Terms and Conditions
Oxford Swimming Academy provides these Terms and Conditions with a view to ensuring that all swimmers have the correct information and terms of agreement prior to booking classes, and during attendance in classes with us.
Should you have any questions surrounding any of these terms and conditions, please ensure you contact the Oxford Swimming Academy office prior to rebooking/topping up your account. Making payment for lessons will be taken as acceptance of these terms and conditions.
Our registered address is 2 Grimsdyke Farm Cottages, Kiddington, Woodstock, OX20 1BH. Please call our office number - 07870 662483 or email us: , or send us a message through our website enquiry form.
Please note that in these terms and conditions, 'in writing' also includes the use of email.
Enrolment Conditions and Booking
Full payment is required at booking, and class places are not guaranteed without this. Booking of a class with payment must be completed before the payment deadline which will be sent with this booking information and is 48 hours after completion of a trial class. If payment is not received, then the class space will be opened back up to the waiting list and may no longer be available for you to book.
Initial payment should be made using the direct transfer bank details given. Once this has been received, confirmation will be sent within one working day. All proceeding payments should be made online via the Home Portal. Automated confirmation of the booking will be sent. If you do not receive this confirmation, please check your junk mail to ensure it has not gone there, and if not, please contact the office.
Trial classes will be allocated on a first come, first served basis. Free trial classes are only available as one per swimmer. If the level does not fit or your instructor is not happy that the place is correct, then this trial class will not be the full half hour. Your child/you will be assessed and then asked to leave the class, and get changed. The office will then be in touch to offer the appropriate class places which can be booked.
Re-enrolment and Topping up
Classes run on a continuous programme, and lessons must be topped up to ensure that your class place is held. Please note that should you book on after a school holiday break, or if you make smaller payments each time, your booking will not match up exactly with term dates and lessons will be carried across holiday dates. If you book 5 classes, and 1 is a Bank holiday for example, you will not be charged for the lesson not running and your date of expiry will be 6 weeks time.
Once you have 2 classes remaining on your current booking, you will be contacted by email to confirm that it is time to make payment for the next set of lessons. Payment for these classes should be made online via the ‘Home Portal’. If payment is not received, then a second email will be sent when there is only 1 lesson remaining. If we do not receive payment before the date of your last booked class, then your class place will end and no further lessons may be attended. Please ensure that all payments are completed in order to retain your class place, and that you contact the office in advance of this date if there are any problems or if you would like any advice.
We are unable to permit anyone to swim if they are not on the register for that day and your instructor will advise you to contact the office of you are not on the registers. We hold no responsibility to let anyone swim who is not on the register, and are not responsible for any delays in booking if you have not received a top up communication/payment confirmation/missed communication or have not used the correct system to make payment.
In the event the lesson in question is out of office hours, please leave a message and we will arrange for you to book back in to attend from the following week.
Completion of a top up will result in a confirmation email. If you do not receive this, then your top up has not been completed/you are not guaranteed to be booked in, and you should contact the office before expiry of your booking. Please ensure that all top up emails are received (including initial booking confirmation), and Oxford Swimming Academy is not responsible for any missed communication. If you are unable to top up, contact must be made to the office before the booking expires to resolve this..
Please note that should you not top up online using the Home Portal system in time, and let your booking expire, we reserve the right to apply an admin fee of one lesson price upon rebooking with the office.
Places are allocated on a first come, first served basis. There is a set maximum number of participants in each class, so if we are unable to confirm a class place, you will be added to the waiting list. As soon as a class place in the appropriate class/level becomes available, we will notify you. If you no longer wish to be on the waiting list, please notify us as soon as possible.
If you wish to cancel a booking which has been confirmed with payment, up to 7 working days before the first lesson, then we will charge 10% of the term fees that were paid and the remainder refunded. If you wish to cancel a booking, which has been confirmed with
payment, 7 working days or less before the booking start date, then we will charge 25% of the booking, and the remainder will be refunded.
If you are unable to attend a class for any reason, please let the office know. We will try to offer a catch up class where possible, at an alternative day/time/venue. Please note that this lesson can't be added to the end of a block of lessons.
Private classes require at least 48 hours notice to ensure that they are not charged for the lesson. If you are unable to attend a class, please let us know as soon as possible so we can offer the space to someone else. Classes will be charged as normal should we receive less than 48 hours notice. We will try to offer a catch up class where possible, at an alternative day/time/venue. Please note that this lesson can't be added to the end of a block of lessons.
