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Terms & Policies PageThe important fine print section covering our terms & conditions plus our policies.
Any questions, please drop us an email: [email protected] Reviewed in January every year and updated if required, recent update 3rd January 2024
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Terms Section
All terms, guidance's and policies apply to all forms of groups & private lessons with Pin Point Tennis Team.
Last reviewed on 05/07/2024
Last reviewed on 05/07/2024
0. Information
0. Terms, Policies and Guidance's
0.1 By booking onto any type of lesson, event or competition you are accepting all of our terms, policies and guidance's.
0.2 These terms, policies and guidance's are for the protection for the coaching team, players and parents.
0.1 By booking onto any type of lesson, event or competition you are accepting all of our terms, policies and guidance's.
0.2 These terms, policies and guidance's are for the protection for the coaching team, players and parents.
1. Ratios | 2. Coaches
1. Pin Point Tennis Team run sessions using the following ratios:
2. Coaches & Assistants
2.1 Our coaches are fully qualified LTA &/or PTR coaches, by joining our team they accept all of our terms and will work in a professional manner to their fullest abilities.
2.2 Our Coaches and Group Coaches are supported by trained LTA Level 1's, Tennis Leaders and Duke of Edinburgh Volunteers in order to keep our ratios low for a more effective learning environment.
2.3 Juniors aged 14 - 16 years old who are offered assistant hours, will have a work permit as per the law. Pin Point Tennis Team will provide the assistants parents/guardian with the required documents to complete and send to the Council.
2.4 Coaches and Assistants are self employed, they will be paid an agreed hourly rate, upon receipt of invoice. Payment will be made into the specified bank account within 48hours of receiving the invoice.
2.4a. If there is a delay to making payment, the coach/assistant will be notified in writing by email immediately.
2.4b. Payment could take up to 2 working days if paying to a new account or if at the weekend or a bank holiday weekend.
2.4c When coaches & assistants can invoice will be agreed during the interview along with the hourly rate.
2.4d Coaches & assistants will only be paid for the hours they work on court, if the coach/assistant can not attend or a lesson is cancelled or not running they will not be paid.
2.5 Coaches or assistants who run any specialised courses for example the LTA Youth Start or LTA Youth Girls and its agreed they take the money plus all risk, will not be paid by Pin Point Tennis Team for those hours or for any referrals.
2.5a Coaches running specialised courses and taking the money will assume all risk including that they may only get a few bookings which wouldn't cover their hourly wage. Pin Point Tennis Team will not cover any costs to make up your wage as you have taken on all risks and taking all of the money.
2.5b If assistants are required for the specialised course they will be paid by the coach who is running that course if they are taking the money.
2.5c Coaches running the specialised course and taking the money may use the Pin Point Tennis Team equipment, if equipment is lost of damaged the coach will pay for the replacements of the exact same items (this includes losing tennis balls from the buckets, the balls must be replaced with the same balls).
2.6 Coaches and assistants are self-employed and are responsible for their own coaching insurance, tax and national insurance.
2.6a Coaches assistants may use the Pin Point Tennis Team equipment, if equipment is lost of damaged the coach will pay for the replacements of the exact same items (this includes losing tennis balls from the buckets, the balls must be replaced with the same balls).
2.6b Coaches and or assistants maybe dismissed if:
2.6c if the coach or assistant has been dismissed and it was deemed for a reason to involve any of the LTA teams then we will do so.
2.6d if the coach or assistant has been stealing any equipment or losing/damaging equipment without replacement we will take you to small claims &/or any other appropriate route.
2.6e if a coach or assistant is to be dismissed they will be given at least 2 weeks written notice unless the situation requires an earlier dismissal.
2.7 We aim to work 1 Coach to 5 Players, but if assistants are available and if we also have the court space with the assistants then we will open up more Group spaces.
- 1 Coach to 5 Players for our Groups
- 1 Coach to 8 Players for Cardio Tennis
- 1 Coach to 12 Players when supervising Club Sessions or Project Nights (an assistant will be present where possible).
- 1 coach to 10 Players in expectational circumstances, particular at schools where end of the day collection is more effected, this is dependant on the location and the group
2. Coaches & Assistants
2.1 Our coaches are fully qualified LTA &/or PTR coaches, by joining our team they accept all of our terms and will work in a professional manner to their fullest abilities.
2.2 Our Coaches and Group Coaches are supported by trained LTA Level 1's, Tennis Leaders and Duke of Edinburgh Volunteers in order to keep our ratios low for a more effective learning environment.
