement Date.

5.1.2 Chartered Status Applications

At the point of applying for Chartered status, You will also be required to accept the Chartered Application Terms and Conditions.

5.2 Membership fees

5.2.1 Individuals

Membership fees are payable in accordance with Section 8 and are non-refundable subject to any Cooling-Off Periods being honoured as outlined in Clause 7.3.

5.2.2 Corporate

If You have been invited to join by a CIMSPA Partner and your membership is being funded by said CIMSPA Partner, Your application will be put on hold until payment has been made.

Once the payment has been made, you will automatically be placed into our Affiliate category and informed of this by CIMSPA via the email address the CIMSPA Partner has supplied on Your behalf. The day you are placed into the Affiliate category and informed of this will be your Membership Commencement Date. At this point Your Cooling-Off Period, as outlined in Clause 7.3, will begin. Should You be eligible and elect to upgrade to a higher membership grade / occupation category /professional status at any point, the upgrade fees and process as outlined in Clause 8.3 will apply.

5.3 Meeting the eligibility criteria

If You meet the eligibility criteria for Your chosen membership grade / occupation category at the time of application, Your application will be approved (provided all other requirements of these Terms and Conditions are met), You will be notified by CIMSPA that You have been placed into Your chosen membership grade / occupation category and from the Membership Commencement Date onwards You will gain access to the member benefits package associated with Your allocated membership grade / occupation category. More details on the benefits can be found on Our website and on the member dashboard.

5.4 Not meeting the eligibility criteria

If You do not meet the eligibility criteria at the time of application, due to the evidence provided in Your application not being sufficient for CIMSPA to be able to issue Your membership under Your desired membership grade / occupation category, You will be placed in the Affiliate membership category while We request further information from You. Your Membership Commencement Date will be the date that You are notified by CIMSPA that You are placed into this Affiliate membership category and from the Membership Commencement Date onwards You will gain access to the member benefits package associated the Affiliate membership category. At this point Your Cooling-Off Period, as outlined in Clause 7.3, will begin.

If You have not responded within 10 working days of the request for additional information, You will be deemed to have accepted this Affiliate membership category. Your membership will automatically renew annually, in-line with Your Membership Commencement Date, and You will be renewed under this Affiliate membership category unless You elect to upgrade or regrade Your membership as outlined in Clause 8.3.

5.5 Providing additional information

If You comply with Our request for additional information within 10 working days of Our initial request and it is sufficient for You to meet the eligibility criteria for Your chosen membership grade / occupation category, You will be notified by CIMSPA that You have been moved to Your chosen membership grade / occupation category. Your Membership Commencement Date and Cooling Off Period will not change.

If You comply with Our request for additional information within 10 working days of Our initial request but it is not sufficient for You to move from the Affiliate membership category in which You were placed in pursuant to Clause 5.4, You will remain in this Affiliate membership category. You will be notified by CIMSPA that You will remain in this Affiliate membership category. Your Membership Commencement Date will not change, but Your Cooling-Off Period will restart from the day after You receive this notification from Us. You will be renewed under this Affiliate membership category unless You elect to upgrade or regrade Your membership as outlined in Clause 8.3.

If You comply with Our request for additional information within 10 working days of Our initial request and it is sufficient for You to move to an alternative membership grade / occupation category, but not sufficient for You to move to Your chosen membership grade / occupation category, You will be notified by CIMSPA that You have been moved to an alternative membership grade / occupation category. Your Membership Commencement Date will not change, but Your Cooling-Off Period will restart from the day after You receive this notification from Us. You will be renewed under this membership grade / occupation category unless You elect to upgrade or regrade Your membership as outlined in Clause 8.3.

In all scenarios, it is entirely Your responsibility to provide Us with acceptable evidence, for the purpose of CIMSPA being able to determine Your eligibility.

5.7 Difference in membership fees

If there is a difference in the membership fees for the membership grade / occupation category You applied for and the membership grade / occupation category (including Affiliate membership category) which You are placed in pursuant to Clauses 5.4 and 5.5, You will be eligible for a refund of the difference in fees at the end of Your Cooling-Off Period, and will be notified of this.

5.7 Name differences

If the name You use on Your CIMSPA membership application form does not match the name on any of Your application evidence, You will need to provide a copy of any official evidence to account for the difference, clearly showing the link between the two names. Types of evidence which CIMSPA will accept include the following:

Marriage or civil partnership certificate
Deed poll
Statutory declaration
Affidavit
Final order (decree absolute) along with a birth or marriage certificate which shows Your maiden name if You have reverted to this following a divorce

Good-quality scanned copies or photographs of the original will be accepted.

