Terms & Conditions

SWAN ACADEMY - 2026

These Terms & Conditions ("Terms") form a legally binding agreement between Swan Academy Ltd ("the Club") and the parent or guardian ("you") registering a child ("the Member") for any Club activity. By completing registration via ClassForKids, you confirm you have read, understood, and agree to be bound by these Terms in full.

1. Definitions

"Activities" means all recreational classes, squad training, development training, competitions, events, holiday camps and any other Club-organised activity. "IGA" means the Independent Gymnastics Association. "ClassForKids" means the Club's third-party booking and payment platform.

2. Membership & Insurance

  • All Members must hold current IGA membership and insurance before participating in any Activity. The annual membership fee (currently £32) covers IGA registration and personal accident insurance and is payable via ClassForKids upon registration.
  • The IGA insurance fee is non-refundable as it is remitted directly to IGA and processed immediately.
  • It is the parent's sole responsibility to ensure that IGA membership and insurance is active and paid in full via ClassForKids before the Member attends any session. Where a parent fails to complete or maintain IGA insurance payment, the Member may not be covered by insurance, and this may affect the Club’s ability to accept liability in the event of injury. The Club reserves the right to refuse entry to any Member whose IGA insurance is not confirmed as active on ClassForKids.The insurance fee is non-refundable, as it is paid directly to IGA and processed immediately upon registration.

3. Subscriptions & Cancellations

  • Class subscriptions run monthly via direct debit through ClassForKids.
  • A minimum of 14 days’ written notice is required to cancel a subscription so that your child’s space can be offered to another child on the waiting list.
  • Cancellations must be made in writing via email to Swan Academy administration.

4. Refund Policy

  • Membership fees and IGA insurance fees are strictly non-refundable. These are external, compulsory charges that cannot be reclaimed once processed.
  • Refunds for class subscriptions will not be given unless in exceptional circumstances, such as serious injury or illness. In such cases, refunds or credits will only be considered after assessment and written approval by both the Head Coach and the Welfare Officer. This process may take up to two weeks.
  • *Please note these situations only approved under exceptional conditions.*
  • No refunds will be provided for trial sessions under any circumstances.
  • Missed classes (including illness, holidays, or personal commitments) are non-refundable. However, they may be rescheduled as a “makeup session” within the same week or the following week, subject to availability, by emailing Swan Academy administration.

5. Acknowledgement of Risk

  • Gymnastics and tumbling are physically demanding activities that carry an inherent and unavoidable risk of injury, including but not limited to sprains, fractures, dislocations, concussion, spinal injury, paralysis, and in rare cases, fatal injury. These risks cannot be entirely eliminated regardless of the care, coaching, supervision, or equipment provided.
  • By registering your child, you acknowledge and accept these inherent risks. You confirm that the Member's participation is voluntary and that you understand no amount of coaching, supervision, or safety equipment can guarantee freedom from injury.
  • Nothing in these Terms limits or excludes the Club's liability for death or personal injury caused by the Club's negligence, or for fraud, or for any other liability that cannot be limited or excluded by law.

6. Squad & Development Training

  • Squad and development training differs materially from recreational classes. It involves higher-intensity conditioning, advanced and inverted skills, increased training volume, competition preparation, and a significantly elevated inherent risk of injury compared to recreational participation.
  • By accepting a place on a squad or development programme, you acknowledge and accept these additional risks and agree to the following additional conditions:
  • (a) Attendance commitment. A minimum 90% attendance is expected. Persistent unexplained absence may result in the Member's squad place being reviewed.
  • (b) Fees. Squad fees are higher than recreational fees, reflecting additional coaching hours. Fees are communicated at the point of invitation and are non-refundable except as set out in clause 4.2.
  • (c) Notice of withdrawal. A minimum of 30 days' written notice is required to leave a squad programme, to allow the Club to manage planning and place allocation.
  • (d) Performance review. The Club reserves the right to move a Member between squad levels or back to recreational classes based on development, behaviour, or welfare considerations. Where this occurs, the parent will be given written notice and an opportunity to discuss the decision with the Head Coach before any change takes effect.
  • (e) Enhanced medical disclosure. Squad members must disclose any change in fitness, growth-related concerns, return-to-training following injury, or any other matter that may affect their ability to train safely. The Club may require a GP or physiotherapist clearance letter before return after significant injury or illness.
  • (f) Kit and equipment. Squad members may be required to purchase specified competition leotards and training kit. These costs are the parent's responsibility.
  • (g) Competition entry fees paid to third parties on the Member's behalf are non-refundable except where supported by medical evidence.

7. Medical Disclosure & Health

  • You must disclose all relevant medical conditions, allergies, medications, learning or behavioural needs, current or previous injuries (including concussion), and any condition affecting joint mobility, balance, cardiovascular fitness, or seizure risk before the Member's first session.
  • You have a continuing obligation to update the Club promptly of any change.
  • You must not allow the Member to train if injured or unwell. The Club applies a 24-hour exclusion following any sickness or diarrhoea.
  • You consent to the Club administering first aid and seeking emergency medical assistance (including calling an ambulance) if the Club considers it necessary. Any non-NHS costs arising will be the parent's responsibility.
  • Failure to disclose a relevant medical condition may affect the Club's ability to ensure the Member's safety and may be taken into account in determining liability for any injury sustained.

