Stourbridge Gymnastics Academy

Terms & Conditions

STOURBRIDGE GYMNASTICS ACADEMY LTD

Terms and Conditions of Membership

Effective date: 22/10/2026

Version: 2.0

These Terms and Conditions apply to all gymnasts attending Stourbridge Gymnastics Academy Ltd (SGA). By booking a trial session, registering for classes or continuing with membership, you agree to comply with the applicable terms set out below.

Where the gymnast is under 18, their parent or legal guardian is responsible for completing the registration process, providing accurate information and ensuring that the gymnast understands and follows the club rules.

1. Registration and Membership

  1. All gymnasts must be registered through the club's designated booking system, with accurate and up-to-date personal, contact and medical information.
  2. Parents/guardians must inform SGA of any changes to contact details, medical conditions, injuries, allergies or other information that may affect the gymnast's safety or participation.
  3. Membership is subject to availability, payment of applicable fees, completion of required registration and consent information, and compliance with these Terms and Conditions.
  4. A trial session does not guarantee a place in a regular class. Continued attendance is subject to availability and completion of the club's membership requirements.
  5. SGA reserves the right to move gymnasts between classes where appropriate for their development, safety, class capacity or operational requirements. Parents/guardians will be informed of any significant changes affecting their child's regular class.

2. Fees and Monthly Payments

  1. Membership fees are payable in accordance with the prices and payment arrangements displayed on the booking system or communicated by SGA.
  2. Monthly subscriptions are collected on the first day of each month using the payment method authorised during registration.
  3. By setting up a subscription, you authorise the relevant payment provider to collect the agreed fees until your membership is cancelled in accordance with Section 3.
  4. Membership fees reserve a place in the gymnast's allocated class. Fees remain payable when a gymnast misses a session due to holidays, illness, personal circumstances or a decision not to attend.
  5. Parents/guardians are responsible for ensuring that payments are made successfully. If a payment fails, please contact SGA promptly to arrange payment. Persistent non-payment may result in the suspension or termination of membership following appropriate communication.
  6. Any applicable additional fees will be communicated before they become payable.

3. Cancelling Membership

  1. To cancel a membership or monthly subscription, email stourbridgegymnasticsacademy@gmail.com BEFORE the first day of the month in which you wish the cancellation to take effect. Once a payment has been made on the 1st, without communication to cancel beforehand, this payment is non-refundable.
  2. Cancellation requests must be submitted in writing by email. Please do not assume that informing a coach verbally or missing sessions will cancel a subscription.
  3. If your cancellation request is received before the first of the month, no subscription payment will be taken for the following month, provided the cancellation has been processed.
  4. If your request is received on or after the first of the month, the month's payment may already have been collected or become due. The membership will end at the end of that paid month, and no further monthly payments will be taken once cancellation has been processed.
  5. Gymnasts may continue attending their usual classes until the end of the period covered by their final payment, subject to the club's normal rules and any safety-related restrictions.
  6. SGA will confirm cancellations where reasonably practicable. Parents/guardians should contact the club if they have not received confirmation or if further payments are taken unexpectedly.

4. Missed Classes, Closures and Refunds

  1. SGA does not offer refunds, credits or replacement sessions for classes missed due to holidays, illness, personal circumstances or the gymnast choosing not to attend.
  2. Where SGA cancels a class, we will communicate the cancellation and any applicable refund, credit or alternative arrangements.
  3. Classes cancelled because of extreme weather or circumstances outside the club's reasonable control, including where a venue is deemed unsafe (power cuts, temperatures, etc) and must close, will not be refunded. SGA will communicate any cancellation as soon as reasonably practicable and make reasonable efforts to operate safely where possible.
  4. Where a class cannot take place, SGA may offer an alternative session or other arrangement at its discretion. Any such arrangement will be communicated to affected members.
  5. Parents/guardians should ensure that their contact details are current so that important notices about cancellations, closures or changes can be received.

6.       Monthly subscriptions are based on four weeks of classes per month. Where a calendar month includes a fifth occurrence of a scheduled class day, SGA will close for one of those sessions, on the date most suitable for the club's operational arrangements. This means your monthly subscription remains the same regardless of how many weeks fall within a calendar month. SGA will endeavour to remain open during school holidays wherever possible, although classes may occasionally be affected by venue availability or operational requirements. Any planned closures will be communicated to members in advance.


5. Health, Medical Information and Attendance

  1. Gymnasts must be fit to participate in their class and must not attend if they are unwell or may pose a risk of infection to others. In particular, gymnasts must not attend within 48 hours of vomiting or diarrhoea.
  2. Parents/guardians must declare relevant medical conditions, allergies, injuries, medication requirements and additional needs during registration and update SGA promptly if circumstances change.
  3. Parents/guardians should discuss any condition or support requirement that may affect safe participation with the club before the gymnast takes part.
  4. SGA will make reasonable efforts to consider individual needs and appropriate adjustments. Participation may be restricted where a risk cannot reasonably be managed, even after adjustments have been considered.
  5. Gymnasts must arrive on time and be ready to participate at the start of their session. The warm-up is an essential part of safe gymnastics practice.
  6. SGA reserves the right to refuse entry to a gymnast arriving late if they have missed essential warm-up activities or instructions and cannot safely join the session. Missed sessions or refused entry for lateness will not be refunded.
  7. Parents/guardians must ensure that the club has accurate emergency contact details and must notify SGA of any changes.

