Terms and Conditions

TERMS AND CONDITIONS


By booking or attending swimming lessons with Waves Swim School you understand and
accept these terms and conditions and they will form part of the contract between us.
Waves Swim School reserves the right to vary these terms and conditions at any time.


SWIMMING LESSONS
Our swim school lessons do not exceed recommended guidelines on staff–participant ratios.
In all cases the ratio will not exceed 4:1 and in many cases are much lower than this,
especially in beginner lessons. For health and safety reasons no person must enter the pool
hall until all members of staff are on site. Parents/guardians must remain in the pool hall
during swimming lessons. Any siblings that are on poolside and are not taking part in a
lesson must be supervised by an adult at all times.


Please take care when walking on poolside or around the changing areas as they can
become slippery when wet. Strictly no running inside the pool hall or within the
grounds. Please arrive in sufficient time to allow the class to begin as scheduled (5 minutes is
adequate). No food or drink is to be taken into the pool areas or changing areas.


Only enter the pool when told to do so by the Instructor. Never enter the pool if the
instructor is not on poolside. Due to the risk of contamination, please ensure you are not
wearing any makeup, cosmetic products including creams and oils when you come
swimming. To avoid injury, the wearing of spectacles in the water by a swimmer is not
recommended. Jewellery/watches can be a hazard and should not be worn during
swimming.


POOL ADDRESS:
White Meadows Primary Academy
Whitelea Road
Littlehampton
West Sussex
BN17 7JL


PARKING
Parking is at your own risk. Waves Swim School do not accept any liability for your car or
your personal possessions. Please park in the school car park and avoid parking in Whitelea
Rd.


CHANGING FACILITIES
There are 2 changing rooms (boys/girls) and a separate toilet cubicle. Please note that there
are no showers at this facility.
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APPROPRIATE SWIMWEAR
For safeguarding and hygiene reasons we must request that all swimmers wear the
appropriate swimwear. Children arriving to lessons in underwear may be turned away from
their lesson. Waves Swim School reserves the right to refuse entry into the pool without the
appropriate swimwear.


PHOTOGRAPHY / ELECTRONIC DEVICES
Please note during our classes photos or video recordings are not permitted. Photos at the
end of the class of just your child are permitted but prior permission must be obtained from
the Instructor and a Photography Consent Form will need to be completed. We will always
check with the rest of the class before allowing any photography. Waves Swim School would
encourage all users to report any suspicious activity to a member of staff as soon as they
can.
LESSON OBSERVATION
Parents/guardians are very welcome to observe their children’s swimming lesson, however
we ask If waiting on poolside or observing a class please do so quietly and show
consideration to others. It is imperative that noise is kept to a minimum so that those in the
pool can hear the Instructor and so staff can maintain the safest possible environment.


SICKNESS, ILLNESS, MEDICAL AND LEARNING ISSUES
Please do not attend swimming if you, or your child, have been unwell with sickness or
diarrhoea in the last 48 hours. For all contagious illnesses, please contact us before
swimming. If your child has Chicken Pox, they will not be able to swim until all spots have
healed and any scabs have disappeared.
To ensure that all children are given the best opportunity to succeed, and, to keep them safe
we ask that you inform us of all medical conditions a child may have as well as any learning
difficulties. This information should be recorded on the enrolment form and will be kept
confidential.


LESSON CANCELLATIONS AND REFUNDS
Customer Cancellations
Cancellation requests must be made in writing by email. If you cancel your booking for the
next course within 14 days of the commencement date of the term we will issue you a
refund minus an administration charge of £20.00


Swim School Cancellations
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Should Waves Swim School need to cancel a lesson, we will endeavour to inform all
parents/guardians using the contact details provided on enrolment forms, preferably via
text message. Please note, however, we cannot guarantee that this will happen—especially
if a closure is decided at short notice. In the case of extended closure we will keep you
informed of when lessons will be recommencing. If your contact details change, please
inform your child’s swimming teacher so that we can ensure you do not miss any
communication from us.


