Terms and Conditions- Alpha Aquatics Academy
The following terms and conditions apply to all pupils/members attending swimming lessons with Alpha Aquatics Academy. Please ensure you have read and understood the following.
1. General Information
1.1 Name of Business: Alpha Aquatics Academy, based in Newcastle Upon Tyne, Northeast of England.
1.2 Services Offered: Learn to swim classes for children aged 4-11 years old, Teen fitness sessions (13-17), children’s one to one lessons. Adult group and one to one lessons (18+).
1.3 Location of Classes: Classes are currently held at [Benfield Sports Centre], or other specified locations.
1.4 Contact Information: 07752 756 490, [email protected]
2. Registration, Booking and Payment
2.1 All bookings must be made via our online booking system, Swimphony (Online Booking | Alpha Aquatics Academy) A place is only secured once full payment has been received.
2.2 Our programmes are age specific:
2.3 Class sizes are limited to ensure safety and quality instruction. Learn to Swim classes operate with a maximum of 5 swimmers per instructor. Advanced Learn to Swim stages, Teen Fitness, and Adult classes may accommodate up to 8 swimmers.
2.4 Payments are made monthly in advance. When joining partway through a month, payment will be taken for the remaining lessons in the current month plus one full month in advance. Thereafter, payments will be taken on the 7th of each month to secure the following month’s place.
All bookings must be accompanied by full payment. Bookings without payment are not valid and may be cancelled at our discretion. Payment must be received before the first lesson. We accept card payments via Stripe and Direct Debit via GoCardless. All initial payments are made via card.
2.5 Any discounts, promotions, introductory offers, or referral credits must be applied at the time of booking and cannot be applied retrospectively. Referral discounts are capped at a maximum of five per person.
3. Monthly Payment Structure
3.1 All standard group lesson fees are charged at £39 per month. All 1:1 lesson fees are charged at £100 per month. All fees are payable by automatic payment on the 7th of each month.
3.2 The monthly fee is not calculated on a “per lesson” basis. Instead, it represents the total annual programme cost divided into 12 equal monthly payments for ease, consistency and to secure you or your child’s place in lessons.
3.3 Lessons run during school term time only. Across a full year, swimmers receive approximately 39 lessons, resulting in an effective lesson value of £12 per session.
3.4 Monthly payments remain the same throughout the year regardless of:
This ensures a consistent, predictable monthly cost and permanently reserves the swimmer’s place in their class.
3.5 Where payments for lessons are missed by members on the collection date, reminders will be sent via email. Should payment not be received within 1 week to bring your membership up to date, Alpha Aquatics Academy reserves the right to offer the lesson space to another swimmer and cancel your current membership.
4. Cancellations, Pool Closures, Refunds & Notice Period
4.1 In the event that Alpha Aquatics Academy is required to cancel lessons due to circumstances outside of our control, including but not limited to pool plant failure, technical issues, safety concerns, venue closure, weather conditions, or instructor unavailability, refunds will not be issued.
4.2 Where lessons are cancelled for the reasons outlined in 4.1, swimmers will be offered a catch-up lesson.
4.3 All payments made to Alpha Aquatics Academy are non-refundable once processed. This includes, but is not limited to, changes of mind, personal circumstances, scheduling conflicts, illness, absences, partial attendance, or missed lessons for any reason.
4.4 The swimmer’s place is reserved each week regardless of attendance. Staffing, pool hire, and operational costs remain fixed whether a swimmer attends or not.
4.5 By making payment, you acknowledge and agree to this no-refund policy and confirm your commitment to the dates, times, and duration of the programme selected.
4.6 An exception applies only in cases of medical absence lasting more than four consecutive weeks, where a valid doctor’s note is provided. In this circumstance, a refund will be issued for lessons missed solely due to the documented medical condition.
4.7 Make-up or catch-up lessons will be offered on the days our lessons run and we will endeavour to offer a suitable alternative where space allows. Requests must be made in advance.
4.8 Payments for full months, programmes, or multiple sessions are non-refundable. We strongly advise ensuring you can commit to the full duration before registering.
4.9 A minimum of four weeks’ written notice is required to cancel your place. Notice must be submitted by email to [email protected].
4.10 Fees remain payable during the notice period, and lessons may continue to be attended. All payments already made remain non-refundable.
4.11 In the unlikely event that Alpha Aquatics Academy cancels a session, parents will be notified as soon as possible, and a catch-up lesson in line with clauses 4.1 and 4.2.
5. Health and Safety
5.1 Medical Conditions and Illness
Parents or guardians must inform Alpha Aquatics Academy of any medical conditions, allergies, disabilities, or additional needs that may affect a swimmer’s participation. It is the parent/guardian’s responsibility to update us of any changes.
Swimmers must not attend lessons if they have an infectious illness, including but not limited to vomiting, diarrhoea, chicken pox, impetigo, conjunctivitis, or similar conditions. The recommended exclusion periods must be followed as outlined in your welcome pack.
We reserve the right to refuse participation if we believe a swimmer may pose a risk to themselves or others.
