Member Cancellation Policy

  1. Purpose of the Policy
    This policy outlines the steps and conditions for members who decide to lapse their membership with the club, providing clarity on fee obligations and potential refunds or penalties.
  2. Definitions
    • Annual Membership Fee: This is a one-time, non-refundable fee paid annually to secure membership with the club from 1st January until 31st December. It covers administrative costs, insurance, access to club services, and affiliation with Swim England.
    • Monthly Training Fee: This fee is paid monthly to access training sessions. It directly funds the operational costs of the sessions, such as coaching and facility hire.
  3. Leavers Notification Process
    • Members intending to leave the club must notify the club secretary/membership secretary in writing (via email spencer.swimteam@gmail.com).
    • A minimum of 30 days notice is required to ensure proper processing.
  4. Annual Membership Fee
    • The annual membership fee is non-refundable.
    • Lapsing your annual membership will mean you forfeit the right to club services, access to training sessions, or the ability to compete under affiliation to the club. The club reserves the right to stop or limit access to the club’s direct communication channels (e.g. emails, WhatsApp)
    • If a member lapses their membership mid-year, they will not receive any pro-rata refund, regardless of how many months remain in the membership year.
    • Rejoining the club in the future will require payment of a new annual membership fee where it falls outside the current year, or the membership has been lapsed with Swim England.
  5. Monthly Training Fee
    • Monthly training fees are paid on a rolling basis and can be cancelled with 30 days written notice.
    • If a member pays the monthly fee to fulfil their notice period but will not use the entire period, the club will refund the unused portion.
    • If a member does not formally give notice, fees will continue to accrue, and they will remain liable for unpaid amounts until notice is received.
  6. Membership Lapses
    • Members who stop paying monthly fees or drop-in charges without formal notice will lose access to club services and training sessions. The club may also cancel their annual membership. The club reserves the right to stop or limit access to the club’s direct communication channels (e.g. emails, WhatsApp).
    • A member who notifies the club of their intention to let their annual membership lapse as of its expiration on December 31st will no longer be considered a club member after that date. They will forfeit their right to access club facilities and compete under the Spencer Swim Team name.
    • If they wish to rejoin, they must pay the full annual membership fee again and may be subject to additional administrative requirements.
  7. Temporary Leave of Absence
    • Members may request a temporary leave of absence for medical or personal reasons, with a minimum duration of [e.g., 2 months].
    • During this period, the monthly training fee will be suspended, but the annual membership fee remains non-refundable.
    • Requests for leave must be made in writing and approved by the club committee.
  8. Special Circumstances
    • Exceptional circumstances, such as relocation or long-term injury, may be considered for partial refunds or alternative arrangements at the discretion of the club committee. Members must provide evidence where applicable.
  9. Rejoining the Club
    • Former members wishing to rejoin must pay the annual membership fee in full and restart any applicable monthly training fees.
    • Prior notice lapses or outstanding balances must be resolved before rejoining.
  10. Communication and Enforcement
    • The club will ensure that all members are aware of this policy at the time of registration or renewal.
    • The club reserves the right to update this policy as needed, with reasonable notice provided to all members.