Terms and Conditions

Terms & Conditions

1. Club Philosophy & Duty of Care

Jake’s Gymnastics Club provides fun, structured and progressive recreational gymnastics classes in a safe, inclusive and supportive environment. The safety, welfare and enjoyment of every child are our highest priorities.

While every reasonable precaution is taken to provide a safe environment, gymnastics is a physical activity and carries an inherent risk of injury. By enrolling their child, parents/guardians acknowledge these risks and agree that participants must follow all safety instructions and behave appropriately during classes.

⸻

2. Safeguarding & Child Protection

Jake’s Gymnastics Club is committed to safeguarding and promoting the welfare of all children and young people in accordance with Irish legislation and recognised safeguarding best practice.

Jake Shirtliff is the Club’s Designated Liaison Person (DLP) and is responsible for receiving and managing safeguarding concerns in accordance with the club’s Safeguarding Policy and applicable legislation.

Any concerns relating to the welfare or safety of a child should be reported to the Designated Liaison Person as soon as reasonably possible.

All safeguarding concerns will be managed confidentially and in accordance with the club’s safeguarding procedures and applicable legal requirements.

⸻

3. Coaching, Manual Spotting & Physical Contact

Gymnastics is a practical sport that requires appropriate physical contact to help teach skills and maintain participant safety.

Coaches may, where necessary, physically guide, support, lift or catch participants during activities. This contact is appropriate, professional and used solely for coaching, skill development and safety.

Manual spotting may involve contact with areas such as the arms, shoulders, upper body, torso, hips or legs where required for safe instruction.

By registering, parents/guardians acknowledge that appropriate manual spotting is an essential part of gymnastics coaching and consent to such contact where reasonably necessary for the safe delivery of classes.

⸻

4. Class Structure, Arrival & Parent Presence

4.1 Arrival & Departure

Parents/guardians are responsible for ensuring children arrive on time and are collected promptly at the end of each class.
Coaches are responsible for participants only during their scheduled class times.

4.2 Parent Presence

Parents/guardians may only remain in the training area where permitted by Jake’s Gymnastics Club.
To minimise distractions and maintain a safe learning environment, parents/guardians must not interrupt classes, coach participants from the sidelines or distract coaches during sessions.
Any questions or concerns should be discussed before or after class, or by contacting the club directly.
Coaches may ask any person to leave the training or viewing area where necessary to ensure the safe and effective running of the class.
Failure to follow these requirements may result in appropriate action being taken, including removal from the training area or, where necessary, suspension from the session.

⸻

5. Registration

An Annual Registration Fee of €65 per child is payable upon registration and is required to secure a place at Jake’s Gymnastics Club.

The Annual Registration Fee contributes towards the administration and operation of the club, including registration, insurance and other associated operational costs.

The Annual Registration Fee is:

payable once per registration year;
non-refundable;
non-transferable; and
required before participation, unless otherwise agreed by the club.

Payment of the Annual Registration Fee secures a participant’s place for the current registration year only and does not include class tuition fees.

Jake’s Gymnastics Club reserves the right to cancel or release any place where the required registration fee has not been paid within the timeframe specified by the club.

Registration for one term or registration year does not automatically guarantee a place in future terms or subsequent registration years. Participants may be required to re-register in accordance with the club’s registration procedures and deadlines.

5.1 Registration Deadlines & Place Release

Registration and payment deadlines may be set by Jake’s Gymnastics Club and will be communicated where applicable.

The club reserves the right to release any unconfirmed or unpaid place if the required registration fee or class fees have not been received by the stated deadline.

Any released place may be offered to another participant. Re-registration will be subject to availability.

⸻

6. Class Fees, Trial Classes & Payment

Class fees are charged per term and cover the participant’s place in the programme, including coaching, venue hire, equipment, insurance, administration and the overall operation of the club.

Class fees are based on the full term rather than individual attendance. Missed classes, late starts or absences do not reduce the fees payable.

6.1 Trial Classes

Jake’s Gymnastics Club may offer trial classes for new participants at its discretion.

Where a participant joins the club following a trial class, the Annual Registration Fee and any applicable class fees must be paid within the timeframe specified by the club to secure their place.

6.2 Payment Requirements

Class fees must be paid in accordance with the payment schedule communicated by Jake’s Gymnastics Club.

