the Y Aquatics Terms & Conditions
Welcome to the YMCA! We're excited to have you join our community. By enrolling in our YMCA programs, you agree to the following terms and conditions.
1. Class Booking
1.1 Your booked class day(s) and time(s) will be on an ongoing basis until you notify us that you wish to change or cancel. For details on how to action a class cancellation please refer to the 'Cancellations' section below.
1.2 Any change to the original booking must be made at reception or via the parent portal subject to class availabilities.
1.3 YMCA reserves the right to merge, move or alter classes where low-class participation levels occur.
1.4 YMCA will notify all participants affected by these changes via email, SMS or phone.
1.5 If a program participant has successfully progressed to the next level of their chosen program, the next level class is still subject to availability. Level progression does not guarantee an automatic spot in a class.
2. Payment
2.1 Direct Debit - We direct debit your account for fees once a fortnight on the day of your enrolled class. All direct debit conditions are as per the Direct Debit Agreement.
2.2 Upfront Payment – Upfront payment is available; however, a minimum block of 12-weeks must be paid for in full, each time. It is the account holder’s responsibility to ensure there are always funds in this account at all times.
3. Public and School Holidays / Extended Christmas Break Period
3.1 Classes that fall on public holidays and the extended Christmas break period (generally the last Saturday of the State School System and the first week of the New Year), will not be charged as we do not operate on these days. Your direct debit will automatically exclude our closure days from your fees.
3.2 Regional Centres such as Warwick and Stanthorpe may have their Christmas break period extended until School resumes in the New Year.
3.3 All classes run as scheduled during all school holidays. Makeups are available with notification prior to absence.
4. Cancellation
4.1 The minimum period of enrolment is 6 fortnightly direct debit payments (12-weeks).
4.2 To cancel, a completed ‘Cancellation Form’ must be submitted via the Customer Portal, or written/e-mail confirmation to the centre you are enrolled in. Cancellation will be confirmed/finalised by way of a written/e-mail response from the YMCA.
4.3 We require a minimum of 14 days’ notice [per booking].
4.4 Enrolment and associated fees will continue until cancelled by you, the account holder.
4.5 Non-attendance is not a reason for the direct debit to cease, as it is your responsibility to notify us of any changes to your student’s enrolment(s). Any fees charged due to you not actioning a cancellation are non-refundable and non-transferable.
5. Missed Class and Make Up Policy
5.1 YMCA offers unlimited make up classes for any missed classes, with notification provided a minimum of one day in advance.
5.2 Make up classes are held at YMCA’s discretion and are on a booking only basis, subject to class availability.
5.3 Missed classes must be phoned in to the centre or booked via the portal.
5.4 Make up classes cannot be changed or rebooked.
5.5 Make up classes must be used within the same calendar year of the original class, or they are forfeited.
5 6 Make up classes will not be available if any fees are outstanding.
5.7 All Make Up classes are subject to change at the discretion of YMCA management.
5.8 Missed make up classes are forfeited.
5.9 Refunds and credits do not apply for missed classes.
5.10 Squad Swim, Private and high needs (NDIS) classes, do not have make up classes.
5.11 If a medical certificate for injury/extended illness is supplied, YMCA can issue a credit on your account to be used for future lessons. Credits will be at the discretion of YMCA management.
5.12 All Make Up classes are only valid while there is an active registration in a class.
5.13 At the time of cancellation, all remaining Make Up classes are voided.
6. Refund Policy
6.1 YMCA has a no refund Policy.
6.2 In the event of permanent disability, injury or sickness, a refund may be granted where a letter from a medical practitioner / specialist is received, outlining the disability, injury or sickness and its contraindication to the program.
7. Child Safety
7.1 The YMCA is committed to Safeguarding children and young people and has a range of policies and procedures to keep children and young people safe. Details of these policies are available at: https://ymcaqueensland.org.au/about/safeguarding-children along with information on YMCA’s obligation to report child safety concerns, and how you can report child safety concerns.
7.2 Siblings and other children not attending a program must be supervised at all times by a parent/guardian and are not permitted onto the gymnastics floor or in the swimming pool (program areas) if not booked into a class.
7.3 Participants booked into a program must be supervised at all times by a parent/guardian and are not permitted onto the gymnastics floor or in the swimming pool until advised by the YMCA staff member.
7.4 Parents / guardians are not permitted in YMCA program areas unless it is a parent assisted class or invited by a YMCA staff member.
8. Change Rooms
8.2 Children are to be supervised by a parents / guardian at all times when using change-rooms.
9. Pick Up/Drop off
9.1 Program participants remain the responsibility of parents / guardians at all times.
YMCA will not be held responsible for supervising program participants outside of their allocated class times.
