Definition of Terms

Service Provider: Little Legends Ltd, of registered address, 4 Bromfelde Road, CM11 2XT.

Pool Venue: Designated pool premises utilised by the Service Provider for the delivery of swimming lessons to you the Client. 

Teacher(s): A Swim England, STA or equivalent, fully qualified Swimming Teacher or Coach with National Rescue Award or updated NPLQ, and where appropriate, a Swim England, STA or equivalent, qualified Teaching Assistant, with full Institute of Swimming insurance and an Enhanced DBS Disclosure from England and Wales

Swimming Course / Course:  Pre-agreed swimming lessons of approximately 25 or 55 minutes in length, either in a group, one-to-one, or one-to-two format.

Client(s): Responsible adult, parent, or guardian of Swimmer

Learner(s): Swimming learner(s) and participant(s) registering for a Swimming Course with the Service Provider

Commencement date: The start date of the Swimming Course as allocated by the Service Provider to the Client upon successful booking confirmation via email. 

Definition of Services

The Service Provider will provide the Learner(s) with a Swimming Course, delivered by the Teacher(s) from within the pool at a hired Pool Venue.

Each lesson will consist of appropriate aims and objectives set out by the Teacher(s) to develop and improve the Learner(s) swimming ability in accordance with the Swim England Learn to Swim Scheme.

The Client can expect the Service Provider to deliver a controlled and safe teaching environment for the Learner(s) whereby all reasonable effort has been made to reduce the potential for harm, with one or more Teacher(s) qualified in appropriate first aid training (training certificates can be provided upon request).

Booking, Lesson Fees, and Payment Terms

Courses run throughout the year in accordance with term dates advised in advance of booking. 

When first signing up to swimming lessons with the Service Provider, details of the course you are booked into, the Course cost, the dates and times during the first term and the Pool Venue will have been agreed with you in advance.

Full payment for the Course cost is required a minimum of 21 days prior to the Commencement Date unless otherwise agreed by the Service Provider due to an agreed late registration. 

The Service Provider will email the Client in advance of re-booking a Course up to 28 days before the new Course start date. Course re-booking will be required a minimum of 21 days prior to the commencement of the new Course via an agreed payment method with the Service Provider. 

Adverse Weather

The Service Provider is under no obligation to refund any amount for lessons that may be missed due to local adverse weather when the Pool Venue and environs are safe and accessible and a lesson has proceeded. We regret that we are unable to offer refunding or rescheduling of lessons in the event of adverse conditions local to yourselves preventing you from attending a scheduled class.

Changing Room Policy

This Changing Room Policy outlines the guidelines for the use of changing rooms at our swim school, ensuring the safety and well-being of all members, especially children and vulnerable adults. This policy is based on the guidance provided by Swim England and aims to create a safe and comfortable environment for everyone.

Shared Changing Facilities:

All changing rooms at our pool venues have separate male and female changing rooms and are not mixed or gender-neutral facilities and all swim school members should familiarise themselves with the layout and any signage in place.

Behaviour in Changing Rooms:

All members must adhere to the below Code of Conduct in the changing rooms.

 

Changing should not take place in any corridor areas to ensure safeguarding.

 

Adult members, especially during times when children are present, should change in the changing room according to their sex at birth, and MUST make use of shower cubicles or toilets to change or wait until a suitable space becomes available.

 

Adults should change appropriately and be mindful of the presence of children.

 

Parents/guardians should not be alone in the changing room while other children that they are not responsible for are changing.

 

Children aged 8 or older must change in the appropriate changing room according to their own sex at birth. Parents/guardians should encourage and teach children to change independently as early as possible. 

 

If a child aged 8 or older is unable to change themselves without support from a parent/guardian then they should be accompanied by their responsible parent/guardian of the same sex as the child. 

