NOWCA – National Open Water Coaching Association  User Membership & Product Terms & Conditions

 

NOWCA – National Open Water Coaching Association 

User Membership & Product Terms & Conditions 

(Last updated: 04/12/2025) 

 

TABLE OF CONTENTS 

Plain Language Summary (Non-Legal) 

1. Definitions 

2. Scope of Agreement 

3. User Account & Responsibilities 

4. Use of NOWCA Products 

5. Payments, Renewals & Refunds (Stripe, PayPal, Auto-Renew) 

6. ACTiO Bookings, Payments & Venue Arrangements 

7. Safety, Wristbands & User Behaviour 

8. Venue Responsibilities & Venue Rights 

9. Assumption of Risk, Waiver & Release 

10. Minors & Parental Responsibility 

11. Safeguarding, Accessibility & Welfare 

12. Data Protection & Privacy (UK GDPR) 

13. Cancellation & Termination 

14. General Terms 

15. Contact 

 

PLAIN LANGUAGE SUMMARY (NOT LEGALLY BINDING) 

This summary is for convenience only. The full Terms below are legally binding. 

• NOWCA provides wristbands, applications and digital systems that support booking, administration and safety-related workflows at venues. 

• NOWCA does not operate, supervise or control venues. 

• Open water swimming and related activities carry inherent risks, including serious injury and death. 

• You participate entirely at your own risk. 

• Wristbands and memberships are personal and must never be shared or transferred. 

• Venues may remove users who behave unsafely or disrespect staff. NOWCA may suspend or terminate membership. 

• Membership renews automatically unless cancelled in advance. 

• ACTiO bookings are arrangements with venues. NOWCA provides the platform only. 

• NOWCA Wild provides information only and does not approve or verify swim locations. 

• Personal and medical data is shared with venues for safety and operational purposes. 

• This agreement acts as an overarching waiver and replaces separate venue or session waivers. 

 

1. DEFINITIONS 

1.1 “NOWCA”, “We”, “Us”, “Our” 

NOWCA Ltd, KScan Ltd, and any affiliated or associated entities providing NOWCA systems, platforms, applications, digital tools, software or wristbands. 

1.2 “User”, “You”, “Participant” 

Any individual who accesses or uses any NOWCA Product, whether as a paying member or otherwise. 

1.3 “NOWCA Products” 

All software, systems and digital tools provided now or in the future, including but not limited to: 

• NOWCA App 

• NOWCA Wild 

• ACTiO booking system 

• Wristbands and RFID identifiers 

• Venue dashboards and safety tools 

• KScan technology 

• Any successor products, features or services 

1.4 “Venue” 

An independently owned or operated open-water or activity facility that uses NOWCA Products. 

NOWCA does not own, manage, supervise or control Venues. 

1.5 “Wristband” 

A personal RFID identifier linked to a User profile, providing access to identification, medical and emergency contact information to support Venue safety workflows. 

1.6 “Activity” 

Any swim, booking, training session, open-water session, event or other participation using any NOWCA Product, whether supervised or unsupervised. 

1.7 “Personal Data” 

Any information relating to an identifiable User, as defined under UK GDPR. 

 

2. SCOPE OF AGREEMENT 

2.1 

These Terms constitute a legally binding agreement between You and NOWCA upon use of any NOWCA Product. 

2.2 

These Terms supersede and replace all previous agreements, understandings and venue-specific waivers. 

2.3 

Use of any NOWCA Product constitutes full and unconditional acceptance of these Terms. 

2.4 Nature of Membership 

NOWCA Membership provides access to the NOWCA network, systems and associated benefits. 

Membership is not sold as access to any specific Venue, session or location. 

The closure, suspension or withdrawal of any Venue from the NOWCA network does not entitle a User to any refund, credit or compensation. 

 

3. USER ACCOUNT & RESPONSIBILITIES 

3.1 Accuracy of Information 

You must provide accurate, complete and up-to-date personal, medical and emergency information. 

False, misleading or incomplete information may invalidate liability protections and compromise safety. 

3.2 Account Security 

You are responsible for safeguarding login credentials, devices and access to your account. 

3.3 Fitness & Health 

You confirm that you are physically and medically fit to participate. 

NOWCA does not assess swimming ability, competence or fitness. 

3.4 Compliance 

You must comply with all applicable laws, Venue rules and staff instructions at all times. 

