S4K Terms and Conditions of Service 

S4K Surrey Ltd, S4K FC Limited and S4K Franchising Ltd, registered at 1st Floor, 51A Guildford Road, Bagshot, Surrey, GU19 5NG.

This Agreement is governed by and shall be construed in accordance with the laws of England.  

DEFINITIONS

“Carer” refers to the person / persons who attend the course of any part of it with the pupil.
“Parent” refers to a parent or legal guardian who will be responsible for the payment of the fees and who is the contracting party in this contract
“Sport4Kids” refers to the company or the person with whom you have entered this agreement
“Course” refers to the Sport4Kids children’s sports programmes, products and services 
“Enrolment Form” refers to the form relating to the enrolment or reenrolment of a pupil on a Sport4Kids course
“Fee” refers to the monetary cost per course as specified in the enrolment form
“Coach” refers to the individual(s) employed by Sport4Kids to teach the course. Every effort will be ensued to ensure that the coaching personnel for each venue remain the same, however, Sport4Kids retain the right to change coaching personnel when required.
“Premises” refers to the premises where the course takes place.
“Pupil” refers to the child attending the course, whose details are specified by the Parent or Carer on the enrolment form.
“Terms” refers to the terms and conditions set out in this document and any special terms and conditions agreed in writing by Sport4Kids and the parent /carer/guardian.

Acceptance of Terms and Conditions

• All agreements relating to the teaching of the Course by Sport4Kids to the Pupil are subject to these Terms to the exclusion of all other terms and conditions
• No variation or addition to the Terms shall be binding unless agreed in writing by Sport4Kids and the Parent
• The Terms shall be deemed to have been accepted by the Parent upon payment of the Fee by or on behalf of the Parent. Payment by the Carer shall be deemed to have been made on behalf of the Parent.
• The Parent and/or Carer agrees to keep the content of the Sport4Kids Course confidential and not copy or use any aspect of the Sport4Kids Programme directly or indirectly

Payment

• The Parent shall pay the whole Fee to Sport4Kids prior to the Pupil commencing the selected course
• The Fee is non-refundable under any circumstances whatsoever without the prior written agreement of Sport4Kids.  Customers who pay by recurring card payment are offered a “pause” facility. The pause facility can be used twice in one year for a maximum period of 2 calendar months. Each pause period must be one calendar month.  All pauses are subject to a £10 admin fee that is taken at the time of the pause being processed and must be at least 2 weeks prior to the pause taking effect.  The account is not deemed on pause until the £10 admin fee has been taken, during which the child’s place is still reserved.  
• Monthly fees pay for fixed venue, coaching and associated equipment and overheads required to maintain the course.
• S4K operates the highest levels of coach child ratios and therefore places are limited spaces per class and the monthly subscriptions reserves a place whether the child attends the class or not. No refunds or change to the monthly fee will be made for a child not attending their session unless the account is on an authorised pause or S4K are made aware of exceptional circumstances, where it will be heard by the Senior Leadership Team on a case-by-case basis and a decision made on how to proceed.
• Monthly subscriptions are calculated over 50 weeks of the year and consider class closures over the Easter weekend, and during the week between Christmas and New Year.
• Monthly subscription fees are recurring.  Single pupil recurring payments are charged at the indicated rate on the payment page (this varies depending on the territory and class attended).  Multiple pupil recurring payments will receive a discount monthly fee as indicated Sibling membership ticket.
• Monthly subscriptions and fees for classes and camps are subject to change reflecting increases in venue, coaching and costs associated with legal compliance, OFSTED requirements and government regulation.
• All fees for Classes and Camps do not need to be published or notified in advance however for those on a subscription (monthly payment) will have a minimum of 30-day notification of change in fees.  If the member on a subscription, would like to cancel the Cancellation Terms and Conditions will need to be followed.
• If Sport4Kids are unable to collect your monthly subscription on the 1^st of the month, you will be contacted to make payment for the outstanding fee. Failure to do so may result in your child not being permitted to attend classes until the payment has been made. If the outstanding payment is not collected by the end of that month, your subscription will automatically be cancelled.

