Terms & Conditions
Welcome to The Swim Specialist Swim Academy. We aim to provide a creative, safe and prosperous swimming environment that builds confidence and natures ability. It is important for all members of our academy to agree and adhere to our Terms & Conditions and Code of Conduct detailed below;
1. Booking Conditions
1.1 - All parents and swimmers must agree and adhere to The Swim Specialist Terms & Conditions and Code of Conduct prior to setting up their card details and securing their child’s place with us.
1.2 - Before enrolling onto our membership program, you will be asked to consent to our terms and conditions.
1.3 - Full details are required at the time of booking.
1.4 - A place cannot be confirmed unless a card has been registered to our GoCardless re-occuriring payment plan
1.5 - Monthly payments will be set up to secure a weekly slot allocation.
1.6 - Please call or email us to proceed with this.
1.7 - Cash and Cheques cannot be accepted under any circumstances.
1.8 - Places available at the time of booking are allocated on a first come first served basis. (Please note that demand can be high in term time so prompt enrolment is advisable).
1.9 - A monthly fee will be taken from your account each month to subscribe to 39 lessons per year. (Term-time)
1.10 - During the course of the year we promise to schedule 39 lessons of swim tuition.
1.11 - Monthly payment is required to secure the weekly slot allocated for the swimming lesson and not the amount of lessons you take.
1.12 - If your child is absent during the prescribed lessons you will automatically forfeit that lesson.
1.13 - Discretion maybe used during absences caused by mitigating circumstances and/or medical reasons, which must be evidenced with a doctor’s note.
1.14 - Un-prescribed pool closures will result in a lesson credit.
1.15 - Lesson credits are gained as a result of un-prescribed pool closures and teacher absences.
1.16 - Three lesson credits will result in your monthly mandate being postponed by one month as payment relief to compensate.
1.17 - You have a right to cancel your membership at any point.
1.18 - We require 30 days notice for any cancellations to take effect.
1.19 - Upon termination of lessons we will calculate the number of lesson prescribed vs the amount of payments you have made.
1.20 - Any remaining balance will be reimbursed, and any outstanding fees will be taken from your account before closure.
1.21 - If your account is closed prior to this, we will send you a payment request where funds will need to be paid with in 28 days via Bacs payment to our account. Failure to do so will result in legal action being taken against you.
2. Data Protection
2.1 - The persons agreeing to these conditions consent to The Swim Specialist Swim Academy to process personal data provided as a result of enrolment/re-enrolment. Personal information will under no circumstances be shared with any third party.
3. GoCardless Payments
3.1 - The Swim Specialist / Swim Academy re-occuring payments are processed by GoCardless. As part of this we offer the direct debit guarantee as detailed below.
3.2 - GoCarless payment plans must be set up 3 working days prior to the initial swimming lesson.
3.3 - The first payment will be authorised to be taken on the working day prior to the first chargeable swimming lesson.
3.4 - Failure to do so will mean you are not enrolled onto your class and may forfeit your place.
Setting Up GoCardless Re-Occurring Payment Plans
3.4 - To set up a GoCardless payment plan please just contact us directly via telephone or email and we can get this arranged for you.
- 0113 479 1551
- 0333 050 0520
3.5 - GoGardless will automatically contact you 3 days prior to any payments been taken our of your bank. Payments will be taken out on the date allocated when starting your first payable lesson. Which is the working day prior to the first chargeable swimming lesson.
3.6 - You are paying for the allocation of weekly slot and not the amount of lessons you take
3.7 - We promise to schedule 39 lessons over the course of a one year period
3.8 - Swimmers set up on the re-occurring payment plan will be automatically be re-enrolled onto a class after half-terms. This meaning you are on a continuous payment plan until you give us 30 days' notice to cancel.
3.9 - Any cancellations must be given in writing via email to firstname.lastname@example.org.
3.10 - Due to charges imposed on us by our bank we must charge £7.50 for a direct debit returned to us as unpaid. As a requirement of our insurance policy, any swimmer who has not paid for their slot allocation although has attended their lesson will be charged the lesson fees + £7.50. This payment can be taken over the phone using a debit/credit card.
3.11 - Where possible if we notice an issue with the direct debit payments we will endeavour to contact all customers on an individual basis to ensure they do not loose out financially. This may mean that we postpone your monthly payment and ask to re-start at a later date.
Cancelled or Missed Payments
3.12 - Should a customer cancel a payment plan while they still have an outstanding balance they, and all associated swimmers linked to this account, will no longer be able to swim with us until;
- Payment has been made for any missed months, included associated fees
- A new payment plan schedule has been set up
3.13 - Should direct debits be cancelled we reserve the reserve the right to take legal action to recover any outstanding costs. Should a swimmer wish to re-join in the future and an account has a debited balance on from a previously class this must be paid in full before the future classes can be booked.
