Terms and Conditions

Please ensure you read the Terms and Conditions (T&Cs) for your chosen Nottinghamshire YMCA programme (see list below) very carefully before registering with our services.

You can also read our Safeguarding Policy, Privacy Policy and Cookies Policy online.

Please note that you will be required to confirm and agree to all T&Cs for your chosen service when you sign up to a Nottinghamshire YMCA programme.

  • YMCA Gym

    Access to YMCA Gym:
    You must check in every time you visit YMCA gym, either using the self check in scanner or with a member of staff.
    Members must be 16 years+.
    Memberships are non transferrable. Please tell us if your card has been lost or stolen.
    Please refer to the website or YMCA Gym app for information on opening hours, or ask for details.
    You must have a YMCA gym 1871 membership to access 1871 sessions, including open gym.
    We reserve the right to refuse entry and to terminate memberships with immediate effect at our discretion.
    We will take a photo of you for identification purposes and to prevent someone else from using your membership in the event your card is lost or stolen, or signing in to your account on the YMCA Gym app. This picture will not be used for any other purposes without your express permission.


    Using YMCA Gym:

    Wear appropriate clothing within the gym. Tops must be worn at all times and no jeans or black marking soles on footwear are permitted. Seek guidance from the YMCA gym team if you are unsure what clothing is appropriate.
    Inductions are encouraged.
    All members must read and sign the ‘member information’ document which includes questions about your health and important terms regarding risk and liability.

    Your property: 

    Our employees, agents or sub-contractors will not be liable to you for any loss, damage or theft of any property brought onto YMCA gym premises.
    Lockers will be emptied every night. Contents will be stored for four weeks but will then be disposed of. We will charge you £10 for the removal and storage of items left in a locker overnight.
    Lockers will be emptied every night. Contents will be stored for four weeks but will then be disposed of. We will charge you £10 for the removal and storage of items left in a locker overnight (unless you have hired the locker. Please speak to a member of the team if you wish to hire a locker).

    Memberships:

    Membership fees paid by monthly instalments are payable on the same date each month.
    Annual memberships will not automatically renew on expiration.
    All membership fees are non-refundable.
    Monthly memberships have no minimum period from date of joining however, it is continuous and expires only on cancellation which can be done via email or in person.
    Daily Pay As You Go memberships will expire at the end of the day. Pay As You Go members are permitted to leave the centre and return on the same day at no extra charge (on presentation of valid proof of purchase).
    A cooling off period of 14 calendar days is applicable when purchasing an up-front membership. To cancel the purchased membership, your request must be given in writing within 14 days of the payment clearing.
    Memberships are continuous but can be suspended (or ‘frozen’) at any point before your next payment is due to be taken. There is a minimum of one month suspension/freezing period and a maximum of six months.
    If you paid upfront for a full year you can still freeze your membership. You can freeze for a maximum of 6 months and your frozen months will be added to the end of your membership period.
    NB. Freezes are not available on promotional memberships e.g. Student promo

  • Camp Williams – YMCA Day Camps

    T&Cs for booking children’s services including Camp Williams (YMCA day camps), Wollaton Holiday Club (YMCA childcare) or Newark Camp (delivered by YMCA Newark and Sherwood charity).

    Bookings and Payments

    • Full payment can be made at the time of booking. Alternatively, a £30 per child per week non-refundable/non transferrable deposit is required at the time of booking.
    • Bookings made within 10 working days of a camp start date require payment in full.
    • Balance payments are due no later than 10 working days prior to the start of camp.
    • Bookings with an outstanding balance, after the 10 working day period, cannot be guaranteed.

    Can I make changes to my booking?

    • Upon booking a camp a non-refundable/non transferrable deposit of a £30 per child per week is payable immediately. Full payment must be made 10 working days prior to the start of the camp.
    • Any changes to bookings and dates will incur a £10 administration fee.
    • If you are unable to attend camp and notify us more than 10 working days prior to the start date, your booking can be transferred or the money paid held on account for the following camp.
    • If camp cannot be attended due to sudden illness it may be possible to transfer to an alternative date. Nottinghamshire YMCA must be notified in advance of the camp start date. Please note a transfer cannot be guaranteed and is subject to availability.
    • It is not possible to transfer a booking when a camp has not been attended and there has been no contact with Nottinghamshire YMCA. In this instance, all payments will be retained by Nottinghamshire YMCA.
    • If a camp is cancelled by Nottinghamshire YMCA due to unforeseen circumstances a transfer will be offered at no additional cost.
    • The content of the advertised camp may change at the discretion of Nottinghamshire YMCA.

