VICSWIM Summer Kidz

Terms and Conditions 2024


  1. Booking Terms
    1. What your booking entitles you to:
      1. VICSWIM Lessons
        5 x 30-minute lessons OR 4 x 35-minute lessons. Please see your Enrolment Confirmation Email for details.
      2. At the conclusion of the program an E-Certificate will be available for download in the VICSWIM client portal and emailed to the email address used at registration. This will show the achieved skills of the students, as assessed by their program teacher, throughout the program.
    2. Changes to enrolment
      1. Class changes or swaps will be accommodated if deemed safe and appropriate by VICSWIM.
      2. If no suitable alternative class is available, VICSWIM reserves the right to retain the student in their current class.
      3. Transferring enrolments from year to year is strictly prohibited and will not be approved under any circumstances.
      4. Transferring enrolments from one family or student to another is allowed. This can be processed by contacting VICSWIM and providing contact information for the parent/guardian of the original enrolment and contact information for the recipient.
    3. Teachers
      1. All swimming lessons are conducted by certified swimming instructors, suitable to the program location and requirements.
      2. VICSWIM Teachers all hold the following minimum current qualifications:
        1. Working With Children Check
        2. CPR
        3. Teacher of Swimming and Water Safety licence
      3. All teachers’ licences and certifications are regularly updated to ensure the highest standards of safety.
      4. VICSWIM reserves the right to change teachers at any time, for any reason.
      5. Despite changes, the replacement teacher will always meet the same high standards and qualifications as outlined in this policy.
      6. In the event of a class change, VICSWIM will communicate relevant information promptly to affected students and/or parents/guardians.
      7. Teacher substitutions may not be communicated prior to the lesson.
      8. Any concerns or queries regarding class changes or teacher substitutions should be directed to the VICSWIM administration.
      9. Parents/guardians are encouraged to communicate with teachers if they have any concerns, questions, or need information about their child’s progress, or contact VICSWIM administration.
    4. Venues and locations
      1. Our Host venues, Open, and Inland Waterway Locations are carefully selected, and VICSWIM strive to provide a diverse range of easily accessible and safe locations for our programs.
      2. Efforts are made to choose venues that offer appropriate features and amenities, ensuring a positive experience for participants and their families. Factors such as water quality, accessibility, parking, public transportation, and facilities for individuals with special needs are considered through this process.
      3. Daily risk assessments and ongoing reviews are undertaken to ensure continued suitability and compliance. These assessments are comprehensive, covering potential hazards and environmental conditions that may affect the safety of participants.
      4. Continuous reviews of our locations are undertaken to ensure that they remain suitable and comply with safety standards.
      5. VICSWIM is committed to adhering to all relevant regulations and guidelines governing swimming programs. Compliance with safety standards, local regulations, and industry best practices is integral to our operations.
      6. VICSWIM follow the Guidelines for Safe Pool Operations by Royal Life Saving Society Australia.
      7. In the event a venue is not compliant with VICSWIM standards, programs may be changed. VICSWIM will provide as much notice as possible if this occurs.
    5. Parent/ guardian responsibilities
      1. Parents, guardians, and students work with VICSWIM teachers to follow the Duty of Care Handover Procedure at the beginning and end of each lesson, as outlined in the Supervision Policy
      2. Parents/ guardians remain close by to the lesson and do not leave the facility or location, as outlined in the Supervision Policy
      3. Parents, guardians, and students respect all participants, teachers, and staff, as outlined in the Code of Conduct
      4. Parent/guardian enrolling their child(ren) into VICSWIM accurately and honestly notes the child’s skill level within the student’s profile as outlined in the Code of Conduct
      5. Ensure that family contact information is accurate and up to date in the client booking portal.
    6. Participant expectations
      1. Participants are expected to treat their teachers and fellow students with respect and courtesy.


  1. Payment Terms
    1. Fees and charges
      1. $35 Program Cost. Charged per student, per weekly program.
      2. A non-refundable $7 Booking fee is charged once per transaction, for any amount of enrolments.
      3. VICSWIM is GST-free.
      4. Payment only applies to the season (year) of enrolment and is not transferable year-to-year.
    2. Payments can only be made through approved method specified by VICSWIM, using our online booking portal. Payment must be made at time of booking.
    3. Concessions/Discounts
      VICSWIM is a program subsidised by the Victorian State Government. It does not accept any concessions or discounts. Please see Item 2d for terms regarding the Get Active Kids program.
    4. Get Active Kids Program (GAKV) vouchers can be used for VICSWIM enrolments for eligible children. GAKV does not cover the booking fee. It is the responsibility of the parent/guardian enrolling students to enter the GAKV code against the correct student prior to enrolment. Any voucher codes received after the enrolment has been completed will not be eligible.
    5. Some venues may choose to charge independent entry fees on arrival which are not covered by VICSWIM fees and charges. To check whether any additional entry fee is applicable to you, you can contact your preferred venue or refer to the list of venues on the VICSWIM website. VICSWIM encourages all venues to waive this fee, but ultimately this is at the discretion of the management of the facility. VICSWIM has no ability to overrule this decision.


