MEMBERSHIPS, CANCELLATIONS & REFUNDS POLICY

1. MEMBERSHIP & REGISTRATIONS

CLUB REGISTRATION

There is Club Registration fee at the time of joining Horizon Gymnastics, this is due at the start of the 3rd visit should the client wish to participate in further training sessions. This registration fee is non-refundable should the client wish to leave any time from the 3rd session onwards. Should the client leave mid-way through the year and then return during the same signup year, this fee will not be recharged.

Should a client leave for a period greater than 12 months from their signup date and then decide to re-join, this fee will be recharged.

The club registration fee enables the client to be administratively setup and includes a t-shirt.

CLUB MEMBERSHIP

Horizon Gymnastics reserves the right to introduce a chargeable membership structure be it monthly or annual at some point in the future.

BRITISH GYMNASTICS

We are an affiliated club of British Gymnastics (BG) and as such require all members to sign up to their membership and insurance packages. The cost for these memberships varies annually and is settled through Horizon Gymnastics on the clients’ behalf. Refunds will only be given if a client leaves the club before payment to British Gymnastics has been made. BG Insurance runs from 1st October to 30th September annually regardless of when the client may join Horizon Gymnastics or commence their BG membership.

NEW CLIENT CHARGEABLE TASTER SESSIONS

We offer two taster sessions which are chargeable for your child to see if they would like to continue before all associated fees are due. Taster sessions will be communicated with you in advance and agreed in writing, these are chargeable even if you are unable to attend a taster session due to say illness. By the third session all remaining class fees for the block period are due together with British Gymnastics membership & insurance and our Club registration fee, plus the missed taster session fee if this applies.

MONEY BACK GUARANTEE

At the time of booking if all training fees, club registration, BG membership & insurance costs are settled in advance and within the first 2 taster sessions, you decide not to stay, then all charges will be refunded minus the 2 chargeable taster sessions. An admin fee of £12 will be applied.

PAYMENTS MADE & REFERENCES

BACS – payments to be made to: Horizon Gymnastics : 38725060 : 30-63-64 : Ref : H@W Gymnast Name + fees

Use: – H@W for Horizon @ Wildern; H@T for Horizon @ Thornden; H@C for Horizon @ Chamberlayne

Squad gymnasts will be given a unique reference.

CHEQUE payee: Horizon Gymnastics : on reverse write Childs name, class day and time. Put in a sealed envelope with the Childs name on the front marked for the attention of the lead coach.

CASH – Put the correct amount into a sealed envelope with the Childs name on the front, mark it for the attention of the lead coach.

2. CANCELLATIONS – FACILITY HIRE

CANCELLATION BY HORIZON GYMNASTICS

1. Horizon Gymnastics reserves the right to refuse, cancel or change any booking or event at any time prior to its commencement and to refuse admission to the event or centre, or to reject an application of membership and to withdraw membership.

2. We can add to, change, withdraw or cancel facilities or activities from the centre without notice. This includes closing a centre or making changes to opening hours for safety reasons, maintenance or special events.

3. Cancelled sessions due to a positive Covid19 test from an active member will be credited against future classes from the 3rd week onwards. Members within the same bubble group will be required to self-isolate for 2 weeks and there will be no refunds during this self-isolation period, a credit will only be issued to the bubble group if the session cannot restart in week 3 or be moved to an online platform, which may not be on the same physical training day.

4. There will be no refund/credit due to a cancelled session where staff shortages or illness requires the session to be cancelled at short notice.

CANCELLATION BY OUR FACILITIES

1. In the event of a cancellation due to the facilities cancelling our booking at short notice we will try to find an alternative venue or take the training online. If successful there will be no refund/credit for that session but there may well be additional sessional costs for the new venue/ online platform. Horizon Gymnastics will not be responsible for any extra costs incurred as a result of a relocated, cancelled or rescheduled event. Nonattendance at the relocated venue will not incur additional costs, nor will it result in a refund/credit for the original cancelled session even if the online session is not attended. Sessions moved online may take place on a different training day and time.

