SWL Gymnastics – Terms and Conditions for Participation

1. Introduction

1.1 These Terms and Conditions (“Terms”) govern your child’s (“Participant”) participation in any programs, classes, camps, events, or activities (“Activities”) offered by SWL Gymnastics (“the Club,” “we,” “us,” or “our”).

1.2 By registering, signing this form, or otherwise indicating acceptance (collectively, “Acceptance”), you confirm that you have read, understood, and agree to comply with these Terms, including the Club’s Code of Conduct, policies, rules, and any commitments related to SWL Gymnastics.

1.3 The Club reserves the right to update these Terms at any time. Any significant changes will be communicated to you via email or our official website. Continued participation after any update constitutes acceptance of the revised Terms.

2. Acknowledgement of Risk

2.1 You, as the parent or legal guardian (“Guardian”), understand and acknowledge that gymnastics is inherently risky and may result in physical injury. These risks include, but are not limited to, bruises, sprains, strains, fractures, and more serious injuries.

2.2 You voluntarily assume all risks associated with your child’s participation in the Activities.

3. Medical Treatment Consent

3.1 You authorize SWL Gymnastics and its designated representatives to obtain, on your behalf, any necessary medical treatment for your child in the event of illness, accident, or emergency. This includes, but is not limited to, first aid, emergency medical care, ambulance transport, and hospital treatment.

3.2 You agree to bear any costs incurred for such medical treatment, except where local legislation or insurance policies stipulate otherwise.

4. Compliance with Rules and Safety Procedures

4.1 Participants must adhere strictly to all safety rules, guidelines, and instructions established by SWL Gymnastics staff. This includes wearing appropriate attire, removing jewelry, and following the coaches’ directions at all times.

4.2 Failure to comply with the Club’s rules or any form of misconduct may result in disciplinary action, up to and including suspension or termination from the program, without entitlement to any refund.

5. Liability Release

5.1 To the fullest extent permitted by law, you agree to release and hold harmless SWL Gymnastics, its directors, staff, volunteers, agents, and affiliated personnel from and against any and all liability, claims, damages, or expenses (including legal fees) arising out of or related to your child’s participation in the Activities.

5.2 This release does not apply in cases of willful negligence or misconduct by SWL Gymnastics or its representatives.

6. Photo and Video Consent

6.1 By opting in through the relevant section during registration (e.g., checking a box or signing “I give consent”), you grant SWL Gymnastics permission to photograph, film, or otherwise record your child during the Activities.

6.2 Such media may be used in promotional materials, including but not limited to the Club’s website, social media pages, newsletters, and printed materials.

6.3 We are committed to handling all photos and videos with respect, ensuring the privacy of Participants in accordance with our safeguarding policies.

7. Communication, Data Protection, and Marketing

7.1 Collection and Use of Personal Data

• SWL Gymnastics collects personal information (e.g., names, contact details, medical information relevant to the safety of the Participant) solely for legitimate Club interests, including registration, safety, and administrative purposes.

• This information is stored securely and accessible only to authorized personnel who require it for operational or administrative functions.

7.2 Consent to Receive Communications

• By accepting these Terms, you agree that SWL Gymnastics may contact you via email, phone, SMS, or postal mail in relation to classes, scheduling, updates, and other important notices regarding your child’s participation.

• You also acknowledge that from time to time, SWL Gymnastics may send newsletters or general announcements about our own programs, upcoming events, or special offers.

7.3 Marketing Outreach and Affiliated Clubs

• In addition, by accepting these Terms, you authorize SWL Gymnastics to send occasional promotional or marketing communications which may include information about classes, camps, workshops, or events offered by SWL Gymnastics and/or clubs or organizations affiliated with SWL Gymnastics (“Fulham gymnastics, Apex gymnastics, mayfield gymnastics”).

• These communications are intended to keep you informed about available spaces, trial classes, camps, or additional opportunities that may be of interest. We may periodically highlight offers or programs that are run in partnership or affiliation with the Club.

• Should you wish to opt out of receiving certain types of marketing communications, please follow the unsubscribe link provided in our emails or contact us directly at Management@swlgymnastics.co.uk. Opting out may limit your awareness of certain offers but will not affect official or necessary communications related to the Participant’s classes or membership.

