CLUB RULES
SWL Terms and Conditions
FAQs first then the full Terms at the bottom
FAQs
The 10 questions we get most often. Answers match the SWL Terms below.
Can I keep my child’s place without paying yet?
Fees and renewals
No. Places are secured only once payment has been received. If renewal deadlines are missed or payment is not received by the start of a new term the place is not guaranteed and may be released to the waiting list.
My child attended last term. Are they guaranteed a place next term?
Renewals
No. Previous attendance does not guarantee a place in future terms. Places are only confirmed once payment is received by the deadline.
Do we need IGA membership and when does it renew?
Membership
Yes. SWL Gymnastics is associated with IGA and the Club administers membership for participants. The annual membership fee is required and membership normally renews each September unless otherwise stated.
Can parents stay and watch classes?
Observation
Not during regular classes. Parents and guardians are not generally permitted to remain in the gym during sessions. We may run designated watching weeks or end-of-term sessions and will share details in advance.
Can I film or take photos through the doors or hallway?
Photos and video
No. Parents and guardians must not take photos or videos during sessions including through doors windows or hallways unless explicitly permitted by the Club.
If my child misses a class can we get a refund or a make-up?
Refunds
No refunds or make-up sessions are offered for missed classes due to holidays, personal scheduling conflicts, minor illness, school commitments, or injuries sustained outside the Club.
If SWL cancels a session what happens?
Cancellations
If the Club cancels a session a make-up session may be offered where feasible. If not feasible a credit or refund may be offered at the Club’s discretion.
Can my child go to the toilet without an adult?
Toilets
Participants aged 10 years and over may move within the building unaccompanied including to use the toilet unless you have told us otherwise in writing. Staff may apply reasonable safeguarding measures but do not provide one-to-one supervision for routine toilet use.
What happens if squad expectations are not met?
Squad policy
Squad participation requires following the squad policy including expectations around attendance, punctuality, conduct, kit, commitment, and progression requirements. Failure to adhere to squad policy may result in removal from squad placement.
Are dogs allowed in the hallway or waiting areas?
Venue rules
No. Dogs are not permitted in hallways or indoor waiting areas unless required as an assistance dog.
Full SWL Terms and Conditions
Open
1. Introduction
1.1. These Terms and Conditions (“Terms”) govern your child’s (“Participant”) participation in any programmes, classes, squad training, camps, events, displays, or other activities (“Activities”) offered by SWL Gymnastics (“the Club”, “we”, “us”, or “our”).
1.2. By registering, signing any Club documentation, paying fees, or otherwise indicating acceptance (“Acceptance”) you confirm that you have read, understood, and agree to be bound by these Terms and all related Club policies including Codes of Conduct and squad policies.
1.3. The Club reserves the right to update these Terms from time to time. Where changes are significant we will aim to notify Guardians via email or our website. Continued participation after updates are published constitutes acceptance of the revised Terms.
1.4. The Club reserves the right to make reasonable changes to class times, coaching staff, venues, groupings, and programme structure where required for safety, staffing, venue constraints, or operational reasons. Such changes do not automatically entitle the Participant to a refund where the overall service remains substantially the same.
2. Acknowledgement of Risk
2.1. The Guardian acknowledges that gymnastics is a physical activity with inherent risks. Injuries may range from minor (bruises, sprains, strains) to more serious injuries including fractures, concussion, paralysis, or in rare cases death.
2.2. The Guardian voluntarily accepts and assumes all risks associated with the Participant’s participation in the Activities.
2.3. The Club takes reasonable steps to manage risk through qualified coaching, appropriate equipment, progressions, and safety rules, but cannot eliminate all risks.
3. Medical Information and Emergency Treatment Consent
3.1. The Guardian confirms that the Participant is medically fit to participate and has disclosed all relevant medical conditions, allergies, medications, injuries, or additional needs at registration.
3.2. The Guardian agrees to notify the Club promptly in writing of any changes that may affect safe participation.
3.3. In the event of illness or injury during Activities where the Guardian cannot be contacted immediately, the Guardian authorises the Club and its staff to administer first aid and to obtain emergency medical treatment as deemed necessary by medical professionals including ambulance transport and hospital care.
3.4. The Guardian agrees to be responsible for any associated medical or transport costs except where required by law or covered by applicable insurance.
3.5. Participants who are unwell, including fever, vomiting, diarrhoea, or contagious illness, must not attend sessions until fully recovered and compliant with common exclusion guidance.
4. Compliance, Safety Rules, Squad Policy and Conduct
4.1. Participants and Guardians must follow all safety rules, instructions, and procedures communicated by coaches or staff.
4.2. The Club maintains Codes of Conduct and policies for Participants and Parents/Guardians. Acceptance of these Terms includes agreement to comply with those standards.
