GENERAL TERMS, CONDITIONS & POLICIES

Enrolment at The Little Gym Windsor is year round, with the Gym open 50+ weeks of the year. Monthly payments are continuous and due every month of the year whilst your child is enrolled. We do not charge you for a weekly class during half-term in February, May or October, nor for the Easter or Christmas holiday break. However, we may provide members with the opportunity to attend a free, non-charged half-term session in February, May or October, and also at Easter Half Term & Christmas at the teachers’ discretion. We provide flexible options in late July & August to suit your family’s requirements for flexibility while also encouraging children to attend either their class level or camps in order to continue their growth & development. Children will attend their regular weekly scheduled class during term time. During late July & August, you are allocated 6 summer credits that you can use for classes or camps for the enrolled child. You can use your Summer Credits at the gym for either classes and camps during the Summer OR you can use these credits at any point of the year towards Classes and Camps for the enrolled child. Summer credits may be given to friends (max. 2 summer credits per friend). Summer credits will be kept on your child’s account and expire after 12 months. This flexilbity is designed so that families can adjust their child’s schedule around any Summer family holidays in their family schedule, yet still allows their child to continue growing & learning all-year-round with their teachers as part of our ongoing programme of development at The Little Gym Windsor. No shows will lose their Summer Credit used for absence at a class or camp. Summer Classes can be banked if we are emailed no later than 9am on the day of class.

Any closure periods are at the discretion of the business and are already accounted for as ‘non-class weeks’ in your average monthly fee. We close the first week in September or the last week in August each year for teacher training and gym renovations — no classes or camps take place, although this is at the discretion of the business and may change. We also close the business for training & renovations between Christmas & New Year — no classes or camps take place, although this is at the discretion of the business and may change. During half-term in February, May & October, and for two weeks at Easter, and in the week immediately prior to Christmas Day normal scheduled classes do not run however our teachers may offer free Tumble Time, Classes or skill workshops for members that can attend at the teaching team’s discretion. Members with classes that fall on a public holiday are automatically allocated a public holiday bonus class which can be used at any time while they are enrolled in our classes.

The monthly fee is calculated annually based on the number of paid sessions available throughout the calendar year. The total annual fee is then divided into 12 equal monthly payments. Members are not charged for a half-term class in February, May & October. Members are also not charged for a class between Christmas & New Year or two weeks at Easter. This is already taken into account in your average monthly fee and additional discounts will not be given for these periods. No discussion will be entered into on adjusting the monthly fee.

Members have the option of paying annually instead of monthly. The annual fee is discounted by £120 (2024) and paid once each year. The current annual fee amount is £804 for members choosing this option instead of monthly payments. It covers 12-months of classes, including free sessions in half-term periods and Six Summer Credits in July/August. The annual fee option is non-refundable if membership & attendance are cancelled before the end of the purchased 12-month period of classes. Any remaining amount can be saved as a credit on your account to be used on services (classes, camps or birthday party).

All members are required to pay an annual family membership fee of £39.50. This helps our teachers offer the flexibility of our make-up policy for members, provide free sessions in half-term breaks, provide free Tumble Time sessions, provide our member drop-in service for under 3s, provide discounted second classes for school-age children, provide adhoc free events for members, and provide our members’ lounge facilities (including free tea, coffee & additional teacher support for families). The annual family membership fee is £39.50 and the single annual payment of £39.50 covers all siblings. Membership must be paid prior to enrolment, is non-refundable, and can’t be pro-rated. Membership will be automatically deducted from the payment card linked to your account every 12 months until cancellation with one final monthly payment’s notice is received in writing. The annual family membership fee will increase annually on 1st January each year. The business reserves the rights to alter, withdraw or change any member benefit at any time if a changing environment it is no longer feasible for the business, our teachers, or our member base.