7.4 Data Sharing

• To facilitate the above communication and marketing purposes, SWL Gymnastics may share relevant contact details (e.g., email address) with trusted third-party service providers (such as an email newsletter platform), but only to the extent necessary for carrying out these services.

• SWL Gymnastics will not sell your personal data to any external parties.

• All personal data is handled in compliance with applicable data protection laws (e.g., UK GDPR).

7.5 Data Retention and Security

• We retain personal data for as long as needed to fulfill the purposes for which it was collected, unless a longer retention period is required by law.

• We employ technical and organizational measures to protect your personal data from unauthorized access, alteration, disclosure, or destruction.

8. Behavioral Expectations and Class Participation

8.1 Enrollment and continued participation depend on adherence to SWL Gymnastics’ rules, instructions, and behavioral standards.

8.2 Inappropriate, disruptive, or unsafe behavior may result in immediate removal from the class or permanent exclusion, without entitlement to a refund.

8.3 Coaches or authorized staff members have the right to sideline any Participant who fails to follow safety instructions.

9. Clothing and Equipment Guidelines

9.1 Participants must wear appropriate athletic attire, free from zippers, belts, or other accessories that may cause injury or damage to equipment.

9.2 Skirts, jeans, or clothing containing heavy embellishments are not permitted.

9.3 Long hair must be tied back securely, and all jewelry or watches should be removed prior to class for safety reasons.

10. Arrival and Departure Protocols

10.1 For children below Year 7, a Guardian or authorized adult must escort the child to the entrance of the facility and ensure timely collection immediately after the session concludes.

10.2 Children in Year 7 and above may be permitted to leave unaccompanied only if explicit written permission is provided by the Guardian.

10.3 Participants arriving more than 15 minutes late may be refused entry to ensure the safety and structure of the class.

11. Observation Policy

11.1 To maintain a focused training environment and align with safeguarding policies, parents and Guardians are not generally permitted to remain on-site during classes.

11.2 SWL Gymnastics hosts a “watching week” at the end of each term, where parents and Guardians are invited to observe the sessions in a structured manner.

12. Pick-up Policy

12.1 It is your responsibility to collect your child on time. If someone other than the usual parent or Guardian is collecting your child, please inform the coach or a staff member in advance.

12.2 We will only release a child to an individual previously identified by the Guardian.

13. Policy on Missed Classes and Refunds

13.1 Missed Sessions

• SWL Gymnastics does not offer refunds or make-up classes for sessions missed due to personal reasons, scheduling conflicts, or any other non-Club-related circumstances.

• Full capacity classes mean that other interested individuals may be turned away; therefore, we cannot accommodate make-up sessions or refunds once registration has been confirmed.

13.2 Injury within SWL Gymnastics

• If a significant injury occurs during Club activities, we may, at our discretion, offer a credit toward future sessions as an act of goodwill.

• Minor injuries or short-term absences do not generally qualify for a credit or refund.

13.3 Injury Outside SWL Gymnastics or Personal Circumstances

• We are unable to offer refunds or credits for injuries sustained outside of SWL Gymnastics or changes in personal circumstances (e.g., relocation, new schedules, etc.) that impact attendance.

14. Termination and Modification of Activities

14.1 SWL Gymnastics reserves the right to cancel, reschedule, or modify any Activities without prior notice, for reasons including but not limited to facility issues, weather concerns, or staff availability.

14.2 In cases of prolonged cancellations (e.g., due to facility closure), we will communicate potential alternatives or refunds/credits where appropriate.

15. Governing Law and Dispute Resolution

15.1 These Terms shall be governed by and construed in accordance with the laws applicable in the jurisdiction where SWL Gymnastics primarily operates.

15.2 Any disputes arising under these Terms shall first be attempted to be resolved amicably. If such resolution is not possible, disputes shall be submitted to the exclusive jurisdiction of the competent courts in that jurisdiction.

16. Entire Agreement

16.1 These Terms, together with any policies referenced herein, constitute the entire agreement between you and SWL Gymnastics concerning the subject matter, superseding any prior or contemporaneous communications.

16.2 No waiver or modification of any provision shall be valid unless agreed upon in writing by an authorized representative of SWL Gymnastics.