1. REGISTRATION AND PAYMENT

• You can only register via www.swimwise-club.be.
• Payment is made exclusively online.
• Once payment has been successfully processed, you will receive a confirmation email and the registration will appear in your Twizzit account.

2. WAITING LIST

If an activity is fully booked, you can join the waiting list. If a place becomes available, you will receive an email notifying you. You have 3 calendar days to confirm the place offered and make payment. The place will be reserved for you during that period. Once the period has expired, the offer will lapse and the available place will go to the next person on the waiting list.

3. TWIZZIT

Once you have registered online, a login will be automatically created for you on Twizzit. You will receive an email confirming this after registration. In your Twizzit account, you can see when your lesson is scheduled and which tutor has been assigned to it.

Click here to view the Twizzit user guide.

4. PLANNING AND GROUP ALLOCATION

The day, time and any preference for a teacher selected at the time of enrolment are treated as preferences and are subject to the final group allocation.

In order to organise appropriate group placements and high-quality swimming lessons, Swimwise may suggest changing the chosen lesson time before the course begins. In doing so, Swimwise takes the participant’s swimming ability, capabilities and preferences into account as far as possible.

If Swimwise is unable to offer the chosen lesson time, the participant will be informed as soon as possible and, where possible, a suitable alternative will be proposed. If this alternative is not suitable or no alternative is available, the participant may cancel their booking free of charge. The registration fee paid will then be refunded in full, with no administration charges.

Once the course has started, any structural change to the agreed day or time of the lessons may only be made in consultation with and with the consent of the participant or, in the case of minors, their parent or legal guardian.

5. CONTINUITY OF THE TEACHER

Swimwise generally assigns a fixed instructor to each lesson. This instructor becomes a familiar face to the group. Swimwise aims to ensure as much continuity as possible, but cannot guarantee the presence of a specific instructor.

If the regular instructor is absent due to, for example, illness, holidays, training, personal circumstances or organisational reasons, Swimwise may provide a substitute instructor. If necessary, another regular instructor may also be assigned to the group.

Swimwise ensures that the substitute instructor possesses the necessary skills and, where applicable, qualifications to deliver swimming lessons safely and to a high standard.

A change of instructor does not, in itself, entitle the participant to cancellation or a refund, provided that the agreed content and quality of the swimming lessons are maintained. Any change to the day or time of the lesson is subject to the provisions of Article 4.

6. REPORTING ABSENCE

If a participant is unable to attend a lesson, please notify Swimwise as soon as possible and before the lesson begins. You can do this by emailing zwemclub@swimwise.be or by calling 03 369 35 09.

In the event of a last-minute absence or an urgent change, please always ring us so that we can inform the tutor in good time. Please also report absences by telephone outside office hours and at weekends. If there is no answer, please leave a message stating the participant’s name, the venue and the date and time of the lesson in question.

Reporting an absence does not, in itself, entitle you to a make-up lesson or a refund. The conditions set out in Articles 8 and 9 apply in this regard.

7. INSURANCE

All participants are insured against sports-related accidents during swimming lessons, subject to the limits of the applicable insurance policy. Cover is subject to the policy terms and conditions, any exclusions and the prescribed claims procedure.

The insurance terms and conditions and the procedure for reporting a sports-related accident are available on request from the Swimwise secretariat via zwemclub@swimwise.be or by telephone on 03 369 35 09.

Please report any sports-related accident to the instructor and the administration as soon as possible, so that the necessary steps for making a claim can be taken in good time.

8. CANCELLATION

CANCELLATION BY THE PARTICIPANT:
Cancellations must be notified in writing via zwemclub@swimwise.be. The date on which Swimwise receives the email shall be deemed the cancellation date. Swimwise will confirm receipt by email.

• The following conditions apply to cancellations made before the start of the activity:
  • If you cancel within fourteen calendar days of registration and at least two months before the start of the activity, you will receive a full refund of the registration fee.
  • If the cancellation is not covered by this no-charge policy but takes place at least one month before the start of the activity, you will be refunded the registration fee, less an administration charge of €30 per participant and per cancelled activity.
  • In the event of cancellation less than one month before the start of the activity or after the activity has begun, no refund will be made, except in the case of medical incapacity as set out in Article 9.