 

If it is not possible for a parent/guardian of a child aged 8 or older of the same sex to attend their lessons, the child must be changed in one of the following segregated areas:

Shower cubicle in the appropriate changing room according to the gender of their responsible parent/guardian
Toilet cubicle inside or outside of the changing room
All children under the age of 8 who require support in the changing room should be changed in the changing room according to the sex at birth of their responsible parent/guardian. 

 

Where children are present and changing in the changing rooms, staff members changing at the end of a teaching session must use a toilet or shower cubicle to change if it is not possible to wait for the children to leave before entering. 

 

The only other time staff members may be present in the changing room will be to perform cleaning duties in between lessons but will avoid doing so while others are changing where possible. 

 

Communication and Enforcement

This policy must be adhered to by all members and their parents/guardians upon joining.

Regular reminders and updates will be provided to ensure continued awareness and adherence. If you have any questions or concerns about any details within this policy, please contact the Welfare Officer via email to: info@littlelegendsswim.co.uk and we will review and make any necessary changes accordingly. 

Any breaches of this policy should be raised immediately to one of the Little Legends team on site or to the Welfare Officer and any non-compliance will be addressed swiftly to ensure the continual safety of all members.

By following this policy, we aim to provide a safe, respectful, and enjoyable environment for all our swim school members. For any questions or further information, please contact our Welfare Officer.

Video and Photography

It is forbidden under all circumstances to use any audio-visual recording equipment including mobile phones in the changing rooms permitted for use at your Pool Venue as is the Service Provider’s policy. 

It is customary for attending family and friends of a Learner should feel very comfortable taking photographs or video footage of their children during the lesson, however, we request that all visitors remain sensitive to the feelings of others, always stop filming immediately if requested to do so and avoid posting anything on the internet or in any publication that features another Learner without the Service Provider’s explicit permission.

We must also adhere to individual pool rules, which may not permit the use of photography or filming of any kind and we will inform you if this is the case with your pool. Please respect the instruction or decision from Pool Venue or teaching staff regarding this matter. 

As a minimum requirement of this Service, the Service Provider shall occasionally take video recordings of swimming lessons to help us with ongoing service improvement, teacher training and Learner assessment. All recorded video will be securely held for a reasonable time only and securely destroyed when no longer required.

The Service Provider may also take photographs of the Learner(s) during a swimming lesson or while receiving their achievement awards and badges to use these for promotional and publicity purposes. Please indicate in the “Client Consent and Signature” section below, whether you consent to the sharing of these photographs via our social media pages, on our website or in future newsletters.

Any breach of this policy will result in necessary action taken by the Service Provider requesting the immediate removal of all unauthorised material and the potential withdrawal of service to the Client. 

The Service Provider cannot be held liable for the actions of third parties and, therefore, excludes to the fullest extent possible by law, any liability arising from a breach of this section headed “Video and Photography” by any party.

Valuables and Jewellery

All property left in changing rooms where permitted for us or on the poolside and all property left on your Pool Venue site, on journey to, during and after your allocated swimming lesson, is left at your own risk. The Service Provider cannot accept any responsibility for the loss or damage of any personal possessions. Please remove all jewellery or valuable items from the Learner(s) before entering the water.

Medical Conditions

You will be asked for any existing medical conditions of the Learner(s) booked into the Course at the end of these Terms and Conditions of Service. You agree to inform us of any changes, as soon as you are aware of them. All information will be kept strictly confidential and in accordance with all applicable laws herein stated under the section, “Data Protection”. 

Illness

Should the Learner have, or develop, any known or suspected medical condition, you must please consult your doctor before bringing them swimming and inform the Service Provider either via the bottom section of this form or (if at a later date) in writing via email or post. All information received is treated in confidence and with sensitivity.

Never bring the Learner 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.

In the instance of sickness and diarrhoea your child must have been clear of all symptoms for at least 48 hours before attending a lesson.

The Teacher may refuse entry to the pool if they reasonably believe that your child is not well enough to participate.

In accordance with government guidelines, If a staff member (or someone in their household) or a customer has symptoms of COVID-19 or a positive test you must remain isolated in accordance with up-to-date government guidance for possible or confirmed coronavirus (COVID-19) infections and keep us informed. 