4.3. Squad participation: Where a Participant is invited to or enrolled in a squad group, the Guardian agrees to comply with the Club’s squad policy including expectations around attendance, punctuality, conduct, kit, commitment, and progression requirements. Failure to adhere to squad policy may result in removal from squad placement.
4.4. Parents and Guardians must not coach, instruct, or interfere with sessions. Any concerns should be raised with staff outside session time.
4.5. Failure to comply with Club rules or standards of behaviour may result in warnings, temporary removal from sessions, suspension, or permanent exclusion. In such cases refunds are not normally provided.
5. Fees, Renewals, and Place Security
5.1. Fees are published by the Club and must be paid by the stated deadlines.
5.2. Renewals: Places are secured only once payment has been received. If renewal deadlines are missed or payment is not received by the start of a new term, the Participant’s place is not guaranteed and may be released to the waiting list.
5.3. Previous attendance does not guarantee a place in future terms.
5.4. The Club reserves the right to refuse participation where fees or required membership are not in place.
6. Membership (IGA)
6.1. SWL Gymnastics is associated with IGA. The Club administers IGA membership for Participants.
6.2. The Guardian agrees to pay the required annual IGA membership fee. Membership runs annually and renews each September unless otherwise stated.
6.3. Membership fees are non-refundable once processed unless required by law.
6.4. Participation may be restricted if membership is not active or payment has not been received.
7. Missed Classes, Cancellations, and Refunds
7.1. No refunds or make-up sessions are offered for classes missed due to holidays, personal scheduling conflicts, minor illness, school commitments, or injuries sustained outside the Club.
7.2. Where a significant injury occurs during supervised Club Activities that prevents participation for an extended period, the Club may at its discretion offer a non-transferable credit as a gesture of goodwill. Minor injuries or short absences do not normally qualify. Cash refunds are not normally provided.
7.3. If the Club cancels a session due to staffing, venue issues, or operational reasons, a make-up session may be offered where feasible. If not feasible, a credit or refund may be offered at the Club’s discretion.
8. Clothing and Equipment
8.1. Participants must wear appropriate sports clothing suitable for gymnastics. Clothing must be free from zips, buckles, hoods, or loose parts.
8.2. Long hair must be tied back securely.
8.3. Jewellery and watches must be removed prior to participation. Medical or religious exceptions must be agreed in advance for safety reasons.
9. Photography and Video
9.1. Photos or videos may be taken during Activities for coaching or promotional purposes where consent has been provided.
9.2. Promotional use may include the Club website, social media, newsletters, and printed materials.
9.3. Parents and Guardians must not take photos or videos during sessions, including through doors, windows, or hallways, unless explicitly permitted by the Club.
10. Observation Policy
10.1. To maintain a focused and safe training environment and in line with safeguarding practice, parents and Guardians are not generally permitted to remain in the gym during regular classes.
10.2. The Club may organise designated watching weeks or end-of-term sessions where parents and Guardians are invited to observe classes. Details will be communicated in advance.
11. Arrival, Departure, Toilets and Supervision
11.1. Guardians are responsible for ensuring Participants arrive on time and are collected promptly.
11.2. Participants arriving more than 15 minutes late may be refused entry for safety reasons.
11.3. Participants aged 10 years and over may move within the building unaccompanied, including to use the toilet, unless the Guardian has informed the Club otherwise in writing. Participants remain within the building at all times.
11.4. The Guardian acknowledges that children over 10 years old do not require constant adult accompaniment to the toilet while on the premises. Staff may apply reasonable safeguarding measures but do not provide one-to-one supervision for routine toilet use.
11.5. For younger children or where deemed necessary for safety or safeguarding reasons, the Club may require a Guardian to escort the Participant.
12. Venue Rules and Dogs
12.1. Activities may take place in third-party venues and all venue rules must be followed.
12.2. The Club is not responsible for supervision or conditions outside the training area including corridors, toilets, entrances, or car parks.
12.3. Dogs are not permitted in hallways or indoor waiting areas unless required as an assistance dog.
13. Lost Property
13.1. The Club accepts no responsibility for loss, theft, or damage to personal belongings brought to Activities or venues.
13.2. Lost property will be retained for a limited period before disposal or donation.
14. Changing Rooms
14.1. Adult male parents and guardians are not permitted to enter female changing rooms and adult female parents and guardians are not permitted to enter male changing rooms.
14.2. Young children may use any changing room when needed for practicality and safeguarding. Guardians should use appropriate judgement and follow any venue signage or staff direction.
15. Safeguarding and Welfare
15.1. SWL Gymnastics is committed to providing a safe, positive, and supportive environment for all Participants. We follow safeguarding best practice and relevant UK law. We expect all Participants and Guardians to support and comply with safeguarding standards.
15.2. The Club has safeguarding policies and procedures in place including Codes of Conduct and reporting processes. These are available on request.
15.3. The Club has a designated Welfare Officer. Welfare Officer contact details are available on request and will be displayed where appropriate at the venue or via Club communications.
