Terms & Conditions
By making a booking through our website and TeamUp you agree to the following terms and conditions of use which apply to Tri Swim School which is a subsidiary of Tri Swim Coaching Ltd:
Information published on this web site is provided for the use of its visitors and you are advised that, although care has been taken to ensure technical and factual accuracy, some errors may occur. No guarantee is given of the accuracy or completeness of information on these pages. Please be aware that Tri Swim Coaching Ltd may alter the information on its web site from time to time. Tri Swim Coaching Ltd shall have no liability arising from the use by any party of the information on this web site or as a result of following our coaching advice. Tri Swim Coaching Ltd does not warrant the information on this web site in any way and in particular no warranty is given that the web site or its contents or hypertext links are virus free or uncontaminated. You are advised to make your own virus checks and to implement your own precautions in this respect. Tri Swim Coaching Ltd exclude all liability for contamination or damage caused by any virus or electronic transmission.
Contract Terms & Conditions
Registration & Purchase
To register or purchase from the Tri Swim Coaching Ltd & Teamup online booking system, you must be over eighteen years of age. You must ensure that the details provided by you on registration or at any time are correct and complete at all times.
Our courses run throughout the year in accordance with South Oxfordshire School Term dates. Dates of your child’s classes can be seen in the schedule on TeamUp. The schedule will show ‘no classes’ during the school holidays.
Towards the end of each term we’ll send you a handy email reminder of the last session of term and the first session of next term. Just FYI, if your child is at state school that week or part of (Mon to Sun), there will be a lesson running. If it’s a holiday week, there will be no lesson.
Booking & Payment
To ensure you keep your space in the swim school, when you sign up, you will sign up on an ongoing basis and pay for your child’s classes automatically on the first of every month.
Our lessons are held every week throughout the year. Lessons cost £15.00 per lesson, which will be taken automatically on the 1st of each month for the number of lessons running in that month (usually 4-5/month).
We are parents too! We know work and childcare schedules change. You can cancel at any time giving us four weeks notice. We take a deposit of your last four weeks lessons payment (£60) when you sign up, so once you cancel you will not be charged anything else and can attend the remaining four lessons. This price is fully inclusive of a swim hat and all award badges and certificates.
You will receive email confirmation of your booking once your account has been debited or your payment has been received, together with a receipt of your payment. You are always welcome to email or phone us should you be unsure of any details. Your statutory rights are not affected.
When you pay for classes with your credit/debit card, your card details are stored on a third party secure online payments system and you grant us permission to debit the card when necessary, i.e. on the first of each month (other than August), for your child’s swimming class fees or any 1:1 lesson bookings which require payment on booking.
If your payment fails you will be contacted by phone to settle the balance and update your details. If we are unable to reach you, we may at our discretion remove your child from the class and you will be notified by email.
Whenever your card details change, or if you wish to change your card details for whatever reason, it would really help us out if you updated these details quickly and easily yourself in your Swimphony Parent Portal.
If you have any problems, you can contact us by email or phone and we can help you.
If the course is being paid for by someone other than you, you are responsible for informing that person of our payment policies, deadlines, etc, and relaying any communication with regard to re-booking or payments of any sort.
Progression & Changing class times and venues
We make sure that children progress quickly, through our small group sizes (maximum 4-8 children depending on age). Small group sizes help us to continually assess each child's progress. When you child is ready to move up to the next stage, they will do so as soon as a space becomes available and we will present them with their award certificate and badge and a huge well done! Similarly, if your child is in a class that is too difficult, we will move them to the appropriate stage, so that we can help them to develop their skills effectively.
As a result of the above, as time progresses it’s unlikely but possible your child’s class size may reduce. Once a class has become too small to function properly we will need to merge it with another. We try to keep class times as similar as possible but unfortunately cannot always guarantee this. If the merger of your class with another results in a change of your class time or venue, we will endeavour to give you as much notice as possible.
Refunds & Cancellations
We know life gets in the way sometimes and children’s interests change. Please do contact us via email or telephone to discuss if you feel you would like to cancel and we can arrange this. Please note we require 4 weeks notice to cancel your monthly payment, so we have time to offer the space to someone on the waiting list. Once you have notified us that you wish to cancel, you child will be able to attend the rest of the classes that you have already paid for. Please note, we do not issue a refund for any classes you choose to not attend. We regret that we are unable to offer an alternative or refund for missed classes. Unfortunately, what seems like one simple request is an impractical administrative task when spread across many clients.
From time to time for reasons beyond our control the pool may not be safe to use and may close. If the pool cannot be used in the short term, we will endeavour, where possible, to notify you by text and email straight away. We regret it is not possible for us to re-schedule your cancelled class. In this instance we are not responsible for any travel expenses incurred.