2. In the event of a cancellation due to the facilities cancelling our booking with notice, training will move from the physical world to the online platform and back again seamlessly. It is at the Directors discretion to apply credits for the transition to online. Missed online training sessions will not be credited/refunded.

3. There is no entitlement right to a refund / credit where Horizon Gymnastics is forced to cancel part or all of an event / session due to reasons beyond our reasonable control and especially where we are legally bound for costs such as insurances, facilities, staff and other operational expenditure costs. This may include but is not limited to weather cancellation, Health & Safety, staff ratios and Covid. The Director reserves the right to be discretionary.

CANCELLATION BY THE HIRER

1. For Gym Camps, Birthday Parties, Competitions and other events, cancellation must be in writing 14 days prior to the event entry closing dates for a full refund.

2. If the cancellation is on the grounds of medical reasons with written evidence, then a partial refund is subject to already sustained costs and at the discretion of the Director. An administrative fee will be applied.

CLIENT CANCELLATIONS

If you wish to cancel your future classes then the following notice periods will apply;

Academic Terms are Autumn (Sept-Dec), Spring (Jan-Apr), Summer (Apr-Jul)

Termly in full payments – (cash, cheque, BACS, credit card) Your commitment is for the whole term. One months’ notice before the end of term; if notice is given before half term then refunds for classes after half term are at our Directors discretion and only if a replacement gymnast is found to take the leaving gymnasts place. There will be no refunds for notice given after half term and it is the clients’ choice whether they stay till the last training week or leave before. Failure to settle all outstanding monies at the time of leaving will incur a late payment fee £12 plus interest of 5% on the outstanding balance.

Termly part payments – (GoCardless direct debit, cash, cheque, BACS, credit card). Your commitment is for the whole term even if this is being settled in instalments. One months’ notice is required before the end of term; if notice is given before half term then refunds for classes after half term are at our Directors discretion and only if a replacement gymnast is found to take the leaving gymnasts place till the end of term. There will be no refunds for notice given after half term and it is the clients’ choice whether they stay till the last training week or leave before. Failure to settle all outstanding monies at the time of leaving will incur a late payment fee £12 plus interest of 5% on the outstanding balance.

Quarterly are Qtr1 (Jan-Mar), Qtr2 (Apr-Jun), Qtr3 (Jul-Sep), Qtr4 (Oct-Dec)

Quarterly in full payments – (cash, cheque, BACS, credit card) Your commitment is for the whole quarter. A minimum of one months’ notice before the end of the quarter (Jan-Mar, Apr-Jun, Jul-Sep, Oct-Dec) is required; if notice is given in month 1 or 2 of the quarter your leave date will be at the end of the 3rd month. If notice is given during the 3rd month in the quarter not enough notice has been given and you will be charged for the 1st month of the following quarter (which can be attended). A detailed final statement of your account will be produced and any outstanding fees/charges will need to be settled before leaving. Failure to settle all outstanding monies at the time of leaving will incur a late payment fee £12 plus interest of 5% on the outstanding balance.

Quarterly part payments – (GoCardless direct debit, cash, cheque, BACS, credit card) Your commitment is for the whole quarter even if this is being settled in instalments. A minimum of one months’ notice is required before the end of the quarter (Jan-Mar, Apr-Jun, Jul-Sep, Oct-Dec); if notice is given in month 1 or 2 of the quarter your leave date will be at the end of the 3rd month. If notice is given during the 3rd month in the quarter not enough notice has been given and you will be charged for the 1st month of the following quarter (which can be attended). A detailed final statement of your account will be produced and any outstanding fees/charges will need to be settled before leaving. Failure to settle all outstanding monies at the time of leaving will incur a late payment fee £12 plus interest of 5% on the outstanding balance.

Annual Fees run from January-December

Annual Fees – (GoCardless direct debit, BACS credit card) The client is agreeing to the annual fees, to enable 12 equal monthly payments spread out over the year, despite there being no sessions in August, payments will still continue through this month. Payments for the forthcoming month must be paid before the start of the calendar month. A minimum of one months’ notice is required before the next scheduled monthly payment. A statement will be produced showing actual costs incurred for the year against payments made and the last monthly payment will include any outstanding fees due at that point. Therefore, the final payment maybe more than the previous months charge to balance the account out. 

