Wavelength Terms of Service

&

Booking Conditions

Last updated: 27 October 2026

These terms apply to services booked with Wavelength, trading as Wavelength – World Class Swim Coaching(“Wavelength”, “we”, “us”). The specific description, venue, date, price and any additional conditions shown during booking form part of the agreement.

Services and booking

We provide swim coaching, one-to-one sessions, skills sessions, video analysis, camps and related services. A booking is accepted when Wavelength confirms it, subject to payment terms shown at booking. The person making a booking for a swimmer under 18 confirms that they are the parent or guardian, or have authority to make the booking.

Please provide accurate contact, swimmer, emergency and relevant safety information, and tell us promptly if it changes. Participation is subject to the venue’s rules and reasonable safety instructions from Wavelength staff.

Prices and payment

Prices and what is included will be shown in the booking information or confirmed in writing before purchase. Payment is due as stated at checkout or on the invoice. Any applicable taxes will be included or clearly explained. Optional products or extras are charged only when selected.

Changes and cancellations by the customer

Our standard cancellation policy requires at least 72 hours’ notice:

More than 72 hours before the session: you may transfer the booking to an alternative session, subject to availability, or request profile credit for the booking value. The replacement session or credit must be arranged when the cancellation is made. A transferred session must be used within six months.
Less than 72 hours before the session: the full fee is payable, and no transfer or profile credit is provided.
Customer cancellations are not refunded. Where this policy allows an adjustment, it is provided only as a transfer to an alternative session or profile credit, subject to the terms above. This does not affect any statutory right to a refund that applies to your booking.

These conditions do not limit any statutory consumer rights that apply to a particular booking. Some services related to leisure activities booked for a specific date or period may be exempt from the statutory 14-day cancellation right. Whether an exemption applies depends on the service and contract. The cancellation information provided for your specific booking will explain the applicable position.

For any distance contract where a statutory cancellation right applies, we will provide the required cancellation information and instructions. If you ask us to begin a service during a cancellation period, any required express request and acknowledgement will be obtained separately.

Changes and cancellations by Wavelength

If Wavelength cancels a session, we will offer a replacement within seven days where reasonably possible. If no suitable replacement can be agreed, we will refund fees paid for the cancelled service. If a venue closure, unsafe conditions or another event outside our reasonable control affects a session, we will contact you to discuss a reasonable alternative or refund.

Camps and multi-day bookings

Any camp-specific requirements, including attendance dates, age or ability guidance, equipment, collection arrangements, meals and supervision information, will be provided with the camp listing or information pack. Where a package requires attendance on multiple days, that requirement will be stated clearly before booking.

Coaching, video and results

Coaching is tailored to the information available and the swimmer’s goals. Video analysis is for coaching and development; it is not a guarantee of particular performance outcomes. Video capture, storage, sharing and marketing use are described in our Photography and Video Policy and relevant consent choices.

Conduct, safety and safeguarding

Participants and accompanying adults must follow venue rules, safety instructions and reasonable behaviour expectations. Wavelength may pause or end participation where conduct creates a safety or safeguarding concern. We will consider the circumstances and communicate with the parent or guardian as appropriate.

Complaints

Please raise a concern with info@wavelength-swimming.com and include the booking details and what outcome you are seeking. We will acknowledge it within 48hrs and aim to provide a clear response promptly. Safeguarding concerns should use the route in our Safeguarding Statement.

Liability and legal rights

Nothing in these terms excludes or limits liability where the law does not allow that, including liability for death or personal injury caused by negligence, fraud, or statutory consumer rights. Consumers may have additional rights under applicable law.

Privacy and contact

Our Privacy Notice explains how we handle personal information. Wavelength Ltd’s registered company information is set out on the Website Legal Information page. For booking questions, contact info@wavelength-swimming.com.

Wavelength Safeguarding Statement

Last updated: 27 October 2026

Wavelength – World Class Swim Coaching is committed to helping children and adults at risk take part in swimming in a safe, positive and respectful environment. Everyone involved in our sessions has a role in promoting welfare and raising concerns.

