Terms & Conditions
Gymnastics Club Terms and Conditions
Club Name: SUTTON VILLAGE GYM
These Terms and Conditions form an agreement between the Club and the parent/carer (or adult participant where applicable).
1. Membership and Registration
1.1 All participants must be registered with the Club before attending classes.
1.2 Parents/carers are responsible for ensuring all registration, emergency contact, medical, and consent information is accurate and kept up to date.
1.3 Membership is continuous unless cancelled in accordance with the Club’s cancellation policy.
1.4 The Club reserves the right to refuse, suspend, or terminate membership where it is considered necessary for safeguarding, safety, disciplinary, or operational reasons.
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2. Fees and Payments
2.1 Fees are payable in advance via the Club’s designated payment system.
2.2 Membership fees are due on the specified payment date each month.
2.3 Failure to pay fees on time may result in suspension from classes until payment is received.
2.4 The Club reserves the right to review and amend fees. A minimum of 30 days’ notice will be provided of any fee increase.
2.5 All outstanding balances must be settled before participants can attend competitions, events, or additional activities.
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3. Subscription and Failed Payments
3.1 Members are responsible for ensuring sufficient funds are available on the subscription collection date.
3.2 Failed Subscription payments may incur an administration charge of £5.
3.3 The Club reserves the right to reattempt collection of failed payments.
3.4 Where payments remain outstanding for more than 14 days, participation may be suspended until the account is brought up to date.
3.5 Persistent payment failures may result in membership termination.
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4. Late Payment Fees
4.1 The Club reserves the right to apply a late payment administration fee of £5 for overdue accounts.
4.2 Any additional costs incurred by the Club in recovering outstanding fees may be charged to the account holder where legally permissible.
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5. Cancellation of Membership
5.1 A minimum of 30 days’ written notice is required to cancel membership.
5.2 Notice must be submitted by email to svgym@proton.me and a text message sent to 07789376221.
5.3 Membership fees remain payable throughout the notice period regardless of attendance.
5.4 Failure to attend classes does not constitute cancellation.
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6. Waiting Lists
6.1 Where classes are full, participants may be placed on a waiting list.
6.2 Places will be offered in order of availability at the Club’s discretion.
6.3 A place offered from a waiting list must be accepted and paid for within the timeframe specified by the Club.
6.4 Failure to respond within the specified period may result in the place being offered to another participant.
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7. Attendance and Absences
7.1 Participants should arrive promptly and be collected on time.
7.2 Parents/carers must notify the Club of any prolonged absence where possible.
7.3 The Club reserves the right to withdraw a place where prolonged unexplained absences occur.
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8. Make-Up Classes
8.1 Make-up classes are not guaranteed.
8.2 Classes missed due to holidays, social events, family commitments, or other personal reasons are not eligible for refunds or credits.
8.3 Where availability permits, the Club may offer a make-up session for absences caused by exceptional circumstances, at its sole discretion.
8.4 Any make-up class offered must be used within the period specified by the Club and has no cash value.
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9. Club Closures and Cancellations
9.1 The Club may occasionally cancel classes due to circumstances beyond its control, including severe weather, venue issues, staff illness, or emergencies.
9.2 Where possible, a replacement class, credit, or alternative arrangement may be offered.
9.3 No refunds will be provided where closure is caused by events outside the Club’s reasonable control.
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10. Competitions and Events
10.1 Entry into competitions, displays, camps, workshops, and events may require separate registration and payment.
10.2 Competition and event fees are non-refundable once entries have been submitted to the organiser.
10.3 Participants must meet eligibility criteria set by the Club or event organiser.
10.4 The Club reserves the right to select participants for competitions and representative events.
10.5 Travel, accommodation, and associated expenses remain the responsibility of parents/carers unless otherwise stated.
10.6 Participation in competitions and events is subject to appropriate conduct from both gymnasts and spectators.
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11. Health, Medical Information and Injuries
11.1 Parents/carers must disclose all relevant medical conditions, injuries, allergies, medications, or additional support needs.
11.2 Participants must not attend if suffering from a contagious illness.
11.3 The Club reserves the right to request medical clearance before a participant returns following illness or injury.
11.4 In the event of an emergency, the Club may seek appropriate medical treatment for a participant where parents/carers cannot be contacted.
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12. Behaviour and Conduct
12.1 All participants, parents, carers, and spectators must behave respectfully towards coaches, volunteers, officials, and other members.
12.2 Bullying, harassment, discrimination, abusive language, threatening behaviour, or inappropriate conduct will not be tolerated.
12.3 The Club reserves the right to suspend or terminate membership were behaviour breaches Club policies.
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13. Clothing and Personal Belongings
13.1 Appropriate gymnastics attire must be worn.
13.2 Jewellery must be removed prior to participation.
13.3 Long hair must be securely tied back.
13.4 The Club accepts no responsibility for loss, theft, or damage to personal belongings.
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14. Photography and Social Media
14.1 Photography and filming must comply with the Club’s safeguarding and photography policies.
14.2 Images of participants may only be used for promotional purposes where appropriate consent has been provided.
14.3 Members must not post content on social media that may bring the Club into disrepute.
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15. Safeguarding
15.1 The Club is committed to safeguarding and promoting the welfare of children and vulnerable adults.
15.2 All safeguarding concerns should be reported to the Club’s Welfare Officer or Designated Safeguarding Lead.
15.3 The Club follows all relevant safeguarding legislation and governing body guidance.
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16. Limitation of Liability
16.1 Gymnastics is a physical activity involving inherent risks.
16.2 The Club will take all reasonable steps to ensure a safe environment but cannot eliminate all risks associated with participation.
16.3 The Club shall not be liable for any loss, damage, or injury except were caused by its negligence or breach of statutory duty.
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17. Data Protection
17.1 Personal data will be processed in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
17.2 Information will be used for administration, safeguarding, communication, coaching, and participation purposes.
17.3 Data will not be shared with third parties except where necessary for participation, legal compliance, safeguarding, insurance, or governing body requirements.
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18. Changes to Terms and Conditions
18.1 The Club reserves the right to amend these Terms and Conditions at any time.
18.2 Members will be notified of any significant changes with reasonable notice.
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19. Acceptance
By registering with the Club, the parent/carer or adult participant confirms that they have read, understood, and agree to abide by these Terms and Conditions.