6. Emergency Care and Accidents

  1. SGA will take reasonable steps to provide a safe training environment, follow appropriate safety procedures and respond to accidents or emergencies.
  2. In the event of an accident or medical emergency, SGA may contact the parent/guardian and, where necessary, emergency services. Where urgent action is required, the club may seek emergency assistance without waiting for a parent/guardian to arrive.
  3. By registering, the parent/guardian confirms that they authorise SGA to seek appropriate emergency assistance for their child when reasonably necessary. This does not replace the consent of the individual or any other consent required by law for particular treatment.
  4. Accidents, injuries and relevant incidents will be recorded and managed in accordance with the club's procedures.
  5. Parents/guardians are responsible for ensuring that the medical information supplied to the club is accurate and up to date.

7. British Gymnastics Membership and Personal Insurance

  1. SGA requires eligible gymnasts attending its classes to hold the appropriate current British Gymnastics membership, including the applicable insurance cover required for participation.
  2. Parents/guardians are responsible for registering their gymnast with British Gymnastics, selecting the appropriate membership level, linking the gymnast to Stourbridge Gymnastics Academy, and renewing membership when required.
  3. Please follow the club's British Gymnastics membership and insurance instructions, available through the club's communications or website. If you need assistance, email stourbridgegymnasticsacademy@gmail.com.
  4. British Gymnastics membership and insurance are separate from SGA's own insurance arrangements. Parents/guardians should review the applicable British Gymnastics membership terms, insurance benefits, exclusions and eligibility requirements directly with British Gymnastics.
  5. Gymnasts must meet the club's applicable membership and insurance requirements to continue participating. Where evidence of required cover is outstanding, SGA may restrict participation until the requirements have been met.

8. Safety, Supervision and Equipment

  1. Gymnasts must follow coaches' instructions, participate in warm-ups and use equipment only when instructed and supervised.
  2. Gymnasts must not climb on, move, dismantle or interfere with equipment without permission. This includes tampering with screws or fittings, playing with light switches, entering restricted areas or using equipment in an unauthorised way.
  3. Rough play, running in restricted areas, leaving the area assigned by a coach without permission, or any behaviour that puts the gymnast or others at risk is not permitted.
  4. Gymnasts must listen to instructions and follow reasonable safety directions, including stopping an activity when asked.
  5. Coaches may stop an activity, remove a gymnast from an exercise or restrict participation where necessary to manage a safety concern.
  6. SGA reserves the right to refuse participation where a gymnast cannot safely take part in the session, taking account of their needs, reasonable adjustments and the risks involved.

9. Inclusion and Additional Needs

  1. SGA aims to provide a welcoming and inclusive environment and will make reasonable efforts to support gymnasts with different needs and abilities.
  2. Parents/guardians should share relevant information about disabilities, additional needs, communication requirements, sensory needs or support strategies before participation or as soon as they become apparent.
  3. The club may discuss reasonable adjustments with the parent/guardian and, where appropriate, agree a plan to support safe participation.
  4. Where behaviour or support needs create a significant safety risk that cannot reasonably be managed within the available staffing, facilities or class structure, SGA may need to modify participation, recommend a more suitable class or discontinue attendance.
  5. Any decision affecting continued participation will be considered on an individual basis, with reasonable efforts to communicate with the parent/guardian and explore appropriate options.

10. Behaviour and Codes of Conduct

  1. Gymnasts and parents/guardians must treat coaches, staff, volunteers, other gymnasts and families with respect.
  2. Bullying, discrimination, harassment, abusive language, intimidation, aggressive behaviour or deliberate damage to property will not be tolerated.
  3. Gymnasts must respect other people's personal space and bodily autonomy. Unwanted touching, including repeated hugging, touching hair or other physical contact after being asked to stop, is not acceptable.
  4. Parents/guardians must communicate respectfully with staff and must not interrupt coaching or distract gymnasts during sessions.
  5. Parents/guardians should not coach or instruct their child during training, as this can conflict with the coach's instructions and create safety concerns.
  6. Parents/guardians and gymnasts must comply with the club's published Codes of Conduct and other applicable policies.
  7. Where behaviour is inappropriate, SGA may take proportionate action, including discussion with the gymnast and parent/guardian, a verbal or written warning, a safety-related restriction, suspension or termination of membership.
  8. Serious incidents may require immediate action without the usual sequence of warnings. Any decision will take account of the circumstances, safety, safeguarding considerations and applicable law.

11. Drop-Off, Collection and Parent Attendance

  1. Parents/guardians are welcome to remain in the designated viewing area where the venue permits this.
  2. If a parent/guardian intends to drop off a gymnast and leave the venue, they must inform the session coach each time so that the club knows the gymnast has been left in its care.
  3. Parents/guardians must collect gymnasts promptly at the end of their session and ensure that any alternative collection arrangements are communicated to the club in advance.
  4. Gymnasts must remain in the designated training or waiting area and must not leave the venue or supervision arrangements without permission.
  5. Parents/guardians should inform the club promptly if collection arrangements change or an unexpected delay occurs.

