Alpha Aquatics Academy
Terms and Conditions
Version 1.3 – Effective from 1 September 2026
1. Definitions & Membership
1.1 Business Information
Alpha Aquatics Academy (“we”, “us” or “our”) is a swimming tuition provider based in Newcastle upon Tyne, North East England.
We provide:
Lessons may be delivered at Benfield Sports Centre or any other approved venue notified to members.
Contact Details
Email: [email protected]
Telephone: 07752 756490
1.2 Definitions
For the purposes of these Terms and Conditions:
Academy means Alpha Aquatics Academy.
Member means the parent, guardian or adult swimmer responsible for the membership agreement and payment of fees.
Swimmer means the individual attending lessons.
Membership means the ongoing subscription which secures a swimmer’s allocated place within the Academy programme.
Lesson means a scheduled swimming session delivered by Alpha Aquatics Academy.
1.3 Membership Agreement
By registering with Alpha Aquatics Academy and making payment, you enter into a recurring membership agreement governed by these Terms and Conditions.
Membership secures a reserved place within our structured swimming programme. It is not a pay-as-you-go arrangement and does not constitute the purchase of individual lessons.
Membership continues until cancelled in accordance with Section 5 (Cancellations, Notice & Refunds).
1.4 Membership Model
Alpha Aquatics Academy operates on a continuous annual membership subscription.
The annual cost of membership is divided into 12 equal monthly instalments for convenience.
Monthly payments secure:
Monthly payments are not calculated according to:
2. Registration, Eligibility & Pricing
2.1 Registration
All registrations must be completed through our online booking system.
A swimmer’s place is only confirmed once:
Completion of registration confirms acceptance of these Terms and Conditions.
2.2 Eligibility & Class Allocation
Our programmes are designed for specific age groups and abilities.
We reserve the right to allocate or move swimmers into the class we believe is most appropriate based upon:
This helps ensure lessons remain safe, effective and suitable for all participants.
2.3 Class Sizes
Maximum class sizes are:
Where necessary, class structures may be adjusted to support safety, teaching quality and swimmer progression.
2.4 Joining During a Month
Where membership begins partway through a month, the initial payment will include:
Following this, monthly payments will be collected automatically in accordance with Section 3.
2.5 Membership Fees
Standard membership fees are:
From time to time, Alpha Aquatics Academy may offer alternative lesson formats, intensive courses or bespoke tuition packages.
Where these are offered, the applicable fees and payment arrangements will be confirmed at the time of booking.
3. Subscription Fees & Payment
3.1 Monthly Payments
Membership fees are payable monthly in advance.
Payments are collected automatically on the 7th day of each month using the Academy’s approved payment provider.
Members are responsible for ensuring valid payment details are maintained at all times.
3.2 Annual Subscription
3.2 Annual Subscription
Membership operates as a continuous annual subscription. The total annual membership fee is calculated for the programme year and divided into 12 equal monthly payments for convenience and consistency.
The monthly payment secures the swimmer’s allocated place within the Academy programme and provides continuity of membership throughout the year. It is not a payment for a specific number of lessons in a particular calendar month.
Monthly payments therefore remain the same regardless of:
• the number of scheduled lessons within any particular month;
• school holidays;
• planned Academy breaks or scheduled programme pauses;
• swimmer attendance; or
• temporary absences.
Where the Academy has a planned break or pause in lessons, the membership remains active and the swimmer’s allocated place continues to be reserved. No additional payment is made for individual lessons during such a break, and monthly fees are not recalculated or reduced to reflect the number of lessons taking place in a particular month.
This annual membership structure allows Alpha Aquatics Academy to spread the total programme cost evenly across 12 monthly payments while maintaining a reserved place and continuity of membership for the swimmer throughout the programme year.
The monthly payment therefore reserves and maintains the swimmer’s place within the programme and is not conditional upon the swimmer attending every scheduled lesson.
3.3 July Payment
The July payment forms part of the annual membership subscription and is payable in accordance with the normal monthly payment schedule.
Where lessons pause during the summer holiday period, membership continues and the swimmer’s allocated place remains reserved for the new academic term.
The July payment:
• forms part of the total annual membership fee;
• maintains the swimmer’s membership and allocated place; and
• is not a deposit, re-enrolment fee or optional retainer.
The July payment is therefore not a charge for individual swimming lessons taking place during July. It is one of the 12 equal monthly payments that make up the swimmer’s annual membership fee.
3.4 Failed or Late Payments
Members are responsible for ensuring sufficient funds are available on the payment date and that valid payment details are maintained at all times.
Where a scheduled payment fails or remains unpaid, the member will be given seven (7) days from the original payment date to bring the account fully up to date.
If payment has not been received within seven (7) days of the original payment date, Alpha Aquatics Academy reserves the right to suspend the swimmer’s attendance and release their allocated place. Once a place has been released, it may be offered to another swimmer and cannot be guaranteed to remain available.