5.8 Contact details

CIMSPA will send communications and information to the contact details You provided to Us when You submitted Your membership application. It is Your responsibility to keep Us up to date with any changes to Your contact details in writing or via the member dashboard. CIMSPA does not take any responsibility in circumstances where communication has been missed or undelivered due to failure to provide up to date and/or correct contact information to CIMSPA.

6. Renewals

6.1 Renewal period

Subject to You meeting the relevant continuous professional development conditions prescribed by CIMSPA, Your membership will automatically renew annually, in-line with Your Membership Commencement Date. You will receive notification of Your upcoming renewal date from CIMSPA 30 days prior to Your renewal date via email, containing information of any conditions that need to be met in order to renew Your CIMSPA membership, together with information on renewal fees and Your rights to cancellation.

6.2 Renewal fees – Individuals

For renewing members paying by direct debit, this payment will automatically continue, unless You notify CIMSPA of Your intent to cancel in line with Your rights to cancel detailed in Section 7. For renewing members not paying by direct debit, the renewal notification will include details of how to make the renewal payment.

6.3 Renewal fees – Corporate

Members whose renewal is funded by a CIMSPA Partner will still be notified prior to the renewal date and payment will be collected in line with the agreement with the CIMSPA Partner.

7. Your right to cancel

7.1 When You can cancel

You are able to cancel Your membership at any time, via the member dashboard or in writing, in line with any notice periods detailed below. Refunds of any paid fees will not be made unless the below notice periods are adhered to, or those detailed in the Cooling-Off Period sections below are complied with.

7.2 How to cancel

All cancellation requests must either be done via the member dashboard or in writing to info@cimspa.co.uk. Cancellations for an application or renewal funded by a CIMSPA Partner can also be requested in writing by the key partner contact.

7.3 Cooling-Off Period

When You submit an application for membership and We notify You of Your Membership Commencement Date, You enter into a contract with Us to supply You a service. This contract will renew on an annual basis until You cancel it.

You have the right to a 14-day cooling-off period for membership applications and renewals (“the Cooling-Off Period”). For membership applications this period will start the day after Your Membership Commencement Date (subject to 5.5). For renewals this period will commence on the day after Your renewal date (which You will be notified of by CIMSPA along with the other information described in Section 6).

We reserve the right to limit Your access to member benefits during the Cooling-Off Period.

7.4 Application and membership cancellations

7.4.1 Cancelling within the Cooling-Off Period

If You choose to request a cancellation within the Cooling-Off Period, You will be entitled to a refund of the membership fee and any other fees paid during that period. Refunds will be issued to Your original payment method within 30 days of the request being approved.

If You cancel Your membership application or Your new membership within the Cooling-Off Period then subsequently reapply for membership at a later date, You will be classed as a new member and any membership fees will apply (see Section 8) .

7.4.2 Cancelling outside of the Cooling-Off Period

If We receive a cancellation request outside of the Cooling-Off Period, You will not be eligible for a refund of the membership fee, or any other fees paid. Your application and membership will be subject to the criteria as set out in these terms and conditions and Your membership will be cancelled at the next renewal date. If You pay for Your membership by monthly direct debit, You will be liable for any remaining payments due up to Your next renewal date.

7.5 Renewal cancellations

7.5.1 Cancellation before the end of the Cooling-Off Period

Should You wish to not renew Your membership You must do this through the member dashboard or via email to info@cimspa.co.uk, at least 10 working days prior to Your renewal date.

If You pay by direct debit and Your cancellation request is received at least 10 working days prior to Your renewal date, Your membership will be cancelled. CIMSPA will endeavour to ensure that Your direct debit payment is not processed. However, CIMSPA cannot guarantee this. Should Your payment be processed, You can still contact Your bank for a direct debit recall as You are covered under the Direct Debit Indemnity. Alternatively You can contact Us and We will issue You with a refund to Your original payment method within 30 days of the request being approved.

If a cancellation request for a renewal is received after the 10 working day notice requirement as outlined above, but before the end of the Cooling-Off Period outlined above, Your membership will be cancelled. If Your payment has been processed and You paid by Direct Debit, You can still contact Your bank for a direct debit recall as You are covered under the Direct Debit Indemnity. Alternatively You can contact Us and We will issue You with a refund to Your original payment method within 30 days of the request being approved.

CIMSPA recommends that if You are cancelling a Direct Debit, You also cancel the Direct Debit mandate with Your bank.

If You cancel Your membership renewal within the Cooling-Off Period then subsequently reapply for membership at a later date, You will be classed as a re-joiner and any re-joining fees will apply (see Section 9).

