Terms and Conditions

TERMS AND CONDITIONS AT WEST LONDON GYMNASTICS (WLG)

West London Gymnastics follows British Gymnastics policies and guidelines. All WLG coaches are DBS checked and hold the appropriate qualifications and insurance.

 

1. Safeguarding and Protecting Children

• West London Gymnastics adopts British Gymnastics' Safeguarding and Compliance Policies.
• If you wish to raise or report a welfare concern, please contact:
  • Club Welfare Officer:[email protected]
  • Regional Welfare Officer:[email protected]
• WLG does not tolerate bullying and operates as an equal opportunity club.

 

2. Registration

• Registration must be completed before a gymnast attends their first lesson.
• Parents/Guardians are responsible for ensuring that all information provided during registration is accurate and kept up to date.
• Any changes to contact details, medical conditions or other relevant information about the gymnast must be communicated to WLG in writing.

 

3. Membership

• As a condition of the club's affiliation with its Governing Body, all club members are required to hold British Gymnastics membership.
• British Gymnastics membership and WLG Club Membership are compulsory and non-refundable.
• The WLG Club Membership fee is payable every September and covers the membership year from September to July.
• The Club Membership fee is set annually and is payable regardless of when during the membership year the gymnast joins, unless otherwise agreed by WLG.
• British Gymnastics membership is payable when a gymnast first joins and is renewed annually in accordance with British Gymnastics' membership arrangements.

 

4. Payment Collection

West London Active is a company used by West London Gymnastics to collect certain class fees and other payments.

Depending on the programme your child attends, payments may be collected by either West London Gymnastics or West London Active. The company name shown on your Direct Debit or bank statement may therefore be West London Active or West London Gymnastics.

Where West London Active collects payment on behalf of West London Gymnastics, all fees, cancellation requirements and other terms set out in these Terms and Conditions remain the same.

West London Active is acting solely as the payment collection company for these payments; your child's classes and membership remain with West London Gymnastics.

 

5. Fees, Payments, Classes and Attendance

Monthly Class Fees

• Class fees are payable monthly in advance and must be paid in full to maintain a gymnast's place in their class.
• Monthly fees are calculated based on the number of sessions a gymnast is scheduled to receive throughout the academic year and are spread across the applicable payment months.
• Monthly fees are payable regardless of whether a gymnast attends every scheduled session.
• WLG does not operate a pay-as-you-go system for regular classes.
• A class place is held for the gymnast on the understanding that the monthly fees will be paid for the duration of their membership.

Payment of Fees

• Monthly class fees must be paid by the due date stated on the invoice.
• If payment is not received by the due date, WLG will contact the parent/guardian regarding the outstanding payment.
• If fees remain unpaid, WLG reserves the right to suspend or withdraw the gymnast's place and offer the place to another participant.
• WLG cannot guarantee that a place will remain available if fees are not paid on time.
• Any outstanding fees remain payable even if the gymnast's place has been suspended or withdrawn.

Non-payment of fees is separate from cancellation of membership. A parent/guardian who wishes to leave the club must follow the cancellation procedure outlined in Section 5 and provide the required one month's written notice. Simply stopping payment or cancelling a Direct Debit does not constitute cancellation.

Missed Classes

• Fees are not reduced, refunded or credited when a gymnast misses a class due to holidays, illness, injury or any other personal reason.
• Parents/Guardians should consider the commitment required before enrolling their child.
• Pay-as-you-go attendance is not available.

Joining Part-Way Through a Month

• If a gymnast joins WLG after the start of a month, a pro-rata fee may be applied for the remaining sessions in that month.
• This does not apply where a gymnast has already attended WLG classes and subsequently registers or changes their registration. In these circumstances, the full monthly fee may be payable where a place has been held for the gymnast.

Illness or Injury

• If a gymnast is expected to be absent for an extended period due to serious illness or injury, WLG should be informed as soon as possible.
• WLG will consider each situation individually regarding the gymnast's place.
• Supporting medical evidence may be requested where appropriate.

Make-Up Classes

• Make-up classes are not normally available due to coach-to-gymnast ratios and class capacity.
• If WLG cancels a class, WLG may offer a replacement or make-up class at its discretion.

 

6. Cancellation of Membership

A minimum of one calendar month's written notice is required to cancel membership.

• If you wish to cancel your child's membership, you must provide a minimum of one calendar month's written notice to WLG.
• Cancellation must be submitted by email to the club's designated membership email address.
• The notice period begins on the date WLG receives the written cancellation request.
• Fees remain payable for the entire one-month notice period, whether or not the gymnast continues to attend classes.
• The gymnast may continue attending their scheduled classes during the notice period.
• Cancelling a Direct Debit with either West London Gymnastics or West London Active does not constitute cancellation of membership. Membership must be cancelled by providing the required one calendar month's written notice to West London Gymnastics. Any fees due during the notice period remain payable.
• Any fees due during the notice period will be collected as normal.
• Any outstanding fees remain payable after the gymnast has stopped attending.

Example of the Cancellation Notice

If WLG receives written cancellation on 10 January, the one-month notice period will run until 10 February.

The gymnast's membership remains active during this period and fees remain payable until the end of the notice period, regardless of whether the gymnast continues to attend their classes.

A parent/guardian cannot end their membership immediately by stopping attendance or cancelling their Direct Debit. The required one-month notice must still be provided and paid for.

