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Terms and Conditions

1 RULES TERMS AND CONDITIONS

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1.1 PAYMENTS AND REFUND POLICY

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1.1.1 Payment of Fees

Kaygees calculates fees by the amount of classes per term and invoices gymnasts prior to the commencement of each term. Gymnasts are required to pay their fees before the beginning of each term. Refer to 3. Billing Authorization section at end.

When a gymnast commences they are entitled to one trial class free of charge. Attendance at more than one class is a commitment to attend for the term and pay a term fee in advance. If a gymnast commences midway through the term, they will pay for the number of classes remaining in the term.

Fees will include an additional Gymnastics Victoria membership fee that includes injury insurance. This is paid once every calendar year.

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1.1.2 Discounts

The following discounts are available:

  • Early Bird

  • Health Care Card Holders

  • Siblings

  • Multiple Classes

  • Committee of Management

NB: Discounts applied up to a combined maximum of 20%.

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1.1.3 Refunds

Where a gymnast decides to discontinue a class for personal reasons, a refund can be arranged for the remaining weeks of term from the date the vacancy is filled, which will not always be from the date of discontinuation.

When a gymnast is suffering from a medical condition that prevents participation for 3 weeks or more, a refund for the weeks missed can be given once a medical certificate has been submitted to the office.

If a gymnast pays before the start of term but is unable to attend any of the lessons that term, and the club is informed of this during the first week of term, the fees can be refunded.

In exceptional circumstances an application can be made to the Kaygees Committee of Management.

Gymnastics Victoria membership fees will not be refunded in any circumstances.

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1.1.4 Make up classes

Kaygees will not issue refunds for reasons other than those mentioned above. If an appropriate class has a vacancy, a make -up lesson can be scheduled if class space is available.
Make up lessons should be booked in advance and within one week of the original class time. There is a limit of three (3) make-up lessons per child, per term. Make-up tokens will be issued to those gymnasts who advise of a class absence and are valid for two months.  To use a makeup token the gymnast must be enrolled.

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1.2 CODES OF CONDUCT

Members of Kaygees Gymnastics Club will be covered under the Gymnastics Australia (GA) Member Protection Policy. This policy is available at https://www.gymnastics.org.au/ includes Codes of Behaviour. Kaygees Codes of Conduct were developed to complement this policy.

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1.2.1 Guardian Code of Conduct:

This policy applies to all guardians of gymnasts who attend classes at Kaygees Gymnastic Club and who participate in external gymnastics competitions representing Kaygees. In addition to legal guardians, this policy applies to all adults who are responsible for the pick-up and drop-off of gymnasts on any given day.

1.2.1.1. Be on time for drop off and pick up. Failure to do so might attract fees.

1.2.1.2. When possible advise the office of absences beforehand.

1.2.1.3. If you are going to stay for your child’s class please stay upstairs in the waiting area and adequately supervise any younger siblings/children you have with you. Do not be loud or distracting while classes are taking place.

1.2.1.4. Do not enter the gymnastics floor under any circumstances, and do not speak to the coach during class time unless there is an emergency; wait until after the class or speak to the office staff

1.2.1.5. Let staff know if your child is ill or injured. Let staff know if your child becomes seriously ill within two or three days of coming to gymnastics. If your child has been injured, follow the advice of your medical practitioner in determining when they are ready to return to both training and competing and ensure coaches are made aware of the details of the injury.

1.2.1.6. Ensure your child is dressed appropriately.
1.2.1.7. Respect other parents and all gymnasts regardless of gender, ability, cultural

background or religion.

1.2.1.8. Remember that your child comes to Kaygees and is involved in gymnastics for his or her own enjoyment, not yours.

1.2.1.9. Encourage your child to enjoy their classes, training and competing. Emphasis should be on participation and personal achievement, not winning. If your child is not willing to train or to compete, don’t pressure or force them.

1.2.1.10. Be aware that children progress at different rates and respect the knowledge of coaching staff regarding your child’s program.

1.2.1.11. Do not take photos or record videos of any gymnasts during class time, including your own child, without permission from the coaching staff.

1.2.1.12. Do not criticise or yell at gymnasts during class time or during competitions. Do not criticize a gymnast for making a mistake, achieving a certain benchmark or not winning an event

1.2.1.13. Do not physically or verbally abuse or harass anyone (gymnast, parent, coach, administrator, judge or competition official, competitors from other clubs etc).

1.2.1.14. Do not use inappropriate language or discuss inappropriate subjects while at Kaygees.

1.2.1.15. Anyone who enters the premises who is not a gymnast, guardian, employee or who has not been invited to watch or participate in a class or activity will be asked to leave.