9.2 YMCA requires that all program participants are walked into the program area of the facility and remain supervised until a YMCA instructor / coach commences the session. All program participants are to be picked up from inside the program area of the facility or the use of a centre’s drop off service where available.
At no time should a program participant leave the YMCA premise unsupervised.
10. Medical
10.1 You warrant that the student has no medical condition that may affect their ability to participate in your chosen YMCA program except as disclosed on the enrolment application.
10.2 If the student does have such a medical condition, you warrant that the condition has been assessed by a medical practitioner registered by AHPRA who has advised that it is safe for the student to participate in the YMCA program and related services we offer.
10.3 By joining a YMCA program, authority is given for YMCA staff to obtain for your child, any necessary medical attention at the parent’s / guardian’s expense and understand that you will be notified as soon as possible.
10.4 Permission is given to the YMCA to call an ambulance if staff deem it necessary.
11. Correct Apparel
11.1 Long hair should be tied back, and jewellery should be removed.
11.2 For safety reasons, participants should not wear clothing with denim, buttons or zips.
11.3 Participants attending swimming lessons must wear a swim nappy if not toilet trained.
11.4 Appropriate swimming attire, such as a proper swimsuit, must be worn at all times during swimming lessons. For boys, this means swim trunks, briefs, or swim shorts that fit securely and do not sag. For girls, this means a one-piece swimsuit.
11.5 Parents must wear a T-shirt during all Learn to swim lessons.
12. Wet Weather & Storm Policy (Swimming lessons)
12.1 The storm policy only applies to outdoor pools.
12.2 Classes will continue to run when it is raining.
12.3 Due to the unpredictable weather throughout the wet season, YMCA has a storm policy. If a class has run for 15 minutes or more of the lesson and is directed by YMCA Management to leave the pool due to storm conditions, it is classed as a lesson. 14 minutes and earlier and we will allocate you with an additional make up to be used by the end of term.
13. Pool Hygiene
13.1 As per YMCA’s Policy, if a parent / guardian who is entering the water or a program participant has been ill, please ensure that the adequate wait time (14 days) has been fulfilled before returning to the pool.
14. Private Lessons – Swimming Lessons
14.1 Private lessons are allocated at a ratio of 1:1, between child and instructor.
14.2 Semi-private lessons are allocated at a ratio of 2:1, between child and instructor.
14.3 The inclusion of any further children into private / semi-private lessons will result in the requirement for an extra lesson.
15. Lost Property
15.1 The YMCA takes no responsibility for lost property.
15.2 Families are advised not to bring any valuables to the program.
15.3 Please ensure all participant belongings are labelled.
15.4 Lost items will be placed in our lost property basket at reception.
15.5 Items are taken to the YMCA op shop on a monthly basis if not collected.
16. Photography/Promotion
16.1 Unless you have advised the YMCA in writing to opt out, you give permission for yourself or your child to be photographed or videoed while participating in YMCA activities by YMCA Employees. You consent to these photos/videos being used for publicity purposes. Please note, no personal photography is permitted due to our safeguarding Children policy.
17. Warning Of Potential Harm and Acceptance of Risk
17.1 I understand and acknowledge that whilst all reasonable care and skill is taken by the YMCA to ensure safe equipment, facilities and services, there are inherent risks of injury or ill-health resulting from participating in sport and physical activity in general and from the use of gymnastics / Learn to swim facilities AND the use of associated equipment.
17.2 Whilst every care and safety measure is taken, participation in gymnastics/learn to swim by the very nature of the activity carries a risk of physical injury. Participants and their parents agree to indemnify the YMCA, its employees and agents from any claim, resulting from any liability, injury, loss or damage of any kind resulting from participation in these programs.
18. The YMCA RESERVES THE RIGHT TO:
18.1 Vary, add or eliminate any of the facilities or services provided by the Centre.
18.2 Change the fees we charge for our services.
18.3 Alter our Terms and Conditions
18.4 Vary Our Hours of Operation or Program/Class Schedule of the centre.
18.5 You will be given a minimum of 30 days’ notice regarding any changes to these terms and conditions via email, SMS, inhouse signage. No response will be deemed acceptance of the new terms and conditions.
19. Privacy Policy
The YMCA Queensland (ABN61 028 995 366) collects your personal information (including contact details, billing information and relevant medical details) in order to be able to offer you services and membership to our Fitness and recreation facilities. Failure to provide this information will mean that membership or access to services will not be able to be provided. We will only share your information where required by law, by a court or tribunal order or with your permission. For further detail on the YMCA Queensland privacy policy, or to access or update your information please refer to the YMCA Brisbane - Privacy Policy.pdf