Failure to settle all outstanding monies at the time of leaving will incur a late payment fee £12 plus interest of 5% on the outstanding balance.

Eg. Payment goes out on 1st May for the month of May. Notice given on 25th April to cancel; this is not one calendar month notice before the next scheduled payment. Therefore May & June’s payment is charged. Training continues till the end of June. June’s payment will also incur any additional fees outstanding from actual class charges between January-June that have not been covered from the annual monthly payments.

Eg. Payment goes out on 1st May for the month of May. Notice is given on 1st May to cancel, last payment date is 1st June, and training continues till the end of June. Again, June’s invoice will also include any additional fees outstanding from actual class charges between January-June, that have not been covered from the annual monthly payments.

Eg. Payment goes out on 25th April for the month of May. Notice is given on 25th April to cancel which is one calendar month before the next scheduled payment of 25th May. Training ends, end of May. A separate invoice will be raised for the difference between actual payments received and training costs incurred. This difference must be settled on the next scheduled payment date 25th May.

There is a detailed spreadsheet to explain this for transparency.

Should you wish to cancel or suspend your training this must be presented in writing to admin@horizonteamgym.co.uk a verbal or text message to a coach will not be seen or treated as notice and fees will still be applied.

In exceptional circumstances it may be necessary for Horizon Gymnastics to cancel a session. If this happens, you will be notified with as much notice as possible by email and on our social networking platforms.

CANCELLING YOUR GOCARDLESS DIRECT DEBIT

1. We recognise that many people’s circumstances change. In such an event, should you wish to cancel your GoCardless direct debit we ask that you notify us, in writing to admin@horizonteamgym.co.uk with the appropriate notification period. Please ensure you also notify your bank.

2. All notice to terminate will be agreed in writing with both parties.

3. REFUNDS

1. We will refund the British Gymnastics (BG) membership & insurance fee so long as it has not been settled directly with BG on your behalf. BG membership and insurance is transferrable between affiliated clubs and you can attend multiple clubs & gymnastic disciplines under the one membership.

2. We will refund the Club Registration fee if the client has settled in advance all fees and decided to leave before the start of the 3rd session.

3. We will refund all training fees from the 3rd session if a new client has settled in advance all requested fees and decided at the end of the 2nd taster session it is not for them. An admin fee of £12 will be applied.

4. A minimum of 14 days’ notice is required when requesting a refund for Gym Camps, Birthday Parties, and before the competition entry deadlines. Such requests are to be made in writing to admin@horizonteamgym.co.uk for the attention of the Director.

5. For other hire, application for refunds must be made in writing to the Director stating the details of refund requested and with proof of purchase where appropriate.

6. Refund requests on purchases such as events or camps to name but a few, where less than 14 days’ notice is given on the grounds of medical reasons with supporting medical evidence, these are at the discretion of the Director. Some events require separate travel insurance and where Insurance claims for travel refunds exist due to injury, we shall follow the travel insurance guidelines. Travel refunds if successfully claimed will be refunded to your bank account. Training refunds if agreed will be credited to the clients account for use against future participation.

7. There are NO part session refunds/credits available.

8. At the Directors discretion, a credit given will be used against future classes.

9. Should you wish to return any retail product, on proof of purchase, we will exchange the item or provide a full refund, provided the item is unwashed, unworn and unused. This will be valid for 28 days from the date of purchase. If any retail product is found to be faulty, on proof of purchase we will exchange the item or provide a full refund. This does not affect your statutory rights.

10. Horizon Gymnastics will not be liable or responsible for any other expenditure incurred costs or loss sustained by the client arising from any event or class cancellation or rescheduling.

Document last updated : 6 January 2021

Effective date : 5 February 2021

I have legal guardianship of / I am the registered carer of (child/rens name(s) being registered with Horizon Gymnastics);

GYMNAST NAME(S):

(Parent/Carer/Guardian) I …………………………………………. have seen, read, understood and agree to this Memberships, Cancellations & Refunds policy. 

Signed:

Dated:

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