Cancellations and Refund Policy

Although the right to cancel under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 does not apply to the Service Provider, when you first become a client of the Service Provider, you may cancel your contract with the Service Provider within 7 days of the date you received a copy of these Terms and Conditions and up to 14 days before the Commencement Date and we will refund you any monies paid (subject to an admin deduction where online card or direct debit payment has already been taken). 

As a new Service Provider client you have the right to cancel at any time prior to 14 days before your course begins and we will refund your money. Should you cancel within 14 days prior to the Commencement Date (up to 5.30pm the evening before) any refund issued will be relative to any potential business loss suffered due to the inability of a Course to proceed based on required class numbers and pool rental costs paid or owed to the Pool Venue to hold the Course. 

After the commencement of the first lesson on the booked Course the Service Provider is under no obligation to refund any part of the course fee and will only do so on business discretion subject to any potential business loss suffered, hitherto mentioned.

If you are an existing client and do not wish to be re-booked onto a course for the next term, we would kindly ask you to inform us via telephone or email within the re-booking period as detailed in the Booking section above to enable us to fill your space. 

The Service Provider is under no obligation to refund or transfer your money in the event that you are unable to attend part of or the entire course, unless otherwise specified above. We regret that we are unable to offer an alternative for missed lessons, as unfortunately, we do not have sufficient teaching staff members or pool availability to do so. 

In the instance that a pool cannot be used in the short term, we will endeavour, where possible, to reschedule your lesson. In this instance the Service Provider is not responsible for any travel expenses incurred. In the event of us having to cancel a lesson we will issue a refund to you within 7 working days.

Where a pool is not available on a longer term basis (in excess of one week), on public health or other grounds outside our control (not including operational issues with the pool), then we cannot be responsible for providing any further lessons to you during that time.

If this occurs, and in the event that it is not possible to reschedule the classes, we will either refund the unused balance of your course fees or recompense you in services or refunds in a future term.

Withdrawal of Service

The Service Provider and Teacher may at its own discretion refuse entry to a client to a booked lesson and any future lessons on the Course if it is felt that the client’s behaviour or the behaviour of those associated with the client is unreasonable.

The Service Provider shall then have the right to terminate the contract without further notice and without being required to offer any credit or refund to the Client and the Client shall not be accepted for any future Course delivered by the Service Provider. 

Pool General Rules /Poolside Health & Safety

As stated above, the Client agrees to be bound to the Terms and Conditions of Service as stated herein and any Pool Venue specific ‘General Terms and Useful Information for New Clients’ as communicated via email when booking or re-booking, or as notified to the Client and updated from time to time. The general instructions detailed below relate to our standard pool rules and health and safety guidelines but shall be superseded if Government-enforced social distancing rules are ever in effect.

No one should enter the Pool Venue without a Service Provider member of staff’s authorization and specific instruction to do so. 

The Learner(s) and Client(s) should arrive at the designated lesson collection point wearing suitable swimming attire, and fitted with a swimming cap and goggles, if requested to do so by the Service Provider. 

Arrival time should be no more than 5 minutes before the start of each lesson and (in the case of independent child Learner(s)) should be collected from the designated pick-up point, as specified to you during initial booking. No child will be released until they are collected by the appointed Client(s). The Client(s) must remain in the designated waiting area for the duration of the lesson or in accordance with the corresponding Pool Venue ‘Terms of use’. 

No outer footwear should be taken onto the poolside or into changing rooms where applicable at your Pool Venue and all participants shall be required to walk barefoot once on the poolside if they do not possess suitable slip on pool shoes. Outdoor footwear should be removed before entering the pool and can be put back on upon exiting the pool (in the case of a child with support from the Client(s) where necessary).

Whilst waiting to collect the Learner(s), please keep poolside noise down to a minimum so that all lessons can take place in a calm and peaceful atmosphere. 