Where a pool is not available on a longer-term basis (more than one week), on public health or other grounds outside our control (not including operational issues with the pool) and if it not possible to reschedule the classes to another venue, we will either refund the unused balance of your month’s fees to your payment card or provide a discount on a future month’s fees at our discretion.
We are under no obligation to refund classes that may be missed due to local adverse weather when the venue and environment are not safe and accessible, and classes are not held. We regret that we are unable to offer automatic refunding or rescheduling of classes in the event of adverse conditions local to you which prevent you from attending a scheduled class.
Watching the Lessons
We know you’d like to see how your child is getting on, so whenever possible we will allow you to observe the class if you wish. Please bear in mind, that some children concentrate better when you are not watching!
Video and photography
Whilst the family atmosphere we encourage means that parents, grandparents, and friends should feel very comfortable taking photographs or video footage, we would ask that everyone respects the feelings of others should some families not feel comfortable with this. If someone in a class has indicated they do not consent to photography or video, the teacher will inform the class and filming/photography must stop immediately and without incident.
We must also adhere to pool rules at individual venues, some of which do not permit the use of such equipment. If this is the case with your pool, we will inform you separately and ask that you respect such policy. In all instances the decision of our staff is final
No underwater cameras or underwater recording equipment of any description may be used by parents during a Tri Swim School class. This may be used from time to time by a teacher to give video feedback in video analysis sessions.
We may very occasionally take photos of classes taking place. We would like to be able to use these photographs for promotional and publicity purposes from time to time. Please indicate when completing the online form on TeamUp whether you consent to our sharing any photograph on the internet, on social media or in any other promotional material. These photographs will not be used by Tri Swim School for any other purpose. By participating in the class photograph you accept that other parents who participate may be given a copy and that Tri Swim Coaching has no control over its use by you or other parents.
Tri Swim Coaching continually strives to improve the teaching standard and we, on occasion, video record a class being taught by a teacher. The camera is focused on the teacher and the video recording will only be seen by the teacher and their assessor (Annie Hollest, Tri Swim Coaching Director). The video will not be used for anything other than for the teacher to gain feedback from their assessor. Once the video has been used for improvement purposes, it will be securely destroyed.
Tri Swim Coaching expressly forbids the right to reproduce any part of our classes in any form (e.g. on the internet, DVDs, photographs, etc.). Anyone suspected of continually filming or photographing the classes for any purpose of publication or for any purpose whatsoever will be asked to stop filming, delete the footage/photographs, and leave the classes.
Tri Swim School cannot be held liable for the actions of third parties and therefore, fully excludes possible by law, any liability arising from a breach of this section headed 'Video and photography' by any party.
In adherence with the above terms, you will be asked if you to consent to your child having their photograph/video taken, in the form on Team Up when you sign up.
Valuables and jewellery
All property left in changing rooms or on poolside and all property (including prams) left in entrance halls or outside, is left at your own risk. Tri Swim School cannot accept any responsibility for the loss or damage of any personal possessions. Please remove all jewellery that your child might be wearing before entering the water.
You will be asked for any existing medical conditions that your child has in the form on Team Up when you sign up. You agree to inform us of any changes as soon as you are aware of them. All information will be kept strictly confidential.
Illness & Disease
Should your child or the adult taking your child into the water have, or develop, any known or suspected medical condition, please consult your doctor before swimming. If your illness is contagious and may affect other swimmers, please do inform us by email immediately so we may share basic information about this risk with other parents/carers. All information received is treated in confidence and with sensitivity.
Never bring your child swimming if they have any illness such as an ear infection, diarrhoea, vomiting, chicken pox, impetigo, conjunctivitis, or a bad cold. Please wait until your doctor has given the all-clear before returning to classes.
Please ensure that any sickness/diarrhoea symptoms have completely cleared for at least 48 hours before your class; or 14 days if a gastrointestinal bug has been diagnosed by a medical professional.
Our teachers may refuse entry to the pool if they reasonably believe that your child is not well enough to participate.
Nappies and changing your child
If your child is not potty trained, they are able to wear a swimming nappy to their class.
Please take all your used nappies away with you unless a clearly marked bin has been provided. Never leave nappies in an open bin.
Withdrawal of service
We may, at our own discretion, refuse a client entry to swim courses if it is felt that the client’s behaviour or the behaviour of those associated with the client is unreasonable, disruptive to the positive teaching environment we try to maintain or becomes an issue of health and safety.
Pool/poolside health and safety
No outer footwear or prams should be taken onto poolside or into changing rooms. Please use blue overshoes (if available) or go barefoot if you prefer.
Please always endeavour to shower yourself and/or your child before entering the water. Removing body lotions, soaps, etc. before swimming contributes significantly to maintaining water quality, reducing the need for chemicals to be over-used and keeps the water cleaner for everyone.