Membership may only be reinstated once all outstanding fees have been paid in full and will be subject to availability of a suitable place.
Outstanding fees remain payable even where attendance has been suspended or a place has been released.
Alpha Aquatics Academy reserves the right to request payment by an alternative method and to recover any charges incurred as a result of failed payments.
3.5 Fee Changes
Alpha Aquatics Academy reserves the right to review and amend membership fees from time to time.
Where fees are increased, members will receive at least 30 days’ written notice before the revised fees take effect.
Continued membership after the notice period constitutes acceptance of the revised fees.
4. Attendance & Missed Lessons
4.1 Attendance
Members are responsible for ensuring that swimmers attend their allocated lesson each week.
Membership fees remain payable regardless of attendance and are not reduced, paused or extended due to absence.
4.2 Missed Lessons
Alpha Aquatics Academy is unable to provide replacement, rescheduled or catch-up lessons where a swimmer is unable to attend their allocated lesson.
This includes, but is not limited to, absence due to:
As class sizes are intentionally limited and each swimmer has a permanently allocated place, it is not operationally possible to rearrange individual lessons.
Missed lessons are not transferable and do not give rise to a refund, credit or extension of membership.
4.3 Academy Cancellations
Where Alpha Aquatics Academy cancels a lesson due to circumstances within our control, such as instructor illness or operational issues, we will endeavour to offer a suitable catch-up lesson or reasonable alternative where practicable.
Where this is not possible, we reserve the right to determine an appropriate remedy based on the circumstances.
Pool closures, emergency venue closures or events outside our reasonable control are dealt with under Section 6.7 (Events Beyond Our Control).
4.4 Late Arrival
Swimmers arriving late may be permitted to join their lesson at the instructor’s discretion, provided it is safe to do so.
Lessons will not be extended to accommodate late arrival.
For safety reasons, swimmers arriving more than 10 minutes after the scheduled lesson start time may be refused entry to that lesson.
Late arrival does not entitle the member to a refund, credit or replacement lesson.
5. Cancellations, Notice & Refunds
5.1 Cancelling Membership
Membership may be cancelled at any time by providing a minimum of four (4) weeks’ written notice.
Notice must be submitted by email to:
The notice period begins on the date the cancellation request is received.
5.2 Membership During Notice
Membership remains active throughout the notice period.
All membership fees falling due during the notice period remain payable, regardless of attendance.
Swimmers may continue attending their allocated lessons until the membership ends, provided payments remain up to date.
5.3 Final Payment
The final payment due will depend upon the date cancellation notice is received in relation to the monthly payment schedule.
No further payments will be collected once all fees due during the notice period have been paid.
5.4 Refunds
Membership fees are non-refundable once collected.
Refunds or credits will not be provided for:
5.5 Extended Medical Absence
Where a swimmer is unable to attend lessons due to a medical condition lasting more than four consecutive weeks, Alpha Aquatics Academy may, at its sole discretion, consider a refund, credit or temporary suspension of membership.
Supporting medical evidence may be requested.
Any decision made under this clause does not create a precedent for future requests.
5.6 Termination by Alpha Aquatics Academy
We reserve the right to suspend or terminate membership where:
Where membership is terminated due to a breach of these Terms, no refund will be payable.
6. Health, Safety & Safeguarding
6.1 Medical Information
Parents, guardians and adult swimmers must disclose any medical condition, allergy, disability or additional need that may affect safe participation.
Members are responsible for ensuring this information remains accurate and up to date.
6.2 Illness
Swimmers must not attend lessons whilst suffering from any infectious illness, including but not limited to:
Alpha Aquatics Academy reserves the right to refuse participation where attendance may present a risk to others.
6.3 Supervision
Children must be accompanied by a responsible adult who remains within the venue throughout the lesson.
Parents and guardians remain responsible for their child before handover to the instructor and immediately after the lesson has finished.
6.4 Duty of Care
During the lesson, instructors act in loco parentis and are responsible for the supervision and safety of swimmers from the point of handover until the swimmer is returned to their parent or guardian.
6.5 Swimwear & Equipment
Swimmers must wear appropriate swimwear suitable for structured swimming lessons.
Where required, swimmers must also wear:
Long hair must be securely tied back.
Participation may be refused where appropriate clothing or equipment is not provided.
6.6 Changes to Lessons
Alpha Aquatics Academy reserves the right to make reasonable changes to:
where necessary for operational, safety or educational reasons.
Where significant changes are made, reasonable notice will be provided wherever practicable.
6.7 Events Beyond Our Control
Alpha Aquatics Academy shall not be liable for the cancellation or interruption of lessons where this results from circumstances beyond our reasonable control, including but not limited to:
Where possible, we will endeavour to provide alternative arrangements, although these cannot be guaranteed.
6.8 Safeguarding
Alpha Aquatics Academy is committed to providing a safe environment for all swimmers.
All staff operate in accordance with the Academy’s safeguarding procedures.
Any safeguarding concerns will be managed in line with our safeguarding policies and, where appropriate, referred to the relevant statutory authorities.