Should a lesson already be in progress or about to start and have to be cleared on the grounds of health and safety then we are under no obligation to refund the lesson or part thereof.

There must be no food or drink consumed anywhere within the Pool Venue. 

Always adhere to pool rules at the nominated Pool Venue.

All swimmers and any associated persons in attendance are expected to observe the Service Provider’s no-smoking policy in or around the pool premises.

Safeguarding

The Service Provider is committed to providing good child safeguarding practice for all and we have adopted the ASA Safeguarding Policy – Wavepower, a copy of which is held by the Service Provider Address/Office or can be viewed and downloaded from www.swimming.org. Our policy is one where we accept that good safeguarding and fair play is paramount for all of our swimmers.

If you have a question or concern regarding child welfare, the Service Provider should be informed on 07459 182 508 or via info@littlelegendsswim.co.uk. Alternatively, there is a dedicated helpline for anyone wishing to raise a safeguarding or welfare concern directly to the ASA called Swimline on 0808 100 4001.

If the child is at immediate risk of significant harm, then call the Children and Families Hub on 0345 603 7627 and ask for the 'Priority Line' or contact the local Police. 

Teacher

The Service Provider and its Teacher(s) are fully Swim England (ASA) or STA qualified, IOS insured, and possess an Enhanced DBS Disclosure from England and Wales. There shall be one or more Teacher(s) qualified in appropriate first aid training provided during each lesson to ensure the safety of all participants.

The Service Provider provides a teacher and a teaching assistant for your booked Course where appropriate due to class size. If a teacher is unavailable to teach a lesson, the Service Provider will either provide a suitable teacher as a short-term replacement for the single lesson, make necessary adjustments to the lesson structure and delivery to ensure the safety of the Learner(s), or will refund the cost of the affected lesson to you at their sole discretion. 

Block Booking Payment via Direct Debit

1. Agreement to Terms

By choosing to pay via Direct Debit using our online third-party provider, GoCardless Ltd, you agree to the following terms and conditions, which govern the use of this payment method for our services. These terms are in addition to any other terms and conditions provided by us and should be read in conjunction with them.

2. Direct Debit Payments

2.1. Payment Schedule: Payments will be automatically debited from your nominated bank account on a set date each month, which will be outlined in your payment plan via GoCardless. Depending on your allocated venue as agreed with you in writing, you will be required to make up to 11 consecutive monthly payments per annum. It is your responsibility to ensure that sufficient funds are available in your account on the expected due dates. There shall be no payment taken on the 11th and/or 12th anniversary of the payment plan according to your agreed number of monthly payments per annum. Payments will automatically continue on the annual renewal date of your set payment date each year unless you notify us in writing of cancellation.

2.2. Failed Payments: If a Direct Debit payment fails due to insufficient funds, incorrect account details, or any other reason, you will be notified, and a new attempt may be made to process the payment. Any additional fees or charges incurred due to failed payments will be your responsibility.

2.3. Payment Plan Adjustment: We reserve the right to adjust your payment plan in line with any changes to the services provided or fees charged. You will be notified in advance of any changes to your payment schedule or amounts and reserve the right to cancel before these changes take effect.

3. Cancellation of Direct Debit

3.1. Notification: You may cancel your Direct Debit payment plan at any time by providing us with written notice at least 10 working days before the next scheduled payment. Notifications should be sent via email to info@littlelegendsswim.co.uk.

3.2. Outstanding Payments: Upon cancellation, any outstanding payments for services already provided will become due immediately. If cancellation occurs during an ongoing term, there shall be no refund for any remaining lessons yet to be received according to the agreed lesson dates you have paid for in advance.

4. Missed Lessons

4.1. No Guarantee of Catch-Up Lessons: If you or your child misses a lesson for any reason, including illness, personal commitments, or other circumstances, we cannot guarantee that a catch-up lesson will be provided.

4.2. No Transferred or Carry-Over Lessons: Lessons missed during a term will not be carried over to a new term and cannot be transferred for any other use. The missed lessons will be forfeited, and no refund or credit will be issued.

