FLIPPING OUT GYMNASTICS LTD CLUB POLICIES & PROCEDURES

Effective date: 1 November 2026
Review date: November 2027

Welcome to Flipping Out Gymnastics Ltd.

The safety, wellbeing and enjoyment of our gymnasts are at the heart of everything we do.

Our club policies explain the standards, responsibilities and procedures that help us provide a safe, supportive and professional gymnastics environment.

These policies apply, where relevant, to gymnasts, parents, guardians, coaches, staff and visitors.

1. Membership, Payments & Cancellation Policy

1.1 Club Membership

All gymnasts attending regular classes must be registered with Flipping Out Gymnastics and hold the appropriate British Gymnastics membership.

British Gymnastics membership is renewed annually and is separate from monthly class fees.

Current annual membership categories are:

Community Membership (school-age gymnasts): £26
Pre-school Membership: £18
Flipping Out Gymnastics club membership: Free

Parents and guardians are responsible for ensuring their child's membership remains valid.

Gymnasts without the required membership may be unable to participate until their membership has been renewed. Continued failure to renew may result in the loss of a class place.

1.2 Monthly Class Fees

Monthly class fees are payable in advance on the 1st of each month through our booking system.

Our current fees include:

Recreational gymnastics: £35 per month.
Eligible sibling or additional class rate: £26 per month.
Thursday preschool gymnastics: £28 per month, term-time only.
Saturday preschool gymnastics: £32 per month.
Squad training: Fees depend on the training programme.

Monthly fees reserve a gymnast's place in their allocated class.

Fees are not calculated according to individual attendance unless the club has expressly agreed otherwise.

1.3 Missed Classes

We are unable to offer refunds or credits for sessions missed due to holidays, illness, personal commitments or other absences, except where required by law or expressly agreed by the club.

1.4 Cancellation and Notice Period

We require four weeks' notice of cancellation by email.

Cancellation requests must be received by the 7th of the month to avoid the following month's payment.

For example:

Cancellation received by 7 October: October is the final payment month.
Cancellation received after 7 October: November remains payable as the final month.

Gymnasts may continue attending their booked classes until the end of their paid membership period.

Cancelling a bank payment or removing card details does not itself constitute cancellation of membership.

All cancellation requests must be emailed to flippingoutgymnastics@aol.com.

1.5 Outstanding Payments

Parents and guardians are responsible for keeping payments up to date.

Where payments remain outstanding, the club may contact the parent or guardian to arrange payment.

Continued non-payment may result in suspension or cancellation of the gymnast's class place, following appropriate notice.

1.6 Changes to Classes and Fees

We may occasionally need to amend class times, coaching arrangements or fees.

Where possible, parents will be given reasonable advance notice of significant changes.

Nothing in this policy affects applicable statutory consumer rights.

2. Injury, Illness & Return to Gymnastics Policy

2.1 Our Commitment

The health and safety of all gymnasts is our priority.

Gymnastics is a physically demanding sport, and returning too early following an injury may increase the risk of further injury.

This policy applies to recreational gymnastics, preschool gymnastics, trampolining, squads, camps and competitions.

2.2 Reporting Injuries

Parents and guardians must inform the club of any injury, illness or medical condition that could affect their child's ability to participate safely.

This includes injuries sustained outside gymnastics, such as at school, home or other sporting activities.

Parents must also inform the club of relevant medical advice or activity restrictions.

2.3 Medical Clearance

Written medical clearance from an appropriate healthcare professional is required before returning to gymnastics following a significant injury.

This includes, but is not limited to:

Broken bones or fractures.
Dislocations.
Injuries requiring a cast, splint or immobilisation.
Injuries requiring surgery.
Significant joint, ligament or muscle injuries.
Head injuries or suspected concussion where medical clearance is indicated.
Other injuries where medical advice restricts physical activity.

Medical evidence should confirm whether the gymnast can return to gymnastics and identify any restrictions or recommended stages of recovery.

Appropriate written advice from a treating hospital, fracture clinic or other relevant healthcare professional may be accepted.

2.4 Returning After a Fracture or Cast

Having a cast removed does not automatically mean a gymnast is fit to return to training.

Gymnasts must not return to gymnastics following a significant injury until the required medical information has been received and reviewed.

The club may request clarification where the medical advice does not sufficiently address the activities involved.

2.5 Gradual Return to Training

A gymnast may be required to return gradually following an injury.

This may involve reduced training hours, modified activities, restricted apparatus use or avoiding certain skills.

Coaches will consider the gymnast's recovery, medical restrictions and ability to participate safely.

Medical clearance does not automatically guarantee an immediate return to unrestricted gymnastics.

2.6 Competitions Following Injury

Gymnasts must be fit to participate safely before attending competitions.

The club may withdraw a gymnast from a competition where:

Required medical clearance has not been provided.
The gymnast has not safely returned to sufficient training.
Medical restrictions prevent participation.
Coaches have reasonable concerns about further injury.