Our approach

We aim to:

Put participants’ safety, welfare and wellbeing first.
Treat swimmers fairly and with dignity, and listen to their views.
Set clear professional boundaries for coaches, staff, swimmers and parents or guardians.
Use appropriate supervision, communication and consent arrangements for sessions, camps, photography and video.
Respond promptly to concerns and share information with the appropriate people or authorities when necessary to protect someone.

Wavelength is a private swim coaching company. Our safeguarding approach follows applicable requirements and venue rules, and takes account of Swim England guidance where relevant to our coaching activities and staff memberships. This statement is a public summary and does not replace detailed safeguarding procedures or statutory duties.

Raising a concern

If you are worried about a swimmer or an adult at risk, contact:

Wavelength Safeguarding Lead: Sam Holland
Email: info@wavelength-swimming.com
Telephone: 07912481925

If someone is in immediate danger, call 999. For a concern that cannot wait, contact the relevant local authority safeguarding team or police. You do not need to investigate or decide whether the concern is serious before reporting it.

We will handle concerns sensitively, record relevant information securely and share it only with people who need to know. We cannot promise confidentiality where information must be shared to safeguard someone.

Further information

Participants and families can consult the current Wavepower safeguarding information and Swim England reporting routes for further guidance. Use the relevant external route if the concern involves the Wavelength Safeguarding Lead or if you are not comfortable reporting internally.

Wavelength Photography, Video and Consent Policy

Last updated: 27 October 2026

This policy explains how Wavelength uses photography and video involving swimmers. It applies to one-to-one coaching, skills sessions, video analysis, camps and events.

Coaching footage

Wavelength may record a swimmer’s technique for coaching analysis where this is part of the service and the swimmer or parent/guardian has been told what will be recorded and how it will be used. Footage may be viewed by the coach or relevant Wavelength staff and shared with the swimmer or parent/guardian as part of feedback.

Coaching footage is not automatically used in advertising, social media or other publicity. Marketing use requires a separate, optional permission. Refusing marketing permission does not affect access to coaching.

Consent for under-18s

For swimmers under 18, Wavelength will seek permission from a parent or guardian for recording and any sharing beyond the immediate coaching purpose, and will explain the choice to the swimmer in an age-appropriate way. We will respect a swimmer’s objection to being recorded, subject to any reasonable adjustments needed to deliver the booked service.

Consent choices should identify the permitted use, such as coaching analysis, sharing feedback with the parent/guardian, or marketing/publicity. Permission should not be bundled into general terms or treated as a condition of service where it is not necessary.

Storage, access and deletion

Footage is stored using dropbox & internal shared iCloud storage and access is limited to the Wavelength Coaching Team. It is shared only for the purposes described above or where required for safeguarding, legal or safety reasons.

Retention Period: Underwater video analysis, delete routine coaching footage after 2 months unless needed for a current coaching plan, dispute or safeguarding record. Any longer retention should have a documented reason. See the Privacy Notice for information about data rights and service providers.

Photography at events

At events where photography is planned, Wavelength will tell participants and parents/guardians in advance and explain how images may be used. We will provide a way to indicate that a swimmer should not be photographed for publicity. Event photography must follow venue rules and safeguarding procedures. Participants and visitors must not photograph or film in changing areas.

Changing or withdrawing permission

You can change or withdraw an optional marketing permission at any time by contacting info@wavelength-swimming.com. This does not affect uses that took place before withdrawal. We will stop future use and remove material from channels we control where reasonably possible. Copies already shared by third parties may not be fully retrievable.

Cookie Policy

Last updated: 27 October 2026

This policy explains how cookies and similar technologies may be used on the Wavelength website. A cookie is a small file stored on your device. Similar technologies can store or access information on your device too.

What we use

Some cookies may be strictly necessary for core website functions, such as security, navigation or remembering a booking action you requested. Other cookies, such as analytics, advertising or social-media cookies, are not essential.

