1. Organisation Details
These are the booking terms and conditions of the City of Coventry Swimming Club (COCSC) Swim Camps, C/O Alan Higgs Centre, Allard Way, Coventry, CV3 1HW.


2. Booking
Your contract is with City of Coventry Swimming Club (hereinafter referred to as COCSC). By requesting us to confirm your booking, you are deemed to have read, understood, and agreed to these terms and conditions. 
Bookings are only accepted on an official COCSC booking form, which must be Submitted a parent/guardian. The parent/guardian is responsible for all payments.
Any terms proposed by you are excluded unless expressly agreed in writing by COCSC.
The completed booking form must be submitted together with full payment. Once received, and subject to availability, COCSC will confirm your booking.
Please check your confirmation carefully and notify us immediately of any errors or queries.

3. Your Contract
A binding contract to make payment and accept position on camp is formed once written confirmation is issued by COCSC.


4. Payment
Full payment must be received before confirmation. This will be sent to you through STRIPE and as an invoice to make payment by card.
If payment is not received in full and before the start of Camp, COCSC reserves the right to treat the booking as cancelled.

Accepted payment methods:
STRIPE
All payments must be made payable to City of Coventry Swimming Club.A £25 administration fee will be charged for any dishonoured payments where a camp space has been taken.


5. Changes by You
All change requests must be made in writing. While we will try to accommodate requests, this cannot be guaranteed.


6. Cancellation by You
Cancellations must be made in writing.
If cancellation is made within 3 days of the camp/training day, the full fee remains payable.
If Cancellations are made before 3 days of the training camp a full refund will be given.


7. Changes by COCSC
COCSC reserves the right to make changes where necessary.
Significant changes include:
Change of coach
Change of assistants or mentors
Change of venue
You will be informed as soon as reasonably possible if such changes occur.


8. Cancellation by COCSC
COCSC may cancel a cam/training day if required. Where this is not due to non-payment, you will be offered:
An alternative session,
or A full refund.


9. Force Majeure
COCSC is not liable for failure to perform obligations due to events outside our control.


10. Liability
COCSC is responsible for delivering services as agreed, except where failure is due to:
Participant actions
Third parties
Unavoidable circumstances
COCSC is not liable for loss or damage to personal belongings.


11. Complaints
In the unlikely event that you have any reason to complain you must write to us with full details of your complaint within 5 working days of the end of your camp/training day.  COCSC regret we cannot accept liability in relation to any complaint which is not notified entirely in accordance with this clause.


12. Safeguarding
COCSC is committed to safeguarding and promoting the welfare of all children and young people. All staff and volunteers operate in line with safeguarding policies and governing body guidance.
Parents/guardians must disclose any relevant information at the time of booking to support the participant appropriately.


13. Behaviour and Conduct
All participants must behave appropriately and follow instructions at all times.
All participants must read and agree to the Camp Code of Conduct on completion of booking, Parent/guardian to confirm that the Camp Code of Conduct has been explained to their child.
COCSC reserves the right to remove any participant whose behaviour is unsafe or disruptive.
Parents/guardians may be required to collect the participant immediately.
No refund will be issued.
Parents/guardians are also expected to behave respectfully. Failure to do so may result in exclusion from future activities.


14. Medical Information and Emergency Consent
Parents/guardians must provide accurate and up-to-date medical information at the time of booking, including:
Medical conditions
Allergies
Medication requirements
Emergency contact details
By agreeing to these terms, parents/guardians consent to COCSC staff administering basic first aid where necessary.

In the event of a medical emergency, and where parents/guardians cannot be contacted, you give permission for COCSC to:
Seek appropriate medical treatment
Authorise emergency medical care on your behalf
Any costs associated with medical treatment remain the responsibility of the parent/guardian.


15. Photography and Media Consent
COCSC may take photographs and/or videos during camps and training sessions for:
Promotional purposes
Social media
Website and marketing materials

By accepting these terms, you consent to the use of images or videos that may include your child.

If you do not wish your child to be photographed or filmed, you must inform COCSC in writing prior to the camp/training day.
COCSC will make reasonable efforts to respect such requests but cannot guarantee that your child will not appear incidentally in group images.