WLG may, at its discretion, waive or reduce the notice period in exceptional circumstances, such as long-term illness, serious injury or other unforeseen circumstances. Supporting evidence may be requested.

 

7. Refunds

When WLG May Provide a Refund

WLG will provide a refund where:

• WLG has made an error in calculating an amount due; or
• A parent/guardian has made an overpayment, in which case the amount overpaid will be refunded.

If WLG has to cancel a class due to unforeseen circumstances, WLG will endeavour to provide a replacement class. Where an alternative cannot reasonably be provided, WLG may offer a financial refund where appropriate.

When Refunds Are Not Available

Refunds or credits will not normally be provided for:

• Classes missed due to holidays.
• Classes missed due to illness or injury.
• Classes missed before WLG has received formal cancellation notice.
• Choosing to stop attending classes once the payment period has commenced.
• Competition, event or show entry fees once an entry has been made.
• Payments made to third parties where that third party does not provide a refund to WLG.
• Classes cancelled due to extreme weather conditions, including heavy snow, extreme heat or unsafe travel conditions.
• Classes cancelled due to natural hazards or other circumstances outside the club's control.

Where an event or competition has its own refund policy, that policy will apply.

 

8. Parents/Guardians' Responsibilities

Parents/Guardians are responsible for:

• Providing accurate and up-to-date information when registering their child.
• Informing WLG in writing of any changes to contact details, medical conditions or other relevant information.
• Informing WLG of any medical conditions or additional needs at the time of booking.
• Taking responsibility for their child immediately before and after the class.
• Ensuring their child's safety in changing rooms, toilets, reception and waiting areas, and when entering or leaving the sports hall.
• Ensuring their child arrives on time and is ready to start their class.
• Ensuring their child attends the full warm-up, as this is an essential part of training and injury prevention.
• Understanding that only gymnasts, coaches and authorised individuals are permitted inside the gym during normal classes.
• Making arrangements with WLG management if they need to discuss an issue with a coach.

WLG strongly discourages parents/guardians from challenging or arguing with coaches or officials regarding coaching decisions, behaviour or gymnast development. Any concerns should be raised with Club Management through the appropriate channels.

Parents/Guardians must notify WLG before their child attends a trial or training session at another gymnastics club or organisation.

 

9. Gymnast Responsibilities

As members of West London Gymnastics, gymnasts are expected to:

• Arrive on time and be ready to start training promptly.
• Participate fully in the warm-up.
• Listen carefully to coaches and follow their instructions.
• Behave appropriately before, during and after training.
• Treat coaches, officials and fellow gymnasts with respect.
• Take care of club equipment and facilities.
• Remain within the designated premises unless given permission by a coach to leave.
• Not engage in bullying, rudeness, insults, racist behaviour, physical abuse or mental abuse.
• Follow all club safety rules and instructions.

Failure to follow the club's rules or safety requirements may result in the gymnast being removed from a session or, in serious or repeated cases, termination of their participation at WLG.

Food, fizzy drinks, sweets and chewing gum are not permitted in the training hall. Water bottles are permitted and encouraged.

Gymnasts are responsible for looking after their own belongings. Valuable items should not be brought to training. WLG accepts no responsibility for lost or damaged personal belongings.

 

10. Hair, Clothing and Equipment

• Hair must be tied back securely and neatly for training.
• Jewellery must be removed before entering the training area.
• Gymnasts must wear the appropriate WLG uniform to training.
• WLG uniform consists of the WLG T-shirt with black leggings/shorts and white socks or appropriate gym shoes.
• Uniform must be purchased upon joining the club.
• Until the required uniform has been purchased, appropriate fitted sportswear may be worn, provided it allows freedom of movement and is not loose or unsuitable for safe participation.
• Gymnasts may borrow apparatus from WLG.
• Personal apparatus may be used and is recommended for more advanced gymnasts where appropriate.

 

11. Coach Responsibilities

All WLG coaches:

• Must be DBS checked.
• Must hold appropriate and valid qualifications.
• Must have appropriate insurance cover.
• Must provide a safe training environment.
• Must prioritise the health, safety and wellbeing of gymnasts.
• Must ensure activities are appropriate for the age, ability and experience of participants.
• Must ensure gymnasts are appropriately prepared before learning new skills.
• May use appropriate verbal instruction and discipline where necessary to maintain safety and good behaviour.
• May use appropriate British Gymnastics-supported physical techniques when assisting a gymnast with positioning, shape or movement.
• May ask a gymnast to sit out of a session where they are not following club rules or safety instructions.
• Must report incidents, referrals and disclosures in accordance with British Gymnastics safeguarding procedures.

 

12. Media and Photography

• Photographs and videos taken during WLG training sessions and events may be used for WLG promotional and educational purposes, including the club website, Instagram, Facebook and other social media platforms used by the club.
• Images may also be used for gymnast training and coaches'/judges' educational purposes.
• Flash photography is strictly prohibited during training sessions for the safety of gymnasts.

 

13. Complaints

If a parent/guardian or gymnast wishes to make a complaint about any aspect of the club, they should first contact Club Management.

General enquiries and complaints can be made by email:

[email protected]

If a complaint has not been resolved satisfactorily, the matter may be referred to the Club Welfare Officer:

[email protected]

If the matter remains unresolved, the complainant may contact British Gymnastics, with whom West London Gymnastics is