5. Refund Policy

5.1. No Refunds: Payments made via Direct Debit are generally non-refundable, except in circumstances where services have not been provided due to an error on our part or other exceptional situations as determined at our discretion and detailed to you in writing.

5.2. Service Disruptions: In the unlikely event that we are unable to provide the services for which you have paid, we will either arrange for alternative lessons or offer a credit for future use.

6. Amendments to Terms

6.1. Right to Amend: We reserve the right to amend these terms and conditions at any time. Any changes will be communicated to you in writing, and published herein, and continued use of the Direct Debit payment option will constitute acceptance of the amended terms.

7. Contact Information

For any inquiries or to discuss your Direct Debit payment plan, please contact us at:

• Email: info@littlelegendsswim.co.uk
• Phone: +447459182508

By agreeing to these terms and conditions, you acknowledge that you have read, understood, and agree to be bound by them.

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.

Disclaimer / Exclusion of Liability

In the absence of any proven negligence, lack of due diligence or breach of duty by the Teacher and Service Provider, the participation of you, your spouse/partner, child or those in whose care you have placed your child for the purpose of attending or observing the Service Provider’s swimming lessons is done so entirely at your and their own risk.

Data Protection

The laws that govern personal data in the UK are:

The Data Protection Act (1998)

REGULATION (EU) 2016/679 OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation) (“GDPR”).

The independent authority that upholds information rights in the public interest in the United Kingdom is the Information Commissioner’s Office (the “ICO”). Further information can be found at https://ico.org.uk.

Who is The Service Provider?

Registered address and contact information: Little Legends Ltd, 4 Bromfelde Road, CM11 2XT.

Email: info@littlelegendsswim.co.uk

Website: http://www.littlelegendsswim.co.uk

Information we may collect from you

The Service Provider may collect information from you because we have a legal reason (allowed by law or under contract) to collect the information, or because you have consented for us to do so for a specific purpose.

Information you give us

You may give us information about you with your consent, for example:

By filling in a form or sending us an e-mail

This information may be personal, financial, educational and/or related to another person with whom you have authority to act on behalf of.

You may give us information for legal reasons, such as to enter into a contract with us, when you are buying goods or services from us, or when you are taking a job at The Service Provider.

How do we use your information?

We may use the information we collect from you when you register, make a purchase, sign up for our newsletter, respond to a survey or marketing communication, surf the website, or use certain other site features in the following ways:

      • To follow up with them after correspondence (Facebook messenger, email or phone inquiries)

Why does The Service Provider collect personal information?

We collect information for the some or all of following reasons:

To provide services to you after you have signed or made a booking for our range of swimming lesson services or packages.
To provide information about products or services you have shown interest in purchasing within a reasonable time afterwards, if you are already an existing customer.
To provide information to you about products or services you have purchased from us, or related products or services
To employ you or consider you for employment
To provide goods or services to you under contract
For legal reasons, for example, if you have entered into a contract with us
To provide information to you about our products and services if you have consented to receive it.

What legal basis does The Service Provider have for processing my information?

We may process your information because:

We have a contract with you
You have given us permission to do so
We must provide services to you after you have purchased something from us
To comply with the law.
All of these reasons are reasons The Service Provider may legally process the information we have about you.

Who might The Service Provider share your information with?

We may share your personal information with third parties, either because you have consented to allow us to do so or for legal reasons. For example, we may share your personal information with:

With third parties because you have given consent
With third parties who provide shipping or publishing services because you have purchased goods or services
Other reasons The Service Provider may share your personal information with a third party

If The Service Provider or substantially all of its assets are acquired by a third party, personal data held by us about its customers will be one of the transferred assets of the company.

