COVID-19 General Information & FAQs

1. GymFlex memberships with a start date post 1st April 2020 onwards

a. All GymFlex memberships have been cancelled that were scheduled for 1st April 2020 and 1st May 2020 starts and will not be setup. Your HR/Benefit Team will be in contact once the future windows are confirmed and new selections can be made once more.

2. GymFlex members with active membership (start date prior to April 2020) have had their membership frozen by the gym - what does this mean?

a. This is a pause/postponement to gym access. The time the gym is closed will be added to the end of the gym contract once the gym re-opens. For example if gyms are shut for two months then two months will be added to your 12 month membership, thus the renewal for their membership would occur two months after their scheduled renewal date. GymFlex can manage reminders to assist with this.
b. For clients with a fixed annual enrolment where the membership freezes will put employees 'out of sync' GymFlex are looking at arranging a pro-rata rate on renewal for you. This is to be confirmed at the later stage.
c. A membership freeze is applicable to your gym access only. GymFlex are not able to advise on your payroll deductions or tax implications. Your employer is likely to contact you separately with regards to this.

3. My annual enrolment is coming up, will I be able to select or renew my gym membership?

a. Not until there is a clear and defined date that gyms are reopening.
b. GymFlex are investigating options with the gym providers, including but not limited to pro-rata memberships, in order to service employees with strict annual only enrolments. Once the situation has become clearer we will speak with your employer and able to offer firmer solutions.

4. If a membership is frozen when does it restart?

a. Memberships will recommence once the gyms reopen. As this date is unknown, Incorpore will advise once the situation becomes clearer.

5. Can a membership be cancelled?

a. It is extremely unlikely Gyms will process standard cancellation requests at this time. COVID-19 is not considered a lifestyle event by the gyms and cancellation requests on those grounds are not being accepted. Any cancellation requests in line with your gyms lifestyle policy might be considered however this will be on hold until all gyms become operational as gym staff have been put on furlough leave.

6. What if I leave the company during this period?

a. As standard the membership is for the full 12 month term. Our understanding is that it is usual practice for employers to deduct the gym membership 'balance' from your final pay.

7. Are gyms issuing confusing comms?

a. The gyms issued generic comms to all their members with regards to memberships being frozen. The explanation appears to be sound but it does not tackle about the specific GymFlex terms regarding payment, your membership is classed as 'annual pre-paid' and your company makes this upfront payment on your behalf. The default position is your memberships have been frozen.

Download COVID-19 GymFlex FAQ Employee