1.2.2 Gymnasts Code of Conduct:

This policy applies to any enrolled child or adult who is participating in a gymnastics or trampolining class including those prospective gymnasts trialling a class. This policy also extends to gymnasts representing Kaygees at external gymnastics competitions.

1.2.2.1 Always be on time for your class as it is very important to warm up properly
1.2.2.2 Respect everyone at Kaygees Gymnastics Club and treat other gymnasts as you would

like to be treated.

1.2.2.3 Tell the coach if you see something that you think is wrong. If you are worried about telling your coach, tell your parent or guardian.

1.2.2.4 Please be polite when speaking to your coach and other gymnasts.

1.2.2.5 Use a quiet voice in the gym. No swearing or bad language.

1.2.2.6 Don't try to do anything that you haven't been taught to do by a coach. Remember we want you to be safe.

1.2.2.7 Look after the equipment and facilities provided to you. Do not use a piece of equipment until your coach tells you to, and only use the equipment the way your coach tells you to.

1.2.2.8 Tell your coach if you feel ill or have hurt yourself.
1.2.2.9 Do not make fun of anyone. If you say unkind things or hurt someone's feelings, you

might be asked to sit upstairs.

1.2.2.10 Do not leave the gym. When you have finished your class, please wait quietly in the foyer or in the viewing area upstairs. You must wait inside for your parent or guardian to pick you up.

1.2.2.11 Do not take food into the gym area. Only plastic or metal water bottles are allowed inside the gym area.

1.2.2.12 Please dress in comfortable clothing. No skirts, jeans or clothing with zippers, buttons or belts etc. No shoes or socks in the gym (trampoline students can wear socks).

1.2.2.13 If you have long hair, please tie it back in a ponytail.

1.2.2.14 Remove all jewellery before class, except stud earrings.

1.2.2.15 Do not enter the gym floor before or after your class. Leave the gym floor at the end of the class when your coach tells you.

1.2.2.16 Remember that you're here to have fun and it is not a competition.
1.2.2.17 When you are at gymnastics competitions representing Kaygees be proud of your

club.

1.2.2.18 At competitions applaud all good results whether they belong to your team or opposing teams. Remember if the opposing teams are trying hard too, and without them there would be no competition.

1.2.2.19 Do your best or your Kaygees team and listen to your coach at competitions
1.2.2.20 Respect the judges and officials decisions at the competition, and never argue with

them. If you disagree with a score tell your coach.

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1.2.3 Breaches

Breaches of Codes of Conduct may result in disciplinary action being taken by Kaygees Gymnastics Club. The Club reserves the right to remove any persons for breaches of these rules or unsafe behaviour. Breaches will be immediately handled by the administrator. Any further decisions regarding disciplinary behavior, enrolment and/or presence of guardian at the facility will be made by the Committee of Management.

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1.3 SOCIAL MEDIA POLICY

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1.3.1 Introduction

Kaygees Gymnastics uses social media to keep members and the public informed about our activities and to promote gymnastics within our community. However, we are mindful that once information is in the public domain, it can have unintended consequences.

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1.3.2 Conduct

In order to keep our social media activity positive and safe, staff will ensure that:

  • Our social media activity will promote gymnastics in a positive and respectful manner.

  • We will not post or accept any content that is offensive, abusive, provocative or

    intimidating.

  • Social media content should not disclose personal or confidential information about

    staff, gymnasts or other persons. This includes contact details, ages and gymnast’s

    surnames.

  • Posts will acknowledge sources of information. They will not breach copyright or

    intellectual property when using others’ images or text.

  • Photographs will only be uploaded if we have gained consent.

    1.3.3 Photography and consent

    Kaygees will usually post photos or videos on social media of gymnasts in classes, competitions or club social functions. Photographs will generally relate to our activities and include no identifying information other than first names. We require general consent to be signed by guardians for photos of gymnasts under 18 years of age.

    1.3.4 Consequences

    Users who breach the Kaygees social media policy will generally be given a warning. Where breaches are considered severe or repeated, the Committee of Management may choose to take further action by reporting the breach to parents, the social media site and/or the police.

    Breaches of this policy can be reported to Kaygees at admin@kaygeesgymnastics.com.au.

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1.4 PRIVACY POLICY

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1.4.1 Statement of Commitment

Kaygees Gymnastics Club Inc. is committed to providing the highest level of member services.

This includes protecting the privacy of individuals. Kaygees Gymnastics Club Inc. has committed to comply with the Commonwealth Privacy Act 1988 which sets out the principles concerning the protection of an individual’s personal information.

The following sections contain important information that the Privacy Act requires Kaygees Gymnastics Club Inc. to communicate to all of our clients with reference to the use of an individual’s personal information.

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1.4.2 What is Personal Information

Personal information is information about an individual who can be identified, or whose identity could be reasonably ascertained, from the information.

