Club Policies
Last Update 23.09.2024
1. Parents/Guardians Responsibilities
1.1 Parents/Guardians must ensure that all information provided through the Class4Kids website is accurate and current. Prompt written notifications are required for any changes in medical conditions, emergency contact details, or any other pertinent information to ensure the safety and proper management of your child’s needs.
1.2 Parents are not permitted inside the training areas during class times to minimise distractions and maximise safety. Exceptions include designated trail class, performances, and displays where parental presence is encouraged to support and celebrate the gymnasts' achievements.
1.3 Parents/Guardians are responsible for the safe supervision of their children immediately before and after classes. This includes ensuring children are safely escorted to and from the training area and monitored while in changing rooms, restrooms, and other common areas where staff supervision is not provided.
1.4 Timely arrival at classes is essential. Warm-ups are a critical part of gymnastics to prevent injuries. Parents should ensure that children are ready to participate from the start of the session.
1.5 Parents/Guardians must manage and monitor their children’s personal items. Gymlab will not be responsible for any items that are lost, damaged, or stolen within the premises.
1.6 It is important for parents to respect the authority of coaches and officials, particularly regarding their decisions and judgments during sessions. Queries or concerns about coaching methods or decisions should be addressed through formal meetings or discussions outside of class time, not in the presence of children.
1.7 Direct communication with children through windows or doors during classes is prohibited as it can disrupt the focus and flow of the session. Parents wishing to communicate urgently with their child or the coach should approach a Gymlab official who will facilitate the interaction appropriately.
1.8 Once a session has started, parents are not permitted to interact with the coaches directly. If there is a need for communication during a session, parents should contact the manager or supervising staff who are not actively teaching. For inquiries or concerns that require detailed information or decisions about gymnastics training and policies, it is advised to speak with a manager who can provide comprehensive answers, as coaches focus exclusively on training and may not be involved in the managerial aspects of Gymlab.
2. Gymnast Conduct
2.1 Gymnasts must listen to and follow all instructions given by coaches during sessions. This ensures the safety and effectiveness of training.
2.2 Respect towards coaches, officials, and peers is mandatory at all times within the facility and during any Gymlab-related activities. This creates a positive and supportive environment for everyone.
2.3 Any form of verbal, physical, or emotional abuse is strictly prohibited. Engaging in such behaviour will be grounds for immediate termination of membership and may lead to further disciplinary actions.
2.4 Gymnasts are advised against practising advanced gymnastics moves at home or in any unsupervised setting to prevent injuries. Gymlab encourages safe practice under the guidance of qualified coaches.
2.5 Gymnasts are expected to commit to all scheduled performances and shows. Regular attendance is crucial for team cohesion and performance readiness. Withdrawal from an event should only occur in cases of illness or other significant circumstances and must be communicated to coaches as early as possible.
2.6 Gymnasts must use the equipment responsibly and only as directed during training sessions. Misuse of equipment or failure to follow safety guidelines can lead to injuries and will be addressed by the coaching staff.
3. Coaching Standards
3.1 Coaches must maintain a safe and accessible environment at all times during classes and events. This includes setting up equipment correctly, ensuring the gym is free of hazards, and being aware of the gymnasts' physical and emotional well-being.
3.2 All coaches are required to have a current Enhanced DBS check and a valid child safeguarding certificate to ensure they meet the high standards of safety and care expected at Gymlab. Regular training sessions are provided to keep all staff up-to-date on the latest safety protocols and coaching techniques.
3.3 Gymlab guarantees that during all sessions, at least one coach or staff member who is certified in paediatric first aid will be present on-site to handle any immediate health concerns or injuries. This is part of our commitment to the safety and well-being of our gymnasts.
3.4 Coaches must accurately record any injuries or accidents in the Accident Book. This record helps monitor the incident and ensures that proper follow-up care can be administered.
3.5 Coaches may use British Gymnastics-approved supporting/spotting techniques to assist gymnasts in learning correct positions, shapes, or movements, which is essential for their development and safety.
3.6 Appropriate verbal discipline may be used to maintain discipline and ensure the safety of all gymnasts. Coaches are trained to handle behavioural issues professionally and compassionately, with the aim of fostering a positive learning environment.
3.7 Coaches have the authority to exclude a gymnast from a session if they repeatedly fail to follow safety instructions or disrupt the class. This measure is taken to ensure the safety and productivity of the class for all participants.
4. Hair, Clothing, and Equipment
4.1 Hair must be secured back from the face.
4.2 Remove all jewelry prior to classes, in compliance with British Gymnastics policies.
4.3 Wear appropriate gym attire that is fitting, clean, and suitable for movement.
5. Membership, Payments, Classes, and Attendance
5.1 Monthly fees are reviewed annually in August.
5.2 Monthly membership cancellations must be received by the 20th of each month.
For example, if a cancellation email is received on the 20th of May, no further payment will be due, and May will be your last month of attendance. However, if received on the 21st of May, June will be due.
