Terms & Conditions
Terms & Conditions Pembrokeshire Gymnastics Academy (PGA)
Updated: January 2026
Academy Values Statement
• Pembrokeshire Gymnastics Academy is committed to maintaining the highest standards of welfare, safety, professionalism, sportsmanship, and mutual respect.
• All members of the Academy — including gymnasts, parents/carers, coaches, and staff — are expected to treat one another with courtesy, respect, and professionalism at all times. These values underpin everything we do and are central to providing a safe, positive, and supportive environment for all.
1. Codes of Conduct
• Parents/carers and gymnasts must adhere to all Pembrokeshire Gymnastics Academy Codes of Conduct.
• These codes exist to ensure a respectful, positive, and safe environment for all members of the Academy.
2. Behaviour, Respect & Anti-Bullying
• Respectful behaviour is expected from all members of the Academy, including gymnasts, parents/carers, coaches, staff, and visitors.
• Respect must be shown towards and from all members of the Academy.
• Pembrokeshire Gymnastics Academy operates a zero-tolerance approach to bullying, including physical, verbal, emotional, or online behaviour.
• Any behaviour that is disruptive, unsafe, disrespectful, or intimidating will be addressed promptly.
Behaviour Management (Gymnasts)
• Coaches may issue a verbal warning if a gymnast’s behaviour is deemed inappropriate or disruptive.
• Parents/carers will be informed if behaviour concerns arise.
• If behaviour does not improve, the gymnast may be removed from the session.
• Continued behavioural issues may result in the gymnast’s placement being withdrawn or cancelled.
• Immediate action may be taken where behaviour poses a risk to safety or wellbeing.
Parent/Carer Conduct
• Parents/carers must behave respectfully towards coaches, staff, gymnasts, and other families.
• Any concerns must be raised calmly and appropriately.
• Issues should be addressed initially with the Head Coach of the session, who may refer the matter to the appropriate member of Academy management.
• Aggressive, confrontational, or inappropriate behaviour from parents/carers will not be tolerated and may result in further action being taken.
3. Welsh Gymnastics Membership & Insurance
• All gymnasts must hold a valid Welsh Gymnastics membership as a condition of participation.
• Welsh Gymnastics membership provides personal insurance cover and affiliation with Welsh Gymnastics.
• Membership is valid for 12 months from the date of payment, not the calendar year.
• The responsibility for ensuring the membership remains valid, active, and in date at all times rests solely with the parent/carer.
• The required level of membership (currently Bronze) is set by Welsh Gymnastics and must be paid directly to Welsh Gymnastics, not Pembrokeshire Gymnastics Academy.
• When registering or renewing membership, parents/carers must ensure the gymnast is affiliated with Pembrokeshire Gymnastics Academy when prompted to select a club.
• If a gymnast transfers from another club, it is the parent/carer’s responsibility to update Welsh Gymnastics records and associate the gymnast with Pembrokeshire Gymnastics Academy.
• Gymnasts will not be permitted to train if their Welsh Gymnastics membership is expired, invalid, or incorrectly affiliated.
4. Academy Membership (Compulsory)
• In addition to Welsh Gymnastics membership, all gymnasts must hold an annual Pembrokeshire Gymnastics Academy Membership.
• Annual Fee: £12.00 per child.
• Membership Period: 1st January – 31st December.
• This fee is a club membership contribution and not a second personal insurance policy.
• The fee contributes towards equipment maintenance and replacement.
• The fee contributes towards facility and venue costs.
• The fee contributes towards club-level insurance and administration.
• The fee contributes towards maintaining a safe, high-quality training environment.
• This is a fixed annual fee and does not change depending on when a gymnast joins during the year.
5. Classes & Training Schedule
• Gymnastics classes operate on a term-time only basis.
• No regular classes are held during school holidays unless otherwise stated.
• If a class is cancelled for any reason, the session will be made up to gymnasts.
• Make-up sessions may be offered at an alternative date, time, or location, as determined by the Academy.
• Make-up sessions are subject to availability and are non-transferable.
6. Additional Activities & Holiday Sessions
• Additional activities, events, or training sessions may be offered during school half-term holidays and school holidays.
• These activities are optional and not included within standard subscription fees.
• All additional activities will incur separate charges, which will be clearly communicated in advance.
• Details including dates, times, locations, and costs will be announced via the Academy’s official email communications and social media platforms.
• Parents/carers are responsible for ensuring they remain informed via these channels.
7. Payment Methods
• Monthly subscription fees must be paid on time.
• The Academy Membership fee is currently requested via cash, placed in an envelope clearly labelled with the child’s full name.