The free cancellation option set out above is a contractual arrangement. Any mandatory statutory rights of the participant remain unaffected.

CANCELLATION BY SWIMWISE:
If Swimwise cancels a lesson or activity, other than due to force majeure as described below, the participant may choose between:

• A refund of the amount corresponding to the lessons not taken.
• A free rebooking to an available, equivalent activity, in consultation with the participant.

If the entire course is cancelled before it begins, the full course fee will be refunded. In the event of a partial cancellation, a refund will be issued in proportion to the number of lessons not delivered. No administration fees will be charged.

CANCELLATION OR SUSPENSION DUE TO FORCE MAJEURE:
Force majeure is a circumstance beyond Swimwise’s reasonable control which prevents the activity from taking place and the consequences of which could not reasonably have been avoided. Whether an event constitutes force majeure is assessed on the basis of the specific circumstances.

In the event of a temporary interruption, Swimwise will inform participants as soon as possible and will endeavour to reschedule the cancelled sessions within a reasonable timeframe.

If the activity is permanently discontinued or if the cancelled lessons cannot be rescheduled within a reasonable period, the fee for the lessons not taken will be refunded. If a proposed alternative lesson time is not suitable, the participant may also request a refund for the lessons in question.

A rebooking or voucher may be offered as an alternative, but will only be arranged with the participant’s consent. No administration fees will be charged.

PROCESSING OF REFUNDS
Refunds will be made no later than thirty calendar days after the entitlement to a refund and the amount have been determined and Swimwise has received the necessary payment details. Any shorter statutory time limits shall continue to apply.

9. RESCHEDULING LESSONS DUE TO MEDICAL ABSENCE, SCHOOL TRIPS AND CATCH-UP LESSONS

MEDICAL REASON
In the event of illness or injury, you must report your absence in accordance with Article 6. To be eligible for the arrangement set out below, please provide the secretariat as soon as possible with a medical certificate stating the period during which you are unable to attend. A diagnosis does not need to be included.

If, for medical reasons, a participant is unable to take part in the activity at all, the registration fee will be refunded, less an administration fee of €20 per participant per activity.

If a participant misses one or two lessons for medical reasons, Swimwise will endeavour to offer a make-up lesson. If Swimwise is unable to offer a suitable make-up session, the fee for the lessons missed due to medical reasons will be refunded, with no administration charges.

If a participant misses three or more lessons within the same course series for medical reasons, you will, upon request, receive a refund for the lessons falling within the period covered by the medical certificate. The absences do not need to be consecutive. A single administration fee of €20 per participant and per course series will be deducted from this refund.

If the medical certificate shows that the participant is no longer able to resume the course, their enrolment may be cancelled. In that case, the fee for the remaining lessons that can no longer be attended will also be refunded.

The administration fee of €20 is charged only once within the same course and is not combined with the administration fee of €30 referred to in Article 8. The administration fee shall never exceed the amount to be refunded.

A lesson that has already been made up or refunded is not eligible for compensation a second time.

VERPLICHTE SCHOOLUITSTAPPEN
If a participant is unable to attend a lesson due to a compulsory school trip, please send proof from the school to the secretariat via zwemclub@swimwise.be as soon as possible and before the lesson in question. Swimwise will then endeavour to offer a make-up lesson.

If Swimwise is unable to offer a suitable alternative session, the fee for the lesson in question will be refunded, with no administration charges.

ORGANISATION OF CATCH-UP LESSONS
Swimwise provides a number of fixed catch-up sessions for each course. The schedule is arranged in consultation with the participant or, in the case of minors, their parent or legal guardian, taking into account their swimming ability and the availability of places.

A catch-up lesson is not necessarily taught by the regular teacher.

If none of the suggested times are suitable, please contact the secretariat to discuss alternative times. If no suitable time can be agreed, a refund will be issued in accordance with the above policy. A voucher may only be offered as an alternative with your consent.

If a scheduled catch-up lesson is missed without timely notice or a valid reason, no replacement lesson or refund will be provided. In the event of a further medical absence, the provisions regarding medical absence shall apply once again.

Requests for catch-up lessons and refunds should be sent to zwemclub@swimwise.be.