Cancellations – Subscriptions

• Sport4Kids may cancel this contract at any time before the Pupil commences the course for any reason. Sport4Kids shall not be liable for any loss or damage arising from such cancellation.
• The Pupil’s monthly fee for skills classes (football, dance, rugby, tennis) secures the Pupil’s place in the class and the subscription will continue to be collected until Sport4Kids receive notification via Phone (0300 3033866) from the Parent to cancel the membership. This should not be directed to the coach at the venue.
• The Parent must ensure they give at least two weeks’ notice before the next renewal date (1st of each month).  Please note, we are unable to issue any refunds if a cancellation request is made within two weeks of the renewal date and the renewal is subsequently collected. The Pupil will be able to attend the following month paid for and the membership will be cancelled at the end of the pay period.  No refunds will be given for nonattendance in this period.
• For Trial bookings, the subscription automatically starts unless you cancel via Phone (0300 3033866) according to the following cancellation policy:
  • The first subscription is collected one week after the Trial date.
  • In the event you wish to cancel following your Trial, please notify us via Phone within six days following the Trial date.
  • Once the first subscription has been collected, the subscription can be cancelled by providing at least two weeks’ notice before the next renewal date (1st of each month).
  • During the notice period the Pupil is welcome to attend the sessions that the renewal covers, or alternatively the sessions can be saved as credit to be used in the future against any of our service lines (wraparound care/camps/skills classes). Any credit used for future courses must be against consecutive sessions or classes.
  • In the event of cancellation by Sport4Kids prior to commencement of the Course by the Pupil, Sport4Kids will refund any fees for outstanding classes.  This condition does not include “acts of God” or cancellations enforced by venues, where we are unable to issue refunds or if a Pupil is banned from attending a course due to violent behaviour during a class.  

Cancellations – Camps/Wraparound Care

• If you would like to cancel a booking for Sport4Kids Holiday Camp or in-school services (Home Club, Breakfast Club and single-session After-school Clubs) please follow the below:
  • A call/email to head office made up to 48 hours before the start of the session, a full refund or change of date can be made.
  • A call/email to head office made less than 48 hours but at least 1 hour before the start of the session, a credit or change of date can be made.
  • Any notification less than 1 hour before the start of the session, no credit/refund or change of date is possible.
• For block booking After School Clubs, we allow a 7-day grace period. This grace period is applied once the first upcoming session within the block booking has commenced.
  • If you would like to cancel up to 48 hours before the first session, we will refund all monies paid, offer the option to move to another block booking after school club, or offer credit for the for the full value of the booking.
  • If you would like to cancel within the 7-day grace period, we will offer the option to move to another block booking after school club or add credit for the remainder of the block booking (partial credit).  A refund may be considered for exceptional circumstances on a case-by-case basis with a decision being made by the Senior Leadership Team.
  • If you would like to cancel after 7-day grace period, no refund, option to move to another after school club or credit is available.
• For bookings that accept childcare vouchers or government tax free childcare as a form of payment, any refunds, credit or movement of sessions are according to the notice periods outlined above. All refunds of this type must also be paid back through the childcare voucher or government tax free account and can not under any circumstances be paid back to a debit or credit card.

Parental Responsibility

The Parent warrants and represents that:

