NEATH PORT TALBOT COUNCIL LEISURE SERVICES

MEMBERSHIP TERMS & CONDITIONS

Services delivered by Celtic Leisure as Agent for Neath Port Talbot Council

Direct Debit Scheme – The joining fee and first membership instalment must be paid in advance. Payments are collected by Celtic Leisure (CL) as Agent on behalf of Neath Port Talbot Council (the “Council”). Receipts are issued on behalf of the Council and show correct VAT treatment for each service.

GENERAL CONDITIONS OF MEMBERSHIP

1. Membership fees are non‑refundable except in accordance with the Council’s refund policy administered by CL as Agent*.
2. Membership does not include the use of a locker unless stated otherwise.
3. Membership cards are issued to current members, and a virtual membership card is also available through our mobile app. A valid physical or virtual membership card must be used at each visit, and entry may be refused without one..
4. Membership cards are not transferable. Copies of membership cards are strictly prohibited and will not be accepted for entry. Any attempted misuse, including sharing a screenshot of a card with another person, may result in cancellation of membership without refund.
5. Applications may be refused or memberships withdrawn in the event of non‑compliance with conditions or centre regulations. Submission of a form does not mean acceptance. CL will notify you of acceptance on behalf of the Council as described in clause 6. If services cannot be provided, you will be informed in writing and your request will not be processed.
6. Contracting party. Your membership contract is with the Council. CL administers your membership as Agent. These terms become binding when CL issues written acceptance on behalf of the Council.
7. Cooling‑off & cancellation. A 14‑day cooling‑off period applies. Within this period you may cancel and receive a refund of any unused portion on behalf of the Council. After three Direct Debit (DD) payments, you may cancel with no further notice. Aqua Club, Bowls, Over 60’s Swim Only and Active Teens memberships run for one month only.
   Please email cancel@celticleisure.org or complete the online form
   All cancellations must be received by the 26th of the calendar month .
8. CL is not liable to refund monies where a cancellation request is not received; acknowledgements are issued by CL and must be obtained before cancellation takes effect. Refunds are authorised under the Council’s policy.
9. Pricing. The Council may review and change membership fees. DD amounts may increase accordingly with at least 10 days’ notice. If you disagree, you have 14 days to cancel from the date of notice without penalty via the online form.
10. The Dolphins membership programme and members benefits may be varied from time to time and may vary during special events and functions.
11. Membership products may be varied. Admission remains subject to centre and fitness rules.
12. Lost cards: call 08000 43 43 43 to cancel. Replacement cards may attract an administration fee.
13. Cancellation of any membership by either party will require re‑application for Pay & Play access if you wish to continue using facilities on that basis.
14. Any account arrears must be cleared before reinstatement of any membership scheme.
15. Once services have begun, the Council (via CL as Agent) may cancel the contract by providing at least 10 calendar days’ notice in writing. Any advance payments for unprovided services will be refunded on behalf of the Council.

MEMBERSHIP FREEZE

In exceptional circumstances, you may request to suspend (“freeze”) your membership. Decisions are made under the Council’s policy and administered by CL as Agent.

1. Members may request to place their membership on hold (“freeze”) provided their account is up to date with no outstanding payments.
2. Freezes may be requested for medical reasons (including illness, injury, or pregnancy), redundancy or loss of employment, or religious reasons. Supporting evidence is required and may be requested by CL.
3. A freeze must be for a minimum of one month and a maximum of three months per request. Members may not use the facilities while their membership is frozen.
4. During an approved freeze period, direct debit payments will be paused. Payments will automatically resume at the standard membership rate once the freeze period ends, unless otherwise stated in the membership agreement.
5. Freeze requests must be submitted in writing to cs@celticleisure.org or by contacting the membership team on 08000 43 43 43, by the 26th of the month prior to the next scheduled direct debit
6. Confirmation will be provided once the request has been processed.
7. Members may request to end a freeze early by contacting the membership team, in which case payments will resume from the next available billing date.
8. The organisation reserves the right to amend this policy at any time, with significant changes communicated to members.

CENTRE RULES

All centre rules apply at all times; breach may result in cancellation of membership. Centre operations (including staffing, timetabling and facility access) are administered by CL on behalf of the Council.

OUR LIABILITY TO YOU

1. Neither the Council nor CL is responsible for facility unavailability caused by events beyond reasonable control. Where facilities are unavailable for more than two continuous weeks, members are entitled to a pro‑rata refund under the Council’s policy, for the period beyond the initial two weeks and having regard to the nature of the unavailability.
2. You confirm you are medically fit to exercise. You should not exercise while injured or under prescribed medication without prior approval from your doctor.
3. The Council via CL acting as the agent will compensate you for loss or damage you suffer if it fails to carry out its obligations under this agreement or to a reasonable standard (including for death or personal injury caused by negligence), unless the failure is attributable to:
   (i) your own fault;
   (ii) a third party unconnected with the provision of services; or
   (iii) events which neither the Council nor its suppliers could have foreseen or forestalled even with reasonable care.

CL’s responsibilities are limited to its role as Agent administering services on the Council’s behalf.