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1.4.3 How we Collect Information

To deliver and enhance the services offered by Kaygees Gymnastics Club Inc., certain personal information is collected. Kaygees Gymnastics Club Inc. collects personal information from you that you volunteer when:

  • You register to become a member of our club

  • You register to become an affiliated gymnast

  • You register to become an affiliated technical member

  • You purchase merchandise from us

  • You request information from us

  • You provide information to one of our staff

  • You participate in one of our surveys

     

1.4.4 How we use Personal Information

We will only collect information that is necessary for us to carry out our primary purpose of providing services relating to: membership, education, events and merchandise. Your personal information may be used in order to:

  • Provide the services you require

  • Internal accounting and administration

  • Regulatory reporting and compliance

Helping us to identify and inform you about other products or services that may be of

benefit to you.

If we send you any information about services or products you do not require, or you do not want us to disclose personal information to any other organization (including related organizations) you can advise us accordingly by writing to our Administrator. If you do not advise us otherwise, you confirm agreement on your own behalf and/or on behalf of others you represent. If you choose not to provide personal information, we may not be able to provide you with the services you require, or the level of service on which we pride ourselves.

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1.4.5 When we Disclose Personal Information?
We disclose personal information to other organizations that we believe is necessary to assist in

providing our services. The organizations to which we disclose information include:

  • Outsourced service providers who manage the services we provide to you e.g. Insurers

  • Gymnastics Australia

  • Gymnastics Victoria

  • Our professional advisors, including our accountants, auditors and lawyers

  • Government and regulatory authorities and other organisations, as required or authorised by law.

    We limit the use and disclosure of any personal information provided by us to such organizations for the specific purpose for which we supplied it. When you provide us with personal information about other individuals, we rely on you to have made them aware that you will or may provide their information to us, the purposes we use it for, the types of third parties we disclose it to and how they can access it. This is extremely important for Club owners providing the personal information of their members.

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1.4.6 Storage and Supply of Personal Information?

Kaygees Gymnastics Club Inc. stores personal information on a computer database. Your personal information may be held in both paper file and computer file form. We have implemented measures of a reasonable nature to ensure that all personal information about you is securely stored from misuse, loss and unauthorized handling.

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1.4.7 Accuracy of Personal Information?

We take reasonable steps to ensure that whenever we collect, use or disclose personal information that it is accurate, complete and up to date.

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1.4.8 Access to Personal Information

You have a right to access your personal information, subject to some exceptions allowed by law. If you would like to do so, you can gain access to your personal information by contacting our Administrator or by writing to Kaygees Gymnastics Club Inc. Alternatively, you may also advise us at any time about possible breaches of privacy, or inaccurate, incomplete personal information that may have

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1.4.9 Policy Breaches

Should an individual become aware of any breaches of privacy or this policy this should be notified in writing to the Kaygees Gymnastics Club Inc. Secretary. Any breaches of this policy will be handled through the Kaygees Gymnastics Club Inc. Committee of Management.

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1.5 RENEWING AND CEASING ENROLLMENT

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1.5.1 Renewing enrollment:

Gymnasts who are currently enrolled with Kaygees will be automatically re-enrolled at the end of each term. Families will be notified of this re-enrollment by an invoice for the next term that will be issued by email before the end of term.

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1.5.2 Ceasing enrollment:

If a gymnast does not wish to participate in classes for the following term, parents or guardians are required to advise the Kaygees Administrator before the end of the current term so that the place can be opened up for another gymnast.

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1.6 INJURIES

While Kaygees does everything we can to make sure our gymnasts train in a safe and secure environment, as with all sports, there is always a risk of injury. Parents, guardians and gymnasts need to be aware that the occasional injury is to be expected.

Kaygees has a system in place that requires coaches to assess each injury and provide first aid where required. Where first aid is given, the report is filed and parents are notified.

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1.7 HOT WEATHER POLICY

When the weather is to be 35 C, according to the Bureau of Meteorology website, we will cancel classes. When this occurs, families will be emailed and a sign will be placed on the door of the gym. We also encourage parents and guardians to make a decision on when it is too hot for their child to do gymnastics on hot days.

No refunds apply but members can schedule a make up class within the same term when administratively possible.

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1.8 COVID-19

Kaygees Gymnastics operates in line with Victorian Government regulations and Gymnastics Victoria protocol.

In light of the COVID-19 pandemic we adhere to the following cancellation policies.

  • In the event that gymnastics classes are cancelled for a period of 3-week or less, no refunds will be issued but members can schedule a make up class within the same term when administratively possible.

  • In the event that we enter into a lockdown for a period of 3-weeks or more, members will be eligible for a refund or to have their fees credited to a future term.

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