Website owner: 123reg.com

Check the live site and booking pages, then list each cookie or technology, its purpose, provider and expiry. Do not publish categories or cookie names until verified.

Cookie or technologyProviderPurposeTypeExpiry[insert after website scan][provider][purpose]Essential / Analytics / Marketing[duration]

Consent and choices

Where consent is required, non-essential cookies should remain off until you choose to accept them. You should be able to accept, reject or customise non-essential cookies, and change your choice later through your website setting. Essential cookies do not require consent when they are genuinely necessary for a service you request.

Changing your browser settings may also block or delete cookies, but some site features may not work as intended.

Third-party services

Some pages may include content or booking tools provided by third parties. Those providers may use their own cookies or similar technologies. 123reg privacy/cookie information here: https://www.123-reg.co.uk/terms/cookie-law-terms/ [booking platform], [analytics], [video/social embeds].

For details about personal information more generally, see our Privacy Notice. Questions about cookies can be sent to info@wavelength-swimming.com.

Privacy Notice

Last updated: 27 October 2026

This notice explains how Wavelength collects and uses personal information through its website, enquiries, bookings, coaching, camps and related communications. It should be read with our Cookie Policy and any privacy information shown on booking or consent forms.

Who is responsible for your information

The data controller is Wavelength Ltd, trading as Wavelength – World Class Swim Coaching. Contact us at info@wavelength-swimming.com or 4 Higher Snab Barns, SY134JE. Company number, registered office and registration details are listed in our Website Legal Information page.

Information we collect

We may collect:

Names, email addresses, phone numbers and other contact details.
Parent or guardian details and the name, age, club and swimming goals of a swimmer.
Booking, attendance, payment and customer-service records. Card details are handled by the payment provider and are not intended to be stored by Wavelength.
Coaching notes, performance information, race or training footage and analysis records.
Health, accessibility or emergency information that a parent, guardian or swimmer chooses to provide and that is relevant to safe participation.
Website usage and cookie information, as described in the Cookie Policy.

Please provide health or other sensitive details only where they are needed for safe coaching or participation. Use the secure form provided for that purpose rather than ordinary email where possible.

How and why we use information

We use information to respond to enquiries, assess suitability, arrange and deliver sessions, manage camps and memberships, take payment, communicate booking changes, provide coaching and video feedback, safeguard participants, keep business records, handle complaints and improve our services.

We may also send marketing about Wavelength services and events where the law allows. Marketing preferences can be changed at any time. Service messages about an existing booking are not marketing messages.

Depending on the circumstances, our lawful basis may be taking steps at your request or performing a contract, meeting a legal obligation, our legitimate interests in running and protecting the business, or consent. Where we use health information or other special-category data, we will identify and document an applicable additional condition and provide any required privacy information.

Children and parent or guardian contacts

Most bookings and communications about swimmers under 18 should be managed by a parent or guardian. We use a young swimmer’s information only for relevant coaching, booking, safety, safeguarding or legal purposes. We take account of children’s need for clear information and additional protection. A child may have their own data protection rights, depending on their age and circumstances.

Video, photographs and coaching analysis

Video may be captured to review technique and provide coaching feedback. Marketing use of identifiable photographs or video is optional and requires a separate choice; agreeing to coaching analysis does not mean agreeing to publicity. See our Photography and Video Policy for details.

Sharing information

We may share the minimum information needed with staff and coaches delivering a service, venues where required for access or safety, and service providers supporting bookings, payments, email, website hosting, file storage or customer records. We may also share information where required by law or necessary to protect someone’s safety or our legal rights.

Booking Provider: classforkids

Email Platform: 123reg & Mailchimp

We do not sell personal information.

Retention

We keep information only as long as reasonably needed for the purpose collected, including service delivery, safeguarding, resolving disputes and legal or accounting obligations. Exact retention periods depend on the record type.

