Harrogate School of Swimming LTD Terms and Conditions

Updated September 2026

1. Overview

Harrogate School of Swimming LTD is responsible for managing swimming lessons at Belmont Grosvenor, Duchy College (formerly HLC) & Willow Tree Primary School.

2. Booking, Cancellations, and Payments

2.1 Group Bookings

Bookings

Weekly lessons do not occur during school holidays, although we often run holiday intensive sessions which are booked separately. Bookings are only confirmed once full registration and Swimphony account setup are complete.

Cancellation / Refunds

We have a strict no refund policy except in extenuating circumstances, such as broken limbs or operations, considered on a case-by-case basis. Missed lessons cannot be credited.

In the event of a pool closure, we will attempt to notify customers as soon as possible. A credit will be applied to the next monthly payment or a replacement lesson will be offered, but this is not obligatory. If a swimmer is not returning for the next term, a refund for the cancelled lesson will be issued.

Payments

Group lesson payments and invoices are managed through Swimphony. Payments are taken via Stripe through your Swimphony account. Upon entering your card details, a monthly payment will be set up. There are 11 payments per year (no payment in July). Payments are invoiced on the 1st of each month and taken on/around the 7th, covering the following month's lessons. You will only pay for the number of lessons scheduled in the upcoming month. Credits, where applicable, will be applied to the next month's payment. Parents can manage the saved card in the Swimphony member hub. For cancellations, we will inform you of the last payment date and no further payments will be taken beyond that date.

Group Cancellation Policy

We require four weeks' notice to cancel lessons. Notice periods run from the date notice is given — for example, if notice is given on 23rd September, the four-week period runs to 21st October, and lessons will continue, and be charged for, until that date.

2.2 Private Lessons

Bookings

Lessons are booked on a half-termly basis, running until the last lesson of the term. Bookings are confirmed only after full registration and Swimphony account setup are complete.

Cancellation / Refunds

Once registered for a block of private lessons, no refunds are given for missed lessons. If you cannot attend, inform us at the earliest convenience. We will try to find a replacement swimmer, but if unsuccessful, you will still be charged. In extenuating circumstances, such as broken limbs or operations, refunds/cancellations will be considered on a case-by-case basis. In the event of a pool closure, we will refund the affected lesson or provide a credit, depending on the point reached in the term.

Payments

Payments for private lessons and invoices are managed through Swimphony. Payments are taken via Stripe through your Swimphony account. Upon entering your card details, a payment will be set up for the committed half-termly block. Credits, where applicable, will be applied to the next month's payment. Parents can manage the saved card in the Swimphony member hub. For cancellations, refunds for cancelled lessons will be issued if applicable.

3. Terms and Conditions for All Venues

3.1 Change of Details

Please inform us of any changes to address, contact details, your swimmer's medical information, or Guardian/Carer details.

3.2 Communication

We will only contact you regarding matters related to Harrogate School of Swimming and will never share your contact details with third parties. We may contact you via email and SMS with Harrogate School of Swimming news.

3.3 Data Protection

All data is protected under the Data Protection Act 2018.

3.4 Child Protection

We work in line with the relevant legislation, including the Children Act 2004, and comply with the relevant safeguarding guidance. For your child's benefit, we may physically assist them in the pool. We work in line with Swim England child protection guidance and will ask for consent before making physical contact with children.

4. Practicalities

• Do not wear outdoor footwear within the pool buildings. Use overshoes or remove footwear.

• Swimmers over 8 should use the appropriate changing rooms. Parents should also use appropriate changing rooms to enter the poolside.

• Ensure swimmers wear appropriate swimwear. Goggles are recommended but not mandatory.

• Swim caps must be worn at all venues. The first swim cap is free; replacements must be purchased if lost.

• Avoid eating a large meal before swimming; wait at least an hour after eating.

• No swimmer should enter the pool area without a member of Harrogate School of Swimming staff present.

Photography

Capturing images or videos using any device is strictly prohibited by spectators. We may occasionally take videos and photos for promotional and educational purposes. If you do not wish for your swimmer to be photographed, we will ensure footage is not captured of this swimmer.

Lost Property

Harrogate School of Swimming LTD is not responsible for damage to, or loss of, personal property at our sites. Please do not bring valuable items to swimming lessons, or keep them on you at all times.

Parking

Please adhere to parking instructions given at booking. Vehicles and their contents are left at the owner's risk.

For Willow Tree Primary School afternoon sessions (4–6pm), parents can use the main car park — the gate code will have been sent to you. For all other sessions, we advise parents park on residential streets outside the school.

For Belmont Grosvenor, we ask that parents park in the top car parks and walk down to the pool. Parking outside the swimming pool itself is strictly prohibited.

For Duchy College (formerly HLC), parents can park in the main car park and walk to the pool, following the swimming pool signs.

Behaviour

Unruly behaviour towards staff or others, damage to premises, or failure to follow instructions will result in termination of lessons without credit or refund. Our teachers are empowered to manage behaviour in lessons and have the right to ask swimmers to leave the pool if their behaviour is dangerous or unacceptable.

5. Company Details

Harrogate School of Swimming LTD

Company Number: 09241269