15.4. If you have a safeguarding concern about any child or any adult connected to the Club you must report it as soon as possible to the Welfare Officer or a senior member of staff. If you believe a child is at immediate risk of harm you should contact the emergency services.
15.5. The Club may be required to share safeguarding information with relevant authorities where appropriate including the police, local authority safeguarding teams, or other relevant organisations.
16. Data Protection and Communications
16.1. The Club processes personal data for registration, administration, safety, safeguarding, membership, and communication in accordance with UK GDPR.
16.2. By providing contact details you consent to receive essential communications relating to fees, schedules, renewals, safety updates, and participation.
16.3. The Club may send information about SWL Gymnastics and affiliated clubs or organisations including Fulham Gymnastics, Apex Gymnastics, and Mayfield Gymnastics. You may opt out of non-essential marketing at any time.
17. Liability
17.1. To the fullest extent permitted by law, SWL Gymnastics and its staff are not liable for loss, damage, or injury arising from participation in Activities.
17.2. Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence or for any liability that cannot be excluded under the laws of England and Wales.
18. Governing Law
18.1. These Terms are governed by the laws of England and Wales and subject to the exclusive jurisdiction of its courts.
19. Entire Agreement
19.1. These Terms and referenced policies constitute the entire agreement between the Guardian and SWL Gymnastics.
SWL Gymnastics – Quick Guide to Club Rules
Welcome! These are our main club rules to help keep everyone safe and happy. Our full, detailed Terms and Conditions (T&Cs) have more information – you can find them below this.
1. Membership & Fees
IGA (Independent Gymnastics Association) Membership: REQUIRED! Every gymnast needs current membership with IGA (this includes insurance).
Renew Yearly: Parents, you must renew this directly with IGA or follow Club instructions for renewal when notified each year. No valid membership = no gymnastics.
Club Fees: Please pay SWL Gymnastics class fees on time to secure your child's place.
2. Health & Safety First!
Tell Us: Please inform us of any medical conditions, injuries, allergies, or medication your child has on the registration form, and update us if things change.
Stay Home if Sick: If your child is unwell (fever, vomiting, etc.), please keep them home until fully recovered.
Report Injuries: Tell the coach immediately about any accident or injury during class, big or small.
Emergency Consent: By joining, you agree we can give first aid or get emergency help if needed (as detailed in the full T&Cs).
Know the Risks: Gymnastics is fun but can have risks. Following safety rules is key.
3. Coming & Going (at Ashcroft Technology Academy)
Be On Time: Arrive a few minutes before class starts.
Safe Drop-off: Bring your child inside the designated Ashcroft Technology Academy waiting area. Please don't just drop them off outside.
Prompt Pick-up: Collect your child on time from the designated spot inside the building.
Authorised Collection: Only adults you've named (in writing) can pick up your child. Tell us if someone different is coming!
Safety Plan: Teach your child to find a coach if their pick-up person isn't there. They must never leave the building alone.
Keep Contacts Updated: Make sure we always have your correct phone number.
4. What to Wear & Bring
Gym Kit: Wear proper gym clothes like a leotard, or club t-shirt with shorts/leggings. No hoods, zips, belts, or baggy clothes. [Optional: Add if SWL Gymnastics kit is required].
Hair Tied Back: Long hair must be tied back securely and away from the face.
NO JEWELLERY! For safety, absolutely no jewellery (earrings, necklaces, rings, watches, fitness trackers) can be worn during class.
Water Bottle: Bring a named water bottle (water only, please).
No Food/Gum: No food, fizzy drinks, or chewing gum allowed in the gym area.
Valuables: Please leave valuables at home. We can't be responsible for lost items.
5. Inside the Gym
Listen to Coaches: Always follow your coach's instructions carefully.
Wait for Your Coach: Don't go into the gym area or onto equipment until your coach tells you to.
Use Equipment Safely: Only use apparatus when a coach gives permission and is supervising.
Be Kind & Respectful: Treat coaches, staff, and other gymnasts nicely. No fooling around, bullying, or being disruptive.
6. For Parents & Visitors
No Staying During Class: Sorry, parents can't usually stay in the gym during regular classes (it helps gymnasts focus!).
'Watching Weeks': We invite you to watch during special weeks, usually at the end of term. We'll let you know the dates!
Watching Week Rules: Please stay in the viewing area, keep noise low, supervise siblings, and no flash photos. Video recording is usually not allowed.
7. Class Changes & Missed Sessions
Timetable Changes: Sometimes class times might need to change as gymnasts progress. We'll give you notice.
Cancellations: If we have to cancel a class (e.g., venue issue), we'll inform you about options.
If You Miss a Class: We cannot offer refunds or make-up sessions if your child misses a class for personal reasons (like holidays or sickness). Your fee holds the place for the whole term.