In addition, The Service Provider will share your personal data with third parties for the following reasons:

If The Service Provider must comply with a legal obligation
To enforce or apply our Website Terms of Use, Legal Notice, or other agreements
To protect the rights, property, or safety of The Service Provider, our customers or others
We will exchange information with other companies or organisations to prevent fraud or to reduce our credit risks.
Aggregated or anonymised data with personal information removed
The Service Provider may, from time to time, provide third parties with data that has been aggregated or anonymised.
This means that your personal information that could be used to identify you have been removed from the data. Data provided to third parties in this way is not personal data; however, you do keep your right to object.

Where we store your personal data

We primarily store and process your personal data in the EU/European Economic Area (“EEA”). If we do transfer your personal data outside the EEA it will be because you have consented or because we have a legal reason to do so.

Some examples of reasons your data may be processed outside of the EEA include:

Payment processing

If your personal data cannot be processed within the EEA, we will:

Comply with all other data protection principles
Make sure we have assessed the adequacy of protections in all other cases.
Access to your stored personal data via password
Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Transmission and storage of your personal data

Unfortunately, the transmission of information via the internet is not completely secure. Although we use best practice to ensure your data is encrypted to the standard required in the GDPR to protect your personal data, we cannot guarantee the security of your data as it is transmitted and stored.

How long will you keep my personal information?

The Service Provider will not retain your personal information for longer than required.

We will keep your personal information:

For as long as required by law
Until we no longer have a valid reason for keeping it
Until you request us to stop using it.
We may keep just enough of your personal information to ensure that we comply with your requests, not to use your personal information or comply with your right to erasure. For example, we must keep your request to be erased even if it includes your personal data until such time as you are no longer our customer.

If you have questions about our Data Retention Policy, we can provide you a copy. Please contact: info@littlelegendsswim.co.uk

What if I chose not to give you my personal information?

If the personal information is necessary in order to supply goods or services to you under a contract between you and The Service Provider, then we will not enter into that contract or provide the services or goods if you do not give us your personal information.

Your Rights

The Service Provider will respect your legal rights to your data.

Below are the rights that you have under law, and what The Service Provider does to protect those rights:

What The Service Provider does to protect your rights

The right to be informed The Service Provider is publishing this Privacy Notice to keep you informed as to what we do with your personal information. We strive to be transparent about how we use your data.

The right to access You have the right to access your information. Please contact info@littlelegendsswim.co.uk if you wish to access the personal information The Service Provider holds about you.

The right to rectification If the information The Service Provider holds about you is inaccurate or not complete, you have the right to ask us to rectify it. If that data has been passed to a third party with your consent or for legal reasons, then we must also ask them to rectify the data. Please contact info@littlelegendsswim.co.uk if you need us to rectify your information.

The right to erasure This is sometimes called ‘the right to be forgotten’. If you want The Service Provider to erase all your personal data and we do not have a legal reason to continue to process and hold it, please contact info@littlelegendsswim.co.uk.
The right to restrict processing You have the right to ask The Service Provider to restrict how we process your data. This means We are permitted to store the data but not further process it. We keep just enough data to make sure we respect your request in the future. If you want Us to restrict the processing of your data, please contact info@littlelegendsswim.co.uk.

The right to data portability The Service Provider must allow you to obtain and reuse your personal data for your own purposes across services in a safe and secure way without this affecting the usability of your data. Please contact info@littlelegendsswim.co.uk if you want information on how to port your data elsewhere. This right only applies to personal data that you have provided to Us as the Data Controller. The data must be held by Us by consent or for the performance of a contract.

The right to object You have the right to object to The Service Provider processing your data even if it is based on Our legitimate interests, the exercise of official authority, direct marketing (including data aggregation), and processing for the purposeless of statistics. If you wish to object please contact info@littlelegendsswim.co.uk

The right to withdraw consent If you have given Us your consent to process your data but change your mind later, you have the right to withdraw your consent at any time, and The Service Provider must stop processing your data. If you want to withdraw your consent, please contact info@littlelegendsswim.co.uk

The right to complain to a Supervisory Authority You have the right to complain to the ICO if you feel that The Service Provider has not responded to your requests to solve a problem. You can find their contact details here: https://ico.org.uk/concerns/