Our Terms of Service

These terms of service outline important policies and requirements for all families enrolled at In The Deep. Please read them carefully to understand your rights and responsibilities as part of our swimming community.

CLUB POLICIES

Club Operating Requirements: The Juniors Club is a registered club operating under the Registered Clubs Act 1976. These legal requirements help us maintain a safe, family-friendly environment for everyone.

Club Entry Requirements

Essential Entry Guidelines:

• Adult supervision always required: Children must be accompanied by an adult when visiting the club at all times
• Club membership mandatory: Any adult bringing children to lessons must be a current club member
• Membership cards required: Must be presented at both Club Reception and Fitness Centre Reception
• Appropriate dress code: Children entering and leaving the club must be wearing shoes and appropriate clothing covering swimwear

Why These Requirements Matter: These guidelines ensure compliance with registered club legislation while creating a respectful, family-oriented environment for all members and visitors.

Club Facilities & Supervision

Supervision Requirements:

• Constant supervision: Children must be supervised at all times while at the club
• Family responsibility: The Juniors Club takes no responsibility for any risks of injury in the comings and goings of enrolled students whilst using club facilities

Responsible Behaviour Standards: Club management reserves the right to refuse entry, cancel membership, or request a student/parent/guardian to leave the premises if that person does not behave in a responsible manner, is under the influence of drugs and/or alcohol, or does not adhere to the conditions of use.

POOL & FACILITY USAGE

Pool Access Guidelines

Lesson-Only Pool Use: Children are not permitted to use the pool for recreational swimming outside of scheduled swimming lessons. This policy ensures safety protocols are maintained and lessons run smoothly for all families.

Change Room Protocols

Change Room Use:

• Pool change rooms available: Pool change rooms are available for children attending lessons
• Gym change rooms restricted: Children are not permitted in gym change rooms (gym members only)
• Age guidelines: Children over 5 should use change rooms matching their gender
• Family assistance: Families can use the accessible toilet and shower for additional privacy. The men's change room includes a dedicated private space for mums and sons to shower and change together

Shower Etiquette:

• Time consideration: Showers should be limited to 3 minutes after classes to ensure all families have access

SWIMWEAR & EQUIPMENT REQUIREMENTS

What to Wear

Mandatory Equipment:

• Swimming caps: Required for all swimmers during lessons
• Appropriate swimwear: Must be worn when entering the pool
• Swim nappies for young swimmers: All children under 3 years must wear approved swimming nappies with bands around the leg area wider than 3cm (not the gathered type)

Equipment Standards: These requirements ensure hygiene, safety, and optimal learning conditions for all swimmers.

LESSON POLICIES

Make-Up Lesson Policy

Eligibility & Access:

• Current enrolment required: A current enrolment is needed to book any make-up lesson
• Unlimited opportunities: We offer unlimited make-up lessons per term for submitted absences

Booking Guidelines:

• 3-month token validity: Make-up tokens remain valid for 3 months from the original absence date
• 2-hour notice required: Expected absence must be submitted at least 2 hours before class starts to generate token
• Term timing restrictions: Make up lessons during the first 2 weeks of term are restricted to spots available due to expected absences only
• Advance booking limits: Make-up lessons can only be booked up to 7 days in advance
• Final bookings: Make-up lessons cannot be canceled or altered once confirmed

Special Circumstances:

• Private lesson accommodations: Missed private lessons qualify for a make-up, but must be used in a regular class setting
• Individual use only: Make-up tokens cannot be transferred between siblings or converted into credits

Fast Track Progress Pack Terms & Conditions

Purchase Structure:

• Fixed bundle sales: Fast Track Progress Packs are sold in fixed bundles of 3 tokens only
• Minimum/maximum purchase: 3 tokens per transaction (no exceptions)
• Set pricing: Price is fixed and non-negotiable

Sales Policy:

• Final sales: All purchases are non-refundable and cannot be exchanged for cash or credit
• Individual use: Tokens cannot be transferred between siblings
• 60-day expiry: Tokens must be used within 60 days of purchase

Booking Requirements:

• Portal booking mandatory: Bookings must be made via Parent Portal
• Availability dependent: All sessions subject to real-time availability
• Existing schedule limitations: Sessions offered within existing term schedules only
• No guarantees: Specific days, times, or instructors cannot be guaranteed
• Final confirmations: Once booked, sessions are final and cannot be rescheduled or cancelled