Competition qualification or entry does not override safety requirements.

2.7 Illness

Gymnasts should not attend classes when they are too unwell to participate safely or may pose an infection risk to others.

Parents should follow relevant public health advice and notify the club of illnesses that may affect participation.

2.8 Club Decisions

Flipping Out Gymnastics reserves the right to restrict or postpone participation where reasonable safety concerns exist.

Decisions will be made individually, considering relevant medical advice, the gymnast's circumstances and any reasonable adjustments.

3. Safeguarding & Child Protection Policy

3.1 Our Commitment

Flipping Out Gymnastics is committed to providing a safe, positive and inclusive environment for all children and young people.

We recognise our responsibility to safeguard children from abuse, neglect, bullying, exploitation and inappropriate behaviour.

All children have the right to participate in gymnastics without fear of harm or discrimination.

3.2 Safeguarding Standards

We aim to ensure that:

Children are treated with dignity and respect.
Coaches maintain appropriate professional boundaries.
Concerns are listened to and taken seriously.
Coaching methods are appropriate to each gymnast's age and ability.
Bullying, harassment and discriminatory behaviour are not tolerated.
Appropriate recruitment, safeguarding training and background-check arrangements are maintained.
Gymnasts are supervised appropriately during club activities.

3.3 Reporting Concerns

Any concerns regarding the safety or welfare of a child should be reported promptly to the club's designated Welfare Officer.

Where a child is in immediate danger, emergency services should be contacted on 999.

Safeguarding concerns may also be referred to British Gymnastics or the appropriate statutory authorities.

We will handle safeguarding information sensitively and share it only where necessary and lawful.

3.4 Coaches and Staff

Coaches and staff are expected to follow the club's safeguarding procedures and applicable British Gymnastics standards.

Staff must not use humiliating, threatening or inappropriate methods of discipline.

Physical contact during coaching must be appropriate, necessary, explained where suitable and consistent with safe coaching practice.

3.5 Parents and Visitors

Parents and visitors must behave respectfully towards gymnasts, coaches and other families.

Unauthorised access to coaching areas is not permitted.

Concerns about a child's welfare should be reported through the appropriate safeguarding procedure.

Club Welfare Officer: LAUREN

The club maintains more detailed safeguarding procedures and follows relevant British Gymnastics safeguarding guidance.

4. Health & Safety Policy

4.1 Our Commitment

Flipping Out Gymnastics is committed to providing a safe environment for gymnasts, staff, parents and visitors.

We recognise our responsibility to identify and manage reasonably foreseeable risks associated with gymnastics activities and our premises.

4.2 Gymnastics Equipment

Gymnastics apparatus must only be used under appropriate

supervision and in accordance with safe coaching practices.

Equipment is subject to regular checks, and defects must be reported promptly.

Unsafe equipment must be removed from use until it has been assessed and, where necessary, repaired.

The club maintains equipment inspection and maintenance records.

4.3 Gym Floor Rules

For everyone's safety:

Gymnasts must follow coaches' instructions.
Equipment must not be used without permission.
Only one person may use a trampoline at a time unless an activity has been specifically designed and assessed otherwise.
Running or playing in restricted areas is not permitted.
Gymnasts must wear suitable clothing.
Long hair must be securely tied back.
Jewellery must be removed or managed in accordance with applicable safety guidance.
Food and drinks must be kept away from apparatus unless permitted in designated areas.

4.4 Parent Viewing Area and Stairs

Parents and guardians must use designated viewing areas.

The mezzanine, stairways and entrances must be kept clear.

Children must not play on the stairs or climb barriers.

Parents must supervise any accompanying children who are not participating in a class.

4.5 Accidents and First Aid

Appropriate first-aid arrangements are maintained at the club.

Accidents and incidents are recorded, and parents or guardians are informed where appropriate.

Emergency services will be contacted when necessary.

4.6 Fire Safety

Fire exits and escape routes must remain clear.

Staff are expected to understand the club's emergency procedures and evacuation arrangements.

In the event of an evacuation, everyone must follow staff instructions and proceed to the designated assembly point.

4.7 Risk Assessments

The club maintains risk assessments covering relevant activities, apparatus and premises.

These are reviewed when necessary, including following significant changes or incidents.

Detailed risk assessments and inspection records are maintained as internal club documents.

5. Photography, Video & Social Media Policy

5.1 Our Approach

Flipping Out Gymnastics may take photographs and videos to celebrate achievements, promote club activities and support coaching.

We recognise the importance of protecting children's privacy and safeguarding their personal information.

5.2 Promotional Photography

Identifiable photographs or videos of children will only be used for promotional purposes where an appropriate lawful basis and required permissions are in place.

These may include club website content, social media posts, promotional materials and competition celebrations.

Parents and guardians may contact the club to discuss their child's photography permissions.