  1. Cancellation Policy

VICSWIM Administration Cancellation: a cancellation decided upon by the VICSWIM program administration team. This may be for any reason.
Enrolment/Student withdrawal: the withdrawal of an enrolment as decided by the parent/guardian of the enrolled student.
Refund: the action of returning funds

  1. VICSWIM Administration Cancellation
    1. VICSWIM Reserves the right to cancel or change any enrolment at any time. This could include change of teacher, location, time, or full cancellation.
  2. VICSWIM reserves the right to cancel venues where there are insufficient children enrolled in the program or a qualified teacher is not available.
  3. Parent/guardian who placed the enrolment will be contacted in writing via the supplied mobile phone number and email address with as much notice as possible.
  4. Missed lessons.
    1. No refunds or makeup lessons will be provided for missed classes, except in cases of documented medical emergencies or other exceptional circumstances. See 3.e. ii.
    2. Participants are encouraged to attend all scheduled lessons to maximize the benefits of the program.
    3. No notification is required for missed lessons not seeking medical refunds.
  5. Refunds
    1. VICSWIM Administration cancellations are eligible for a refund.
      1. Cancellations are only decided upon by VICSWIM administration team.
      2.  If a lesson, week, or venue is cancelled you may request a refund or transfer your child/ren to an alternative location provided.
    2. Enrolment/student withdrawals are only eligible for a refund when a medical certificate is provided.
      1. Medical certificates must be supplied by emailing [email protected] and including parent/guardian’s contact information, student name and location of intended lesson, no later than two (2) weeks after the date of illness.
      2. Refunds for medical reasons will not be issued for individuals who have attended three (3) or more classes within a weekly program.
    3. Refund window: Refunds will close TWO (2) weeks after the final day of VICSWIM classes (19th January 2024). After this date, no refund applications will be accepted. The final date to request a refund will be Friday, 2nd February 2024 @ 5:00 pm
    4. Refunds will be issued back to the payment method used to make the program booking.
      1. If payment method has expired or been cancelled, please advise VICSWIM.
  6. Cooling off period.
    1. All payments are final. There is no cooling off period.
  7. Refunds not to be granted.
    Refunds will not be granted in the following circumstances:
    Enrolment: Parent/guardian selects an unsuitable class time or level
    Weather: In wet or cold weather all teachers are advised to continue with classes or implement the wet weather policy. If you do not attend your child/ren’s lesson on these days, you will not be entitled to a refund.
    No refunds will be provided for VICSWIM programs held in previous years.


  1. Emergency and Weather Management Terms

The will run in cold and wet conditions, cancellations will only occur in line with unsafe conditions as specified in the Weather Management Procedure.

Every effort will be made to accommodate the program by running dry activities, moving locations within the facility etc. before class cancellation is issued by VICSWIM administration.
VICSWIM reserves the right to cancel any enrolment in the event of an emergency, including but not limited to:

  1. Natural disaster (bushfire, flood, dust storm, mud slide)
  2. Severe weather (storm, extreme heat, air quality)
  3. At venue’s request (equipment malfunction, water quality, staffing shortages)

In the event a lesson or week is cancelled, enrolments will be notified via email.

  1. Grievance Procedure
    1. VICSWIM is committed to providing a positive and safe environment for all participants in our swimming lessons. We recognize that concerns or grievances may arise from time to time.
    2. Please contact VICSWIM regarding the behaviour, safety, or any concerns with
      1. Teachers and/or administration staff
      2. Facility or location
      3. Other parents/guardians or students
    3. Please contact VICSWIM using one of the following methods:

Contact Information:

  • Phone: 9271 3800
  • Email: [email protected]
    1. Include the following information in your grievance:
      1. Your name and contact information.
      2.  Details of the concern or grievance.
      3.  Relevant dates, times, and individuals involved.
      4.  Any supporting documentation or evidence.
    2. Acknowledgment and Investigation of Grievance:
      1. VICSWIM will confirm receipt of your grievance within five (5) business days.
      2. The acknowledgment will include information on the expected process moving forward and timeline for resolution.
      3. VICSWIM will conduct a thorough investigation into the grievance.
    3. Resolution and communication:
      1. VICSWIM will strive to resolve the grievance in a fair and timely manner.
      2. Once the investigation is complete, VICSWIM will communicate the outcome to you.
      3. VICSWIM is committed to using the information gathered from grievances to improve our programs and services.
  1. Disclaimers
    1. VICSWIM reserves the right to cancel any enrolment in the event that a student or parent/guardian fails to comply with the VICSWIM terms and conditions, including:
    2. Any recreational swimming undertaken before or after the VICSWIM lesson is the responsibility of the parent/guardian, and is not the responsibility of VICSWIM or VICSWIM Teachers, Lifeguards or Administration staff.
    3. VICSWIM is committed to continuous improvement and regularly reviews its policies and procedures to align with best practices and industry standards.