    Other Fees & Charges

    • If you are going to be late please let us know on: 07786 919305. We reserve the right to charge £5 followed by £5 for every 5 minutes that you are late.
  • Wollaton Holiday Club – YMCA Childcare (School Holidays)

    T&Cs for booking children’s services including Camp Williams (YMCA day camps), Wollaton Holiday Club (YMCA childcare) or Newark Camp (delivered by YMCA Newark and Sherwood charity).

    Bookings and Payments

    • Full payment can be made at the time of booking. Alternatively, a £30 per child per week non-refundable/non transferrable deposit is required at the time of booking.
    • Bookings made within 10 working days of a camp start date require payment in full.
    • Balance payments are due no later than 10 working days prior to the start of camp.
    • Bookings with an outstanding balance, after the 10 working day period, cannot be guaranteed.

    Can I make changes to my booking?

    • Upon booking a camp a non-refundable/non transferrable deposit of a £30 per child per week is payable immediately. Full payment must be made 10 working days prior to the start of the camp.
    • Any changes to bookings and dates will incur a £10 administration fee.
    • If you are unable to attend camp and notify us more than 10 working days prior to the start date, your booking can be transferred or the money paid held on account for the following camp.
    • If camp cannot be attended due to sudden illness it may be possible to transfer to an alternative date. Nottinghamshire YMCA must be notified in advance of the camp start date. Please note a transfer cannot be guaranteed and is subject to availability.
    • It is not possible to transfer a booking when a camp has not been attended and there has been no contact with Nottinghamshire YMCA. In this instance, all payments will be retained by Nottinghamshire YMCA.
    • If a camp is cancelled by Nottinghamshire YMCA due to unforeseen circumstances a transfer will be offered at no additional cost.
    • The content of the advertised camp may change at the discretion of Nottinghamshire YMCA.

    Other Fees & Charges

    • If you are going to be late please let us know on: 07786 919305. We reserve the right to charge £5 followed by £5 for every 5 minutes that you are late.
  • YMCA Childcare (Term-Time)

    TERMS AND CONDITIONS FOR YMCA CHILDCARE (Updated July 2021)

    These terms and conditions provide the basis of agreement for parent/carers and YMCA in providing our childcare programmes.

    1. PARENT/CARERS

    1.1 To make your booking you will need to create an online account including username and password using our online bookings system at nottsymca.com facilitated by our external provider MagicBookings.

    1.2 You will need to make a booking before your child can start at one of our childcare settings and immediately inform YMCA of any changes to the information provided such as contact details or emergency contact information and inform YMCA if your child has any Special Educational Need and Disability (SEND) or allergies and medical needs.

    1.3 Children will not be released to any person who is not usually responsible for collecting them without a password and prior notification. If an individual attempts to collect a child without prior notification, we will not release the child until we have contacted the named responsible adult. The person picking up children must be at least 18 years of age; otherwise, a release to minor form will need to be completed.

    1.4 We will not allow any persons we may deem unfit, i.e. under the influence of drink or drugs, to collect children.

    1.5 Please inform YMCA if your child is the subject of a court order and provide YMCA with a copy of the order on request.

    1.6 You must inform YMCA immediately if your child is not able to attend a booked session by calling the specific site phone number or bookings team on 0115 711 7006. You must inform YMCA in advance of any dates that your child will not be attending the childcare setting.

    1.7 Complete a medication administration form if you require our staff to administer any medicine to your child. Please ensure that the medication is prescribed by the doctor/dentist/nurse or pharmacist with a dispensing label showing child’s name in the original packaging.

    1.8 Inform us immediately if your child is showing symptoms of any contagious illness. You must not allow your child to attend the setting if they are showing symptoms which could be passed on to another child.