4. Terminating Lessons
4.1 - If you are unable to attend a prescribed swimming lessons due to a holiday or medical issue you will automatically forfeit the lesson.
4.2 - All request to cancel a child's swimming lesson must be made via email to: email@example.com with supporting medical evidence/doctors note if relevant.
4.3 - 30 days notice must be given for any Cancelations to take effect. Failure to do so may result in an additional monthly charge to cover the 4 sessions already prescribed to your child.
4.4 - Any no-shows or absences will still be charged.
4.5 - Any lessons cancelled by us for any un-prescribed closures will be credited to your account.
4.6 - Upon termination of lessons we will calculate the number of lesson prescribed at the base price of a lesson vs the amount of payments you have made.
4.7 - Any remaining balance will be reimbursed, and any outstanding fees will be taken from your account before closure.
4.8 - If your account is closed prior to this, we will send you a payment request where funds will need to be paid with in 28 days via Bacs payment to our account. Failure to do so will result in legal action being taken against you
5. Un-Presribed Pool Closures
5.1 - Pool closures happen on occasions, and in the event that the pool has to be closed due to unforeseen circumstances due to natural disasters, health and safety, adverse weather conditions (any others not inclusive) then you will be notified by SMS, Social Media, and the Email provided upon registration.
5.2 - We will always strive to inform all parents at least 1 hour notice prior to the start of their lesson. We do appreciate that late notice can be an inconvenience to our customers and will promise to inform you as soon as we can.
5.3 - If your contact details change at any point, please notify us immediately so that we can update the system.
5.4 - If we cancel lessons due to unforeseen circumstances a credit will be added onto your account.
5.5 - As an alternative if you have 3 lessons credited accumulated on your account, we will postpone your Monthly payment by one month as payment relief to compensate.
6.1 Prescribed Pool Closures / Holidays
6.1 - With us delivering a term-time schedule of 39 weeks through the course of the year please be mindful that our prescribed pool closures are site specific
6.2 - You can view the site specific pool closures here on our website by visiting our 'locations' tab
6.3 - We will send a friendly reminder email 1 day prior to the prescribed pool closure
7. Data Protection (GDRP)
7.1 - The information provided by you to us will only be used for the purposes of processing and administering the swim academy. No information is sold or passed on to any third parties without your explicit consent. The information you probed us (name, contact details, medical conditions etc.) is held securely and only accessible to those who need access to it with our organisation. information provided by you to us will only be used for the purposes of processing and administering the swim academy. No information is sold or passed on to any third parties without your explicit consent. The information you probed us (name, contact details, medical conditions etc.) is held securely and only accessible to those who need access to it with our organisation. information will be transferred to third party companies to allow us to process bookings. This includes but is not limited to the companies who manage our booking systems, emails, text messages, electronic payments. These companies are; CAP2 Solutions, GoCardless, Firetext, Mailchimp, Office 365, Dropbox.
7.2 - Other organisations we wok with to ensure compliance with all regional laws (e.g our accountants, system web developers, HR providers). Only information which is relevant to each organisation will be transferred. For example our HR and accountants will not receive swimmers details.
7.3 - The processing and storage of all data is entirely optional to all parents, guardians and swimmers, however, without the consent for us to store and process the information we will be unable yo accept you into our swim academy.
7.4 - The information obtained will be active on our system for a 4yr period before it will be removed to help those who wish to re-join.
8. Waiting List
8.1 - There are a maximum number of spaces available for participants for each session. Should these reach their full maximum capacity then you will be placed on a waiting list.
8.2 - As soon as a place becomes available suitable for you child, you will be contacted via telephone, email or text.
8.3 - If we are not able to confirm this with you within 24hours then the place will be offered elsewhere and you will re-join the waiting list.
8.4 - Please inform The Swim Specialist if you no longer want to be kept on the waiting list.
9.1 - All instructors must hold a valid:
- Level 1 or 2 STA or Swim England Swim Teaching Certificate
- STA Safety Award for Teachers (SATS) or (RLSS) NPLQ National Pool Lifeguard Qualification
- DBS Disclosure Barring Service Check
- Safeguarding Award
- Public Liability Insurance
9.2 - We pride ourselves on insuring our swim teachers are fully aware of our (PSOP) Pool Safety Operating Procedures
9.3 - We ensure they are educated and fit to carry out our (EAP) Emergency Action Plan
9.4 - All instructors are required to carry out a visual Risk Assessment of the pool prior to each lesson
9.5 - Professional physical contact may occur during swimming lessons, if you feel that inappropriate physical contact has been made please report this to our office firstname.lastname@example.org where the appropriate measures will be taken
9.6 - All swim instructors are required to carry out a visual Risk Assessment of the pool prior to each lesson
9.7 - Profession physical conduct may occur during a swimming lesson, if you feel that inappropriate physical contact has been made please report this to our office. email@example.com.
9.8 - Stage 4 onwards are allowed in the deep end. A swim instructor may use their discretion to teach in the water or from the pool side.