By participating in VICSWIM programs, you acknowledge that you have read and understood the Terms and Conditions, including referenced policies and code of conduct. Parents/guardians are expected to cooperate with all VICSWIM policies, including those related to supervision, to ensure the safety and well-being of all participants.

Website Privacy Policy:

Your Privacy is our Policy.

We want your online experience to be enjoyable and we take care to respect your privacy when you visit our web site. We abide by a strict Code of Practice that demands we handle your personal details responsibly. This Code also requires that we act fairly and honestly in all of our customer transactions. We do this gladly because we know that if you have a good experience with us, you will want to visit our web site again.

Of utmost importance is the fact that we do not sell, rent or otherwise distribute your information outside of the company.

Other than statistical information we do not collect information about you through our website other than where you provide it to us. Our electronic commerce and privacy standards are derived from the world’s best business practices.

We use encryption technology to safeguard your electronic commerce transactions and we abide by the following principles:

We Provide Essential Online Information
We provide clear, complete and up-to-date information online about our business and the products and services we offer. This includes how to get in touch with us. This information helps you to make informed choices.
If you discover a problem with any of the services we offer, we maintain information online about how to make a complaint, obtain redress or pursue dispute resolution. We have put in place an effective mechanism and procedure to help you. We can be e-mailed at [email protected].

We have a secure system

We have taken steps to ensure your personal information is safe by developing and using a secure server that has the most up-to-date encryption (decoding) methods. This means all our customer data is protected against misuse, loss or unauthorised access, modification or disclosure. In addition, we also take steps to destroy or suppress personal information if it is no longer needed for any purpose.

Information Collection/Use

We only collect customer information that is necessary for what we do. In addition, we limit the collection of highly sensitive information about customers (e.g., racial, ethnic origin, political opinions, etc.) because, in general, it is not necessary for what we do. We always tell you who we are and what we intend to do with your information when we receive it. We strive to be open – we will let you know what sort of personal information we hold, how we collect it, how we use and disclose it, if you want to know. Some personal information is gathered when your register for certain services offered. We may also ask for personal information at other times, for example when you enter a contest or promotion. We may also use a technology called ‘cookies’ in connection with our site in order to provide you with tailored information. A cookie is a tiny element of data that a web site can send to your browser, which may then be stored on your hard drive so we can recognise you when you return. You may set your browser to notify you when receive a cookie. We also ensure that your personal details are accurate, complete and up-to-date when we use or collect them through our verification process.

We only collect personal information by lawful and fair means. This means we are never unreasonably intrusive when it comes to dealing with our customers. From time to time, we may also collect non-personal information from our customers. This helps us in our ongoing efforts to improve our web site and the on-line experience for our visitors. We also monitor our customers’ usage of our website to make improvements and provide other items you might want to know about. As much as possible, we will collect your information directly from you. If we collect details about you from someone else, we will, whenever possible, make sure you know we have done this and why.

We will respect your preferences

We may also use the information we collect to keep you abreast of changes in our web site, to inform you about new products and services, or to let you know about special offers you might find worthwhile. If you would rather not receive this information, you can visit our About Us page and let us know. We always provide customers with an opportunity to opt-out of receiving future offers via e-mail. If you don’t wish to receive new information, just e-mail us at [email protected] and we will delete your details from all internal marketing lists and future campaigns. If we can (and if you wish us to), we deal with customers anonymously when entering transactions.

Offering information to other parties

We only use or disclose information about our customers in ways they would expect. This means we only use information to meet your requirements of us or improve our web site. The only non- VICSWIM organisations who have access to our online information is our web development partner, IT-Mate Pty Ltd who manage our email database. Strict confidentiality agreements are in place with this organisation to ensure they only access database information for system maintenance requirements. This information is not available to any other organisations. No company outside of VICSWIM can access secure client information available through Online Client Services.

Please note that this policy only covers the VICSWIM website at Links within this website to other web sites are not covered by this policy.

Let us know what you think

Privacy is a sensitive issue. At anytime, if you believe we have not adhered to these principles, please let us know us by e-mail at [email protected] and we will make every effort to review and correct the problem. We also welcome your questions and comments about privacy and our Code of Practice.


VICSWIM maintains this website for your personal information, education, entertainment and communication. All material, graphics, icons, illustrations, images, information, logos, photographs, software, text, on the website (“Content”) are the property of VICSWIM, its suppliers and/or licensors unless expressly indicated otherwise on the website. The Content is protected under Australian and international copyright laws. The Content is for your personal, non-commercial use, you are not permitted to modify, copy, reproduce, frame, upload to a third party, post, transmit or distribute the Content or any part of it in any way except as expressly provided for on the website or expressly authorised in writing by VICSWIM. © Copyright VICSWIM All rights reserved.

Changes to this Policy

VICSWIM reserves the right to change this policy at any time. Please check this page periodically for changes. Your continued use of our site following the posting of changes to these terms will mean you accept those changes. Information collected prior to the time any change is posted will be used according to the rules and laws that applied at the time the information was collected.