 OTHER IMPORTANT TERMS

1)   The (Parent/Guardian) of the applicant will be responsible for monitoring his/her physical condition throughout the exercise or activity programme and that should any unusual symptom/s occur he/she must immediately refrain from any further participation in the exercise programme until otherwise instructed and inform the Instructor or other member of CL Staff of the nature of the symptom/s experienced.

2)      The applicant (Parent/Guardian) warrants that all such questions as the applicant may have regarding the exercise or activity programme have been answered to his/her satisfaction and that the applicant has read this agreement in its entirety, understand it’s contents completely, has taken all such independent advice on it as he/she wishes and accepts all of the terms and conditions in it.

3)      The applicant (Parent/Guardian) will comply with the rules relating to the use of the facilities. This will include the cancellation, either in person or by telephone, of all class bookings that the member is unable to attend by providing CL with a reasonable cancellation notice period before the class or activity.

4)      Failure to comply with any Centre rules relating to the use of the facilities and activities within the reasonable direction of CL or any of their employees in connection with such or otherwise behaved in such manner that it was, in the opinion of CL, acting reasonably, inappropriate for them to continue to utilise facilities and activities that there will be no refund of any fee or charge in that situation.

5)      CL reserves the right to suspend membership for a period of time without refund. All activities are ‘Subject to availability’.

6)      This contract is between you and CL. No other person shall have any rights to enforce any of its term.

7)      If CL fails to insist that you perform any of your obligations under these terms, or if CL does not enforce its rights against you, or if CL delays in doing so, that will not mean that CL has waived its rights against you and will not mean that you do not have to comply with those obligations. If CL does waive a default by you, CL will only do so in writing and that will not mean that CL will automatically waive any later default by you.

8)      Each of the paragraphs of these terms operates separately.  If any Court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect.

9)      CL may transfer the personal data which we hold on you and all or our other rights and obligations under these terms to Neath Port Talbot County Borough Council (or any other person within the EU at the Council’s request). CL or the new organisation will always notify you in writing if this has happened

10)   These terms are governed by English Law. You and CL both agree to submit to the non-exclusive jurisdiction of the English Courts.

11)   If you have children under the age of eight, you’re required to remain in the centre for the duration of the swimming lesson.

12)   Payment for lessons must be made in full at the time of booking to guarantee a place.

13)   Behaviour and Conduct

• Teachers reserve the right to remove any child who persistently disrupts the class.
• Repeated removals may result in withdrawal from the course.

14)   Full appropriate swimwear is required; no jewellery is permitted.

15)   All belongings are to be placed in the lockers provided.

16)   Changing is only permitted in the changing areas provided.

17)   Children should not occupy the poolside for more than 10 minutes before the lesson. Parents/Guardians can accompany their children onto poolside however, they may view their children’s lesson from the spectators’ gallery. Children must be collected promptly at the end of each session.

18)   Parents/Guardians must inform the swim Academy team of any medical conditions at the time of enrolment.

19)   During the enrollment process, children are allocated their places on a first come, first serve basis.

20)   Please be aware that participants are assessed continuously and are not guaranteed to achieve an award or move up a level. Progression occurs once the STA’s set criteria is met.

21)  CL Dolphins Aqua Academy operates on a 50-week programme. If any lessons are cancelled outside of the two-week Christmas break, the cost of the missed session will be reimbursed as a credit on your next direct debit payment. We will notify you promptly if a session is cancelled.

22)   To ensure the health and safety of all participants and staff:

• Swimmers must not attend lessons if they are unwell, particularly with symptoms such as fever, vomiting, diarrhoea, contagious infections (e.g. conjunctivitis, impetigo, chickenpox, Hand Foot and Mouth), or respiratory illnesses.
• In the case of sickness and diarrhoea, swimmers must be symptom-free for at least 48 hours before returning to lessons.
• If a swimmer is diagnosed with a medical condition that may affect participation, we ask that parents/guardians inform us and seek medical clearance where appropriate.
• Missed lessons due to illness are not automatically refunded. However, in cases of extended absence (e.g. more than two consecutive weeks), we may offer a credit at our discretion upon receipt of a doctor’s note.

DATA PROTECTION

For leisure service operations, Celtic Leisure is the Data Controller and Processor for customer personal data used to administer memberships, bookings, payments and communications. Data is processed in accordance with applicable data protection law and the relevant privacy notices published by CL and the Council. You may stop receiving marketing at any time via your membership portal or by contacting CL.

PAYMENTS, RECEIPTS & VAT

Payments are collected by CL as Agent and receipts/invoices are issued on behalf of the Council. Council legal and VAT details appear on receipts where required.

COMPLAINTS & CONTACT DETAILS

Stage 1 (Agent): Contact CL Customer Service on 08000 43 43 43 or cs@celticleisure.org.
Stage 2 (Escalation to Principal): If unresolved, you may escalate to Neath Port Talbot Council – Leisure Services Department.

Celtic Leisure is a company registered in England and Wales (No. 9519616). Registered office: Aberavon Leisure & Fitness Centre, Princess Margaret Way, Port Talbot, SA12 6QW. VAT: 801369744.

*Where membership fees are paid in advance and circumstances prevent use, refunds may be considered on a pro‑rata basis under the Council’s refund policy and administered by CL as Agent.