3.5 Non-Transferability 

NOWCA accounts, memberships, wristbands and access rights are strictly personal and non-transferable. 

Sharing, assigning or transferring access is prohibited. 

 

4. USE OF NOWCA PRODUCTS 

4.1 Venue Manager App 

Provides check-in/out, membership validation and safety-supporting workflows. 

It does not track swimmers or detect emergencies. 

4.2 NOWCA Wild 

NOWCA Wild is a planning and information-sharing tool only. 

It does not: 

• monitor swimmers 

• provide safety or rescue cover 

• track real-time location 

• verify water conditions 

• alert rescuers or emergency services 

4.3 ACTiO (General) 

ACTiO is a booking and administration tool made available to Venues at their discretion. 

Venues are not obliged to use ACTiO. 

4.4 Availability 

NOWCA does not guarantee uninterrupted service or real-time accuracy. 

4.5 NOWCA Wild – Locations, Legality and Content Disclaimer 

Locations displayed in NOWCA Wild are not approved, endorsed, verified or supervised by NOWCA. 

They may be subject to local laws, byelaws, landowner permissions, harbour authority restrictions or environmental protections. 

Users are solely responsible for ensuring that any Activity undertaken using NOWCA Wild information is lawful, permitted and appropriate. 

Content, including user-generated comments, may be inaccurate, incomplete or out of date. 

NOWCA accepts no liability for reliance on NOWCA Wild content. 

 

5. PAYMENTS, RENEWALS & REFUNDS 

5.1 Recurring Membership Fees 

Memberships are sold on a 12-month recurring basis unless cancelled. 

5.2 Stripe Payments 

(a) Stripe payments are recurring by default. 

(b) Users must deactivate auto-renew within their NOWCA account. 

(c) Auto-renew must be cancelled at least 24 hours prior to expiry. 

(d) NOWCA cannot cancel Stripe renewals on a User’s behalf. 

5.3 PayPal Payments 

PayPal renewals are managed solely within PayPal. 

NOWCA cannot access or modify PayPal mandates. 

5.4 No Unauthorised Charges 

NOWCA does not initiate charges independently. 

All renewals occur via User-authorised payment agreements. 

5.5 Refunds 

(a) Refunds are available within 14 days of renewal if membership is unused. 

(b) Use includes tapping in at a Venue or accessing NOWCA Products. 

(c) Venue closure does not entitle a refund. 

5.6 User Responsibility 

Users are responsible for managing subscription settings prior to renewal. 

5.7 Payment Disputes 

Users agree to contact NOWCA before initiating chargebacks. 

5.8 Renewal Notifications 

Renewal reminders may be sent as a courtesy. 

NOWCA is not responsible for undelivered messages, spam filtering or outdated contact details. 

 

6. ACTiO BOOKINGS, PAYMENTS & VENUE ARRANGEMENTS 

6.1 ACTiO Platform Function 

ACTiO is a booking, scheduling and administrative platform that displays information provided by Venues, including session availability, times, pricing and booking options. 

Venues are not obliged to use ACTiO and may choose alternative booking systems. 

NOWCA does not control or verify Venue session content, availability, capacity or operational delivery. 

6.2 Booking Relationship 

Where a User books a session or Activity via ACTiO, the booking is made directly with the Venue. 

The Venue is responsible for delivery, supervision, safety, cancellations, amendments, refunds, and legal compliance. 

6.3 Payments and Funds Flow 

Payments for ACTiO bookings may be processed via Stripe or other payment providers. 

Funds may be received by NOWCA and disbursed to Venues, or processed using other configurations depending on the payment arrangement in place. 

NOWCA may act as a payment facilitator only. 

6.4 Fees and Commissions 

NOWCA may apply platform fees, processing fees or commissions from time to time, as agreed separately with Venues. 

6.5 Merchant of Record 

Nothing in these Terms shall be interpreted as NOWCA operating, supervising or delivering Venue Activities. 

6.6 Refunds and Disputes 

Refunds and disputes relating to ACTiO bookings are managed by the Venue. 

Users agree not to raise chargebacks against NOWCA for Venue Activities except where required by law. 

 

7. SAFETY, WRISTBANDS & USER BEHAVIOUR 

7.1 Personal Responsibility 

You are solely responsible for your safety, equipment and decisions. 

7.2 Wristband Use 

Wristbands support identification and safety workflows but are not safety devices. 