Failure to pay fees by the stated deadline may result in the participant’s place being released. Any outstanding fees remain payable unless otherwise agreed by the club in writing.

⸻

7. Absences, Non-Attendance & Place Forfeiture

Attendance at classes is the responsibility of the parent/guardian. Class fees are payable for the full term and are not reduced due to absence, late enrolment or missed classes.

If a participant is unable to attend a class, parents/guardians should notify the club where possible.

Jake’s Gymnastics Club reserves the right to release or cancel a participant’s place where:

required fees remain unpaid;
a participant fails to attend classes for an extended period without communication; or
the club reasonably believes the place is no longer required.

Any released place may be offered to another participant. Re-enrolment will be subject to availability and the club’s current registration requirements.

⸻

8. Behaviour, Discipline & Termination

Jake’s Gymnastics Club aims to provide a safe, positive and respectful environment for all participants.

Where behaviour is unsafe, disruptive or repeatedly inappropriate, the club may take appropriate action, including verbal or written warnings, temporary suspension or termination of participation.

The club reserves the right to remove a participant immediately where their behaviour presents a risk to themselves, other participants, coaches or any other person.

Termination of participation for behavioural or safety reasons will not normally entitle the participant to a refund of any registration or class fees.

⸻

9. Additional Needs & Support

Jake’s Gymnastics Club welcomes participants with additional needs wherever it is safe and appropriate to do so within a group class environment.

To help determine whether a class is suitable, an initial session may be treated as an assessment.

Where additional support is required, the club may request that a parent/guardian or appropriately qualified support person remains present and actively assists the participant throughout the session.

If the club reasonably believes that a participant’s needs cannot be safely or appropriately met within the class, alternative arrangements may be discussed or participation may be discontinued.

⸻

10. Level System, Testing & Progression

Jake’s Gymnastics Club operates a structured level progression system to support each participant’s development.

Progression is based on the safe, consistent and competent performance of skills, not attendance or time spent in a class. Coaches determine when participants are ready to progress and when skills are signed off.

Progression assessments may take place over multiple sessions and completion of a full level assessment in a single class is not guaranteed.

Where applicable, one level booklet will be provided per participant. Replacement booklets are available at a cost of €5.

The club’s official coaching records are the official record of each participant’s progression.

⸻

11. Communication & Emergency Contact

Email is the primary method of communication used by Jake’s Gymnastics Club. Any WhatsApp groups or other messaging platforms are supplementary and should not be relied upon for important club information.

Parents/guardians are responsible for ensuring that their contact details and emergency contact details remain accurate and up to date and that they are contactable, where reasonably possible, during their child’s class.

In the event of an emergency, the club will make reasonable efforts to contact a parent/guardian. Where necessary and in the interests of the participant’s welfare, the club may contact the appropriate emergency services.

Basic first aid may be administered where appropriate while awaiting a parent/guardian or emergency services.

Except in exceptional circumstances, participants will not be transported by coaches or other club staff.

⸻

12. Camps, Events & Competitions

Jake’s Gymnastics Club may organise camps, events and competitions throughout the year.

Where applicable, a non-refundable booking fee or deposit may be required to secure a place.

Competition entry fees and any third-party costs are non-refundable unless refunded by the organiser.

Event dates, venues and schedules may be changed where reasonably necessary. The club will provide notice of any significant changes as soon as reasonably practicable.

⸻

13. Data Protection (GDPR)

Jake’s Gymnastics Club collects and processes personal information for the purposes of registration, administration, safeguarding, health and safety, and participation in club activities.

Personal data is processed and stored in accordance with applicable data protection legislation, including the General Data Protection Regulation (GDPR). Further information about how personal data is collected, used, stored and shared is available in the club’s Privacy Notice.

⸻

14. Acknowledgement of Risk & Liability

Gymnastics is a physical activity that carries an inherent risk of injury, even when conducted under appropriate supervision.

By registering, parents/guardians confirm that:

the participant is medically fit to take part, or that any relevant medical conditions have been disclosed to the club;
they understand that participation in gymnastics involves inherent risks;
they consent to appropriate manual spotting and coaching contact where reasonably necessary for instruction and safety; and
they agree that participants will follow all club rules and coaches’ instructions.

Participants must not enter the training area unless authorised by a coach. Spectators must not use gymnastics equipment.