8. Behaviour & Safety

  • All members and parents must follow Swan Academy’s Code of Conduct and Health & Safety rules at all times.
  • Any behaviour deemed unsafe or disruptive may result in suspension or termination of membership without refund.
  • The Head Coach's decision on any safety matter during a session (including whether a Member is fit to train) is final.
  • The Club reserves the right to refuse entry to any session or Activity where it reasonably believes participation may pose a risk to the Member or others.

9. Birthday Parties & Private Events

9.1 Scope

  • Birthday parties and private events (“Parties”) are considered Club Activities but differ from standard classes and training sessions in structure, supervision, and risk profile.

9.2 Maximum Capacity

  • For safety and supervision purposes, Parties are limited to a maximum of 25 participating children/gymnasts unless otherwise agreed in writing by the Club.

9.3 Supervision & Parental Responsibility

  • While qualified coaches will lead structured activities during the Party, overall responsibility for all attending children remains with the parent/guardian or booking organiser at all times.
  • The Club is not responsible for the supervision of children:
  • Before the Party begins
  • After the Party ends
  • During non-structured elements (e.g. food, seating, social time)
  • The booking parent/organiser is responsible for ensuring an appropriate level of adult supervision is maintained for all attendees throughout the duration of the Party.

9.4 Participation & Insurance

  • Only children actively participating in the structured activities are considered Members for the duration of the Party.
  • Parents, guardians, and spectators:
  • Are not participants
  • Are not covered by any participant insurance
  • Attend at their own risk
  • The booking parent/organiser is responsible for ensuring that any relevant medical conditions of attending children are disclosed to the Club prior to participation.
  • By attending a Party, parents/guardians consent to the Club administering first aid and seeking emergency medical assistance where necessary.
  • The booking parent/organiser confirms they have read and accepted these Terms & Conditions on behalf of all attendees.

9.5 Acknowledgement of Risk (Parties)

  • Parties involve gymnastics-based activities and therefore carry the same inherent risks outlined in Clause 5.
  • By attending or booking a Party, parents/guardians acknowledge and accept these risks on behalf of all participating children.

9.6 Behaviour & Safety

  • All attendees must follow Club safety rules and coach instructions at all times.
  • The Club reserves the right to:
  • Remove any child or guest behaving in an unsafe or disruptive manner
  • Modify or stop activities if safety is compromised
  • No refunds will be issued in such circumstances.

9.7 Liability

  • Nothing in these Terms excludes or limits the Club’s liability for death or personal injury caused by negligence.
  • However, the Club shall not be liable for:
  • Injuries resulting from failure to follow instructions
  • Behaviour outside of structured coaching activities
  • Lack of appropriate parental supervision
  • Undisclosed medical conditions

9.8 Damage to Property

  • The booking parent/organiser may be held responsible for any deliberate or negligent damage caused to Club equipment or facilities by attendees during the Party.

10. Liability

  • The Club maintains public liability, professional indemnity, and employers' liability insurance through IGA and Marsh Sport.
  • Nothing in these Terms excludes or limits the Club's liability for death or personal injury caused by the Club's negligence, for fraud or fraudulent misrepresentation, or for any liability that cannot lawfully be excluded or limited.
  • Subject to the provisions set out above in this clause, the Club shall not be liable for any loss of or damage to personal property (including clothing, bags, phones, and valuables) brought onto the premises.
  • Subject to the provisions set out above in this clause, the Club's total aggregate liability for any non-personal-injury claim shall not exceed the total fees paid by you in the 12 months preceding the claim.
  • You agree to indemnify the Club against any loss, damage, or third-party claim arising from the Member's deliberate or reckless breach of the Club's rules, Code of Conduct, or coach instructions - provided that this indemnity does not extend to any liability arising from the Club's own negligence.

11. Supervision & Collection

  • Members under 16 must be accompanied to and collected from sessions by a responsible adult.
  • The Club is not responsible for Members before they are signed in to a session or after they are collected.

12. Data Protection & Media

  • Separate consent for photography and filming for promotional purposes will be sought at registration. This consent may be withdrawn at any time in writing.
  • The Club processes personal data in accordance with UK GDPR. A full privacy notice is available on request.

13. Force Majeure

  • The Club shall not be liable for any failure or delay in delivering sessions caused by events beyond its reasonable control, including but not limited to pandemic, epidemic, government-mandated closure, fire, flood, severe weather, utility failure, or civil unrest.
  • In such circumstances, the Club will endeavour to offer make-up sessions or credit. If a force majeure event continues for more than 8 weeks, either party may terminate the subscription by written notice and a pro-rata credit or refund (less any non-recoverable third-party costs already incurred) will be applied.

14. Changes to Terms

  • The Club may update these Terms from time to time. Members will be given at least 14 days' written notice of any material change. Continued attendance after the notice period constitutes acceptance of the amended Terms.

15. Complaints Procedure

  • Complaints should be directed to the Club's Welfare Officer in the first instance. The Club follows the IGA's mediation and dispute resolution procedures.

16. Governing Law

  • These Terms are governed by the laws of England and Wales. The courts of England and Wales shall have exclusive jurisdiction. Nothing in this clause affects your statutory rights as a consumer.

DECLARATION

By completing registration on ClassForKids, you confirm that:

(a) You have read, understood, and agree to these Terms in full.

(b) You have parental responsibility for the Member.

(c) You have disclosed all relevant medical information.

(d) You understand and accept the inherent risks of gymnastics, trampolining, and aerial arts as described above.

(e) You understand that IGA insurance must be active and paid before the Member participates in any Activity, and that the Club accepts no liability where insurance is not in place due to non-payment.


By registering your child, you confirm you have read, understood, and agreed to these Terms & Conditions.