7.5.2 Cancelling outside of the Cooling-Off Period

If a cancellation request for a renewal is received after the end of the Cooling-Off Period outlined above, Your membership will be renewed for a further year and payment will be classed as due, and will be taken by direct debit for members who have set this up. Any cancellation request made after the end of the Cooling-Off Period will be processed at the next available renewal date. For members who pay by annual Direct Debit or who have already paid their Membership Renewal Fees manually, no refund will be provided outside of the Cooling-Off Period. If You pay for Your membership by monthly direct debit, You will be liable for any remaining payments due up to Your next renewal date.

7.5.3 Cooling-Off Period for payer changes (corporate to individual)

If You are a corporate member whose membership is funded by a CIMSPA Partner and during Your membership period You leave employment with them, and are not starting new employment with another CIMSPA Partner who is funding Your membership renewal fee, You will by default become the ‘payer’ on renewal, and enter an agreement with Us as an individual. Therefore You will be entitled to a 14-day Cooling-Off Period from the renewal date as outlined above.

If You are a corporate member whose membership is funded by a CIMSPA Partner and during Your membership period You leave employment with them, and are starting employment with another CIMSPA Partner, please inform Us in writing via email.

7.6 Cooling-Off Period and Sanctions Policy

In line with the Sanctions Policy for CIMSPA Members, CIMSPA reserves the right to suspend or terminate an individual’s membership as a result of disciplinary proceedings. If a request to cancel is made during the Cooling-Off Period for an application or renewal where disciplinary proceedings are underway, or if sanctions have been imposed, a refund will be processed in line with Clause 7.4.1 or 7.5.1. However, disciplinary proceedings will continue and / or sanctions will still stand even if You are no longer a member.

8. Membership Fees

8.1 Fees and changes to fees

Membership fees are outlined on the CIMSPA website and will be made known to You by CIMSPA on application to join CIMPSA and prior to renewal. CIMSPA reserves the right to charge a membership application assessment fee in addition to the annual membership fee.

CIMSPA reserves the right to change membership fees annually. You will be notified of any membership fee changes within Your notice of renewal.

Membership fees are for the named individual’s membership only and any fees paid cannot be transferred to pay all or part of another individual’s membership. This includes membership fees funded by a CIMSPA Partner on an individual’s behalf.

Your 12 calendar month membership term will commence on the Membership Commencement Date, and thereafter on the anniversary of this date for any subsequent renewals.

8.2 Payment of fee(s)

If You are an individual paying for Your own membership fees, the fees are to be paid immediately for a new membership application or a re-joining membership application. With respect to membership renewal payments, if You have selected to pay by Direct Debit, renewal fees will be collected under the instruction provided by You. Otherwise, manual payment of renewal fees can be made via credit or debit card.

For certain membership categories, You may have the option to pay via monthly Direct Debit. This will be offered as an option on the membership application form if applicable.

If You are a member for whom a CIMSPA Partner has agreed to fund the membership fees for You, alternative payment options are available and as such will be arranged directly with the Partner. Individuals joining in this scenario will be subject to the option elected by said Partner.

8.3 Upgrade and regrade fees

8.3.1 Upgrade fees

If during an annual membership period, You are eligible and elect to upgrade to a higher membership grade / occupation category /professional status, Your new Membership Commencement Date will become the date when Your upgrade is confirmed in writing by email by Us and Your membership will automatically renew annually under your new membership grade / occupation category /professional status, in line with Your new Membership Commencement Date.

You will be required to pay the annual membership fee for Your new membership grade / occupation category / professional status prior to Us confirming Your upgrade and Your new Membership Commencement Date. Any period of membership remaining from Your annual membership period for Your original membership grade / occupation category will be calculated and the pro-rata amount of fees remaining will be taken off the cost of Your new annual membership. This payment can only be paid manually and cannot be added to any live Direct Debit mandate.

Your Cooling-Off Period, as outlined in Clause 7.3, will begin on the day after Your new Membership Commencement Date. If You choose to request a cancellation within the Cooling-Off Period, You will be entitled to a refund of the annual membership fee and any other fees paid during that period. You will not be entitled to a refund for any period of membership remaining from Your annual membership period for Your original membership grade / occupation category, and you will revert to Your original membership grade / occupation category and Your original Membership Commencement Date

CIMSPA reserves the right to charge an additional assessment fee for upgrades.

8.3.2 Regrade fees

8.3.2.1 Higher annual cost

8.3.2.2 Identical annual cost

If during an annual membership period, You are eligible and elect to regrade to an equivalent professional status on a new occupation pathway (an occupation covered by a different professional standard to Your current occupation), which has an annual membership cost that is the same as Your current annual membership cost, this will be treated as a Regrade and Your membership renewal date will remain the same.