• The information set out in the enrolment form on Pebble (whether completed by the Parent) is accurate in all respects and the Parent/Carer will update their Pebble account of any change in such information immediately.  Any information that cannot be updated through the Pebble system, the parent must notify Sport4Kids and receive a confirmation that these details have been changed.
• The Parent will provide all relevant medical, health and similar information required to conduct the Service and for the protection of the individual Pupil and other Pupils and third parties and emergency services that may encounter the Pupil during the execution of the Service.
• The Parent will provide detail of all additional needs the child may have and if the child requires additional support.  Sport4Kids will try to be as fully inclusive as possible, but we are not able to support all pupils with complex needs.  If a pupil has a complex need or needs a 1 to 1, a meeting with the service head and Parent/Carer will need to be done prior to the session date to establish if the session is suitable for the pupil. 
• The Parent has read the S4K Data Protection and Privacy Statement and has been informed as to their data and privacy rights as well as their personal data, its uses and processing of personal data by Sport4Kids.
• The Parent recognises Sport4Kids legitimate right to use personal data in the normal course of conducting its business, for the execution of the service and the Sport4Kids contractual obligations.
• The Parent recognises the Sport4Kids duty and responsibility to comply with its legal responsibilities, for OFSTED compliance and governmental regulation regarding personal data.
• When attending the Course, neither the Pupil nor the Carer will be suffering from any illness, disease or anything similar thereto.
• Where the Parent is present during the Service, the Parent acknowledges and agrees that the Pupil shall be deemed to be under the direction, care and control of the Carer throughout the Course and the Carer shall be responsible for the welfare and conduct of the Pupil throughout the Course and whilst the Pupil is on the Premises.
• The Parent recognises that it is the core mission and essence of Sport4Kids to promote healthy activity, sports, fitness, good behaviour and wellbeing for children and parents and that the use of marketing, communications, education, training and social media play a key element of promoting children’s sports and for the greater good of the community and the individual.
• Where a child is a Ward of Court, the Parent has a responsibility to inform Sport4Kids of such status and any associated information regarding the child and circumstances around such status as it pertains to the delivery of the service and data protection and privacy responsibilities of Sport4Kids. 
• The Parent shall indemnify and keep indemnified Sport4Kids against the loss (including loss of profit), liability, costs and expenses which Sport4Kids shall incur directly or indirectly as a consequence of any action or inaction of the Parent, the Carer or the Pupil.
• Sport4Kids asks that children attending a holiday camp or in a school provision has been toilet trained. If a child is still in nappies, he/she is unsuitable for activities where a parent is not in attendance, and Sport4Kids asks that the child is not booked in for a camp or school service. Sport4Kids understands that accidents can happen and suggest that younger children bring a change of clothes. If a child is to soil themselves whilst attending one of our services, then the Intimate Care Policy will be followed.
• The Parent shall be responsible for any damage caused by the Pupil to any third-party property or individuals unless due to the direct act to cause any damage and the negligence of Sport4Kids staff or sub-contractors.

Privacy & Data Protection
The Parent recognises that Sport4Kids takes seriously its obligations and responsibilities and commitments under as defined by Data Protection legislation and common law rights of individuals pertaining to privacy and data protection rights. Sport4Kids will obtain, retain and only process personal data in line with the UK Data Protection Act and the EU General Data Protection Regulation 2016 as well as respecting individual privacy and data protections rights within common law.

• Sport4Kids will only process data that is appropriate for the purposes of delivering services to members and as required by government regulatory bodies including OFSTED for the purposes intended to support parents, children over the lifetime of their membership and the full range of products and services provided by Sport4Kids including classes over the course of a Life-Time Membership of Sport4Kids.
• Sport4Kids will only keep data for a period required by OFSTED and government authorities and to support obligations of individuals including Sport4Kids lifetime membership and the prevention of fraud.
• Sport4Kids will not store credit or debit card details.
• Sport4Kids will not share customer data with any 3rd parties other than for the purposes of executing Sport4Kids contractual obligations to deliver the service and to comply with OFSTED and government regulation, emergency services, governing sports bodies, protection of the individual and the legitimate interests of society at large including research and analysis.
• Where there are events, tournaments, representative teams, competitive matches, training courses or classes, group travel or functions it may be necessary to share relevant communication information to the group including emails, mobile numbers and social media tags for the purposes of peer group support, safety, protection and for use during emergencies and situations where communications is needed between Children, Parents and Carers for the protection of children and for the legitimate interest of the group and the community.  

Photography
At all sessions, events, classes, social and sports festivals, Sport4Kids will be recording with photography and video for the purposes of training, quality and marketing purposes.  This will include group photos and action shots as well as training routines, team and squad pictures.  

The parent/carer acknowledges and confirms that they waiver all image rights and recognize that all image rights fully vest in Sport4Kids. 

Terms and Conditions

All the terms and conditions above are subject to change.  The most current Terms and Conditions will be published on the website and sent to all current bookings/members when they are changed.

No notice of the change in terms and conditions needs to be given in order for Sport4Kids to make any changes.