Jake’s Gymnastics Club accepts responsibility for taking reasonable care in the delivery of its activities but cannot accept responsibility for injuries arising solely from the ordinary and inherent risks associated with participation in gymnastics where all reasonable care has been exercised.

The club is not responsible for the loss, theft or damage of personal belongings brought onto club premises.

Jake’s Gymnastics Club maintains appropriate insurance for its activities in accordance with applicable legal requirements.

⸻

15. Anti-Bullying

Jake’s Gymnastics Club is committed to providing a safe, welcoming and inclusive environment and operates a zero-tolerance approach to bullying behaviour.

Bullying may include, but is not limited to:

physical aggression;
verbal abuse;
intimidation;
exclusion;
cyberbullying; and
repeated disruptive, threatening or inappropriate behaviour.

This policy applies to participants, parents/guardians, spectators, coaches and all others attending club activities.

Any allegation or incident of bullying will be taken seriously and investigated appropriately. Where necessary, the club may take appropriate action, including warnings, suspension or termination of participation or attendance.

Termination of participation due to bullying or serious behavioural concerns will not normally entitle the participant to a refund of any registration or class fees.

⸻

16. Photography, Filming & Media

Jake’s Gymnastics Club may take photographs or videos during classes, events and competitions for coaching, promotional and club communication purposes.

Any use of photographs or videos will be managed in accordance with the club’s photography procedures and any consent preferences provided by parents/guardians.

Parents, guardians and spectators must not photograph or record participants during classes or club activities without the prior permission of the club.

Unauthorised photography or recording may result in the individual being asked to stop recording, leave the venue or any other action considered appropriate by the club.

⸻

17. Online & Social Media

Parents/guardians, participants and spectators are expected to communicate respectfully when interacting with Jake’s Gymnastics Club, its coaches, volunteers and members, both in person and online.

Abusive, threatening, defamatory, discriminatory or harassing behaviour on social media or other online platforms will not be tolerated.

Concerns or complaints should be raised directly with the club to allow them to be addressed appropriately.

Where online behaviour seriously breaches these standards or adversely affects the welfare, safety or operation of the club, Jake’s Gymnastics Club reserves the right to take appropriate action, including suspension or termination of participation where appropriate.

⸻

18. Clothing & Footwear

Participants must wear suitable clothing that allows safe movement during gymnastics activities.

The following are not permitted during classes:

Jewellery or watches.
Jeans or restrictive clothing.
Unsuitable footwear.

Classes are conducted barefoot or, where appropriate, in grippy socks.

Any jewellery that cannot safely be removed, including newly pierced jewellery, should be appropriately covered where possible. Jake’s Gymnastics Club reserves the right to refuse participation where jewellery presents a safety risk.

For safety reasons, the club reserves the right to refuse participation where suitable clothing or footwear is not worn.

18.1 Personal Belongings

Participants should avoid bringing valuables to classes.

Jake’s Gymnastics Club accepts no responsibility for the loss, theft or damage of personal belongings brought onto club premises.

Lost property not collected within a reasonable period may be disposed of or donated at the club’s discretion.

⸻

19. Class Cancellations & Make-Up Classes

Jake’s Gymnastics Club may cancel, postpone or reschedule classes where reasonably necessary, including due to coach illness, venue unavailability, severe weather, safety concerns or other circumstances beyond the club’s reasonable control.

Jake’s Gymnastics Club reserves the right to change class times, venues, coaches, class structures or to merge, divide, reorganise or amend classes where reasonably necessary for operational, coaching or safety reasons. Where reasonably practicable, parents/guardians will be given advance notice of any significant changes.

Parents/guardians will be notified of any changes as soon as reasonably practicable.

Where reasonably practicable, Jake’s Gymnastics Club will endeavour to provide a suitable make-up class.

Where a suitable make-up class is offered but a participant is unable or chooses not to attend for any reason, no refund, credit or alternative make-up class will be provided.

If a suitable make-up class cannot reasonably be provided, the club may, at its discretion, offer an appropriate alternative, which may include a credit towards a camp, a future term or another club activity.

The club reserves the right to substitute coaches where reasonably necessary.

The club reserves the right to determine the most appropriate remedy based on the circumstances of each cancellation and any applicable legal obligations.

⸻

20. Refund Policy

The Annual Registration Fee of €65 is non-refundable and non-transferable.

