Policy and Procedures.

Competition Travel policy

South Island Championships, NZ Division 2, NZ Age Groups, NZ Short Course and NZ Open Championships, as well as any overseas trips, are strictly team events. This means the team stays together with allocated coaches and managers. Travel to and from these meets is organised either individually or as a group depending on location. Our travel co-ordinator sends out the required information well in advance.

Competition entries

Athletes enter competitions through the Swimming NZ Database. Upon joining the club you will be provided with details on how to access.

Parental support

As an independent Swim Club, Aquagym Swim Club relies on parental involvement and support to run the Club. All parents are required to take an active role in support of the swimmers through participating in the following ways.

  • Timekeeping or other support roles at local meets

  • Team managing at local and away meets

  • Fundraising

  • Operational and Board positions

Please be aware that AquaGym Swim Club runs closed training sessions. Parents may attend the last 15 minutes of training only. Coaches believe it is important for the coach and swimmer to develop a relationship independently of their parents and it helps the swimmers to develop positive friendships.

AquaGym Swim Club Privacy Statement

We collect personal information from you, including information about your:

  • Name (including swimmer, parents, caregivers, and alternative contacts in the case of an emergency)

  • Contact information

  • Interactions with us

  • Billing or purchase information

  • Date of birth, ethnicity, and gender

  • Medical information when travelling away with the team

  • Photographs and video at swimming meets and training events.

We collect your personal information to:

  • Register you as a member of our swimming club and Swimming New Zealand

  • Contact you about our training timetables and club events

  • To ask for volunteers to help run our club and for fundraising activities.

  • Look after our members health and wellbeing

  • Promote our club on social media platforms

  • Meet any legal requirements due to government health directives (e.g., Covid 19 registers).

Besides our staff, we share this information with:

  • Swimming New Zealand to register our members.

  • Volunteer team managers to look after our members when they travel to meets and camps.

  • Club registered public social media platforms (Facebook and Instagram)

Providing some information is optional. If you choose not to provide personal information, we will be unable to register you as a member of the Club.
We keep your information for the duration of their membership at which point we securely destroy it by deleting it from our database.

You have the right to ask for a copy of any personal information we hold about you, and to ask for it to be corrected if you think it is wrong. If you’d like to ask for a copy of your information, or to have it corrected, please contact us at secretary@aquagymswimclub.co.nz.

AquaGym Swim Club Payment of Coaching Fees Policy

In addition to the annual club membership fee members shall pay coaching fees which are fixed by the Club Board each year (coaching fees). The coaching fees are fixed as an annual amount per swimmer based on the squad that the swimmer is a member of.

Each swimmer will be invoiced monthly 1/12 equal part payments of the annual coaching fee.

Payment is due on receipt of the monthly invoice. We strongly encourage you to set up an automatic payment.

The Board may at its discretion waive, suspend, or make alternative arrangements for the payment of all or part of the coaching fees considering the following factors:

  • Illness or injury where the illness or injury prevents a swimmer from participating for swimming training for more than one full month. A doctor’s certificate may be requested.

  • Extended leave for education or employment purposes.

  • Financial Hardship

  • Special or unforeseen circumstances upon recommendation of the Head Coach.

Requests to waive, suspend or enter alternative arrangements for payment of coaching fees must be made in writing to the Club Board (president@aquagymswimclub.co.nz).
The Boards decision will be communicated in writing to the swimmer.