2.3 Juniors aged 14 - 16 years old who are offered assistant hours, will have a work permit as per the law. Pin Point Tennis Team will provide the assistants parents/guardian with the required documents to complete and send to the Council.
2.4 Coaches and Assistants are self employed, they will be paid an agreed hourly rate, upon receipt of invoice. Payment will be made into the specified bank account within 48hours of receiving the invoice.
2.4a. If there is a delay to making payment, the coach/assistant will be notified in writing by email immediately.
2.4b. Payment could take up to 2 working days if paying to a new account or if at the weekend or a bank holiday weekend.
2.4c When coaches & assistants can invoice will be agreed during the interview along with the hourly rate.
2.4d Coaches & assistants will only be paid for the hours they work on court, if the coach/assistant can not attend or a lesson is cancelled or not running they will not be paid.
2.5 Coaches or assistants who run any specialised courses for example the LTA Youth Start or LTA Youth Girls and its agreed they take the money plus all risk, will not be paid by Pin Point Tennis Team for those hours or for any referrals.
2.5a Coaches running specialised courses and taking the money will assume all risk including that they may only get a few bookings which wouldn't cover their hourly wage. Pin Point Tennis Team will not cover any costs to make up your wage as you have taken on all risks and taking all of the money.
2.5b If assistants are required for the specialised course they will be paid by the coach who is running that course if they are taking the money.
2.5c Coaches running the specialised course and taking the money may use the Pin Point Tennis Team equipment, if equipment is lost of damaged the coach will pay for the replacements of the exact same items (this includes losing tennis balls from the buckets, the balls must be replaced with the same balls).
2.6 Coaches and assistants are self-employed and are responsible for their own coaching insurance, tax and national insurance.
2.6a Coaches assistants may use the Pin Point Tennis Team equipment, if equipment is lost of damaged the coach will pay for the replacements of the exact same items (this includes losing tennis balls from the buckets, the balls must be replaced with the same balls).
2.6b Coaches and or assistants maybe dismissed if:
- they breach any of the listed terms.
- they sublet courts to another coach.
- they do not turn up to agreed working hours.
- they do not give suitable notice of leave (min 3 weeks).
- they lose or damage equipment and do not replace.
- cause grief &/or stress to any of the coaching team or venue.
- they steal/take any equipment that does not belong to them.
- they disclose any information that would be a GDPR concern.
- they pose a safeguarding risk or health and safety risk to others.
- are rude and/or disrespectable to any member of the coaching team.
- they make an false or inaccurate accusations about us or anyone else.
- they breach any agreement Pin Point Tennis Team has with the venue.
- they are not following the Pin Point Tennis Team term plan or methodology.
- do not behave in an appropriate manner to any person before/during/after lessons.
- they are found to be communicating with the venue to get the agreement changed to them.
- found to be promoting another company or venue not associated with Pin Point Tennis Team.
- found to be filtering/moving players into your own private groups or to another venue/provider.
- they constantly ask for money that they are not entitled to and been told no with a full explanation.
- they are asking players to make court bookings, court bookings must go through Pin Point Tennis Team.
- they use a coach or assistant who is not part of the Pin Point Tennis Team either in their lessons or as cover.
- they are unprofessional on or off court in any way, including poor attitudes, being late and bare minimum work.
- they are giving access to the coaches portal to someone who hasn't been granted permission by Pin Point Tennis Team.
- they are found to be teaching more private lessons than groups or setting up groups without Pin Point Tennis Team authorisation.
- they have breached any terms, policies, code of conducts, guidance's, etc set out by Pin Point Tennis Team, or the LTA or any of the venues.
- they make any disparaging comments in any form of communication about Pin Point Tennis Team or a member of the team or a venue or a member at the venue, directly or to another person.
2.6c if the coach or assistant has been dismissed and it was deemed for a reason to involve any of the LTA teams then we will do so.
2.6d if the coach or assistant has been stealing any equipment or losing/damaging equipment without replacement we will take you to small claims &/or any other appropriate route.
2.6e if a coach or assistant is to be dismissed they will be given at least 2 weeks written notice unless the situation requires an earlier dismissal.
2.7 We aim to work 1 Coach to 5 Players, but if assistants are available and if we also have the court space with the assistants then we will open up more Group spaces.
3. Bookings
3. Bookings
3.0. All fees are reviewed periodically and are subject to change.
3.1 Pin Point Tennis Team reserve the right to cancel & refund if a group doesn't meet our minimum number of 3 players.
3.2 The group may still go ahead in order to launch new groups or if other groups on the day are running. We will confirm with you if the group has to be cancelled in advanced of the session.