Where possible, we will attempt to reschedule the cancelled session(s) at the end of the
term or during the half-term holiday. Where this is not possible, a credit will be issued
towards a new term of lessons. These will be offered on a per lesson basis. For example,
should two lessons be cancelled in a term, you will receive two free lessons next term.
However, when discounts towards a new term are not possible, or wanted, refunds will be
made via the original payment method and will be processed at the cost paid per lesson.
Credits are allocated to the parent/guardian of the child and cannot be transferred to
another family.


Refunds
Waves Swim School is under no obligation to refund or transfer any monies in the event that
you are unable to attend part of, or the entire course. Missed lessons cannot be refunded or
transferred in any circumstances, unless on medical grounds. If your child cannot attend
their lessons on medical grounds then we require a letter from your GP (or specialist)
detailing the nature of your child’s ailment and confirming that your child has been
medically advised not to swim for the period matching the missed lessons. In most cases we
prefer to alter the following terms payment to reflect any missed lessons if the customer is
in agreement. A refund will be given if this is not agreed or achievable.


RE-ENROLMENTS AND PAYMENTS
In order to give existing Waves Swim School swimmers priority for lessons each term, we use
an automatic re-booking system. This means that, unless you inform us that you either wish
to change day or time, or alternatively that you wish to stop altogether, you are re-booked
onto the next course during the current term. Re-enrolments for the following term will be
made 2 weeks prior to the end of term. Failure to do this could lead to your child’s place
being offered to somebody else. Please speak to your swimming teacher or contact us for
more information or if you are not able to enrol by the specified dates. Term lengths will
vary and prices will reflect the number of lessons per term.


Payments
Payments can be made by cash, cheque, or BACS. Payment must be received by the first
lesson of the term to secure your space. If the course is being paid for by someone other
than yourself, you are responsible for informing that person of our payment policies,
deadlines etc., and relaying any communication with regard to re-booking or payments of
any sort. As a requirement of our insurance policy, anyone who has not paid for their block
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of lessons or had a payment returned as unpaid will be unable to participate in their lessons
until the term fee has been paid in full.


14-Day Cooling Off Period
In accordance with the Consumer Contracts Regulations, anyone booking lessons for the first
time is entitled to a 14-day cooling off period. The 14-day cooling off period commences
from the date of payment. People wishing to exercise their right to this must contact us
within 14 days of purchase. Refunds will be made back as per the original payment method.
Should lessons have already commenced, the cost of any lessons taken within that period
will be deducted from the amount refunded. We ask therefore that you ensure your child is
ready for lessons before booking them in.


PRICING POLICY
At Waves Swim School we are committed to providing the best value for money. We will
constantly monitor other local swim schools prices to remain competitive.


IN THE EVENT OF AN EMERGENCY
Waves Swim School will always abide by its Normal Operating Procedures and the
Emergency Action Plan. In the event of an emergency all swimmers and spectators will
immediately stop what they are doing and wait for further instructions.
Should it be necessary to evacuate the building no attempt should be made to recover
possessions from the changing room or anywhere else within the building. A member of
staff will take charge once the swimmers have left the water.


DATA PROTECTION (GDPR May 2018)
Waves Swim School are fully compliant with GDPR and would like to reassure all of our
customers that we only collect the necessary information that is needed for our enrolment
process and facilitating your swimming classes. The information provided by you, to us, will
only be used for the purposes of processing and administering the swim school. No
information is sold or passed to any third parties.
The information you provide us (name, contact details, medical conditions etc.) is held
securely and is only shared with the swim instructor (if necessary) and is kept in a locked and
secure place. As soon as manual records are no longer required for day-to-day client
support, they will be destroyed. Medical details are not kept electronically. Your enrolment
information is held for tax purposes for a period of 7 years and is only shared within our
swim school for the period of your enrolment.


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
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be unable to accept you in to our swim school. More detailed information around our Data
Protection promises can be found on our website in the Policies area.


SMOKING
Waves Swim School is a no smoking zone. Any parents/guardians who wish to smoke must
leave the site before smoking. This includes the use of e-cigarettes.


CODE OF CONDUCT
Behaviour that is perceived as threatening or abusive towards a member of our staff or
member of the public will not be tolerated. Anyone breaking this rule may be asked to not
return. Anybody requested to not return will not receive a refund.