5.2 Supervision and Responsibility
All children must be accompanied by a parent or carer who remains on site for the duration of the lesson. Parents/guardians are responsible for supervision before and after lessons. Alpha Aquatics Academy accepts responsibility only during scheduled class times.
Children must be supervised in changing areas and use gender-appropriate changing rooms where applicable. Children aged 8 and over should use the changing room appropriate to their gender, not that of the accompanying adult.
5.3 Swimwear, Timings and Lesson Entry
All swimmers must wear appropriate swimwear. Where required, goggles and swimming hats should be worn. Children aged 3–4 must wear suitable swim pants or splash shorts with a waterproof inner lining.
Punctuality is essential. Late arrivals may be refused entry for safety reasons. If a swimmer arrives within 10 minutes of the lesson start time, they may join but the lesson will not be extended. Arrivals more than 10 minutes late will not be admitted.
5.4 Personal Safety
We recommend that jewellery is not worn during lessons and that long hair is tied back securely.
5.5 Teacher Responsibility (In Loco Parentis)
During lessons, the teacher acts in loco parentis and is responsible for the safety, welfare, and instruction of swimmers from the point of handover on poolside until the swimmer is dismissed back to the parent/carer. The teacher is responsible for the swimmer’s safe entry into and exit from the water.
5.6 Parental Conduct During Lessons
Parents and carers must not interfere with the running of lessons unless requested by the teacher. This includes refraining from calling to, signalling, or attempting to gain the swimmer’s attention during the session, as this may disrupt learning and compromise safety.
6. Behaviour and Conduct
6.1 Conduct Expectations: We expect all students, parents, guardians or any other associate to respect our staff, fellow swimmers, and the swimming environment. Disruptive behaviour, unsafe practices, or failure to follow instructions may result in a student being asked to leave the class. Alpha Aquatics Academy shall then hold the right to terminate the contract without further notice and without being required to provide any refund or credit to the swimmer. No future learn to swim will be offered to the swimmer.
6.2 Liability for Damages: The swim school is not responsible for personal injury, loss of property, or any accidents that occur outside of swimming lessons or that are caused by a student’s own actions. Alpha Aquatics Academy reserves the right to charge you for any damage cost.
6.3 Parent Guidelines: For health, safety, and safeguarding reasons, parents and guardians are not permitted on the poolside during lessons. If you need to speak to an instructor, please do so at the beginning or end of your child’s lesson. This ensures lessons run smoothly and safely for everyone. We appreciate your cooperation in helping maintain a calm and professional learning environment.
7. Lost property
7.1 Please ensure children do not bring valuable toys or belongings when attending swimming lessons. We cannot accept liability for lost, stolen or damaged items. Please ensure clothing and other belongings are clearly labelled with the child’s name. Any lost property found will be handed over to the facilities lost and found box.
8. Swimphony
8.1 Alpha Aquatics Academy use a Swimming Management software and booking platform called Swimphony which is used to record and store the information you provide. This software is fully compliant with GDPR and allows parents/guardians to access their own portals to update information and check child progress. Payments and Credits can/may be processed through this program; therefore, it is imperative that credit/debit card details are up to date. In the event credits are given, these will be added to your account with us and reflected in your next billing cycle. In the event refunds are applicable, they will only be made to the card listed on the account.
9. Data Protection and Privacy
9.1 Personal Data: We collect personal data such as names, contact details, and medical information in accordance with the Data Protection Act 2018 (GDPR). This data is used solely for the purpose of running our swimming school and will never be shared with third parties without consent, except as required by law.
9.2 Marketing: By signing up for our services, you consent to us sending you marketing communications about our classes, offers, and updates. You can opt out of these communications at any time.
10. Photographs and Videos
10.1 Photographic Consent: We may take photographs or videos of your child during their lessons for promotional purposes, including social media and advertising. You will be asked to provide consent for this during the registration process. If you do not wish for your child to be photographed or filmed, please inform us in writing.
10.2 Parents are not permitted to take photographs of their children whilst in lessons.
11. Governing Law and Complaints
11.1 These terms and conditions are governed by the laws of England and Wales.
11.2 Alpha Aquatics Academy is fully committed to delivering the highest standards of teaching and childcare to the local community. If you or your child are not entirely satisfied with the service we provide we would like you to share your feedback. If we become aware of any problem while you or your child are still attending our swimming lessons, we will aim to resolve this at an early stage. You can be assured that any complaint will be taken very seriously. In the first instance, the complaint should be made to [email protected].
11.3 Dispute Resolution: In the event of a dispute, both parties agree to attempt to resolve the issue amicably. If a resolution cannot be reached, disputes may be referred to mediation or other appropriate legal channels.
12. Changes to Terms
12.1 We reserve the right to amend or update these terms and conditions at any time. Any changes will be communicated to customers via email or posted on our website.
13. Acceptance of terms and conditions
13.1 By booking or attending a swimming lesson with us you accept these terms and conditions and they will form part of the contract between us. We reserve the right to vary these terms and conditions at any time without prior notice.
