Effective Date: 11 July 2025
Definitions and Interpretation
1.1. In these Terms and Conditions:
“The Academy” or “Swim School” refers to KC Swim Academy Ltd, including its
instructors, employees, contractors, agents, and representatives.
“Swimmer” refers to any individual enrolled in a swimming program at the Academy.
“Parent” or “Guardian” refers to the legal parent or guardian responsible for the
Swimmer.
“Session” means any scheduled swimming lesson, class, or block provided by the
Academy.
1.2. These Terms and Conditions constitute a binding agreement between the
Parent/Guardian and the Academy upon enrolment.
Bookings and Payments
2.1. All Sessions must be booked and paid for in full in advance.
2.2. A Swimmer’s place is not secured until payment has been received and
confirmed by the Academy.
2.3. All fees are non-refundable except as expressly provided under Clauses
14.
Cancellations and Missed Sessions
3.1. The Academy shall not be liable to refund, credit, or reschedule Sessions
missed for any reason, including but not limited to illness, travel, or transpor
issues.
Illness Policy
4.1. Swimmers must not attend Sessions if they have displayed any symptoms of
illness (including but not limited to vomiting, diarrhoea, fever, or contagious
infection) within forty-eight (48) hours prior to the Session.
4.2. Instructors reserve the right to refuse entry to any Swimmer who appears
unwell, in order to safeguard the health and safety of others.
Timeliness and Attendance
5.1. Swimmers are required to arrive at least ten (10) minutes before the scheduled
start of the Session.
5.2. Late arrivals may result in exclusion from the Session, particularly if essential
safety instructions have already been delivered.
5.3. No time lost due to late arrival shall be compensated or made up.
Swimwear and Hygiene
6.1. All Swimmers must wear appropriate swimwear.
6.2. Long hair must be secured with a swim cap or tied back.
6.3. Non-toilet-trained children must wear designated swim nappies. Standard
nappies are not permitted in the pool.
6.4. Swimmers must use the toilet and shower facilities before entering the pool
area.
6.5. Where a Swimmer is unable to use the toilet facilities independently, the Parent
or Guardian is responsible for supervising the Swimmer to and from the toilet
facilities during the Session.
Photography and Recording
7.1. The use of photography or video recording devices during Sessions is strictly
prohibited unless written consent is granted by the Academy and all parties
involved.
7.2. The Academy may capture photos or videos for training or promotional purposes
only with prior parental/guardian consent. Objections must be submitted in
writing.
Supervision and Parental Responsibility
8.1. A Parent or Guardian must remain on-site throughout the entire duration of the
Session, unless otherwise agreed in writing by the Academy.
8.2. Parents/Guardians are solely responsible for supervising Swimmers before and
after the Session.
8.3. The Academy accepts no liability for the loss of, or damage to, personal
belongings.
Code of Conduct
9.1. All participants (Swimmers, Parents/Guardians, and Instructors) must adhere to
the Swim England Code of Conduct.
9.2. Any conduct deemed inappropriate, abusive, or unsafe may result in immediate
removal from the Session.
9.3. Continued breaches of conduct may lead to permanent termination of enrolment
without refund.
9.4. The Code of Conduct is accessible at:
https://www.swimming.org/swimengland/swim-england-handbook/
Pool Safety Rules
10.1. Running, pushing, rough play, or any dangerous behaviour in or around the pool
area is strictly prohibited.
10.2. Swimmers must follow the instructions of the Academy’s instructors and pool
staff at all times.
10.3. In the event of an emergency, all individuals must comply with evacuation and
safety procedures.
Medical Conditions and Additional Needs
11.1. All relevant medical conditions, allergies, or special educational needs must be
disclosed at the time of registration.
11.2. The Academy shall make reasonable efforts to accommodate additional needs,
provided it is safe and practicable to do so.
Changes or Cancellations by the Academy
12.1. The Academy reserves the right to cancel, modify, or reschedule Sessions due to
pool closure, staff illness, or other unforeseen events.
12.2. In such cases, the Academy shall offer a rescheduled Session, credit, or refund
at its discretion.
12.3. In the event of a permanent cancellation of a course or block, a full refund shall
be issued for unused Sessions.
Communications
13.1. The Academy will communicate with Parents/Guardians via email, SMS, or
phone using the details provided during registration.
13.2. It is the responsibility of the Parent/Guardian to ensure all contact information
remains accurate and current.
Refund Policy
14.1. Refunds shall only be granted under the following circumstances:
14.2. The Academy cancels a Session or course and no suitable alternative is offered.
14.3. Administrative errors resulting in duplicate payment or overcharge.
14.4. Refunds shall be issued via the original method of payment unless otherwise
agreed.
14.5. The Academy may exercise its discretion in issuing a refund where a Swimmer is
withdrawn due to a long-term medication condition (medical evidence may be
required).
14.6. Refunds will not be issued for missed Sessions, short-term illness, or changes in
personal circumstance.
14.7. Refunds for unused credits after a block has commenced shall only be granted in
exceptional cases and subject to Academy management approval.
.
Insurance and Liability
15.1. The Academy holds public liability insurance covering incidents caused by its
proven negligence.
15.2. This insurance does not cover injuries or losses caused by the actions or
negligence of the Swimmer, Parent/Guardian, or third parties.
15.3. Parents/Guardians are encouraged to obtain personal insurance to cover
potential medical expenses or personal property loss.
Waitlists and Re-Enrolment
16.1. If a Session is full, the Swimmer may be placed on a waiting list. This does not
guarantee a place in a future Session.
16.2. Re-enrolment opportunities will be offered first to existing Swimmers, who must
confirm and pay within the time period specified by the Academy.
16.3. Failure to respond within the specified time may result in the place being offered
to the next person on the waitlist.
Governing Law
17.1. These Terms and Conditions shall be governed by and construed in accordance
with the laws of England and Wales.
17.2. Any disputes arising in connection with these Terms shall be subject to the
exclusive jurisdiction of the courts of England and Wales.
KC Swim Academy Ltd, with Company number 16533835 and registered address at 118 Main Rd, Romford, RM2 5HS.