12. Photography, Video and Mobile Phones

  1. Parents/guardians and other spectators must not take photographs or record video in the gym or training area unless expressly authorised by SGA.
  2. If a parent/guardian wishes to record a particular skill or achievement, they must ask a coach first. Where appropriate and safe, the coach may arrange a controlled opportunity at the end of the session.
  3. SGA may take photographs or videos for coaching, training feedback, club records or promotional purposes only in accordance with its photography policy, applicable privacy requirements and the permissions obtained.
  4. Permission for promotional use of a gymnast's image is separate from acceptance of these Terms and Conditions. Declining optional promotional photography consent will not, by itself, prevent participation.
  5. Parents/guardians must not publish or share images or footage of other identifiable gymnasts without the appropriate permission.
  6. Any concerns about unauthorised photography, filming or online content should be reported to the club promptly. SGA may require removal of content where appropriate and take proportionate action in accordance with its policies.

13. Complaints and Welfare Concerns

  1. General enquiries and complaints should be submitted in writing to stourbridgegymnasticsacademy@gmail.com.
  2. Please include sufficient information for the club to understand the concern and investigate it fairly.
  3. SGA will acknowledge and review complaints within a reasonable period and communicate the outcome or any proposed next steps, subject to confidentiality and safeguarding requirements.
  4. Safeguarding or welfare concerns should be reported through the club's designated safeguarding reporting arrangements, published on the club website. If the concern involves the person normally responsible for receiving reports, or you are not comfortable reporting internally, you may contact British Gymnastics Safe Sport directly.
  5. Complaints involving a member of the management team will, where practicable, be handled by someone independent of the matter.
  6. Nothing in this procedure prevents anyone from contacting the appropriate external safeguarding body, regulator or emergency service.

14. Data Protection and Privacy

  1. SGA collects and uses personal information to administer membership, organise classes, maintain registers, communicate with families, manage payments, respond to emergencies and meet its legal and safeguarding responsibilities.
  2. Information may include names, dates of birth, contact details, medical and additional-needs information, attendance records and payment administration information.
  3. Information will be handled in accordance with SGA's Privacy Notice and applicable data protection law.
  4. Information will only be shared where appropriate and lawful, including with relevant service providers, governing bodies, emergency services or authorities where necessary.
  5. Payment information is processed through the relevant booking and payment providers under their applicable security and privacy arrangements.
  6. Parents/guardians should consult the club's Privacy Notice for details of data retention, individual rights, lawful bases for processing and how to make a data protection enquiry.

15. Club Closures and Changes to Classes

  1. SGA operates from hired venues and is therefore subject to venue availability, safety requirements and other circumstances affecting the ability to deliver classes.
  2. SGA may need to change class times, venues, coaches or arrangements where reasonably necessary for safety or operational reasons.
  3. The club will make reasonable efforts to notify affected members of significant changes as soon as practicable.
  4. Where a venue becomes unavailable or a session cannot safely proceed, SGA will communicate the arrangements in accordance with Section 4.

16. Limitation of Liability

  1. SGA takes reasonable steps to manage the risks associated with gymnastics, including appropriate supervision, safety procedures and equipment checks.
  2. Gymnastics is a physical activity that carries an inherent risk of injury, even when reasonable precautions are taken. By registering, the parent/guardian acknowledges these inherent risks and confirms that the gymnast is suitable to participate, subject to any medical advice or adjustments required. Any medical concerns or reasonable adjustments required need to be presented in writing to SGA.
  3. Nothing in these Terms and Conditions excludes or limits any liability that cannot lawfully be excluded or limited, including liability for death or personal injury caused by negligence, fraud or any other liability that applicable law does not permit SGA to exclude.
  4. Subject to the above, SGA is not responsible for loss of or damage to personal belongings that are brought to the venue, except where liability arises under applicable law.
  5. Parents/guardians should ensure that valuables are not brought to sessions unnecessarily.

17. Changes to These Terms and Conditions

  1. SGA may update these Terms and Conditions when necessary, including to reflect changes in law, governing-body requirements, insurance arrangements, venue procedures or club operations.
  2. Parents/guardians will be notified of any changes made to the Terms and Conditions. By signing the original consent form, parents/guardians acknowledge that their consent to the Terms and Conditions remains in place following notification of any changes, unless they explicitly state that they do not agree.
  3. The current version will be made available through the SGA website and/or booking system. Parents/guardians are encouraged to review it periodically.

18. Contact Details

Stourbridge Gymnastics Academy Ltd

Email: stourbridgegymnasticsacademy@gmail.com

Website: www.stourbridgegymnasticsacademy.co.uk

For membership queries, cancellations, general complaints or requests for club policies, please contact us using the email address above.

By registering for or continuing to attend SGA classes, and signing our consent form, you confirm that you have had the opportunity to read these Terms and Conditions and agree to comply with the applicable requirements.

End of Terms and Conditions