We will hold information for up to 6 years relating to for enquiries, booking/payment records, coaching notes, health information, consent records and marketing suppression records. At the end of the relevant period, information is securely deleted or anonymised unless a legal reason requires longer retention. Video footage from stroke development sessions is kept for a maximum of 60 days.

Your rights and complaints

Subject to legal conditions, you may ask to access, correct, delete or restrict your information, object to certain uses, withdraw consent, or receive information in a portable format. You can also object at any time to direct marketing. Contact info@wavelength-swimming.com to make a request.

You may complain to the Information Commissioner’s Office at ico.org.uk. We would appreciate the opportunity to address your concern first.

Security and changes

We use reasonable technical and organisational measures to protect information. No method of sending or storing information is completely secure. We may update this notice from time to time; the current version and date will appear on our website.

Email Privacy Policy

Last updated: 27 October 2026

This notice explains how Wavelength uses your mobile number and related information when we send or receive text messages (SMS).

Who we are

Wavelength Ltd, trading as Wavelength – World Class Swim Coaching (“Wavelength”, “we”, “us” or “our”), is responsible for the personal information described in this notice.

Contact: info@wavelength-swimming.com

Postal address: 4 Higher Snab Barns, SY134JE

Information we use

Depending on your relationship with us, we may process:

your name and mobile telephone number;
booking, session, camp or membership details needed to make the message relevant;
your communication preferences and any marketing consent you have given;
the content of messages you send us, your replies, and records of opt-outs; and
delivery information supplied by our messaging provider, such as whether a message was delivered.

If you give us a swimmer’s or another person’s mobile number, please make sure you are authorised to share it with us. Where the swimmer is under 18, we normally communicate about bookings and services with their parent or guardian unless we have agreed another appropriate arrangement.

How we use SMS

We may use text messages to:

respond to an enquiry or manage a booking, session, camp or membership;
send confirmations, reminders, schedule changes, practical information or other messages connected with a service you have requested or booked; and
send news, offers and promotions about Wavelength’s coaching, sessions, camps and related services only where we are permitted to do so.

Service messages are different from marketing messages. We may still need to send essential information about a booking or service after you opt out of promotional texts.

Marketing texts and your choices

We will send promotional texts only where we have your specific consent or where the law allows us to use the customer “soft opt-in” for our own similar services. If we rely on consent, you can withdraw it at any time. If we rely on the soft opt-in, we will give you a clear opportunity to opt out when we collect your details and in each marketing message.

You can stop marketing texts at any time by replying STOP (if supported by the number used to message you), or by contacting us at info@wavelength-swimming.com. We will action your request as soon as reasonably practicable. Opting out of marketing will not affect service messages needed to manage a booking or service.

We will identify Wavelength in our messages and provide a clear way to opt out. We do not treat this privacy notice by itself as your consent to receive marketing texts.

Our reasons for using your information

We use your information where it is necessary to take steps at your request or perform a contract with you, to manage and communicate about our services, or to pursue our legitimate interests in administering and improving our business. For marketing texts, we will also follow the consent and opt-out requirements that apply under data protection and electronic communications law. The legal basis depends on the circumstances and the way your details were collected.

Who we share it with

We may share the relevant information with the provider of our booking, customer-management or SMS messaging systems so they can send and manage messages on our behalf. SMS provider(s): [O2]. These providers must protect the information and may use it only in accordance with our instructions and their contractual obligations, except where the law requires otherwise.

We do not sell your mobile number or SMS contact details. We may disclose information where required by law or to establish, exercise or defend legal claims.

Where information is stored

Our service providers may store or process information in the UK or elsewhere. Where information is transferred outside the UK, we will use an appropriate lawful transfer mechanism and safeguards where required by data protection law.

How long we keep it

We keep SMS-related information only for as long as reasonably necessary for the purposes described above, including to manage the relevant service, meet legal or accounting obligations, resolve disputes and maintain a record of marketing choices. If you opt out of marketing, we may retain a minimal record of your number and opt-out so we can respect your choice and avoid contacting you again with marketing texts.