8.3.2.3 Lower annual cost

If during an annual membership period, You are eligible and elect to regrade to an equivalent professional status on a new occupation pathway (an occupation covered by a different professional standard to Your current occupation), which has an annual membership cost that is lower than Your current annual membership cost, You will not be able to move to Your new occupational pathway until Your renewal date and You must inform Us in writing of Your intention to move to Your new occupation pathway at least 10 working days before Your renewal date.

CIMSPA reserves the right to charge an additional assessment fee for regrades.

For the purposes of clarity, if You elect to move to a higher professional status on a new occupation pathway, this will be classed as an Upgrade.

8.3.3 Upgrade or Regrade at Renewal

If, at Your renewal date, You are eligible and elect to upgrade to a higher membership grade / occupation category or to regrade to an equivalent professional status on a new occupation pathway, You must inform Us in writing of Your intention to upgrade / regrade at least 10 working days before Your renewal date.

If Your upgraded / regraded annual membership cost is higher than Your current annual membership renewal cost, You will be required to pay the upgraded / regraded annual membership fee in full in order to renew Your membership. If You have already paid Your current annual membership renewal fee, You can pay the additional amount as a separate manual payment.

If Your upgraded / regraded annual membership cost is lower than Your current annual membership renewal cost, You will only be required to pay the upgraded / regraded annual membership fee in order to renew Your membership. If You have already paid Your current annual membership renewal fee, You will be eligible for a refund of the difference in fees at the end of Your Cooling-Off Period, and will be notified of this.

CIMSPA reserves the right to charge an additional assessment fee for upgrades or regrades.

8.4 Failure to pay

Non-payment of membership renewal fees and any other fees outstanding by the renewal date will result in an Your membership ending. Once membership has ended, access to the membership benefits package and all rights associated with CIMSPA membership will cease, including any professional status.

For both new applicants and renewing members, below outlines the scenarios and process regarding failure to pay Your membership fees or any other fees You have agreed to pay:

8.4.1 The account details You gave Us for the Direct Debit are incorrect

8.4.2 There is not enough money available in Your bank account

Where a Direct Debit payment has failed or been refused, We may re-attempt to obtain payment through the same Direct Debit. If this is not possible, We will ask You to pay by debit card or credit card. You are responsible for any charges imposed by Your bank in connection with any failed payments or attempts. If payment has not been made by the renewal date, this will result in an end to Your membership and You will be classed as a Re-joiner (as outlined in Section 9).

8.4.3 You have cancelled Your Direct Debit without giving Us the correct notice

We will ask You to pay the failed payment by debit card or credit card and to update Your account with the correct bank details via the member dashboard. This will instigate a new direct debit mandate for the next renewal cycle. If payment has not been made by the renewal date, this will result in an end to Your membership and You will be classed as a Re-joiner should You wish to continue Your membership (as outlined in Section 9). Your membership term is for 12 months and will automatically renew annually. Failure to comply with the stated notice periods through no written communication may result in You not being able to re-join in the future.

8.4.4 You have failed to give sufficient written notice of Your intention to cancel You CIMSPA membership

Your membership term is for 12 months and failure to comply with the stated notice periods means any fees owed for Your membership renewal stand. This may result in You not being able to re-join in the future until the outstanding fees are cleared and additional fees may be applicable for any new applications.

9. Re-joining

9.1 Re-joining after a lapse in membership

An individual is classed as a ‘re-joiner’ when they meet the criteria of:

Previously held a membership with CIMSPA, and
Renewal date has passed and payment has not been made.

If this criteria is met, a re-joiner will be subject to the assessment and eligibility criteria at the time of re-joining as set out in Clause 2 and on Our website. This could include the need to submit further evidence to satisfy any changes to the eligibility criteria for the desired membership grade/occupation category.

In any case of an individual re-joining CIMSPA, CIMSPA will not back date the re-joining date, regardless of the time frame, and the individual will have a gap in membership.

CIMSPA reserves the right to prevent You from rejoining if Your membership was previously terminated by CIMSPA due to any such reason as outlined in the Sanctions Policy for CIMSPA Members.

9.2 Re-joining fees

Re-joining membership fees are applicable in line with the membership fees, as outlined in Section 5 and 6.

CIMSPA reserves the right to charge a membership application assessment fee for re-joining members.

10. Change of Name

If You legally change Your name You are required to inform CIMSPA. You must send Us a copy of Your formal evidence of Your new name. Types of evidence which CIMSPA will accept include the following:

Marriage or civil partnership certificate
Deed poll
Statutory declaration
Affidavit
Final order (decree absolute) along with a birth or marriage certificate which shows Your maiden name if You have reverted to this following a divorce
Passport
Driving license
Utility bill or bank statement – this must be from within the last 12 months and the address shown must match the address We hold for You on Our records

Good-quality scanned copies or photographs of the original will be accepted. Once We are satisfied with the evidence, We will update Our records.