10. CERTIFICATES

• Certificates of attendance for the health insurance fund can be requested after the activity has finished via zwemclub@swimwise.be. Once issued, these will be available in your Twizzit account.
• Whether you are entitled to a reimbursement and the amount that will be reimbursed is determined by your health insurance fund.
• Swimwise does not issue a tax certificate for childcare in respect of regular swimming lessons.
• For any camps or other childcare activities, a separate assessment will be carried out to determine whether the legal conditions for issuing a tax certificate have been met.

11. SCHOOL HOLIDAYS AND PUBLIC HOLIDAYS

The course dates will be provided upon enrolment and are available in your Twizzit account. This timetable indicates whether lessons take place during school holidays and on public holidays.

Days on which, according to the published timetable, no lessons are held are not counted as cancelled or missed lessons.

Swimwise will inform you of any changes as soon as possible. Articles 4 and 8 apply to changes to the agreed lesson time and to cancelled lessons respectively.

12. MEDIA & PRIVACY

Swimwise processes personal data for the organisation and administration of its activities, including registrations, payments, lesson planning, communication, certificates of attendance and the processing of insurance claims.

Further information about the data controller, the data processed, the legal bases, service providers involved (such as Twizzit), retention periods and your data protection rights can be found in the privacy statement on the Swimwise website. This is also available on request from the secretariat via zwemclub@swimwise.be.

Medical certificates are used solely to assess applications based on medical grounds. They are accessible only to staff who require this information to process the application. A diagnosis is not required.

Photographs, films and audio recordings

Swimwise may take photographs, videos and audio recordings during activities for communication and promotional purposes. Separate, voluntary consent will be sought in advance for the taking and use of recognisable recordings. Acceptance of these general terms and conditions does not in itself constitute consent to such use of images.

For participants who are minors, consent is given by the parent(s) or legal guardian(s) with parental authority. In doing so, the minor is also involved, taking into account their age and capacity to discern.

For specific footage or campaigns, Swimwise may draw up a separate agreement governing the use of visual material. This agreement will set out the relevant footage, the organisations authorised to use it, the purposes, the communication channels and the duration of use. This agreement applies exclusively to the footage and the use to which it relates.

Within the limits of the consent granted, recordings may be used for, amongst other things, websites, social media, email campaigns, the press, video platforms, printed materials, presentations and promotional campaigns. Swimwise will use the recordings in a respectful manner, without compromising the participant’s dignity or interests. No remuneration is payable, unless this is agreed separately in writing.

Refusing to give consent will not affect your participation in swimming lessons or other activities.

Withdrawal of consent

The participant or their authorised legal representative may withdraw their consent at any time, free of charge, including via zwemclub@swimwise.be. Such withdrawal does not affect the lawfulness of any use prior to the withdrawal.

Following withdrawal, Swimwise will cease any further use for which consent formed the legal basis and will remove the relevant recordings from its own online channels without undue delay, unless another valid legal basis permits further processing.

Printed material that has already been distributed cannot usually be retrieved. Furthermore, Swimwise cannot fully control its further distribution by independent third parties. These practical limitations do not affect your statutory privacy rights.

The separate agreement on the use of images and these general terms and conditions shall always be applied in accordance with the applicable data protection legislation. They do not limit the statutory rights of the participant or their legal representative.

13. LOST PROPERTY

Swimwise keeps ordinary lost property for up to three months from the date it is found. During this period, you can enquire at the secretariat to find out whether an item has been found.

Once the retention period has expired, unclaimed items may be donated to charity or, if they are not suitable for this purpose, disposed of.

An appropriate procedure is followed for identity documents and valuables, in accordance with the relevant legal provisions. Perishable, unhygienic or hazardous items may be removed earlier for safety or hygiene reasons.

14. COMPLAINTS/COMMENTS…

Please send any comments, complaints or positive feedback to zwemclub@swimwise.be. If you are making a complaint, please state the participant’s name, the venue, the lesson or activity in question, and a clear description of the problem.

Swimwise acknowledges receipt of your complaint and aims to respond in substance within ten working days. If it takes longer to deal with your complaint, we will let you know.

For urgent enquiries, please call 03 369 35 09. If there is no answer, please leave a message stating your name, telephone number and the reason for your call.