5.3 Coaching Videos

Coaches may record gymnastics skills for legitimate coaching purposes, subject to appropriate safeguards and data protection requirements.

Coaching recordings must not be shared publicly without an appropriate lawful basis and any necessary permissions.

5.4 Parents and Spectators

Parents and spectators must respect the privacy of other children.

Photographs or videos containing other gymnasts should not be published without appropriate permission.

The club may restrict photography or filming at particular sessions or events for safeguarding or privacy reasons.

5.5 Social Media Conduct

Parents, gymnasts and staff are expected to communicate respectfully when discussing the club online.

Bullying, harassment, inappropriate comments or the sharing of confidential information will not be tolerated.

Any concerns should be raised directly with the club.

6. Privacy & Data Protection Policy

6.1 Introduction

Flipping Out Gymnastics Ltd is committed to protecting the personal information of gymnasts, parents, guardians, staff and visitors.

We process personal information in accordance with the UK GDPR, Data Protection Act 2018 and other applicable legislation.

Data controller: Flipping Out Gymnastics Ltd
Email: flippingoutgymnastics@aol.com
Telephone: 07942 873572

6.2 Information We Collect

We may collect:

Gymnast names, dates of birth and contact details.
Parent, guardian and emergency contact information.
Membership and class booking details.
Attendance, assessment and competition records.
Relevant medical information, injuries, allergies and additional support needs.
Accident and incident reports.
Payment and transaction information.
Communications and enquiries.
Relevant website and online service information.

6.3 How We Use Information

We use personal information to:

Provide and administer gymnastics activities.
Manage memberships, bookings and payments.
Communicate important club information.
Support gymnast safety and safeguarding.
Respond to enquiries and complaints.
Organise competitions and events.
Meet applicable legal, financial and insurance obligations.

6.4 Legal Bases

Depending on the circumstances, we process information where necessary for contractual purposes, legal obligations, legitimate interests, vital interests or with consent.

Health information and other special category data are subject to additional legal conditions and safeguards.

6.5 Sharing Information

Where necessary and lawful, relevant information may be shared with:

British Gymnastics.
Booking and payment providers.
Competition organisers.
Insurance providers.
Professional advisers.
Emergency services.
Safeguarding organisations or statutory authorities.

We do not sell personal information to advertisers.

6.6 Security and Retention

We take reasonable steps to protect personal information from unauthorised access, loss and misuse.

Information is retained only for as long as necessary for its purpose and any applicable legal, safeguarding, insurance or accounting requirements.

Certain records involving children, accidents or safeguarding matters may require longer retention.

6.7 Your Rights

Individuals have rights under data protection law, including rights relating to access, correction, deletion, restriction, objection and withdrawal of consent where applicable.

These rights are subject to relevant legal conditions and exceptions.

Requests can be made by emailing flippingoutgymnastics@aol.com.

Individuals may also contact the Information Commissioner's Office at www.ico.org.uk.

6.8 Full Privacy Notice

The club maintains a more detailed Privacy Notice explaining its data processing activities, legal bases, retention arrangements, website technologies and individual rights.

The full Privacy Notice is available on request and should be made accessible through the club website.

7. Complaints & Concerns Procedure

7.1 Our Commitment

Flipping Out Gymnastics aims to provide a positive experience for all gymnasts and families.

We understand that concerns may occasionally arise and are committed to addressing them fairly, respectfully and promptly.

7.2 Raising a Concern

Where appropriate, parents and guardians are encouraged to raise general questions or concerns with the club.

Formal complaints should be submitted by email to:

flippingoutgymnastics@aol.com

Please include:

Your name and contact details.
The gymnast's name, where relevant.
A clear explanation of the concern.
Relevant dates or information.
The outcome you are seeking, where applicable.

7.3 Handling Complaints

We will acknowledge complaints within a reasonable period and aim to investigate them fairly.

Where appropriate, we may speak with relevant staff or request further information.

We will communicate the outcome and any appropriate next steps.

Some matters may take longer to investigate depending on their complexity.

7.4 Safeguarding Complaints

Safeguarding concerns must be handled through the club's safeguarding procedures rather than treated solely as ordinary customer complaints.

Concerns may be referred to British Gymnastics or the relevant statutory authorities where appropriate.

7.5 Respectful Communication

We ask everyone involved in a complaint to communicate respectfully.

Abusive, threatening or harassing behaviour towards staff, gymnasts or families will not be tolerated.

8. Contact Information

For questions about any of our policies, please contact:

Flipping Out Gymnastics Ltd

Unit S24, Hastingswood Industrial Park
Erdington, Birmingham
B24 9QR

Email: flippingoutgymnastics@aol.com
Telephone / WhatsApp: 07942 873572
Website: www.flippingoutgymnastics.com

Last updated: October 2026

These policies are reviewed periodically and may be updated to reflect changes in club operations, applicable requirements or safety guidance.