11. Continuous Professional Development (CPD)

All members are required to comply with the CIMSPA Continuous Professional Development (CPD) Policy.

Failure to comply with CIMSPA’s CPD Policy could result in termination of Your CIMSPA membership and subsequently You will lose any professional status associated with Your membership and any membership rights/benefits.

In all circumstances, it is Your responsibility to provide CIMSPA with CPD evidence in a reasonable time frame and as required by these terms and conditions.

12. Member Assets

Access to CIMSPA member assets will only be provided while You are in active membership, all membership fees have been paid and Your final membership grade / occupation category has been confirmed (in accordance with Section 5).

Full Members will be able to access a digital accreditation credential, dependent on Your membership grade / occupation category. Where You choose to share Your digital accreditation credential (for example, on social media platforms, professional profiles, or with third parties), You acknowledge that You are responsible for any personal data You disclose through that action. CIMSPA is not responsible for the collection, use, or further sharing of Your personal data by third parties as a result of You choosing to make Your accreditation credential public.

CIMSPA reserves the right to amend or withdraw any member asset at any time and without providing You with prior notice. In such circumstances You will be issued any amended member assets and use of any withdrawn assets must cease, in accordance with any instructions issued by CIMSPA.

13. Portability

Under Our partnerships with certain other non-UK based Registers of Exercise Professionals, and their respective portability matrices, CIMSPA may offer You a service to make Your qualifications portable to work outside of the UK, where Your qualification(s) are UK-based and are recognised by Us. It is important to note that Our portability letter may not meet the full requirements as set by the destination country and as such the responsibility to fulfil any criteria required by such country falls fully with You.

13.1 Members

For current members of CIMSPA, a Letter of Portability (LOP) is classed as a member benefit and can be requested and supplied at no additional fee.

14. Member Access

CIMSPA membership will provide You with access to a member benefits package, managed through the member dashboard. Some of these benefits may be provided by CIMSPA approved partners, and for CIMSPA to provide access to these We may need to share certain data with the approved partner.

In agreeing to become a member of CIMSPA, You are also agreeing that CIMSPA can share relevant personal data with relevant approved partners for the purpose outlined above. This may include, for example, your name, membership number, contact details, professional status, and details of your membership subscription. You also agree that while You are subscribed to this member benefit, the approved partner may contact You in relation to it, in the interest of supporting the delivery and provision of this service. We will not permit partners to use your information for any unrelated marketing activity without your explicit consent.

Your data will be shared with relevant approved partners once You have been notified by CIMSPA of Your Membership Commencement Date.

We will continue to share the data outlined above with relevant approved partners until such time as Your membership lapses or is cancelled, terminated or suspended.

Should You no longer wish to receive any specific member benefit, please unsubscribe through the member dashboard or contact the relevant approved partner directly.

CIMSPA reserves the right to amend or withdraw any specific member benefit at any time and without providing You with prior notice.

15. Events

For any event held by CIMSPA, please refer to the relevant event terms and conditions for further information.

16. Data protection

We will only process personal information You give Us in accordance with the applicable data protection laws and the CIMSPA Privacy Notice. You can view Our full Privacy Notice and Data Retention Schedule here. These include information on how We protect Your information and how to exercise any of Your rights in relation to it.

CIMSPA reserves the right to communicate with relevant third parties relating to membership information displayed on Your Digital Accreditation Credential(s) and its associated verification page. Any periods of non-membership may also be communicated at CIMSPA’s discretion.

By submitting information in support of Your application for CIMSPA membership, or for the maintenance of Your membership with CIMSPA, You grant CIMSPA the right to share any such information with relevant third parties for the purpose of verification of the validity of the information You provide to Us.

17. Artificial intelligence

CIMSPA may utilise artificial intelligence (AI) tools and algorithms to enhance user experience, analyse data and improve decision-making processes. All AI-driven processes will adhere to applicable UK data protection laws, including the General Data Protection Regulation (GDPR). While AI can assist in improving services, final decisions will be subject to human oversight.

18. Our rights

18.1 Terms and conditions changes

These terms and conditions are binding throughout the period of Your membership with CIMSPA. CIMSPA reserves the right to change the provisions of these terms and conditions at any time by giving You at least 14 days prior written notice by email, following which time (unless You have notified Us that You do not accept the amendments) the amended version will become binding.

If You do not accept the amended terms and conditions, You may cancel Your membership and access a pro-rata refund by providing notice of Your intent to cancel to CIMSPA, in writing by email to info@cimspa.co.uk, within 14 days from notice of the changes to the terms and conditions being sent to You.