One final monthly payment’s notice in writing is required to cancel from the programme following a one month minimum enrolment period. Cancellation must be received in writing and a cancellation form must be filled in to finalise the cancellation process. Monetary credits will be provided for any classes due after the cancellation period for members that have chosen the Pay Annual payment option. Credits can be used against future classes, camps or birthday parties. Refunds are not available. Credits are not provided for missed classes, make-ups or unused Bank Holiday make-up sessions. Once you have cancelled your membership, you will no longer be entitled to member benefits such as use of makeup classes or free classes or events. If you decide to re-enrol at a later date, you may need to pay the membership fee again. The membership fee is automatically renewed annually whilst you remain enrolled.

If you need to cancel a class please let us know via email no later than 9am on the day of your class. You will then receive a make-up class added to your account. Make up classes do not expire and can be used while your child remains enrolled. It is your responsibility to book your make-up sessions. Unused make up classes hold no monetary value and cannot be refunded. Make up classes can be gifted to friends or siblings at a maximum of one gifted make-up per year per friend or sibling. A maximum of four make-up classes can be used towards camps each year at the rate of one hour of camp per make-up class — these can be booked up to 7 days ahead of the camp date only. A limited quota of spaces are available in camps for make-up swaps, and they will be allocated on a first-come, first-served basis. Any additional hours of camp required must be paid at time of booking. Babies & Toddlers using our ‘Member Drop In’ service: any used member drop ins will be substituted for a make-up session once tallied. Make-ups for children of all ages can be used at either The Little Gym Windsor or The Little Gym Handy Cross.

Children already enrolled in Giggle Worms, Good Friends, Flips, Twisters, Aerials, Tumblers & Mini-Flips classes and attending weekly classes can now boost their learning & skill development by booking additional one-off teacher-led classes at the rate of £9 per extra session. Extra sessions can be booked up to seven days in advance. Additional PAYG classes are dependant on available space. This benefit is exclusively available to enrolled members attending weekly classes and is not available to un-enrolled siblings or friends. The business reserves the right to cancel this service at any time if it is is being used to apply unnecessary pressure to children or becomes detrimental to the class experience for members & teachers.

Exclusive to under 3s in support of their early years development. If we have an available space in a parent/child class our teachers are happy to offer that space free of charge to a member under 3 for a ‘Drop In’ session to help progress the child’s development during Term Time. This ‘free bonus class’ policy is only available if there is space in class, if you are an enrolled member with up to date payments, and if your child is in the Parent / Child class. Spaces can only be requested up to one week in advance of the session. There are no guarantees that there will be space available in any class or in any one week. Children’s tuition already includes one class per week, and member drop-ins are designed as an ‘occasional drop in’ rather than a second class a week. There is a limit of one in any single week, and Member Drop Ins can only be booked up to a week in advance. The business retains the right to to change this policy at any time if parents are not cooperating with the spirit of the Member Drop In policy. Make-ups will be calculated net of Member Drop-Ins attended. In the spirit of fair play, any member drop-in attended can and will be used as a make-up class when tallying owed make-ups. Members that book two Member Drop Ins in any two week period and do not show up for their session will lose their Member Drop In benefit for 30 days. Any Member Drop Ins booked but not attended in the Summer will each deduct one Summer Make-Up Credit.

We make every reasonable effort to ensure the safety of children in the gym. Parents are responsible for children’s safety in the lobby and entry/exit areas. Parents/guardians are responsible for the safe entry and exit of their children from the property. No responsibility is taken for personal belongings within any area of our premises, including any car park/buggy store. Personal items remain the responsibility of individuals entering The Little Gym Windsor, and are not the responsibility of our teachers or business. Please don’t bring nuts onsite. Please do not attend classes within 48-hours of vomiting or diahorea. We reserve the right to report Safeguarding concerns to the local authority. Note that we do not offer a ‘nappy changing’ service at camps and events. If parents bring children in nappies, they must be responsible for returning to camp to change children’s nappies.