To cancel, email memberships@gymlab.fit and await email confirmation. Verbal instructions will not be accepted. Monthly or prepaid fees are non-refundable. New members may receive a full refund if they cancel immediately after their first class.
5.3 Trial classes cost £9.
To postpone a trial class, notify Gymlab before the scheduled session. Failure to do so will result in losing your place and requiring a new booking.
No refunds will be given for missed or postponed classes without prior notice.
5.4 Monthly fees are calculated and divided over 11 months, including Christmas and Easter holidays. Refunds for classes missed due to holidays are not provided.
5.5 If a class is cancelled due to unforeseen circumstances, Gymlab will offer a replacement class.
No financial refunds are available in these cases.
5.6 For upcoming shows, gymnasts may be asked to attend extra rehearsal days. Gymlab strongly recommends and expects gymnasts to participate in these sessions. Failure to attend may result in withdrawal from the event. Rehearsal sessions are free of charge.
5.7 Monthly fees are due on the 1st of each month. If payment collection is unsuccessful, Gymlab will attempt collection again throughout the month.
If payment fails again, the subscription will be suspended, and the child cannot attend classes.
5.8 A late payment fee of £5 is applied if payment is unsuccessful after the 5th of each month.
6. Data Protection Policy
6.1 Gymlab commits to fully complying with the General Data Protection Regulation (GDPR) and the UK Data Protection Act 2018 in the collection, storage, processing, and sharing of personal data.
6.2 Prior to collecting, using, or processing personal or sensitive data of gymnasts, Gymlab will obtain explicit and informed consent from their parents or legal guardians. This consent covers all aspects of data usage including but not limited to participation in events, medical treatment, media publications, and emergency contact provisions.
6.3 Ensure parents and guardians have the right to access their child’s personal data held by Gymlab. They may request corrections to any inaccurate or incomplete data.
6.4 Collect only the data that is necessary for the functioning of gymnastic classes and related activities. Maintain this information only for the duration necessary to fulfil the purposes outlined at the time of collection, or to comply with legal requirements.
6.5 Provide regular training for all Gymlab staff and volunteers on data protection principles and practices. This includes training on the secure handling of personal information, understanding privacy rights, and how to implement data protection measures effectively.
6.6 Implement a structured response plan for data breaches, including immediate measures to secure data, assessment of the breach’s impact, notification to affected individuals and regulatory bodies where required, and steps to prevent future occurrences.
7. Social Media and Online Safety Policy
7.1 Gymlab recognises the importance of social media in promoting community engagement and sharing successes. All social media interactions must be conducted through official Gymlab channels to ensure they are appropriate and beneficial to our community. Staff and coaches are prohibited from using personal accounts to communicate with gymnasts.
7.2 Before posting any images or videos of gymnasts on social media, Gymlab requires explicit parental consent. This consent is part of the initial registration process and can be withdrawn by the parent/guardian at any time by notifying Gymlab in writing.
7.3 Gymlab commits to monitoring its social media pages to safeguard against inappropriate posts and to ensure a positive online environment. Any concerns regarding content, comments, or interactions that do not align with our community standards must be reported to Gymlab administration immediately.
7.4 Gymlab is committed to protecting the privacy of its gymnasts and staff in all online and media interactions. Information shared online will always respect the privacy settings agreed upon by the parents/guardians and will not disclose personal information without consent.
7.5 This policy will be reviewed annually to adapt to new social media trends and potential online risks. Updates will be communicated to all staff, gymnasts, and their families to ensure everyone is aware of and understands the current guidelines.
8. Attendance and Punctuality Policy
8.1 Gymlab emphasizes the critical importance of regular and punctual attendance in facilitating continuous progress and skill development in gymnastics. Consistent attendance helps maintain the structure of the class and ensures each gymnast receives comprehensive training and instruction.
8.2 Gymlab commits to conducting a roll call at the start of each session to maintain accurate attendance records. This register is crucial for tracking attendance patterns, planning session content, and ensuring child safety.
8.3 Late Arrivals: Gymnasts arriving late may miss essential warm-ups, which are vital for injury prevention. Repeated late arrivals may require a parent consultation to discuss the potential impact on the child’s progress and safety.
8.4 While absences can sometimes be unavoidable, Gymlab encourages gymnasts to attend as many sessions as possible. Frequent absences may hinder a gymnast’s ability to keep up with the class and reduce their enjoyment and engagement with the sport.
8.5 In the case of extended absences due to illness, injury, or other significant reasons, parents/guardians are encouraged to discuss with Gymlab management how best to manage the gymnast’s return to activity. This may include a gradual reintroduction to classes or temporary adjustments to participation levels.
9. Monthly Fee 2023/2024
Once a week class £53
Twice a week classes or 2x siblings once a week £100