Policies | The Swimmers Club

Terms & Conditions

Welcome to Swim, Dip ‘n' Dive. We guarantee to provide safe, quality swimming lessons that build confidence and ability, using qualified swimming teachers at all times. It is important for all members of Swim, Dip ‘n' Dive to agree and adhere to our Terms & Conditions and Code of Conduct, detailed here:

Payments are by Direct Debit through GoCardless.
Places are allocated on a first come first served basis. Demand can be high, so prompt registration is advised.
By enrolling onto our lessons you agree and adhere to the The Swimmers Club LTD Terms & Conditions and Code of Conduct.
If you wish to take a holiday during the term, you will still be charged for the full term. You will of course retain your place on the course for that term.
Please inform Swim, Dip ‘n' Dive as soon as possible if you no longer wish to be kept on the waiting list.

Cancellations

All requests to cancel membership must be made in writing with supporting medical evidence if relevant.
Cancellations can be made by giving us 1 calender month notice. Cancellations received 7 - 14 days prior to the start of the month will be subject to a cancellation charge of 20% of the specific term's full booking fee
If you cancel your place after the start of the month, then no refund will be given.
Refund/credits are not given if your child refuses to get into the water or you change your mind.
Swim, Dip ‘n' Dive reserves the right to change or cancel a course at any time. Arrangements will be made to reschedule where possible if not refunds will be payable.
Missed classes cannot be refunded or carried over to following courses but may be taken on another day if space is available – maximum 2 catch up lessons per term. These are non- transferable to a new term.
If you have issues you would like to raise in relation to your child's lessons, please contact Swim, Dip ‘n' Dive straight away, as it is more dicult to address these if you leave it until the end of term.
Private lessons may be cancelled by giving not less than 24 hours (1 working day) notice to the teacher. Notice of a cancellation of any lesson within 24 hours of a lesson will result in the full lesson fee being due or being deducted from any credit balance as appropriate.
Holidays - if you wish to take a holiday during the term, you will still be charged for the full term. You will of course retain your place on the course for that term.

Direct Debit Guarantee

This Guarantee is offered by all banks and building societies that accept instructions to pay Direct Debits. If there are any changes to the amount, date or frequency of your Direct Debit takepayments Limited will notify you three working days in advance of your account being debited or as otherwise agreed. If you request take payments Limited to collect a payment, confirmation of the amount and date will be given to you at the time of the request. If an error is made in the payment of your Direct Debit, by take payments Limited or your bank or building society you are entitled to a full and immediate refund of the amount paid from your bank or building society. If you receive a refund you are not entitled to, you must pay it back when take payments Limited asks you to You can cancel a Direct Debit at any time by simply contacting your bank or building society. Written confirmation may be required. Please also notify us.

Medical

When you sign our terms & conditions, you take responsibility for the fact that, should you answer ‘yes’ regarding any medical conditions you or your child might have, you’ve checked things out with your doctor before starting with us. This responsibility is passed on to any other parent or carer who might bring your child swimming.
Medical conditions must be disclosed to Swim, Dip ‘n' Dive regarding the health of you, your child or those who you have placed your child in care with for the purpose of attending swimming sessions. All information received is treated in confidence and with sensitivity.

Pool closure

Pool closures happen on rare occasions, making it necessary to cancel lessons. If it is possible, we will send text messages out and post on Facebook, please make sure contact details are kept up to date.

Responsibility

All users of the private pools are to make themselves familiar with the individual pool’s rules. These are displayed at the pool.
Parents/guardians are responsible for their children at all times in the changing area and entrance area. They should always be under the direct supervision of an adult who is not taking part in the lesson and never be left unattended. Children running on wet surfaces can very easily slip and hurt themselves. Children are not Swim, Dip ‘n' Dive responsibility until the instructor takes them into the lesson, please DO NOT let any child play in the small pool at any time.
Parents should remain in the pool building when their child/children is/are swimming.
In the interests of hygiene all swimmers must shower and go to the toilet before they enter the water as this helps to keep the pool clean and maximises their learning time.
Do not take any food or drink into the changing rooms.
No buggies in the changing rooms please leave them outside. Shoes must not be worn in changing areas or on the poolside.
Babies and toddlers are prone to all sorts of mishaps. Our double nappy system is pretty fail- safe, but should anyone’s lunch decide to make a reappearance, please tell your teacher immediately.
All babies, until they are potty trained, must wear double protection nappies in the pool consisting of a disposable swim nappy underneath a leak proof reusable swim nappy. Swim, Dip ‘n' Dive reserves the right to refuse admission to the swimming pool without the appropriate swimwear.
At the request of all pool owners, used or soiled nappies should be disposed of in the nappy bins.
Always change your baby on the provided changing unit or on the floor using a suitable changing mat. Do not use any raised areas such as benches, trolleys or tables. This is to prevent babies from rolling onto the floor from high surfaces which can easily happen and is extremely distressing for all concerned.