Parents are welcome to drop off children at the door to class and either remain onsite in our members lounge or go offsite at their discretion. Our members’ lounge is a sanctuary for the busy parents that form our member community. While in the members’ lounge, we ask that our members respect our facility, tidying up after your family unit and cleaning up any spills or messes left by children or a family member. If you are watching videos or listening to music, please use headphones. We encourage shoes off in our members’ lounge — this is not mandatory, however it does help keep our floors clean for crawling babies watching their big siblings in class. We have worked hard to build our facility, and we thank you so much for caring for it so that it can remain beautiful for all members and our teaching team.

If a child is being disruptive, destructive, or dangerous to themself, other children, or teachers we will communicate with parents and the child to resolve this behaviour. If the behaviour persists or other undesired behaviours develop, the child will be asked to take a quiet break. No refund or credit will be due in this instance. We reserve the right to report Safeguarding concerns related to neglect or suspected domestic violence (or other issues that put a child at serious risk) to the local authority. In some circumstances, children may require one-on-one support in class. If this is the case, a parent / carer will be asked to accompany the child (3+ years) in class. All children under the age of 3 years must be accompanied by a parent in class.

Children must wear sports clothing and be barefoot to maximise safety and freedom. No jewellery or food in the gym. Earrings must be studs only. Any dangling earrings must be removed. Adults must remove their shoes in the gym space. Children are to have bare feet. Ribbed socks or ‘trampoline’ socks do not replace bare feet. Please do not bring children in dresses, skirts, jeans or tights as they damage our equipment and can be a health & safety hazard for your child. Our teachers reserve the right to request a child’s clothes be changed if they present a health & safety hazard in class for your child or other children — e.g. long skirts or dresses which can easily become tangled in equipment and cause falls & injuries.

Should any local authority body or Central Government temporarily close the gym your child’s season may continue with virtual classes on Zoom and/or YouTube. All membership terms and conditions will still apply and fees will continue throughout.

Parents are asked to keep children home if they have severe cold or flu symptoms, including but not limited to a fever, headache, nasal congestion, rash, cough, extreme fatigue or other sign of illness. If children develop signs of illness during camp, parents will be called and children must be collected as soon as possible by parents. We reserve the right to refuse entry to camp if we suspect a child that displays a high fever or is visibly unwell. No refunds can be provided for cancelled or unattended classes, however make-up classes may be allocated at the discretion of management. No refunds or credits can be provided for missed camps.

We operate CCTV with video & audio throughout our premises for the safety, security & safeguarding of our members, guests & teachers, and for training our teaching team. By joining our classes, camps or attending a birthday party or event, individuals agree to be captured on CCTV. CCTV is not, and will never be, published externally with the knowledge of our staff. If called upon by the Police to provide CCTV footage, we will need to abide by any mandatory requests by the Police (or another government body) to provide CCTV footage. We always do ou best to follow GDPR in relation to data collected (written, video or audio) within our premises.

Camp/Event* Bookings

Camps/Events must be booked in advance. No on-the-day bookings can be accepted. Fees must be paid at the time of booking. No booking is confirmed until payment is received — your space will remain available to other families until payment is received. Any camp or event registration forms provided to the client must be filled in and signed digitally by the customer, and returned via email within 24 hours of receipt and prior to camp/event or The Little Gyms of Windsor and Windsor reserve the right to cancel and re-allocate your booking with no refund or credit due. If you are booking via BookedIt or have received a camp confirmation email and paid, you are entering into a binding agreement. By booking you are entering into a binding agreement, including agreement to the Terms and Conditions of The Little Gym Windsor in addition to our Activity Waiver, Medical Attention Waiver, and Infectious Diseases Waiver. By submitting the electronic class registration, participation forms or event booking forms or any waiver form (depending on which is relevant for your event), you are also entering into a binding agreement.

* Note that events include but are not limited to birthday parties, Private Session Bookings, Parent Survival Sunday, Tumble & Tea, Practise Time, and any other event staged at or by The Little Gym Windsor.