If a participant withdraws after attending their first class, parents/guardians must notify Jake’s Gymnastics Club before the participant attends a second class. Any unused class fees paid for the remainder of the term will be refunded. The Annual Registration Fee will not be refunded.

Once a participant attends their second class, all class fees for that term become non-refundable.

Missed classes, holidays, illness or other absences do not entitle participants to refunds or reductions in class fees.

Where participation is suspended or terminated due to behaviour, safety concerns or a breach of the club’s policies, no refund of registration or class fees will normally be given.

Nothing in this policy affects any statutory rights that parents/guardians may have under applicable law.

Refunds approved by Jake’s Gymnastics Club will normally be processed using the original payment method unless otherwise agreed.

⸻

21. Toileting & Personal Care

Participants are expected to be independently toilet trained unless otherwise agreed with Jake’s Gymnastics Club.

Coaches are not responsible for providing routine toileting or personal care. Where appropriate, a parent/guardian may be required to remain available to assist their child.

In the event of an emergency, coaches will act in the participant’s best interests and in accordance with the club’s safeguarding procedures.

⸻

22. Recruitment, Vetting & Coach Suitability

Jake’s Gymnastics Club is committed to ensuring that all coaches, assistants and volunteers working with children are suitable, appropriately qualified for their role and meet all safeguarding requirements.

The club applies the following standards:

Garda Vetting is completed where required by law.
Coaches hold qualifications appropriate to their role or are working under appropriate supervision.
Safeguarding training is completed where required and ongoing professional development is encouraged.
Records of relevant qualifications, safeguarding training and Garda Vetting are maintained.
No coach, assistant or volunteer will work unsupervised with children until all required safeguarding and vetting requirements have been satisfactorily completed.

Failure to comply with the club’s recruitment, safeguarding or vetting requirements may result in suspension or termination of involvement with Jake’s Gymnastics Club.

⸻

23. Emergency Action Plan (EAP) & Safety Procedures

Jake’s Gymnastics Club operates an Emergency Action Plan (EAP) appropriate to each venue used by the club.

The Emergency Action Plan includes procedures for:

Evacuation of the venue.
Responding to accidents, injuries or medical emergencies.
Fire and other emergency situations.
Contacting the emergency services where required.
Staff roles and responsibilities during an emergency.

Emergency contact details and relevant medical information provided by parents/guardians are available to authorised staff during club activities.

Coaches, staff and volunteers are familiar with the emergency procedures applicable to the venue in which they are working.

Parents and guardians acknowledge that:

Emergency procedures may require immediate action to protect participants and others.
The club may contact the emergency services and seek emergency medical treatment where necessary if a parent or guardian cannot be contacted.
Jake’s Gymnastics Club coaches and staff do not transport injured or ill participants in their own vehicles except in exceptional circumstances where there is an immediate risk to life or where directed by the emergency services.

⸻

24. Equality, Inclusion & Non-Discrimination

Jake’s Gymnastics Club is committed to providing a welcoming, inclusive and respectful environment where every child has the opportunity to participate and enjoy gymnastics.

The club does not unlawfully discriminate on any ground protected by applicable equality legislation.

The club will make reasonable adjustments where practicable to support participation by children with additional needs or disabilities. Parents or guardians are encouraged to discuss any medical conditions, additional needs or support requirements with the club before participation so that appropriate arrangements can be considered.

Participation remains subject to the club being able to provide a safe environment that meets the needs of the individual child, the wider group and the club’s coaching ratios.

Where the club is unable to safely meet a child’s needs within a group class, the situation will be discussed with the parent or guardian and, where possible, suitable alternatives will be considered.

⸻

25. Complaints Handling Procedure

Jake’s Gymnastics Club encourages parents and guardians to raise concerns promptly so that they can be considered and, where appropriate, resolved in a fair and respectful manner.

Complaints should:

Be submitted in writing where appropriate.
Clearly describe the issue or concern.
Be communicated respectfully and without abusive, threatening or defamatory language.

Procedure

The complaint will be acknowledged.
The information provided will be reviewed.
A response will be issued within a reasonable timeframe.
Where appropriate, the club may request further information before reaching a decision.

Once a complaint has been fully considered and a final response has been issued, Jake’s Gymnastics Club may decline to engage in further repetitive correspondence unless material new information is provided.

Complaints relating to child safeguarding or child protection will be managed under the club’s safeguarding procedures and, where appropriate, referred to the relevant statutory authorities.