Program Intent:

• Supplementary learning: Fast Track sessions are designed to complement your child's regular weekly lessons at In The Deep
• Progress support: While consistent participation supports development, progression to the next level is not guaranteed

Active Kids Vouchers

Voucher Usage:

• One per student per term: Only one voucher can be submitted per student, per term
• Credit application: Valid vouchers activate a credit on your account to be applied at time of next term billing
• Payment timing: No refund will be given for vouchers submitted after a payment has been processed

SAFETY & LIABILITY

Swimming-Specific Safety & Water Activities

Acknowledgement of Aquatic Activity Risks: By enrolling your child in swimming lessons, you acknowledge that aquatic activities involve inherent risks including, but not limited to, the risk of drowning, slipping on wet surfaces, and other water-related injuries. While our qualified instructors maintain strict safety protocols, parents understand that swimming instruction carries these inherent risks.

Medical Conditions & Health Disclosure:

• Health information required: You must disclose any medical conditions, allergies, or health concerns that could affect your child's ability to participate safely in swimming lessons
• Medication notifications: Inform instructors of any medications that might affect swimming performance or emergency treatment
• Ongoing updates: You must notify us immediately of any changes to your child's health status during enrolment

Emergency Contact Requirements:

• Current contact details: You must provide and maintain current emergency contact information in your Parent Portal
• Multiple contacts: At least two emergency contacts must be provided
• Accessibility: Emergency contacts must be available during lesson times and able to reach the facility if needed

First Aid Authorisation

Emergency Response: Staff of In The Deep Swim School are permitted to administer first aid and/or organise medical hospital treatment as they see necessary. By accepting our terms of service, you authorise this emergency response for your child's safety.

Property Responsibility

Personal Belongings: In The Deep Swim School takes no responsibility for any loss, damage, or theft of property occasioned by persons as a consequence of attending lessons with In The Deep Swim School at the Juniors Club. Please secure valuable items appropriately.

Photography Policy

Image Usage: Photos taken by In The Deep Swim School staff are used for private use only at the swim school, which may include marketing, advertising, promotion, and staff training purposes.

Your Agreement: By accepting our terms of service, you allow us to use photos as stated and agree that In The Deep owns the images taken.

Opt-Out Option: Parents who don't agree to any photography need to notify In The Deep in writing.

CONDUCT & COMMUNITY EXPECTATIONS

Creating a Positive Learning Environment

Student Behaviour: We expect all swimmers to participate respectfully and follow instructor guidance for their safety and the enjoyment of others. While we understand that learning can be challenging and every child progresses differently, consistent disruptive behaviour that affects other students' learning or creates safety concerns may require discussion with families about appropriate solutions.

Family Poolside Conduct:

• Supportive environment: We encourage positive support for all children in the pool
• Instructor respect: Please allow instructors to teach without interruption during lessons
• Safety awareness: Be mindful of pool areas and supervise non-participating children at all times
• Photography courtesy: Personal photography/videoing should not interfere with lessons or include other families' children without permission

Addressing Concerns: If behaviour concerns arise, our team will work collaboratively with families to find positive solutions that support everyone's swimming experience. Our goal is always to maintain a welcoming, safe environment where every child can thrive.

FACILITY OPERATIONS & CLOSURES

Unexpected Facility Closures

Emergency Closures: Occasionally, circumstances beyond our control may require facility closure, including but not limited to:

• Maintenance emergencies (equipment failure, facility repairs)
• Health and safety requirements (public health orders, facility safety concerns)
• Utilities disruptions (power outages, water system issues)
• External factors affecting facility operations

Closure Notifications:

• Immediate communication: We will notify families as soon as possible via email, SMS, and Parent Portal notifications
• Alternative arrangements: Where possible, we will provide advance notice and suggest alternative timing
• Safety priority: We will never compromise safety to maintain normal operations

Make-Up Provisions for Facility Closures:

• Automatic make-up tokens: Lessons cancelled due to facility closures automatically generate make-up tokens
• Extended validity: These tokens may have extended validity periods beyond our standard policy
• Flexible scheduling: We will work with families to accommodate make-up lessons for facility-related cancellations
• No fees: No additional fees apply for make-ups resulting from our facility closures

