Blackheath LTC Coaching Terms and Conditions and General Information

Term And Conditions - Issue Date: 1st September 2023

1. When you book or purchase any product or service from us, you are signifying your agreement to these terms and conditions.

2. No variation or addition to the Terms shall be binding unless agreed in writing by Blackheath LTC and the Parent.

3. These Terms constitute the entire agreement between the parties hereto and supersede all prior agreements and understandings between the parties. It is agreed that no statement, promise or inducement whether written or oral alleged to have been made by either party and which is no contained herein shall be binding or form part of this agreement.

4. Without prejudice we reserve the right to modify, cancel or append to these Terms and Conditions without notice. On renewal of Sessions or purchase of any Blackheath LTC product of service, the most recent shall apply.

Payment and Fee’s

1. Adult and Junior group lessons and Junior holiday camps are open to members and non-members of Blackheath LTC. Non-members pay an additional charge for groups as specified.

2. Coaching places cannot be held open if payment has not been made by the date stated on the invoice or accompanying email. You are required to pay for the term in full in advance.

3 Payment is due within 14 days of invoice (7 days for pay and play customers). Late payments will incur a 5% surcharge after 14 days and increasing to 10% after 21 days.

4 Any groups/ clinics/ drills that use a pay and play method must be paid for before the booked session starts.

5 Once you have completed the lessons you originally booked you will automatically be enrolled on further lessons, and we will send you an invoice for these.

6. Coaching places cannot be held open if payment has not been made by the date stated on the invoice or accompanying email.

7. If your child does not turn up for a camp without providing 48 hours’ notice, we will be unable to offer a refund as the place has been held for them.

8. Any payment for camps that do not go ahead will be credited to your account to use for future bookings for tournament, camps and other events.

9. All courses will be renewed automatically each term unless you inform us otherwise in writing.

10. We value players on the programme and therefore will never fill your space (unless informed otherwise).

Programme and Camps

1. We very much hope that you/your child will enjoy the Blackheath LTC coaching programme and will benefit from it. We send out all invoices and sales statements by email, text message. You will not be able to opt out of the emails sent for invoicing purposes as this is how we communicate.

2. We also send out coaching emails which may contain marketing material, but which generally contain important information about coaching including when groups are cancelled and any updates to our coaching programme. This information is also an important part of our coaching programme and will be sent to you to ensure that you are aware of any relevant updates. Please also take time to read and observe the Blackheath LTC Fair Play Rules, Membership Terms and Conditions (as amended from time to time) and the External Data Protection Policy on our website, to which all coaching is subject.

3. We will aim to move you/your child through the various coaching levels at a speed that suits you/your child’s ability and progress. We aim to send out end of term reports based on the Development Pathway Assessment (DPA). You are also always welcome to speak to a coach/the Director of Tennis about you/your child’s progress.

4. We will do everything that we can to make you feel welcome and help you with any queries or problems. If you feel that we have not carried out something that we should have done, please do let us know and we will try to put it right. Our Welfare Officer is ---------------- and can be contacted --------------

5. Please see our programme dates for the length of each term. Please note that there is no tennis on bank holidays (with some exceptions for camps) so term lengths do vary. A spare week is set aside in the event of bad weather during all terms. We are an outdoor club and therefore cannot control the weather, but we will play in light to moderate rain. A risk assessment is taken before the start of each lesson/ camp.

6. If you do not hear from us, please assume that the group or camp will go ahead. We only notify if cancelled via message and email so please ensure that we have your up to date details at all times.

7. Adults and juniors are not able to switch to other groups if they miss one of their own group lessons as we carefully monitor ratios and group ability levels. The ratios for coaching are as follows: a. Mini-Red and Mini- Orange groups: 1:6 b. Mini-Green upwards groups: 1:8 c. Adult groups: 1:8 d. Camps: we try to apply a ratio of 1:6 up to and including age 6 and 1:8 for age 7 and above.

8. Performance groups are invite only and are based on a minimum commitment of two sessions per week. The programme runs Talent ID days to highlight these promising individuals.

9. We operate all the junior classes via the LTA-sanctioned Youth tennis programme and WTN system and therefore all of our junior players will be grouped according to their birth year and the level of ball they should be using. Please ask a coach if you require any clarification.

10. All club coaches have been DBS-checked, hold First Aid and Safeguarding certificates, have LTA, PTR or other equivalent Public Liability Insurance and are registered or licensed.

11. If your child takes part in our mini-programme/ camp, it is your responsibility to collect your child from the Court gate at the time the lesson/session finishes. Coaches will need to sign players out and therefore must see you (unless the coaches are otherwise informed). Juniors on our programme/camps aged 11+ will be released by their coach at the end of their coaching session. Please also supervise all children attending with you at any time who are not on court as we cannot be responsible for them.

12. Children are expected to behave during lessons and not disrupt the group. All players on the programme follow our Blackheath LTC code of conduct/ fair play rules. In certain circumstances where a child is behaving in a way that falls against these rules, we reserve the right to suggest an alternative group or to discontinue coaching the child.