Should you require any further information or advice please do not hesitate to contact Jenny on 07956556999

E-mail us on swimdipndive@gmail.com

Data Protection Policy (GDPR)

The Swimmers Club LTD is committed to ensuring confidentiality and safe storage of personal or sensitive data for all individuals engaging with an activity concerning the swimming lessons with SWIM, DIP ’N’ Dive.

POLICY AIM AND PURPOSE

The General Data Protection Regulation (GDPR) will apply from 25 May 2018, when it supersedes the UK Data Protection Act 1998 (DPA). Significant and wide reaching in scope, the new law brings a 21st century approach to data protection. It expands the rights of individuals to control how their personal data is collected and processed and places a range of new obligations on organisations to be more accountable for data protection.

This policy has been designed to highlight the types of information which could be considered as personal or sensitive, as well as ensure that the processing (including the concepts of obtaining, recording, retrieval, consultation, holding, disclosing and using) of personal or sensitive data by The Swimmers Club LTD is managed in a safe and confidential manner.

DEFINITION OF DATA

Data refers to information about an individual that may be used or processed by The Swimmers Club LTD for contact details. Data can be identified by two categories.

PERSONAL DATA

Information which relates to an individual who is identifiable from the data or from the data along with additional information, which is already in possession, or likely to come into possession of The Swimmers Club LTD This includes information about the individual such as facts and opinions which can be held electronically or on paper.

SENSITIVE PERSONAL DATA

Information about an individual relating to racial or ethnic origin, political opinions, religious beliefs, physical or mental health or condition, sexuality, the commission or alleged commission of any oence, criminal proceedings or convictions.

THE SIX PRINCIPLES OF GDPR

The General Data Protection Regulation (GDPR) defines the following SIX principles which must be adhered to in order to comply with the Law and protect the privacy of the data subject.

1. Processed lawfully, fairly and transparently.
2. Collected only for specific legitimate purposes.

3. Adequate, relevant and limited to what is necessary.
4. Must be accurate and kept up to date.
5. Stored only as long as is necessary.
6. Ensure appropriate security, integrity and confidentiality

COMPLYING WITH GENERAL DATA PROTECTION REGULATION (GDPR) The Swimmers Club LTD must ensure that:

• The Swimmers Club LTD is registered with Independent Commissioners Oce (ICO)

• All members of TheSwimmers Club sta and Centre Sta whether permanent or temporary have access to this Policy and understand the SIX principles of the Act.

• All forms or documents which collect personal or sensitive data include a Data Protection statement.

• All records are accurate and up to date, including achievement data uploaded to the data base.

• All records are kept centrally, securely and password protected.

• No data is used for the purpose of marketing from third party businesses unless the individual provides written consent.

• Any e-mails which are sent to more than one individual are BCC ‘d (blind copied)

• No personal data is disclosed, written or verbal, to anyone outside of The Swimmers Club unless provided with written acknowledgement from the individual to do so.

• Only nominated members of sta have access to personal data and understand how to comply with the Regulations.

• For the purpose of the achievement data only authorised users will have access to the organisation portal and will have been vetted prior to organisation.

• Achievement data is not used for any other purpose than those permitted in this policy, including for marketing or financial gain.

AT THE SWIMMERS CLUB LTD THIS IS HOW WE PROCESS AND LOOK AFTER YOUR DATA

How do we collect your data?

We collect the information below via an enrolment form, email or through the website booking form some data is collected verbally.

Why do we need the data we collect?

Customers details:

Adults name – We need to know the carer for the child.

Mobile number – We can send out text messages for urgent and important notices

Email address – We use this to communicate with our clients for newsletters, invoicing, promotions and dealing with enquires.

Child’s Students details:
Childs name – We use this to book them into classes

Age of child – We use this so we can teach to their development stage Ability level – We use this to ensure they are put into the correct level of class

Medical/Learning – We use this to offer the appropriate support
School attended – We use this as a marketing tool to see where our customers come from. Who accesses your data?

Jenny Ruscoe has full access to all clients for the purpose listed above. The Swimmers Club LTD teachers have access to the data of only their own class and the purpose of which is to view registers and familiarise with swimmers needs and names/ages/ability.

How do we store your data?