Cancellations & Refunds

While customers can choose to cancel in writing via windsor@thelittlegym.co.uk, no credits or refunds can be offered for cancelled camps/events. Camps/events cannot be transferred to another date once booked. There are no refunds or cancellations for camps/events booked using either ‘make-ups’ or monies.

Early Bird Annual Camp Pack

We occasionally offer Early Bird Annual Camp Packs at the discretion of the business. These may not be available every year. When they are available, any Early Bird Discount Periods operating for holiday camps must adhere to the following rules:

* Early Bird Discount Camp Pack Sessions must be used in camps with space. Customers are advised to book dates well in advance.

* No refunds are available if packs are not used, or dates are not available. All dates are available at the time Early Bird Packs are launched.

* Early Bird packs have a strict expiry date. Please see documentation and booking form for each Early Bird Discount Period.

* Early Bird Annual 2024 Discount Packs expire on 31st December 2024

* Discount Packs cannot be redeemed towards other products and services, including monthly payments or membership payments or future camp periods.

* Discount packs cannot be transferred, sold to another child, used by a sibling, or extended into 2025.

* Early Bird Camp Packs are non-refundable and cannot be credited if unused.

* Cannot be back-dated to pay for or redeem against previously booked camps.

Observation

To optimise Health & Safety, and Safeguarding for all children, carers and teachers, The Little Gym camps are strictly drop off only. Parents, siblings and guests are not permitted to remain on the premises. Registration desk may be outside or in the downstairs lobby, depending on weather and government guidelines at the time of operation.

Responsibilities

We make every reasonable effort to ensure the safety of children in the gym. Parents are responsible for children’s safety in the car park and entry/exit areas. Parents/guardians are responsible for the safe entry and exit of their children from the property. No responsibility is taken for personal belongings within any area of our premises, including the car park and buggy store. Please protect our children — no nuts to be brought onsite.

Behavioural Issues

If a child is being disruptive, destructive, or dangerous to them self, other children, or teachers we will communicate with parents and the child to resolve this behaviour. If the behaviour persists or other undesired behaviours develop, the child will be asked to take a quiet break. If the behaviours continue, we will notify the parent and a decision will be made on whether the child needs to temporarily take a break from camp. No refunds or credits can be provided in this instance. We reserve the right to refuse entry to camp if we suspect a child is unwell. No refunds or credits can be issued for children unable to attend their camp.

Clothing

Children must wear sports clothing and be barefoot to maximise safety and freedom in the Gym. No jewellery or food in the gym. Earrings must be taped. Please no dresses, skirts, jeans or tights. Children will be provided with a ‘Kit Bag’ for their belongings on arrival at Camp. Shoes are to be removed and stored in the kit bag prior to entry to the premises in line with Health & Safety guidelines.

Food & Refreshments

Please ensure your child brings a water bottle marked clearly with their name, and a healthy snack. No food can be provided by The Little Gym in line with current Health & Safety observations.

Customer Public Health Obligations

We follow strict health and safety guidelines to protect our customers, staff, and the local community. In line with guidance from Public Health England, we ask that any child with a fever of 37.7 or higher stay home and refrain from joining Camps.

Parents must keep children home from camp if they have had vomiting or diahhorea within the previous 48 hours. Children must not attend camp if they have any symptoms of Covid-19, including either a fever of 37.7 degrees celsius or higher, and/or a loss of taste and/or smell; and/or a persistent cough. We reserve the right to refuse entry to camp if we suspect a child is unwell. No refunds or credits can be provided for cancelled or unattended camps.

If you or a member of your household, or a person with whom you have had recent contact (including track and trace), develops Covid-19, your family must refrain from joining camp for 14 days from the point of exposure or diagnosis in order to protect our customers, staff and the local community. No refunds or credits can be provided for cancelled or unattended camps.

Please note that these terms, conditions and policies are updated regularly and latest terms and conditions will be posted at: www.windsor.thelittlegym.co.uk/terms-conditions