7.3 Wristband Non-Sharing (Critical) 

(a) Wristbands are personal and contain medical and emergency data. 

(b) Sharing, lending or swapping wristbands is strictly prohibited. 

(c) This constitutes a serious safety and data protection breach. 

(d) NOWCA and Venues may terminate membership immediately. 

7.4 Unsafe or Abusive Behaviour 

Venues may remove or ban Users who behave unsafely or abusively. 

NOWCA may suspend membership system-wide. 

 

8. VENUE RESPONSIBILITIES & VENUE RIGHTS 

8.1 Independent Venues 

Venues operate independently. 

NOWCA is not responsible for supervision, safety provision, staffing, lifeguarding, equipment or Venue policies. 

8.2 Venue Rights 

Venues may refuse entry, remove Users, suspend access, enforce rules, set pricing and impose supervision requirements. 

8.3 NOWCA Responsibility 

NOWCA provides digital tools only and does not provide safety services or Venue oversight. 

8.4 Venue Responsibility for System Use 

Venues are solely responsible for how NOWCA Products are implemented and relied upon. 

8.5 System Limitations and Operational Redundancy 

NOWCA Products may be unavailable or experience faults. 

Venues must maintain independent operational and safety redundancies and must not rely exclusively on NOWCA Products. 

 

9. ASSUMPTION OF RISK, WAIVER & RELEASE 

This is a legally binding waiver. 

This waiver applies on a continuing basis to all Activities and replaces any requirement for separate or session-specific waivers, unless otherwise required by law or by a Venue’s insurer. 

9.1 Assumption of Risk 

You acknowledge and voluntarily assume all risks of participation, including but not limited to: 

• drowning 

• hypothermia 

• cardiac events 

• waterborne illness 

• currents, tides and underwater hazards 

• cold shock 

• remote access to assistance 

• wildlife 

• collisions 

• environmental hazards 

This acceptance of risk applies to all swimming and Activities undertaken at any NOWCA Venue, whether supervised or unsupervised. 

9.2 Release of Liability 

To the fullest extent permitted by law, you release and discharge NOWCA, KScan, all Venues and their staff and volunteers from all liability arising from participation. 

9.3 Agreement Not to Sue 

You agree not to bring any claim against NOWCA or Venues. 

9.4 Indemnity 

You indemnify NOWCA and Venues against claims arising from your conduct, breach of these Terms or inaccurate information. 

9.5 Personal Accident Insurance 

Any personal accident insurance provided is limited, not comprehensive and insurer-controlled. 

9.6 Insurance Liability 

NOWCA is not an insurer or broker and is not responsible for claim outcomes. 

9.7 Insurance Indemnity 

Users indemnify NOWCA against insurance-related claims or disputes. 

 

10. MINORS & PARENTAL RESPONSIBILITY 

Venues set all age, supervision and competency rules. 

Minor accounts must be linked to a parent or guardian. 

NOWCA assumes no duty of care for minors. 

 

11. SAFEGUARDING, ACCESSIBILITY & WELFARE 

Venues are solely responsible for safeguarding and accessibility. 

NOWCA supports principles but provides no supervision. 

 

12. DATA PROTECTION & PRIVACY (UK GDPR) 

NOWCA and Venues act as independent data controllers. 

Users explicitly consent to sharing personal and medical data with Venues for safety, emergency response, operational communications and Activity management. 

NOWCA is not responsible for Venue GDPR compliance. 

Users may opt in to marketing communications via a clear checkbox. 

Inactive accounts may be deleted and personal data erased, subject to legal retention obligations. 

 

13. CANCELLATION & TERMINATION 

NOWCA may suspend or terminate accounts for safety breaches, misuse, misconduct or non-compliance. 

 

14. GENERAL TERMS 

14.1 Governing Law 

These Terms are governed by the laws of England & Wales. 

14.2 UK-Wide Applicability 

These Terms apply across England, Wales, Scotland, Northern Ireland, the Isle of Man, Jersey and Guernsey. 

14.3 Jurisdiction 

Users submit to the exclusive jurisdiction of the courts of England & Wales. 

14.4 Third-Party Rights 

Venues benefit from the liability protections contained herein. 

14.5 Severability 

Invalid provisions do not affect the remainder. 

14.6 Updates 

NOWCA may update these Terms. Continued use constitutes acceptance. 

 

15. CONTACT 

For all enquiries: 

info@nowca.org