We have a central data base which is stored centrally, and no other third party has access to your data and it is not shared with any other businesses. Email correspondence will be deleted on a termly basis to help us keep track of enquiries. If you require your data to be deleted sooner please let us know. Paper copies of your details will be kept in a locked cabinet o site and eventually transferred to appropriate swim school software who take all proportional steps to safeguard your data from unauthorised access.

How can you keep your data up to date?

If you need to change any of the details that we have please email us on swimdipndive@gmail.com

What happens to my data if I leave The Swimmers Club LTD?

Your data will become inactive. We will continue to send you newsletters and promotion emails unless you ask us to stop sending emails to you. Please email us on swimdipndive@gmail.com if you do not want to receive information from us.

How can my data be removed?

If you wish to be removed from our data base, please email us on swimdipndive@gmail.com

DATA PROTECTION STATEMENT

Below is an example of a Data Protection Statement, which will be available on documentation produced by The Swimmers Club LTD which collects personal data.

The Swimmers Club LTD will use your personal data for the purpose of your involvement in the learning at SWIM, DIP’N’DIVE and I understand that by submitting my data I am consenting to receive information about the course I have booked by post, e-mail, SMS/MMS, on-line or telephone unless stated otherwise. Please refer to our Data protection policy for further information

PRIVACY NOTICES

Under the General Data Protection Regulations 2018, all organisations that process learner data must ensure that the learner is informed of how their information is processed and shared. A privacy notice is a method of informing learners about how their information is collected, what it is used for and who is using the information.

MONITORING AND REVIEW OF THE POLICY

This policy and its procedures will be reviewed periodically in light of changing business priorities and practices to take into account any changes in legislation to ensure that it remains fit for purpose and reflects the requirements as set by GDPR and how the use of data is managed. The information contained within this Policy will also be reviewed against the requirements set out by the Independent Commissioners Oce to ensure that data is compliant with GDPR. https://ico.org.uk/for-organisations/guide-to-the-general-data- protectionregulation-gdpr/

The next annual date for review will be January 2024

The Swimmers Club LTD photography and videoing policy

We have a strict policy of NO photography or videoing during swimming lessons

The purpose and scope of this policy statement

The Swimmers Club LTD (Swim, Dip N dive) works with children and families as part of its activities. These include: Group Swimming Lessons, 1-1 swimming lessons, open water sessions, Mermaid swimming and parties.

The purpose of this policy statement is to:

Protect children and young people who take part in The Swimmers Club’s services, events and activities, specifically those where photographs and videos may be taken
Set out the overarching principles that guide our approach to photographs/videos being taken of children and young people during our events and activities
To ensure that we operate in line with our values and within the law when creating, using and sharing images of children and young people.

This policy statement applies to all sta, volunteers and other adults associated with The Swimmers Club.

Legal framework

This policy has been drawn up on the basis of legislation, policy and guidance that seeks to protect children in England. Summaries of key legislation and guidance is available on NSPCC

We believe that:

children and young people should never experience abuse of any kind
we have a responsibility to promote the welfare of all children and young people and to take, share and use images of children safely.

We recognise that:

Sharing photographs and films of our activities can help us celebrate the successes and achievements of our children and young people, provide a record of our activities and raise awareness of our Swim School
The welfare of the children and young people taking part in our activities is paramount
Children, their parents and carers have a right to decide whether their images are taken and how these may be used, regardless of age, disability, gender reassignment, race, religion or belief, sex or sexual orientation
Consent to take images of children is only meaningful when children, their parents and carers understand how the images will be used and stored, and are fully aware of the potential risks associated with the use and distribution of these images
There are potential risks associated with sharing images of children online.

We will seek to keep children and young people safe by:

Always asking for written consent from a child and their parents or carers before taking and using a child’s image
Always explaining what images will be used for, how they will be stored and what potential risks are associated with sharing images of children
Making it clear that if a child or their family withdraw consent for an image to be shared, it may not be possible to delete images that have already been shared or published
Changing the names of children whose images are being used in our published material whenever possible (and only using first names if we do need to identify them)
Never publishing personal information about individual children and disguising any identifying information (for example the name of their school or a school uniform with a logo)
Making sure children, their parents and carers understand how images of children will be securely stored and for how long (including how we will control access to the images and their associated information)

Reducing the risk of images being copied and used inappropriately by:

Only using images of children in appropriate clothing (including safety wear if necessary) avoiding full face and body shots of children taking part in activities such as swimming where there may be a heightened risk of images being misused
Using images that positively reflect young people’s involvement in the activity.
We will also develop a procedure for reporting the abuse or misuse of images of children as part of our child protection procedures. We will ensure everyone involved in our organisation knows the procedures to follow to keep children safe.