⸻

26. Medical Information & Medication

Parents/guardians are responsible for informing Jake’s Gymnastics Club of any medical condition, allergy, injury or additional need that may affect a participant’s safe involvement in club activities.

Parents/guardians must notify the club as soon as reasonably practicable of any changes to a participant’s medical information.

Where emergency medication (including inhalers, EpiPens or other prescribed medication) may be required, parents/guardians are responsible for ensuring it is available during participation and for informing coaches of its location and any relevant instructions.

Jake’s Gymnastics Club reserves the right to refuse participation where insufficient medical information has been provided to allow the club to manage participation safely.

27. Illness & Fitness to Participate

Participants should not attend classes if they are suffering from a contagious illness or any condition that may place themselves, coaches or other participants at risk.

Parents/guardians are responsible for deciding whether their child is fit to participate and should notify the club if illness or injury prevents attendance.

Where a coach reasonably believes that participation may be unsafe due to illness or injury, Jake’s Gymnastics Club reserves the right to refuse participation until the participant is fit to return.

Absences due to illness or injury do not entitle a participant to a refund, credit or make-up class unless otherwise determined at the club’s discretion or required by applicable law.

⸻

28.Venue Rules & Care of Property

Jake’s Gymnastics Club operates from a variety of venues.

Parents, guardians, participants and spectators must comply with any reasonable rules or instructions issued by the venue owner or operator in addition to the club’s own policies.

Participants and spectators must respect club equipment and venue property at all times.

Parents/guardians may be held responsible for the cost of repairing or replacing any club or venue property that is deliberately or recklessly damaged by a participant.

⸻

29.Force Majeure

Jake’s Gymnastics Club shall not be liable for any delay, cancellation or interruption to club activities resulting from circumstances beyond its reasonable control, including but not limited to severe weather, public health emergencies, venue closures, utility failures, government restrictions or other unforeseen events.

Where reasonably practicable, the club will endeavour to communicate any disruption and provide an appropriate alternative where possible.

30.Official Communication & Contact Protocol

Jake’s Gymnastics Club operates structured communication channels to ensure enquiries are handled efficiently and important information is communicated effectively.

30.1. Official Contact Details

Jake’s Gymnastics Club aims to respond to all enquiries as promptly as possible.

For all enquiries relating to the club,

Please contact:

Jake’s Gymnastics Club

📧 jakesgymnasticsclub@hotmail.com

📞 087 484 2447

30.2. Sibling Discount

Where sibling discounts are available:

The first child’s registration should be completed in the normal way.
Parents or guardians should contact the club before registering additional children to confirm the discounted fee and payment arrangements.

30.3. Communication Expectations

Email is the club’s primary method of official communication.
WhatsApp, telephone calls and text messages may be used where appropriate but should not be relied upon for important or time-sensitive matters unless confirmed by the club.
Parents and guardians should allow a reasonable time for responses during normal business hours.
Jake’s Gymnastics Club reserves the right not to respond to abusive, offensive or unreasonable correspondence.
Important updates may also be issued through ClassForKids or other official club communication channels.

⸻

31.Severability

If any provision of these Club Policies, Terms & Conditions is found to be unlawful, invalid or unenforceable, that provision shall, to the extent necessary, be deemed severed from the remainder of this document. The remaining provisions shall continue in full force and effect.

⸻

32. Final Acknowledgement

This policy forms part of the terms and conditions of participation at Jake’s Gymnastics Club.

By registering a child or continuing participation in club activities, parents and guardians confirm that they have:

Read this policy.
Understood its contents.
Agreed to comply with all club policies, procedures and codes of conduct.
Accepted that these policies form part of the conditions of membership and participation.

Parents and guardians also acknowledge that they are responsible for ensuring their contact details remain up to date and for reading communications issued by Jake’s Gymnastics Club through its official communication channels.

Failure to comply with the club’s policies, procedures or codes of conduct may result in suspension or removal from participation. Any decision regarding refunds will be considered in accordance with the club’s Refund Policy.

This policy may be updated from time to time. The most recent version will be made available to parents and guardians through the club’s official communication channels.

Jake’s Gymnastics Club – Club Policies, Terms & Conditions (Version 2.0 – Reviewed: 20th July 2026)

Next Review Due: 20th July 2027