6.9 Parent Conduct During Lessons
Parents and guardians must not interfere with lessons whilst they are in progress unless requested by an instructor.
This includes calling out to swimmers, signalling to them or otherwise disrupting lesson delivery.
Failure to comply may result in action being taken under Section 7 (Behaviour & Conduct).
7. Behaviour & Conduct
7.1 Expected Behaviour
Alpha Aquatics Academy is committed to providing a safe, enjoyable and respectful learning environment for all swimmers, parents, guardians and staff.
All members are expected to:
7.2 Unacceptable Behaviour
The following behaviours are considered unacceptable and may result in action being taken:
This list is not exhaustive.
7.3 Suspension or Removal from Lessons
Alpha Aquatics Academy reserves the right to suspend or remove any swimmer or member from lessons where behaviour is considered inappropriate, unsafe or detrimental to the learning environment.
Where removal results from a breach of these Terms and Conditions, membership fees will remain payable and no refund will be issued.
7.4 Immediate Termination
In serious cases of misconduct or where there is a significant health and safety concern, Alpha Aquatics Academy may terminate membership with immediate effect.
Examples include, but are not limited to:
Termination under this clause will not give rise to any refund.
7.5 Liability for Damage
Members may be held financially responsible for the cost of repairing or replacing equipment or property deliberately or negligently damaged by the swimmer or accompanying adult.
8. Photography & Media
8.1 Photography by Alpha Aquatics Academy
From time to time, Alpha Aquatics Academy may take photographs or video recordings for promotional purposes, including use on:
Consent is obtained during the registration process.
Members may withdraw consent at any time by notifying us in writing. We will take reasonable steps to ensure the swimmer is not included in future promotional material.
8.2 Photography by Parents and Spectators
To protect the privacy and safeguarding of all swimmers, photography and video recording during lessons is not permitted unless expressly authorised by Alpha Aquatics Academy.
This policy helps to:
8.3 Photography at Events
Where lessons, assessments or Academy events are organised jointly with another organisation or hosted at external venues, additional photography policies may apply.
Members must comply with any venue or event organiser’s photography requirements.
9. Data Protection & Privacy
9.1 Personal Information
Alpha Aquatics Academy collects and processes personal information necessary for the safe and effective delivery of swimming lessons.
This may include:
9.2 Use of Information
Personal information is used only for legitimate business purposes, including:
9.3 Data Protection
Personal data is processed in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
We take appropriate technical and organisational measures to protect personal information from unauthorised access, loss or misuse.
9.4 Third-Party Providers
Where necessary, personal information may be shared with trusted service providers involved in the operation of the Academy, including payment processors and lesson management software.
Information will only be shared where necessary to provide our services or where required by law.
We will never sell personal information to third parties for marketing purposes.
9.5 Marketing Communications
Members may receive occasional marketing communications relating to Alpha Aquatics Academy.
Members may opt out of marketing communications at any time.
Operational communications relating to lessons, safeguarding, payments or membership will continue to be sent where necessary.
10. Complaints
10.1 Our Commitment
Alpha Aquatics Academy is committed to delivering high-quality swimming tuition in a safe, supportive and professional environment.
We welcome feedback and aim to resolve concerns fairly and promptly.
10.2 Raising a Concern
Concerns should first be raised by contacting us at:
We will acknowledge complaints as soon as reasonably practicable and endeavour to resolve issues informally wherever possible.
10.3 Formal Complaints
Where a matter cannot be resolved informally, members may submit a formal written complaint.
We may request additional information where necessary to investigate the matter thoroughly.
We aim to provide a response within a reasonable timeframe, taking account of the complexity of the complaint.
10.4 Conduct During Complaints
All parties are expected to communicate respectfully throughout the complaints process.
Abusive, threatening or inappropriate communication may result in contact being restricted to written correspondence and, where appropriate, further action under Section 7.
11. General Terms
11.1 Changes to These Terms
Alpha Aquatics Academy may amend these Terms and Conditions from time to time.
Where changes materially affect members, reasonable notice will be provided before the revised Terms take effect.
Continued membership following the effective date constitutes acceptance of the updated Terms.
11.2 Assignment
Membership is personal to the swimmer and may not be transferred to another individual without the prior written consent of Alpha Aquatics Academy.
11.3 Governing Law
These Terms and Conditions are governed by the laws of England and Wales.
Any dispute arising in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.
11.4 Entire Agreement
These Terms and Conditions, together with any booking confirmation and associated Academy policies, constitute the entire agreement between Alpha Aquatics Academy and the member.
No verbal statement or informal communication shall override these Terms unless confirmed in writing by Alpha Aquatics Academy.
11.5 Acceptance
By registering for swimming lessons, making payment or attending lessons with Alpha Aquatics Academy, members confirm that they:
11.6 Version Control
These Terms and Conditions are Version 1.3 and apply from 1 September 2026.
They supersede all previous versions unless otherwise stated.