COMMUNICATION & CONTACT

How We Communicate with Families

Communication Methods: We communicate with families through multiple channels including:

• Email notifications for important updates and confirmations
• SMS alerts for time-sensitive information (lesson changes, reminders)
• Parent Portal messages for account-specific information
• In-person communication with instructors and reception staff

Communication Preferences:

• Portal management: You can manage your communication preferences through your Parent Portal
• Opt-in/opt-out options: Choose which types of communications you wish to receive
• Contact updates: You are responsible for keeping your contact information current
• Response expectations: We aim to respond to enquiries within 24-48 hours during business days and business hours

Important Contact Requirements:

• Current details mandatory: Accurate phone and email contacts must be maintained
• Emergency accessibility: At least one contact must be reachable during lesson times
• Change notifications: Update your details immediately when contact information changes

INTELLECTUAL PROPERTY & TEACHING METHODS

Proprietary Teaching Approaches

In The Deep Curriculum: Our teaching methods, curriculum structure, skill progressions, and instructional techniques are proprietary to In The Deep Swim School. These methods have been developed specifically for our program and are protected intellectual property.

Usage Guidelines:

• Personal use only: Information learned during lessons is for your child's swimming development
• No reproduction: Teaching methods, skill sheets, or instructional materials cannot be reproduced or used for commercial purposes
• Professional respect: Please respect our instructors' expertise and proprietary teaching approaches

Brand Usage:

• Social media sharing: We love when families share their swimming joy! Feel free to tag us in positive posts about your experience
• Photography consideration: When sharing photos from our facility, please be mindful of other families' privacy
• Respectful representation: Any public references to In The Deep should reflect our positive, family-focused values

Questions About Usage: If you're unsure about sharing content related to our program, please contact us at info@inthedeep.com.au. We're happy to provide guidance on appropriate usage.

Teacher Assignments

Instructor Consistency:

• Weekly variations: We cannot guarantee teacher continuation from week to week
• Term-to-term changes: Teacher continuation cannot be guaranteed term to term
• Gender requests: We are not always able to provide a male or female teacher on request, but will accommodate when possible
• Mid-term adjustments: We reserve the right to alter instructors mid-term if required for operational needs

Our Commitment: While we strive for consistency, our priority is ensuring every child receives quality instruction from our qualified team.

FINANCIAL POLICIES

Refund Policy

Mid-Term Cancellations:

• Standard policy: In the event of mid-term cancellation, refunds cannot be given for unused fees
• Exceptional circumstances: When a refund is approved in exceptional circumstances, a $40 administration fee will be charged
• Class transfers: In The Deep does not provide credits/refunds for any price difference between classes if you choose to move within the term

Payment Authorisation & Responsibilities

Credit Card & Banking Authorisation: I represent and warrant that if I am purchasing something or paying for a service from this facility or from other merchants through this facility that:

• Any credit card or bank account draft (ACH Draft) information I supply is true and complete
• Charges incurred by me will be honoured by my credit card company or financial institution
• I will pay the charges incurred by me at the posted prices, including any applicable taxes, fees, and penalties

Billing Authorisation: I hereby authorise (if online payment is made or autopay information is provided) this facility to charge my ACH draft or credit card account. I understand that a 30-day written notice is required to terminate billing and I am responsible for payment whether or not my student attends classes until I notify this facility in writing to drop my student from class(es).

Dispute Resolution: Should I dispute a charge through my financial institution, this will constitute a breach of contract possibly resulting in, but not limited to, penalties, additional fees, collection, legal action, and/or termination of any and/or all current and future services.

DATA SECURITY & PRIVACY

• ISO 27001, PCI Level 1, SAE16, Tier III certifications
• 24/7 monitored, certified data centres
• Encrypted data transmission (SSL/HTTPS)
• Secure, password-protected databases
• Regular security audits and geographic backups

• Security Overview: https://support.iclass.pro/security-overview
• Privacy Policy: https://www.iclasspro.com/notice/privacy-policy

UNDERSTANDING THESE TERMS

These terms of service help us maintain a safe, professional environment where every child can learn and thrive. If you have questions about any of these policies, please contact us at info@inthedeep.com.au.

By enrolling at In The Deep, you agree to these terms of service.