• This payment method is used for administrative accuracy, ensuring payments can be correctly tracked.
• The Academy reserves the right to review or amend payment methods in the future.
8. Refund Policy
• Pembrokeshire Gymnastics Academy operates a zero-refund policy on all fees, including subscriptions, Pay As You Go sessions, Academy Membership fees, and additional activities.
• Refunds will only be considered in exceptional circumstances, at the Academy’s discretion.
9. Subscription Fees
• Subscription fees are calculated by dividing the total annual class cost into 11 equal monthly payments.
• Subscription payments are paused during August and resume in September.
10. Subscription Fee Reviews & Increases
• Pembrokeshire Gymnastics Academy reserves the right to review and amend subscription fees.
• Subscription fees are typically reviewed annually, in line with the new financial year (April).
• Any changes to subscription fees will be communicated in writing via email and/or official Academy communication channels.
• Parents/carers will be given a minimum of one month’s notice prior to any subscription fee increase taking effect.
• Parents/carers who do not wish to continue at the revised subscription rate have the option to cancel their child’s subscription, in line with the Academy’s cancellation policy.
• Notice of cancellation must be provided by the 15th of the month for the subscription to end.
• If notice is received after the 15th, payment will continue, and the subscription will be cancelled on the 5th of the following month.
11. Club Uniform
• Club uniform is currently optional.
• Once official club uniform products have been produced, wearing club uniform will become compulsory.
• This is anticipated to commence from September 2026.
• Full details regarding uniform requirements, suppliers, and ordering will be communicated in advance.
12. Gymnast Attire, Personal Preparation & Safety
• Gymnasts must arrive appropriately dressed and ready for physical activity within the sport of gymnastics.
• Clothing must allow safe movement and not restrict participation.
• Hair must be tied back neatly at all times.
• Jewellery is not permitted, including necklaces, bracelets, and watches.
• Small stud earrings may be worn at the parent’s discretion. Parents accept full responsibility for any injury, loss, or damage.
• Socks are not permitted.
• During colder winter months, gripped socks may be permitted at the coach’s discretion.
• Gymnasts should bring a named water bottle.
• Water or squash is permitted.
• Fizzy drinks are not allowed.
• The Academy reserves the right to refuse participation if a gymnast’s attire, jewellery, or preparation is deemed unsafe.
• Where participation is refused due to safety concerns, insurance cover may be invalid, and the Academy accepts no liability.
13. Coaching Practice, Skill Progression & Professional Judgement
• Coaches support and coach all gymnasts to the best of their professional ability.
• Skill progression is based on professional judgement.
• This includes consideration of age, ability, strength, and readiness.
• This includes consideration of safety.
• This includes consideration of governing body guidance and best practice.
• Coaches will not teach, assist, or physically support skills if doing so would place the gymnast at risk of injury.
• Coaches will not teach, assist, or physically support skills if doing so would place the coach at risk of injury.
• Gymnasts are encouraged to develop skills progressively and at their own pace.
• Requests to attempt advanced skills beyond a gymnast’s current capability may be declined.
• Coaching decisions are not based on favouritism, but on safety, professionalism, and appropriate development pathways.
14. Inclusion, Additional Needs & Disabilities
• Pembrokeshire Gymnastics Academy is an inclusive club and welcomes children of all abilities and backgrounds.
• Participation is supported wherever reasonably possible, provided safety is not compromised.
• Gymnasts with disabilities or additional needs may participate as long as they are not endangering themselves, other gymnasts, or staff.
• Where additional support is required due to staffing levels or individual needs, parents/carers may be asked to remain present or assist their child during sessions.
• If this is not possible, the Academy may discuss alternative class placements or participation arrangements.
• PGA reserves the right to review participation arrangements if the safety or wellbeing of any gymnast or staff member is compromised.
15. Safe & Child-Friendly Club
• The Academy is committed to providing a safe, inclusive, and child-friendly environment.
• All gymnasts are treated with dignity and respect.
16. Image & Footage Consent
• Where consent has been provided, images and footage of gymnasts may be taken and used for promotional purposes.
• Once shared online, removal may not always be possible.
• If consent is withdrawn, no further images or footage will be captured.
17. Data Protection
• Pembrokeshire Gymnastics Academy complies with UK data protection legislation.
• Personal data will only be used for purposes directly related to the operation of the Academy.
By enrolling a child at Pembrokeshire Gymnastics Academy, parents/carers confirm their commitment to upholding the Academy’s core values of welfare, safety, professionalism, sportsmanship, and mutual respect, and agree to support these principles at all times.