    1. BOOKINGS AND PAYMENT

    2.1 When a booking is made, it is made on a permanent basis. For example, if you book a Tuesday and Wednesday session, those sessions will be allocated to your child until you cancel these sessions. These sessions will be honoured by the YMCA until notice to change sessions or notice of cancellation is given to YMCA.

    2.2 Shift working patterns can be accommodated, please call our bookings team on 0115 711 7006 to discuss availability and payment details.

    2.3 Ad-hoc/late bookings are subject to each individual setting’s availability, if available they are bookable up to 1 hour before the session, these bookings are subject to higher fees. Please visit nottsymca.com for fee details.

    2.4 Details of our current fees are listed at nottsymca.com. We may review these fees at any time, but we will inform you of the revised amount at least one month before it takes effect. If you do not wish to pay the revised fee, you may end your booking with us by giving one months’ notice by calling 0115 711 7006 and speaking to the bookings team.

    2.5 All fees must be paid on a monthly basis, in advance of sessions. All payments made under these terms and conditions must be by debit or credit card, childcare vouchers or tax-free childcare.

    2.6 No refunds will be given where your child’s childcare place is unattended due to illness or holidays. Where childcare settings are closed on bank holidays (or substitute days), no refund will be given for this closure as our fees have been calculated taking these closures into account.

    2.7 If you have been unable to collect your child by the published setting closure time, we will charge you a late collection fee of £5 per every 5 minutes. Please call ahead to inform us if you are going to late in collecting your child. We discourage appointments and early collection as it disrupts the day for both your child and other children at the childcare settings. If you need to collect your child early or have scheduled an appointment, please let us know on arrival.

    2.8 Our childcare settings can only take a certain number of children each day, in accordance with staff ratio and Ofsted regulations. Places will be allocated on a first come, first served basis.

    1. CANCELLATIONS / SUSPENSIONS

    3.1 You may make changes to or cancel your booking pattern giving at least one months’ notice, please call 0115 711 7006 to make changes or provide written notice to cancel your booking to childcare@nottsymca.org.

    3.2 We may end our childcare agreement with you if you have failed to pay your fees or you or your child have breached the terms and conditions or breached the code of conduct listed in the parent handbook.

    3.3 We may suspend the provision of childcare to your child giving one months’ notice, at any time if you have failed to pay any fees or your child’s behaviour at the childcare setting is deemed unacceptable or endangering the safety of other children at the childcare setting.

    3.4 If the period of suspension exceeds one month, you or the YMCA may terminate the childcare booking by written notice sent to childcare@nottsymca.org.

    1. CLOSURES

    4.1 We may take the decision to close your child’s site. We will give you as much notice as possible of such a decision.

    1. GENERAL RESPONSIBILITIES

    5.1 We have a duty to protect all child in our care and staff follow our safeguarding children policy and procedure (a copy is available on request). We follow our safeguarding children policy and procedures which include reporting safeguarding incidents where we consider that a child may have been neglected or abused to the relevant authorities. if we believe your child is at risk of significant harm however we would discuss this with you beforehand.

    5.2 Please ensure you include all information about any SEND, medical needs, diet, and supervision requirements on your online account. Every child is considered individually, and every effort will be made to include a child within the limits of the resources of the programme. Failure to inform us of your child’s needs could result in us being unable to offer your child a place at our childcare settings.

    5.3 If you have any concerns regarding the childcare settings or wish to make a complaint, please discuss these with the Senior Play Leader in the first instance. If these concerns or complaints have not been resolved, please contact the Assistant Operations Manager – Early Years and Childcare.

    5.4 Before any child is allowed to arrive and/or leave the Before School and/or After School Club unescorted, a letter must be completed and signed by the registered parent/carer. We will text you when your child leaves our care. YMCA will not be responsible for any child once they have left the premises under this agreement.

    5.5 We ask that all personal toys and electronics such as yo-yos and fidget spinners, money, jewellery and cuddly toys and pets are all left at home. Unless we specifically ask for item to be brought in for an activity.