18.2 Our right to terminate or suspend Your membership

In line with Our Sanctions Policy for CIMSPA Members we have the right to suspend Your membership during or following disciplinary proceedings, and to terminate Your membership following disciplinary proceedings.

19. Liability

CIMSPA shall have no liability to an applicant or a member in respect of a failure to carry out or delay in carrying out any of CIMSPA’s obligations under these terms and conditions caused by any circumstances outside Our reasonable control.

Except in the case of fraud, death or personal injury caused by Our negligence or other cases where by law liability cannot be excluded or limited, We exclude all liability to You in respect of Your application for membership, or any information or other content obtained either directly or indirectly as a result of Your application for membership or membership, howsoever arising, in any circumstances and whether in contract, tort, negligence, misrepresentation or otherwise.

Under no circumstances shall We have any liability for any loss of profit, business opportunity, goodwill, anticipated savings or data, or for any special, indirect, incidental or consequential loss or damages of whatsoever kind resulting from Your membership or application for membership, or any information or other content obtained either directly or indirectly as a result of Your membership, howsoever arising, in any circumstances and whether in contract, tort, negligence, misrepresentation or otherwise.

20. Governing Law and Jurisdiction

These terms and conditions are governed by and will be construed in accordance with English law. Any dispute or claim must be brought before the English courts irrespective of a member’s location.

Non-Members

A “Non-member” is any person who is not currently in membership with CIMSPA or within the application process for membership. Non-member also includes former members.

By engaging with CIMSPA, Non-members agree to these terms and conditions, therefore it is advised that You fully read and understand the terms and conditions before proceeding. If You have any questions or require clarification on any of the information in these terms and conditions, please contact CIMSPA via the contact channels highlighted above.

1. Data Protection

We will only process personal information You give Us in accordance with the applicable data protection laws and the CIMSPA Privacy Notice. You can view Our full Privacy Notice and Data Retention Schedule here. These include information on how We protect Your information and how to exercise any of Your rights in relation to it.

By submitting information in support of Your engagement with CIMSPA You grant CIMSPA the right to share any such information with relevant third parties for the purpose of verification of validity. Any periods of non-membership may also be communicated at CIMSPA’s discretion.

2. Artificial intelligence

3. Portability

Under Our partnerships with certain other non-UK based Registers of Exercise Professionals, and their respective portability matrices, CIMSPA may offer You a service to make Your qualifications portable to work outside of the UK, where Your qualification(s) are UK-based and are recognised by Us. It is important to note that Our portability letter may not meet the full requirements as set by the destination country and as such the responsibility of fulfilling any additional criteria falls fully with You.

In the case where an individual is not a current member of CIMSPA, a Letter of Portability (LOP) may be issued for UK qualifications but is still subject to meeting the requirements set by CIMSPA at the time of application. As such a LOP will only be issued for accepted UK qualifications. The LOP will state the membership grade / occupation category the individual would be issued if they were to join CIMSPA, but in the case of a non-member the LOP does not signify registration with CIMSPA, only that the qualification(s) and/or CPD that have been verified meet the industry-agreed professional standards, in the UK, for the associated occupation. A standalone fee is applicable for the qualification assessment process. Should further confirmation of qualification portability be required after the expiry date stated on said LOP, evidence of further CPD and an additional fee may be applicable.

4. Events

For any event held by CIMSPA, please refer to the relevant event terms and conditions for further information.

5. Terms and Conditions Changes

CIMSPA reserves the right to change these terms and conditions at any time by providing notice on the CIMSPA website.

6. Governing Law and Jurisdiction

These terms and conditions are governed by and will be construed in accordance with English law. Any dispute or claim must be brought before the English courts irrespective of an individual’s location.

Charter and Statutes

This is the constitutional framework that CIMSPA operates within and it sets out the purpose and powers of CIMSPA. Members have both rights and responsibilities in relation to CIMSPA, which are included in its Charter and Statutes.

Partnership

CIMSPA partnership will provide you access to a partner benefits package and a dedicated partnership executive. Partnership benefits packages are specific to each partnership category, therefore may differ between partners. The partnership categories are derived from the relationship that the partner organisation has with the sector’s workforce, i.e. education provider or employer. CIMSPA therefore offers two overarching partnership categories, education partner and employer partner.

Partners who complete the application online to become a partner of CIMSPA, or send details of their application to CIMSPA, are making an application to join CIMSPA, which if accepted by CIMSPA, will result in a legally binding agreement being issued to you. Acceptance by CIMSPA of a application to become a partner of CIMSPA’s will be in CIMSPA’s absolute discretion.

Partnership of CIMSPA will be granted only to legal persons who are able to evidence they satisfy CIMSPA’s current partnership entry requirements at the time of application, relative to the partnership category applied for. Such entry requirements are at the discretion of CIMSPA.