9.9 - All Instructors teaching in the water at the deep end must wear a woggle when in the water as a safety precaution.
10. Medical / Health Issues
10.1 - When you agree to our terms & conditions, you take responsibility for the fact that, should you answer 'yes' regarding any medical conditions you or your child might have, you've received advice from your doctor before starting with us. This responsibility is passed on to any other parent or carer who might bring your child swimming. This will appear on the medical notes so the teacher is made aware.
10.2 - Failure to inform us of any medical conditions resulting in an incident, will safeguard us from having any reason to have legal action taken against us.
10.3 - Medical conditions must be disclosed to The Swim Specialist Swim Academy regarding the health of you, your child or this who you have placed your child in care with for the purpose of attending swimming sessions. All information received is treated in confidence and with sensitivity.
10.4 - If your child has a heavy cold, sinusitis or an ear infection we recommend they do not swim. Refunds are not given for missed lessons due to sickness, only in extreme circumstances can lessons be re-arranged on best endeavours basis.
10.5 - Following on from sickness we request your child be clear of any systems for 48 hours prior to attendance at class.
10.6 - Adults and children must not swim if they have had a diarrhoea illness in the past 48hrs as advised by the NHS.
10.7 - If a swimmer has broken a limb, requires an operation or has been given medical reason why they cannot attend the lessons, then we will consider postponing their lessons. This is subject to a doctors note being received. Only the number of weeks remaining from will be held.
11. Responsibility / Liability
11.1 - All users of the swimming pools are to make themselves familiar with the individual pools rules
11.2 - Parents/guardians are responsible for their children at all times and should not allow them to be unattended at any point.
11.3 - They should always be under the direct supervision of an adult who is not taking part in the lesson and never be left unattended unless they're 8yrs+ getting changed in the changing rooms independently.
11.4 - Children running on wet surfaces can very easily slip and hurt themselves
11.5 - Children are not The Swim Specialist Swim Academy's responsibility until the instructor takes them for their lesson.
11.6 - In the absence of any proven negligence, lack of due diligence or breach of duty by the instructor(s), The Swim Specialist Swim Academy, the participation of you, your spouse/partner, child or those in whose car you have placed your child for the purpose of attending or observing The Swim Specialist Swim Academy sessions is done so entirely at your and their own risk
11.7 - The Swim Specialist Swim Academy shall not be help responsible for any personal injury or fatality that may occur
11.8 - Responsibility for all applications of swimming practised outside of The Swim Specialist classes both now and in the future is borne by you and not The Swim Specialist / Swim Academy
11.9 - The recommendations, ideas and techniques expressed and described in The Swim Specialist / Swim Academy, as well as posts and videos endorsed by Swim Specialist cannot be regarded as a substitute for the advice of qualified medical practitioners. Any uses to which the recommendations, ideas and techniques are solely at your discretion
11.10 - Our teachers will be implementing a traffic card behaviour management system.
- Green warning– first verbal warning.Amber warning - swimmer will be asked to sit on the side for 1 minute and educated on the effect of their behaviour..Red warning - Swimmer will be asked to get out of the pool and parents will be called over to collect them and terminate their lesson. A follow up discussion will be had via telephone the next working day to resolve.
11.11 - The teachers reserve the right to implement these rules as they see fit. By signing your children up to our swimming lessons you are agreeing to these terms.
12.1 - Please note that due to child protection regulations photography (inclusion camera phones) and video filming are NOT permitted by spectators during The Swim Specialist Swim Academy lessons
12.2 - All The Swim Specialist / Swim Academy photography, logos and illustrations are the copyright of The Swim Specialist Swim Academy or credited party. Any scanning or reproduction of any of the above without our written agreement will be regarded as being in breach of our copyright and dealt with accordingly
12.3 - The Swim Specialist Swim Academy cannot be held liable for the actions third partied and, therefore, excludes to the fullest extent possible by law, any liability arising from a breach of this sections headed ''Photography'' by any party
12.4 - Photography and videoing by The Swim Specialist Swim Academy/Staff will be pre-arranged with parents at the time of enrolling your child into The Swim Specialist Academy. If you consent to this you are giving the rights for The Swim Specialist Academy to photography your child and use the contents to upload via social media for promotional purposes. If you wish to opt out of this at any time please contact The Swim Specialist with your request at firstname.lastname@example.org
12.5 - Video’s and photos may also be taken by the instructor during the lesson to aid in Video analysis. Teachers will ask consent for this method at the start of the session.
13.1 - From time to time The Swim Specialist Swim Academy may update these terms by sending you either and updated version or notification of minor changes.
13.2 - You are free to not accept these changes but we would ask you to notify us in writing of your non acceptance within 14 days of your receipt, failing which we will be entitled to treat our agreement with you as being subject to the updated version.
If you require any further information please don't hesitate to contact us @ email@example.com