Whilst you are waiting for your class, please keep poolside noise down to a minimum so that all classes can take place in a calm and peaceful atmosphere. Please do not enter the poolside until your class start time.
You are responsible for the safe supervision of any children you bring at all times: on poolside, in the changing rooms, and on the pool premises. They should always be under the direct supervision of an adult and never be left unattended. Children running on wet surfaces can very easily slip and hurt themselves. Tri Swim School reserves the right to ask anyone to leave the poolside at any time. Local age restrictions for spectators may apply and you will be informed of these when booking on to classes.
Always adhere to pool rules at individual venues, clearly indicated by signage.
Unfortunately, we can only accommodate one adult in the pool at a time with each child, who must be either the child's parent or designated carer and over 16 years of age. However, we are happy for other members of your family, friends, or child minders to bring your child to classes. Anyone new to the class must let the teacher know at the beginning of the session, including making the teacher aware of any health issues, so they can provide the extra help and advice that will be needed.
Should a class already be in progress or about to start and needs be cleared on the grounds of health and safety then we are under no obligation to refund the class or part thereof.
We endeavour to ensure you always have the same teacher, but we cannot guarantee this as teachers do occasionally need time off for whatever reason.
Exclusion of liability
Except in the case of death or personal injury arising as a result of negligence, lack of due diligence, breach of duty, or any other circumstance where liability cannot be excluded by law, your child’s participation in Tri Swim School swimming sessions is done so entirely at your own risk.
Tri Swim Coaching is committed to providing good child safeguarding practice for all our swimmers and we have adopted the Swim England Safeguarding Policy – Wavepower. We believe that good safeguarding and fair play is paramount for all our swimmers.
If you have a question or concern regarding child welfare, the Tri Swim Coaching Welfare Officer, Annie Hollest, should be informed on 07708601648. Alternatively, there is a dedicated helpline for anyone wishing to raise a safeguarding or welfare concern directly to the Swim England called Swimline on 0808 100 4001.
Changes to terms and conditions
From time to time we may update these terms and conditions by sending you either an updated version or notification of minor changes. You are free to not accept these changes but we would ask you to notify us in writing of your non-acceptance within 14 days of your receipt, failing which we will be entitled to treat our agreement with you as being subject to the updated version.
The safety of our customers is our highest priority. To ensure everyone’s safety, we ask that ahead of attending swimming classes, your child and anyone that is attending with them, do not attend if exhibiting any of the following symptoms.
a high temperature
a new, continuous cough
a loss of, or change to, your sense of smell or taste
You should follow NHS guidance on testing and self-isolation.
We also carry out the following safety procedures:
Thorough regular cleaning of door handles, changing room surfaces and other high touch areas
Ensuring children shower thoroughly before entering the water
If your child has a positive test please notify us by phone or email immediately so we can take the necessary actions. In the event of class closures due to positive testing, you will be notified in the first instance by phone or email and our Refunds & Cancellations policy as above will apply.
Privacy & Security Policy
As an organisation driven by providing an honest and transparent service, we are committed to ensuring that your privacy and data security remains paramount. Here we will explain what data we use, how it is used and your controls and choices surrounding the handling of this data.
Your personally identifiable information is kept secure. Only authorized Directors, employees, agents and contractors (who have agreed to keep information secure and confidential) have access to this information.
Tri Swim Coaching will never sell trade, rent, exchange or otherwise share your personal information with any other person, company or organization.
About this Policy
From time to time, we may develop new or offer additional services. If the introduction of these new or additional services results in any change to the way we collect or process your personal data we will provide you with more information and additional terms or policies. Unless stated otherwise when we introduce these new or additional services, they will be subject to this Policy.
We may approach you regarding services that we feel are relevant to your specific customer account or enquiry or are of legitimate interest.
The aim of this Policy is to:
Ensure that you understand what personal data we collect about you, the reasons why we collect and use it, and who we share it with;
Explain the way we use the personal data that you share with us in order to give you a great experience
Explain your rights and choices in relation to the personal data we collect and process about you and how we will protect your privacy.
Your rights and your preferences: Giving you choice and control
You have the right to ask us to rectify inaccurate data or to complete any incomplete personal data that we hold.
You have the right to ask us to erase your personal data without delay where one of the statutory grounds applies, so long as the processing is not necessary. If you request us to erase your personal data, then this means that our business relationship will end as we cannot provide our service without processing your data.
You have the right not to be subjected to a decision based solely on automated processing, including profiling. Tri Swim Coaching does not process any personal data in this way.