CIMSPA will review each partnership application on a case-by-case basis and you will be informed of the outcome.

It is your responsibility to submit the required information to CIMSPA in support of a partnership application or, for the maintenance of your partnership on renewal. By submitting information in support of your application to CIMSPA, or for the maintenance of partnership with CIMSPA, you grant us the right to share such information with relevant third parties for the purpose of verification of the validity of the information you provide to us.

Subject to you meeting the relevant partnership conditions, your partnership will automatically renew annually. At this point an invoice for any partnership renewal fees will be raised. Payment of required renewal fees is confirmation of your continued partnership with CIMSPA. Further information regarding renewals can be found below in the section headed “Renewals”.

Partnership Agreement

A formal agreement (a “CIMSPA Partnership Contract”) will be issued to partners on successful application to become a CIMSPA partner. The CIMSPA Partnership Contract will detail the contractual agreement between CIMSPA and you relating to the partnership, including both CIMSPA’s and your responsibilities along with partnership specific terms and conditions.

Your CIMSPA partnership is not active until the CIMSPA Partnership Contract has been signed by CIMSPA and you, and any associated partnership fees have been paid.

Partnership will commence from the date outlined in the CIMSPA Partnership Contract and will run for an initial term of one year (Initial Term). Partnership contracts will automatically renew at the end of the Initial Term, for a renewal term of one year, and at the end of each Renewal Term, for a further Renewal Term. Further information regarding renewals can be found below in the section headed “Renewals”.

Partnership benefits

CIMSPA partnership will provide you access to a partnership benefit package. Partnership benefit packages are specific to each partnership category, therefore may differ between partners.

Partnership benefits are to be used exclusively by you and are not to be transferred to other legal persons, associations or organisations.

Access to partnership benefit packages will only be made available to you once you have signed the CIMSPA Partnership Contract, your partnership is approved by CIMSPA on the CIMSPA system, and any necessary fees have been paid. CIMSPA reserve the right to revoke your access to your partnership benefits for reasons including but not limited to:

Partnership suspension
Partnership termination
Late payment / Non-payment of partnership or other associated fees
Partnership cancellation
Partnership expiry

CIMSPA’s partnership benefit packages are supported by supplier partners, therefore services supplied from a supplier partner will be in accordance with the supplier partner’s own terms and conditions, which we will notify you of where reasonably practicable. CIMSPA do not accept any liability for loss or damage suffered as a result of a fault, error or omission in the provision of these services (save to the extent that any such liability cannot be excluded or limited by law).

CIMSPA reserve the right to change the services and benefits included in your partnership benefit package at any time and without providing you with prior notice.

Renewals

Subject to you meeting the relevant partnership conditions, your partnership will automatically renew annually. You will receive notification of your upcoming renewal prior to your renewal date, together with any amended or new partnership conditions that you will need to meet in addition to any change of the partnership fees payable for the renewal as well as information on your rights to cancellation.

If you do not wish to renew your partnership, you must notify CIMSPA, in writing by email or letter of your intention to cancel at least 10 days prior to your renewal date.

Termination

Partners can serve notice to terminate the CIMSPA Partnership Contract at any time in line with the notice periods outlined in the CIMSPA Partnership Contract, however refunds will not be granted unless the above notices are complied with.

Partnership Directory

To support CIMSPA to operate in the public interest a public facing directory of partners is maintained by us.
All partners will be hosted on the partnership directory, with information available to the public including but not limited to; organisation name, partnership category and partnership status.

CIMSPA will maintain and publish records (organisation name, partnership category and partnership status) of terminated and suspended partners on the directory.

Code of Conduct

The CIMSPA Partner Code of Conduct is a mandatory set of requirements that CIMSPA partners must always fully adhere to.
By entering into CIMSPA partnership you are agreeing to fully adhere to the CIMSPA Partner Code of Conduct. By renewing your partnership, you are restating your agreement to continue to adhere to the CIMSPA Partner Code of Conduct for the duration of the partnership.

Failures to adhere to the CIMSPA Partner Code of Conduct will be investigated in line with the CIMSPA complaints policy and may result in disciplinary proceedings being taken and sanctions being issued against you, which could include but is not limited to the termination of CIMSPA partnership.

Partnership Fees

Partnership fees are outlined on the CIMSPA website and will be made known to you on application.

CIMSPA reserve the right to change the partnership fee annually. You will be notified of any partnership fee change within the communication issued regarding your renewal.

The CIMSPA Partnership Contract (and the partnership fees are for solely for the legal persons entering into such contract with CIMSPA and cannot be transferred to any third party (without CIMSPA’s consent in writing).