Trials

Process for trials.

Book onto preferred course.

Do not pay invoice until you or your child has completed the first session.

If you or your child did not like the session, please let us know and we will try and find an alternative, or, we will delete the invoice and no charge will be made.

If you or your child did enjoy the session and want to continue simply do a BACS transfer as per the invoice.

Waiting List

1. If your child is on a Waiting List, this does not guarantee a place in a particular session.

Cancellation Group Coaching / Camps

1. Blackheath LTC is an outdoor facility and therefore sessions are cancelled from time to time due to poor weather. In the event of poor weather, we have set aside 1 Spare week for each group. We will play in moderate to light rain, and the coach will decide if playable or not.

2. In the event of cancellation, you will receive communication via SMS no later than 30 minutes before the start time. If you do not hear from us assume it is ON!

3. Due to being an outdoor club there are no refunds / credits if the spare week has been used and there is still a shortfall.

4. If a camp is cancelled, we will offer a credit to be offset against any other camp booking.

5. Blackheath LTC reserves the right to cancel sessions for any reason.

Play will only stop due to heavy and continuous rain with courts becoming unfit/ unsafe for play. This is monitored by the coach.

Medical/ Health and Injuries

1. All coaches/ and some assistant coaches are trained in basic first aid. Accepting these terms, you are agreeing for your child to receive first aid from our first aid qualified coaches and assistant coaches. This includes basic first aid like applying a plasters (unless allergic), bandages, epi pen, ice pack, child’s own inhaler etc.

2. If you/your child has a prolonged illness or injury supported by medical evidence, we require two weeks’ notice in writing to terminate/postpone your/their lessons, together with written evidence of the illness/injury. The date we receive written notification is the start of the two-week period. The cost of any lessons paid for in advance after that two weeks will be refunded.

3. We accept you/ your child/children on the assumption that they/ you are in good health and it is your responsibility to alert us to any medical complaint or history. There is provision to inform us of any health concern on the registration form.

4. We do not accept responsibility for loss or damage arising from errors or omissions on the Registration Form whether completed by you or by another person in charge of your child at the time of completion.

5. We do not accept liability for death or personal injury to any child attending Blackheath LTC lessons or any activity related to Blackheath LTC whether organised by us or otherwise save to the extent that such injury shall be caused by the negligence or default of any member of our staff or any other default on our part.

Personal property

1. We do not accept responsibility for any loss of, or damage to, personal property belonging to you or any child irrespective of whether such possessions might be used by you or the child for the purposes of any Blackheath LTC activity save to the extent that such loss shall be caused by the negligence or default of any member of our staff or any other default on our part.

Parent/Guardian Obligation

1. The parent/guardian warrants that the information supplied on the registration form, at the point of booking is accurate and up to date.

Photography/ Filming

1. From time to time we take photographs to promote and advertise Blackheath LTC. There is an opt-out clause on our booking forms. You will always be contacted regarding any material of yourself/your child in which the club or coaching programme wish to use.

Exclusions

In the event that we consider:

2. You are in breach of any of these Terms and Conditions or any regulations issued at the time of registration by us;

3. the behaviour of your child/ one of your pupils is disruptive or likely to put other children or Blackheath LTC staff in danger; or your behaviour towards us, other customers or children in their care is disruptive, inappropriate, consistently negligent or likely to bring us or any of our products or services into disrepute, we reserve the right to exclude your child/pupil from any Blackheath LTC activity or part thereof.

4. In the event that your child/pupil is excluded, no fees will be repaid to you and we reserve the right to seek payment of the balance of any fees due to us.

Other losses

1. We do not accept responsibility for any loss or expense due to circumstances beyond our control, including, but not limited to, delays in public transport, weather, quarantine, sickness, bereavement, strikes or other industrial action, terrorism, fire security alerts and riot.

Use of personal information

Information you provide or we hold about you (whether or not under our contract (or contracts) with you) may be used by us and our agents to:

1. identify you when you contact us; help identify services and/or products provided by us which you may be interested in; help administer, and contact you about improved administration of, any accounts, services and products we have provided before, or provide now or in the future; carry out marketing analysis and customer profiling (including with transactional information) and create statistical and testing information; help to prevent and detect fraud or loss; and contact you in any way (including mail, email, phone, visit, text or multimedia messages) about products and services offered by us.

General

1. These Terms and Conditions and any Registration Forms you have signed constitute the entire agreement between you and us in connection with your booking, purchase or use of our products and services superseding any prior agreements between you and us.

2. You agree that you have entered into these Terms and Conditions without reliance on any representation, warranty or undertaking by us which is not set out expressly in these.

Terms and Conditions.

1. All merchandise must be paid for at time of purchase. Refunds on merchandise will only be offered if it is in re-saleable condition. If merchandise is proven to be faulty it must be returned to the Coach.

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