Your rights

Depending on the circumstances, you may have the right to ask us for access to your personal information, to correct or erase it, to restrict or object to certain uses, or to receive a copy in a portable format. If we rely on consent, you can withdraw it at any time. These rights are subject to legal conditions and exceptions.

To exercise a right or ask a question, contact us at info@wavelength-swimming.com. You can also complain to the UK Information Commissioner’s Office (ICO) at ico.org.uk/make-a-complaint.

Security and changes to this notice

We use appropriate measures to protect personal information, but no method of transmission or storage is completely secure. We may update this notice from time to time. The latest version will be published on this page with its updated date.

SMS Privacy Policy

Last updated: 27 October 2026

This notice explains how Wavelength uses your mobile number and related information when we send or receive text messages (SMS).

Who we are

Wavelength Ltd, trading as Wavelength – World Class Swim Coaching (“Wavelength”, “we”, “us” or “our”), is responsible for the personal information described in this notice.

Contact: info@wavelength-swimming.com

Postal address: 4 Higher Snab Barns, SY134JE

Information we use

Depending on your relationship with us, we may process:

your name and mobile telephone number;
booking, session, camp or membership details needed to make the message relevant;
your communication preferences and any marketing consent you have given;
the content of messages you send us, your replies, and records of opt-outs; and
delivery information supplied by our messaging provider, such as whether a message was delivered.

How we use SMS

We may use text messages to:

respond to an enquiry or manage a booking, session, camp or membership;
send confirmations, reminders, schedule changes, practical information or other messages connected with a service you have requested or booked; and
send news, offers and promotions about Wavelength’s coaching, sessions, camps and related services only where we are permitted to do so.

Service messages are different from marketing messages. We may still need to send essential information about a booking or service after you opt out of promotional texts.

Marketing texts and your choices

We will identify Wavelength in our messages and provide a clear way to opt out. We do not treat this privacy notice by itself as your consent to receive marketing texts.

Our reasons for using your information

Who we share it with

We do not sell your mobile number or SMS contact details. We may disclose information where required by law or to establish, exercise or defend legal claims.

Where information is stored

How long we keep it

Your rights

To exercise a right or ask a question, contact us at info@wavelength-swimming.com. You can also complain to the UK Information Commissioner’s Office (ICO) at ico.org.uk/make-a-complaint.

Security and changes to this notice

Wavelength Accessibility Statement

Last updated: 27 October 2026

Wavelength – World Class Swim Coaching wants its website and information to be usable by as many people as possible. We aim to use clear language, readable text, descriptive links and layouts that work on mobile devices and with common assistive technologies.

Accessibility support

If you have difficulty using the website, booking a service or accessing a document, contact info@wavelength-swimming.com and tell us:

Which page, service or document you are trying to use.
What difficulty you encountered.
What format or adjustment would help, if you know.

We will consider reasonable adjustments and try to provide information in an accessible alternative format where possible. For adjustments at a pool, camp or other venue, please contact us before booking or as early as possible so we can discuss what can be arranged.

Known issues and feedback

You can report an issue using info@wavelength-swimming.com. We aim to acknowledge accessibility requests within 48hrs.

This statement applies to www.wavelength-swwimming.com and was last reviewed on 27 October 2026.

Wavelength Website Legal Information

This website is operated by Wavelength, trading as Wavelength – World Class Swim Coaching.

Complete and verify these company details before publishing:

Registered company name: Wavelength Ltd
Registered office: 4 Higher Snab Barns, SY134JE
Place of registration: England and Wales
VAT number: 506781188
Business contact email: info@wavelength-swimming.com
Business contact address: 4 Higher Snab Barns, SY134JE

For company details or website questions, contact info@wavelength-swimming.com. Privacy questions are covered by our Privacy Notice. Booking and purchase terms are set out in our Terms of Service and Booking Conditions.