3.3 Players MUST be booked onto the groups in advanced through our booking system/app, so we have the correct details for the coaches registers. Players can join the groups at any time subject to space, NO booking + NO payment = NO tennis.
3.4.a. Players must pay in full advance of the tennis lesson through the booking system/app or into the coaches bank account for private lessons. If cash or cheque is the method of payment, it must be paid in full at the start of the lesson.
3.4.b. Youth player spaces at specific venues have the option to pay monthly as of the 1st September 2024. Please see the relevant tab below for full information.
3.4.c. Players will be refused entry if outstanding payment issues are not settled. Any payments outstanding after 30 days of becoming due are liable for recovery by lawful means.
3.4.d. Players who book as a member but do not hold valid in date membership with the club, will have their place/s cancelled without refund and will be unable to book any future tennis with Pin Point Tennis Team.
3.4.e. The coaching team will update your membership status on their booking system/app if the incorrect one has been selected or if the player is no longer a member or has joined the membership.
3.4.f. Players group spaces are personal to the player and may not be assigned, transferred, sold on, etc. Those who breach this will have their space cancelled without refund.
3.4.g. We do not offer any sibling discounts at any of our venues.
3.4.h. We do not accept any form of childcare vouchers.
3.5.a. New players to Pin Point Tennis Team may trial 1 lesson in a term time group to see if its the right for them, this is subject to space in the group & if we are offering a trial space in that group. Players may only have 1 trial session in total with Pin Point Tennis Team, email Head Coach Gemma to discuss and set up: [email protected]
3.5.b. If you book a further trial after claiming the first, we will cancel your space without refund & the player will not be allowed to attend.
3.5.c. Trial spaces are not open to current players or players who have attended any previous lessons with Pin Point Tennis Team, no matter the venue or group
3.5.d. Pin Point Tennis Team will operate waiting lists as required and players will be placed on the relevant list in the order they are request to be added. We will not discuss who else is on the waiting list, however we can let you know what number you are on the waiting list if you request to know.
3.6. If you miss a coaching lesson through personal choice, illness, injury, self-isolation, appointments, holidays, school trips etc. this is is not a lesson cancellation and you are not entitled any discounts, refunds or make up lessons.
3.7. For private sessions booked directly with one of our Coaches, 24hrs notice (based on your lesson start time) is required for cancellation otherwise the full session amount is still owed as a cancellation fee. Please see the next tab for full cancellation & refund information.
3.8. Coaches reserve the right to refuse lessons if players cancel without 24hrs notice, refuse to pay the cancellation fee but attempt to book another session.
3.9 Private sessions for aged 18 & Under can only be provided with permission from Head Coach Gemma, this is because private lessons should be used to fine tune particular areas rather than be main source of learning. Small groups allow players to practice with players they are going to play against and the very important social element between players.
3.10 If the Government &/or LTA call for all tennis venues and coaching programmes to close, players places & payments will be held over to when we are allowed to re-start.
3.10a. If this happens at the start of a term then the Head Coach will automatically transfer you over to the new term, securing their place.
3.10b. If this happens in the middle or near the end of term those lessons will be discounted off the next terms price & parents will need to sign players up and complete payment to secure their place.
3.10c. If that happens at our school venues we will issue a discount code & parents will need to sign players up and complete payment to secure their place. Potentially we may refund the money if this is deemed the sensible option based on why we had to close, the Head Coach will make this decision.
3.11. Coaches reserve the right to refuse lessons or entry to events to anyone who:
3.12. Coaches reserve the right to refuse lessons or entry to events to players if their parent/guardian:
3.0. All fees are reviewed periodically and are subject to change.
3.1 Pin Point Tennis Team reserve the right to cancel & refund if a group doesn't meet our minimum number of 3 players.
3.2 The group may still go ahead in order to launch new groups or if other groups on the day are running. We will confirm with you if the group has to be cancelled in advanced of the session.
3.3 Players MUST be booked onto the groups in advanced through our booking system/app, so we have the correct details for the coaches registers. Players can join the groups at any time subject to space, NO booking + NO payment = NO tennis.
3.4.a. Players must pay in full advance of the tennis lesson through the booking system/app or into the coaches bank account for private lessons. If cash or cheque is the method of payment, it must be paid in full at the start of the lesson.
3.4.b. Youth player spaces at specific venues have the option to pay monthly as of the 1st September 2024. Please see the relevant tab below for full information.