We are confident in the way in which we hold and handle your personal data. If however you wish to contact us and/or query anything set within this policy or our usage of your data please contact us at email@example.com
Following a query, if you are not satisfied with our response, or believe we are processing your data unfairly or unlawfully, you can complain to the Supervisory Authority - Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. You can find further information about the ICO and their complaints procedure here: https://ico.org.uk/concerns/
This notice was last updated on 25 May 2018. We may change this notice by updating this page to reflect changes in the law or our privacy practices. However, we will not use your Personal Data in any new ways without your consent. The most up to date version of the notice can be viewed on our website www.triswimcoaching.co.uk
How, what and why?
Listed below are examples of how we might collect your data and why;
Initial Enquiry – This may be online, telephone or email. We may request your full name, contact details including address and email and/or any health conditions. We collect this data to enable us to provide you with an appropriate response.
New Customer – As above. We use this data to keep in touch with you in accordance to enabling us to provide the services that you have agreed to. We may also request financial information in order to process payments for the agreed services.
Any systems and/or software’s that your data is entered into is confirmed to be data protection compliant and we are happy with their privacy policies.
Tri Swim Coaching Ltd obtains most of our information through the signing of waivers and completion of Par-Q forms. With your consent we may also obtain personal information about you from third parties. This may include parents, guardian, coaches or whoever is registering you in a program and paying for your registration. Use of your personal information for any purpose other than those outlined or the release of such information by parties outside of Tri Swim Coaching Ltd or its affiliates will take place if you have given consent.
Sensitive Personal Data
It may benefit you to notify us of any health condition or disability you have so that we are aware of these conditions and how they affect you. This will allow us to take any reasonable steps to accommodate specific needs or requirements you have when providing our services to you. This type of information is known under the law as ‘special category information’ (or ‘sensitive personal data’) and we require your explicit consent to process this information.
This data will only be kept as long as it is required for this purpose, or until such time as you notify us you no longer consent to its processing.
Sharing your personal data
As part of performing our services, we may share your data with other service providers such as customer Relationship Management System, storage hosts and payment platforms. We only share personal data that enable our Service Providers to provide their associated services and it will always be shared in a secure and appropriate manner.
To ensure satisfaction of the new Data Protection laws commencing May 2018 we have reviewed all of our supplier / software privacy policies and usage of data to ensure our satisfaction that they adhere to strict processes. We hold records of this documentation should you wish to obtain them.
We may share personal data with other organisations in the following circumstances:
If the law or a public authority says we must share the personal data;
If we need to share personal data in order to establish, exercise or defend our legal rights (this includes providing personal data to others for the purposes of preventing fraud and reducing credit risk);
To an organisation we sell or transfer (or enter into negotiations to sell or transfer) any of our businesses or any of our rights or obligations under any agreement we may have with you to. If the transfer or sale goes ahead, the organisation receiving your personal data can use your personal data in the same way as us; or
To any other successors in title to our business
Data retention and deletion
Customer data is held within our controlled systems for 3 months following termination of customer relationship. At which point all data is permanently deleted and any hard copy documents will be returned.
If there is an unresolved issue relating to your account, such as an outstanding credit on your account or an unresolved claim or dispute we will retain the necessary personal data until the issue is resolved;
Where we are required to retain the personal data for our legal, tax, audit, and accounting obligations, we will retain the necessary personal data for the period required by applicable law; and/or,
Where necessary for our legitimate business interests such as fraud prevention or to maintain the security of our users.
Keeping your data safe
We are committed to protecting our customers personal data. We implement appropriate technical and organisational measures to help protect the security of your personal data; however, please note that no system is ever completely secure. We have implemented various processes and procedures to safeguard against unauthorised access and unnecessary retention of personal data in our systems.
We are particularly careful when dealing with children’s data and the receipt of consent from both parent (carer) and child.
Any agreements set up for child services with Tri Swim Coaching will be clear and precise and we will ensure that all parties are confident in what they are agreeing to.
We may occasionally make changes to this Policy. When we make material changes to this Policy, we’ll provide you with prominent notice as appropriate under the circumstances, e.g., by displaying a prominent notice within our website / documentation or by sending you an email. We may notify you in advance. Please, therefore, make sure you read any such notice carefully.
How to contact us
Securing Your Information
The Tri Swim Coaching Ltd website uses sophisticated security and safeguard measures to protect users' information. One such measure is our use of secure server software (SSL), to ensure that your credit card will be protected against fraudulent use while on our site.
The Site may use cookie and tracking technology depending on the features offered. Cookie and tracking technology are useful for gathering information such as browser type and operating system, tracking the number of visitors to the Site, and understanding how visitors use the Site. Cookies can also help customize the Site for visitors. Personal information cannot be collected via cookies and other tracking technology, however, if you previously provided personally identifiable information, cookies may be tied to such information. Aggregate cookie and tracking information may be shared with third parties such as Google Analytics.
Company's Registered address: The Old Chapel, Union Way, Witney, Oxfordshire, OX28 6HD