Private classes held at private venues require a minimum of 24 hours notice to ensure that they are not charged for the lesson. If you are unable to attend a class, please let us know as soon as possible so we can offer the space to someone else. Classes will be charged as normal should we receive less than 24 hours notice. We will try to offer a catch up class where possible, at an alternative day and time if this can be arranged with your instructor. Please note that this lesson can't be added to the end of a block of lessons.
Catch up classes will only be offered if available, and only at another day/time/venue, and if you are in paid up lessons.
Refunds and Credits are not given if a child refuses to enter the pool for their first lesson(s). We will work with you to encourage them, and to find a more suitable pathway for them to begin their swimming journey if needed.
Oxford Swimming Academy reserves the right to change or cancel a course at any time. Arrangements will be made to reschedule where possible and it not, refunds will be payable on lessons booked.
Please ensure the office is notified as soon as possible so they can let the instructor know. Oxford Swimming Academy will provide the same notice period where possible should the instructor not be able to attend the lesson and contact will be made as soon as possible.
When making an initial booking with us, if answering ‘yes’ to any medical conditions, and you complete your booking with payment, you are confirming you have checked all conditions with a medical professional prior to starting classes. Oxford Swimming Academy takes no responsibility for any incidents/accidents or ill health that may arise from swimming with known, or unknown medical conditions.
Medical conditions applies to ongoing health, for example but not limited to, eye sight/hearing, asthma, epilepsy, allergies, learning needs and heart conditions. Any Medical Conditions must be disclosed for the health and safety of all involved in lessons, and we take no responsibility for any incidents, accidents or ill health that occurs from swimming in classes, and from the non disclosure of these conditions.
The responsibility in this booking is also included of those medical conditions relating to any relative/carer who may bring your child swimming. If you have any updated Medical Conditions for either yourself or a child, you must ensure that the office is made aware of these in writing, and not just to the instructor in class.
Medical conditions must be disclosed to Oxford Swimming Academy regarding the health of the parent/carer, the child(ren), or those who you have placed your child(ren) in care with for the purpose of attending swimming lessons. All information received is treated with sensitivity, but is vital to the health and safety of all swimmers. This information is kept on our system, and not shared with any other party, other than the note for the instructor taking the class.
If a swimmer has a serious long-term health issue, an operation, or has been given a medical reason why they are not able to swim, please contact the office as soon as possible. Oxford Swimming Academy will decide, subject to seeing a medical certificate where required, and will decide if these lessons can be transferred to the following term. (This is at the discretion of the Oxford Swimming Academy office, and applies to lessons moving forwards – no backdated lessons can be included).
Pool Closure/Unexpected Venue closures
Should a class be cancelled at 'last minute' by us, we will contact you via both email and text using our automated system with as much notice as possible. Oxford Swimming Academy takes no responsibility for any costs incurred in the event these are not received, or are not sent/received before you arrive at a venue, or for any missed communications if your contact details are not kept updated or not provided to us.
If a venue is closed for any reason before the start time of the class, then we add the cost of one lesson to your account. If we have a catch up lesson for you, then this will be offered as a replacement session and if attended then no credit or refund will be applicable. If the new term is not booked and no replacement session is attended, then the lesson will be refunded.
If a half hour lesson is stopped for any reason with 15 or more minutes completed, then no catch up lesson or refund will be offered to any swimmers. Please note that this is at the instructor’s timings and the Oxford Swimming Academy’s office discretion. If less than 15 minutes of the lesson have taken place, then a catch up lesson offered., or a credit will be applied, or refund applicable if no further lessons have been booked.
Please ensure that you take all items and belongings home with you after swimming. If an item is left behind, please contact the office directly and we will do our best to locate this for you. Oxford Swimming Academy takes no responsibility for any damage or loss of property or articles left on premises (whether in the pool, changing rooms, or entrances, grounds or car parking areas).
Parking and On Site Speed Limits
All swimmers, parents/carers or spectators must ensure that they park with due care and consideration, and that all speed limits on site are strictly adhered to. Please see the relevant pool page for information on parking at the venue.
Oxford Swimming Academy takes no responsibility for any incidents involving parking, driving on site or any accidents at the venues they use.