    5.6 Please mark all personal items, including clothes, packed lunches and water bottles, with your child’s name, as we often get several children turn up with similar items. This will also reduce any risk of losing items and cross-contamination. Nottinghamshire YMCA is not responsible for lost, misplaced or stolen items but we’ll do our best to make sure your child leaves with everything they arrived with.

     

    5.7 From time to time we may have photographs or video taken of the children who attend our childcare settings. These photographs / videos may be used for promotional purposes. We will not take photos or videos of children without parental consent, as per our data protection policy. You should ensure the permissions section of your online account is up to date with your preferences.

     

    5.8 As the number of children with nut allergies is increasing, with the support of parents we aim to keep our childcare settings Nut Free. Parents are requested not to include nuts in packed lunches. Parents are also requested not to use creams, sun creams, oils etc. on their child that may contain nut oil to help those who may have nut allergies.

     

    5.9 We can administer sun cream to children, please update your account preferences if you would rather, we didn’t apply sun cream to your child. Please provide your child with spare clothing if you think they may have accidents. Please also provide appropriate clothing for all types of weather.

    5.10 Occasionally we watch movies as part of our programme, but we will seek parental permission on each occasion.

    1. DATA PROTECTION

    6.1 When you create an account with us and make a booking, you are confirming you have read and understood these Terms and Conditions and agree to comply with them.

    6.2 Nottinghamshire YMCA’s general publicity and marketing images / video will be kept for three years from the date of capture. After this time, Nottinghamshire YMCA will delete images/video or seek further consent from you to continue to use them. These images and/or video could be used on the Nottinghamshire YMCA website, online social media channels including Facebook, Twitter and Instagram, and printed promotional materials such as posters and flyers. For our full media consent policy please visit https://www.nottsymca.com/terms-conditions/

    6.3 You can remove your consent regarding images/video and/or marketing communications at any time by emailing Nottinghamshire YMCA Marketing and Communications team on MPR@nottsymca.org or by calling 0115 711 7006 and asking to speak to anyone in the Marketing team.

    6.4 All images/video will be kept electronically in a private and secure area on our servers and will not be disclosed to any external sources without your consent. We may also store images on paper for design and proofing purposes. In compliance with current UK data protection legislation and the GDPR legislation, Nottinghamshire YMCA is committed to protection personal information and complies with the Data Protection Act (1998) as well as the General Date Protection Regulation 2018.

    1. CHANGES

    7.1 We may make changes to these terms and conditions from time to time, and we will notify you by email if we make any changes to these terms and conditions.

  • YMCA Digital

    Participant Agreement – Parent’s/Responsible Adult’s Copy

    YMCA Digital’s provision at NGY My-Place is a service for young people to explore their creativity and express themselves in an appropriate way.

    To safeguard the young people that use the YMCA Youth Service we would like to ensure that all music that is created under our supervision is vetted by parents.  In our experience, some young people have been tempted to attach inappropriate images to songs that YMCA staff have helped them to create and in some cases, posted them on social media. This could potentially have negative consequences for the young person therefore we feel that parents and carers should be aware of this situation and the fact that we and strongly advise against this practice.

    In our sessions, we make it clear that we never knowingly permit nor condone any child/young person to upload songs/content created on YMCA programmes to social media and other platforms. We also strongly advise them to not attach images to the recordings that do not represent them in a positive light as that this can have negative consequences for them.

    To ensure that Nottinghamshire YMCA does everything possible to avoid the occurrences listed above, our new procedures state that we need to  send the work to you for approval before it is completed and issued to the child/young person. After this point , obviously we cannot control the content and full control and responsibility is taken up by your child/young person and the responsible adult.

    We are unable to release anything until we receive this agreement, so if you could please supply an email address and telephone number so we can contact you with any recordings/images for your approval, we would appreciate it.

    We want you to know that we understand the level of care necessary when working with children and young people and we are delighted that parents/responsible adults feel the same way about the people in their care.

    Thank you in advance for your assistance.

     

  • Media Consent (Photography, Videos and Sound)

    Please download our Media Consent policy forms below.

    ADULT MEDIA CONSENT

    CHILD MEDIA CONSENT