TERMS & CONDITIONS

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1. Acknowledgement of Physical Requirements and Medical Disclosure

By agreeing to these Terms and Conditions, the Participant, or the Parent/Guardian of any Participant under 18 years of age, confirms an understanding of the physical demands and required skills associated with participation in swimming teaching and coaching sessions. The Participant or Parent/Guardian confirms that all relevant medical, behavioural, or other background information that may affect the safety of the Participant, other swimmers, or the Instructor has been fully disclosed to SwimScience.

2. Assumption of Risk and Release of Liability

The Participant, or Parent/Guardian, acknowledges that swimming activities involve inherent risks, including the risk of injury, accident, property damage, or death. In consideration of being permitted to participate in SwimScience sessions, the Participant or Parent/Guardian:

• Waives, releases, and discharges SwimScience and its Instructors from any and all claims, liabilities, or causes of action arising from participation in the sessions, including those resulting from negligence or carelessness by an Instructor.

• Assumes full responsibility for all risks associated with participation.

• Agrees that this waiver and release is binding upon heirs, assigns, and legal representatives.

• Agrees to indemnify and hold harmless SwimScience and its Instructors from any loss, liability, damage, cost, or expense arising from the Participant’s or their child’s injury, death, or property damage occurring during participation in SwimScience activities.

3. Use of Facilities and Equipment

The Participant or Parent/Guardian understands that the SwimScience facility (Chestnuts, Rudgwick) and any hired venue or equipment must be used only as directed by SwimScience Instructors. The Participant or Parent/Guardian accepts responsibility for any breakages or damage caused by the Participant or accompanying spectators while on the premises.

4. Behaviour and Conduct

SwimScience reserves the right to refuse entry or require any Participant or spectator to leave the facility if their behaviour is deemed unsafe, inappropriate, or not in keeping with the standards expected within the SwimScience environment.

5. Supervision of Minors

Any Participant under the age of 18 must be accompanied and supervised at all times by a Parent or appointed Guardian aged 18 or over while at the facility.

6. Acceptance of Terms

By agreeing to these Terms and Conditions, the Participant or Parent/Guardian confirms that they have carefully read, fully understood, and voluntarily accept this agreement, including the waiver of liability and assumption of risk. This agreement forms a binding contract between the Participant or Parent/Guardian and SwimScience / David Hailey.

1. Booking and Payment Terms

A 50% deposit is required to confirm any booking. The remaining balance must be paid no later than 10 days before the scheduled session date. Bookings are not secured until the deposit has been received in full.

2. Endless Pool Sessions (SwimScience Rudgwick)

2.1 Cancellation and Refunds

• More than 8 days’ notice: Full refund of all fees paid.

• Between 8 days and 72 hours’ notice: 50% credit issued, valid for 3 months.

• Less than 72 hours’ notice: No refund or credit.

3. External Pool Sessions (Any venue other than SwimScience Rudgwick)

3.1 Cancellation and Refunds

• The 50% deposit is non‑refundable under all circumstances.

• More than 8 days’ notice: 50% refund of the total session fee.

• Less than 8 days’ notice: No refund.

These terms reflect the additional costs, commitments, and non‑recoverable fees associated with hiring external facilities.

4. Cancellations by SwimScience

4.1 Instructor Cancellation

In the unlikely event that SwimScience must cancel or reschedule a session, Participants will be offered either an alternative date or a full refund of all fees paid.

4.2 Venue Closure or Unsafe Conditions

If a session cannot proceed due to venue closure, water quality issues, or unsafe conditions, the session will be rescheduled or refunded.

4.3 Mid‑Session Cancellations

If a session is terminated part‑way through due to venue‑related issues, an appropriate level of credit will be issued based on the portion of the session completed.

5. Additional Considerations

Refunds and credits apply only to the specific session booked and cannot be transferred to other services unless explicitly agreed by SwimScience.

SwimScience collects and processes personal data, including contact information, medical details, and session-related information, for the purposes of ensuring participant safety, managing bookings, and delivering swimming coaching services. By agreeing to these Terms and Conditions, the Participant or Parent/Guardian consents to the collection and processing of this data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

All data is stored securely within the Microsoft 365 environment and Cognito Forms, both of which provide GDPR‑compliant data handling and encryption. Personal data is accessed only by SwimScience (David Hailey) and is never shared with third parties unless required by law or in the event of a safeguarding or medical emergency.

Data is retained only for as long as necessary to fulfil the purposes for which it was collected, after which it will be securely deleted. Participants and Parents/Guardians have the right to request access to their data, request corrections, or request deletion at any time by contacting SwimScience directly.

By accepting these Terms and Conditions, the Participant or Parent/Guardian confirms that the information provided is accurate and agrees to update SwimScience if any details change. 

SwimScience may record video footage during swimming sessions for the sole purpose of technical analysis, skill development, and providing personalised coaching feedback to Participants. By booking a SwimScience session, the Participant or Parent/Guardian provides consent for such video recording to take place.

Video footage is used exclusively for coaching and educational purposes and is not used for marketing, social media, or promotional material unless explicit consent has been granted in the booking form.

Following each session, video footage will be shared with the Participant or Parent/Guardian via a secure download link. This link is provided for personal use only and is not intended for redistribution. SwimScience guarantees that the download link will remain active for a minimum of 48 hours from the time of issue. Extensions may be granted upon request, subject to availability.

All video files are deleted from recording devices immediately after they have been transferred and sent to the Participant or Parent/Guardian. SwimScience does not retain copies of video footage beyond the period required to provide the download link, unless explicit written consent has been provided for extended retention or marketing use.

Video footage is processed and stored temporarily within the secure Microsoft 365 environment used by SwimScience. All handling of video data complies with UK GDPR and the Data Protection Act 2018.