All users of swimming pools used by Oxford Swimming Academy should ensure they are familiar with the rules and procedures for that venue. Should swimmers change venues, it is their responsibility to ensure they are familiar with the new venues rules. All pool rules can be located under the relevant pool information on our website. Parents/Guardians are responsible for their child(ren) at all times on site, including car parks, grounds, changing and entrance areas. Children should always be under the direct supervision of an adult not participating in a lesson, and all spectator siblings and children must be directly supervised and not permitted to run or walk unattended on poolside or in the facility. Oxford Swimming Academy can
Parents/Guardians should remain in the pool building at all times during lessons when their child(ren) is/are swimming. Oxford Swimming Academy takes no responsibility for any incident or accident on any sites, due to negligence of parents/carers in this matter. Oxford Swimming Academy also takes no responsibility for any swimming actions/swimming incidents outside of classes by any swimmers, their parents/carers or spectators of lessons.
All parents/carers of swimmers booked onto courses are responsible for ensuring anyone spectating/arriving at venues, or participating, are fully aware of these Terms and Conditions and Code of Conduct. Oxford Swimming Academy takes no responsibility for any incident, or accident that is caused by anyone who is attending any lessons or venues, who have not been made aware of these Terms and Conditions or Code of Conduct.
Swimmers must not enter the water/put their feet in the water without being invited to do so by the instructor, and swimmers in the first session at a venue should not enter the building if there is no Oxford Swimming Academy instructor or pool supervisor on site. If the door is open and/or there are people from another pool hire (not Oxford Swimming Academy) present, then swimmers and spectators must wait outside until their instructor or pool supervisor makes it clear they may enter.
It is the responsibility of parents/guardians and spectators to keep changing rooms and venues as clean and tidy as possible by taking all rubbish and dirty nappies home with them, and not eating in the changing rooms or on poolside.
An adult in all cases of attendance and supervision means someone over the age of 18.
Photography and Videography
Please note that due to Safeguarding and Child Protection Regulations, there is no photography or videography permitted in any Mainstream lessons (no adult in the water). This includes the use of Skype or similar apps, Whatsapp, and any application with video and photography use.
Adult and Child lessons (adult and child in the water) may have photography permitted, however only if the instructor has checked with all participants that they are happy. All spectators, parents/carers must ask prior to taking photos, and no videography is permitted under any circumstances. Please note that this is at the instructor’s discretion and should they indicate no photography is permitted, this must be followed.
Oxford Swimming Academy cannot be held liable for the actions of third parties, and this excludes to the fullest extent possible by law, any liability arising from any breach of this section headed ‘Photography’, by any party.
All swimmers under the age of 3, and those who are not fully potty trained of any age, must be wearing the double nappy system. Please see our Baby and Toddler information page for full information on this nappy system. Instructors have the right to not permit entrance to the pool unless the correct items are being worn and are fitted correctly. Swimwear on top of these items are permitted, swim tops, bottoms, swimsuits etc but the double nappy system must be worn below.
Boys in Mainstream Lessons should wear fitted shorts, and girls must be wearing a fitted swimsuit or full length rash vest and bottoms - bikinis or crop tops are not permitted in a lesson environment.
Hygiene and Health and Safety
Always change your baby or child on the floor using a suitable changing mat. Do not use raised benches, trolleys or tables. Some venues have appropriate changing tables, and the age restrictions on these must be followed. No food is to be consumed by Babies/Toddlers on changing mats.
At the request of all pool owners, all nappy bins should only be used if they are not full and overflowing. If you are unable to use a nappy bin, all nappies should be taken home with you and not disposed of in an open bin at any location on a pool site.
Buggies and car seats are not permitted in the changing rooms.
Please do not take any food or drink into changing rooms or into pool changing areas.
All swimmers must shower and go to the toilet before entering the pool.
Smoking is not permitted at any venue or any venue grounds.
Badges and Awards
Stage awards will be included in the cost of lessons and will be awarded when all criteria have been met (at the discretion of the instructor).
All awards will be updated on the Home Portal, and will be issued for collection on the first lesson of each new half term for Mainstream lessons (the last week of a half term for Baby/PreSchool lessons).. Badges will also be awarded on the last class of the summer and Christmas terms.
Any replacement Swim England awards will be charged at £2 per badge/certificate
Changes to Terms and Conditions/Code of Conduct
From time to time, Oxford Swimming Academy may update these Terms and Conditions and Code of Conduct to reflect changes in our business or obligations. The new version will be available on our website. This updated version will be available when booking/topping up lessons and will take effect immediately. Making a new payment will be a confirmation that you have accepted and read the new Terms and Conditions/Code of Conduct.
Please do not hesitate to contact us to discuss any information or questions you may have around these documents. Oxford Swimming Academy does however advise that non acceptance of Terms and Conditions may result in you being asked to not continue your swimming journey with us at the office's discretion.