The commencement date of the initial term will be the date contained within the CIMSPA Partnership Contract, once CIMSPA are in receipt of the signed CIMSPA Partnership Contract and any applicable payment.

Non-payment of a partnership invoice will result in a lapse in partnership after 30 calendar days of the due date on the invoice. Once partnership has lapsed, access to the partnership benefits package and all privileges associated with CIMSPA partnership will cease.
CIMSPA reserve the right to communicate with relevant third parties relating to partnership information displayed on the partnership directory. Any periods of non-partnership may also be communicated at CIMSPA’s discretion.

CIMSPA Logo

Provided they have signed the CIMSPA Partnership Contract CIMSPA partners are permitted to use the appropriate CIMSPA partner logo from the commencement date. Further details on the terms of such usage are detailed in the CIMSPA Partnership Contract.

Use of the CIMSPA logo must be used in accordance with the CIMSPA brand guidelines. Failure to comply with the conditions outlined in the CIMSPA logo use policy may result in disciplinary proceedings being commenced against you.

Access to the CIMSPA partner logo will only be provided once you are in active partnership and where all applicable partnership fees have been paid and contracts signed.

CIMSPA reserve the right to revise the partner logo which you are permitted to use without prior notice. In such circumstances you will be issued the revised logo and use of any former logos must in accordance with any instructions issued by CIMSPA with the revised partner logo.

Events

For any event held by CIMSPA, please refer to the relevant event terms and conditions for further information.

Terms and conditions changes

CIMSPA reserve the right to change these terms and conditions at any time upon giving you 14 days prior written notice by email, following which time the amended version will become binding.

Governing Law and Jurisdiction

These terms and conditions are governed by and will be construed in accordance with English law. Any dispute or claim must be brought before the English courts irrespective of a CIMSPA partner’s location.

CIMSPA Shop

Purchase of goods

The following terms and conditions outline the agreement between the Chartered Institute for the Management of Sport and Physical Activity (CIMSPA, we or us) and the goods or products we will deliver to you as a consumer (you).

The purchase by you of goods from us are also covered by our standard terms and conditions of sale (“CIMSPA Standard Sale Terms”) which can be found here and will be emailed to you along with confirmation of your order. In the event of any inconsistency between these terms and conditions and the CIMSPA Standard Sale Terms the CIMSPA Standard Sale Terms shall prevail.

When you place an order from the CIMSPA shop, we will send you an email confirmation of your order containing details of the order.

CIMSPA will accept your order only once payment is taken, either via the phone, by cheque or directly through the CIMSPA website. Once you make your payment you are agreeing that the supply of goods to you is covered by these terms and conditions and the CIMSPA Standard Sale Terms.

As CIMSPA processes your order, we will inform you by e-mail if any goods you order are unavailable.

Cooling off period

All goods purchased through the CIMSPA shop are subject to a 14-day cooling off period from the day after the goods are received by you or are delivered at the specified delivery address.

In the event multiple goods are purchased in the same order, the 14-day cooling off period will start from the day after the final goods are received by you or are delivered at the specified delivery address.

Requests for refunds made within the 14-day cooling off period will be granted and issued within 30 days of receipt by CIMSPA of the returned goods.

Requests for refunds made outside of the 14 day cooling off period will not be granted.

Returns

It is your responsibility to cover the costs of returning unwanted goods.

Returns must be made by mail to the address below.

The Chartered Institute for the Management of Sport and Physical Activity
SportPark
Loughborough University
3 Oakwood Drive
Loughborough
LE11 3QF

It is recommended that you return your goods by recorded delivery or a secure delivery method which requires a signature on delivery, as CIMSPA will not be held responsible for goods being lost or damaged before they arrive at the above returns address.

To allow correct allocation of any eligible refunds, returns must contain a copy of your completed returns form.
CIMSPA reserves the right to refuse to refund monies for goods which are returned in a damaged (including being dirty) or used condition.

Damaged goods

If on inspection after delivery it is evident that your goods are damaged, please contact CIMSPA immediately at info@cimspa.co.uk or on 03438360200.

Pricing

All prices are quoted in UK Pounds Sterling at the prevailing rate.

Unless stated otherwise all prices for items sold on the CIMSPA shop are inclusive of VAT.

Order processing, postage and delivery

If you are based in the UK, whilst CIMSPA cannot guarantee delivery times, we will endeavour to get your order delivered to you within 7 – 10 working days from receipt of your order.

If you are based outside the UK delivery may take longer. If you require any further information beyond that supplied at the point of order, please contact us.

CIMSPA will not pay any customs and import duties that may apply to the goods, therefore if you are based outside of the UK, you will be responsible for paying such charges.