Contact details

Photography and images co-ordinator

Name: Jenny Ruscoe
Phone/email: 07956556999 enquiries@theswimmersclub.co.uk
Senior lead for safeguarding and child protection
Name: Jenny Ruscoe
Phone/email: 07956556999 enquiries@theswimmersclub.co.uk

NSPCC helpline
0808 800 5000

The Swimmers Club LTD Safeguarding Policy

Here at The Swimmers Club LTD we have adopted the Swim England Safeguarding Policy, which can be viewed at swimming.org

Our policy is one where we accept that good safeguarding is paramount for all our swimmers. We are passionate and committed to creating an environment where all children and young adults can take part in lessons in a safe and positive Way.

In order to achieve this The Swimmers Club LTD agrees to:

Recognise that all children participating in swimming lessons (regardless of age, gender, race, religion, ability or disability) have a right to enjoy their involvement in swimming in a safe environment and be protected from harm.
Ensure that the individuals who work with children provide a positive, safe and enjoyable experience for children.
Ensure all personnel who work with children have undertaken the appropriate training and relevant criminal records check and adhere to the required practices for safeguarding children as outlined in The Swimmers Club LTD policies and procedures. Ensure background and qualification check have been completed for all individuals who will be working or will work with children at The Swimmers Club LTD.
Ensure that all individuals who work with children have the appropriate training, codes of conduct and good practice to follow.
Provide all sta and carers of children with the opportunity to raise concerns in a safe and confidential manner if they have a concern about a child’s welfare.
Ensure that all child safeguarding matters, whether they be concerns about child welfare or protection, are dealt with appropriately in accordance with the guidance for reporting and action in The Swimmers Club LTD policies and procedures.
Ensure that confidentiality is maintained appropriately and in line with the best interests of the child.
Ensure all papers relating to child safeguarding matters are held in a safe and secure manner.

If you have a question or concern regarding child welfare The Swimmers Club LTD Welfare Ocer should be informed on 07956556999. Alternatively there is a dedicated helpline for anyone wishing to raise a safeguarding or welfare concern directly to Swim England called Swimline on 0808 100 4001.

You can also contact the NSPCC on 0808 800 5000

Health, Safety and Sickness

Should your child have any known or suspected medical conditions, then please consult with a doctor or other medical practitioner before coming swimming.

Never bring your child swimming if they have any illnesses such as an ear infection, sickness, diarrhoea, chicken pox, impetigo or a bad cold. Wait until your doctor gives you the all clear before returning.

In the instance of sickness or diarrhoea, your child must have been clear of symptoms for at least 24 hours before attending their next swimming lesson.

Terms & Conditions

Welcome to Fins & Tails Mermaid Academy. In order to enjoy the experience fully, we ask that participants are aged 6 years and over, and are able to do the following:
• Be able to swim 25 meters comfortably
• Be able to submerge your face fully whilst swimming
• Be able to tread water in both shallow and deep water
• Be able to lift your knees and turn 360 degrees in both directions
• Be able to demonstrate a basic dolphin kick for 5 meters

Cancellations

Cancellations must be made at least 24 hours in advance to be eligible for a refund, less a 15% administration fee. • Cancellations made less than 24 hours in advance will not be eligible for a refund or reschedule.• In the event of a lesson cancellation by the swim school (e.g., due to pool maintenance or weather conditions), a full refund or rescheduled session will be offered.

Participation at Own Risk:

All participants take part in mermaid swimming lessons at their own risk. The swim school is not responsible for any injuries or accidents that occur during the session.
Parental/Carer Supervision:
• Parents or carers must remain in the building throughout the entire session. This ensures they are available in case of emergency or if the participant needs assistance.

Health and Safety:
• Participants must be in good health and free from any conditions that may be aggravated by physical activity.
• Any medical conditions or special needs must be disclosed to the swim school staff before the start of the lessons.

Behaviour Expectations:
• Participants are expected to follow all instructions given by the swim instructor and lifeguards.
• Disruptive behaviour that endangers the safety of the participant or others may result in removal from the session without a refund.
Equipment:
• Mermaid tails and other equipment provided by the swim school must be used responsibly and returned in good condition.
• Personal mermaid tails must meet the safety standards specified by the swim school.
Photography and Video:
• To protect the privacy of all participants, photography and video recording during lessons are not permitted without prior consent from the swim school management.

Emergency Procedures:
• In the event of an emergency, all participants and parents/carers must follow the instructions of the lifeguards and swim school staff.

By signing up for mermaid swimming lessons, you acknowledge that you have read, understood, and agree to abide by these terms and conditions.