3.4.c. Players will be refused entry if outstanding payment issues are not settled. Any payments outstanding after 30 days of becoming due are liable for recovery by lawful means.
3.4.d. Players who book as a member but do not hold valid in date membership with the club, will have their place/s cancelled without refund and will be unable to book any future tennis with Pin Point Tennis Team.
3.4.e. The coaching team will update your membership status on their booking system/app if the incorrect one has been selected or if the player is no longer a member or has joined the membership.
3.4.f. Players group spaces are personal to the player and may not be assigned, transferred, sold on, etc. Those who breach this will have their space cancelled without refund.
3.4.g. We do not offer any sibling discounts at any of our venues.
3.4.h. We do not accept any form of childcare vouchers.
3.5.a. New players to Pin Point Tennis Team may trial 1 lesson in a term time group to see if its the right for them, this is subject to space in the group & if we are offering a trial space in that group. Players may only have 1 trial session in total with Pin Point Tennis Team, email Head Coach Gemma to discuss and set up: [email protected]
3.5.b. If you book a further trial after claiming the first, we will cancel your space without refund & the player will not be allowed to attend.
3.5.c. Trial spaces are not open to current players or players who have attended any previous lessons with Pin Point Tennis Team, no matter the venue or group
3.5.d. Pin Point Tennis Team will operate waiting lists as required and players will be placed on the relevant list in the order they are request to be added. We will not discuss who else is on the waiting list, however we can let you know what number you are on the waiting list if you request to know.
3.6. If you miss a coaching lesson through personal choice, illness, injury, self-isolation, appointments, holidays, school trips etc. this is is not a lesson cancellation and you are not entitled any discounts, refunds or make up lessons.
3.7. For private sessions booked directly with one of our Coaches, 24hrs notice (based on your lesson start time) is required for cancellation otherwise the full session amount is still owed as a cancellation fee. Please see the next tab for full cancellation & refund information.
3.8. Coaches reserve the right to refuse lessons if players cancel without 24hrs notice, refuse to pay the cancellation fee but attempt to book another session.
3.9 Private sessions for aged 18 & Under can only be provided with permission from Head Coach Gemma, this is because private lessons should be used to fine tune particular areas rather than be main source of learning. Small groups allow players to practice with players they are going to play against and the very important social element between players.
3.10 If the Government &/or LTA call for all tennis venues and coaching programmes to close, players places & payments will be held over to when we are allowed to re-start.
3.10a. If this happens at the start of a term then the Head Coach will automatically transfer you over to the new term, securing their place.
3.10b. If this happens in the middle or near the end of term those lessons will be discounted off the next terms price & parents will need to sign players up and complete payment to secure their place.
3.10c. If that happens at our school venues we will issue a discount code & parents will need to sign players up and complete payment to secure their place. Potentially we may refund the money if this is deemed the sensible option based on why we had to close, the Head Coach will make this decision.
3.11. Coaches reserve the right to refuse lessons or entry to events to anyone who:
- do not have a booking
- collect players late 2 or more times
- try to play the coaches against each other
- breaches any terms, policies or guidance
- provide misleading or inaccurate information
- do not pay in full prior to the lesson/event/match
- cause grief &/or stress to any of the coaching team
- cancel private lessons with less than 24 hour notice
- do not turn up to 2 or more private or group lessons
- are rude and/or disrespectable to any member of the coaching team
- do not behave in an appropriate manner to any person before/during/after lessons
- make accusations, concerns or complaints that are found to be false, or inaccurate*
- make any disparaging comments about any of the Pin Point team, directly to them or to another person
- cause disturbance before/during/after lessons or events in any way or are dangerous on court or off court
3.12. Coaches reserve the right to refuse lessons or entry to events to players if their parent/guardian:
- trying to force a way into any group
- collect players late 2 or more times
- do not respect our coaching ethos
- try to play the coaches against each other
- breaches any terms, policies or guidance
- provide misleading or inaccurate information
- not respecting a coaches decision on any matter
- cause grief &/or stress to any of the Pin Point team
- cause disturbances before/during/after lessons or events
- are acting unreasonable before/during/after lessons or events
- do not behave in an appropriate manner to any person before/during/after lessons
- make accusations, concerns or complaints that are found to be false, or inaccurate*
- do not follow any of the terms and conditions &/or the covid guidance's (Learn Safe / Play Safe)
- does not try to help or support the coaching team if there any issues with their child's behaviour
- make any disparaging comments about any of the Pin Point team, directly to them or to another person
- harassment, intimidation, bullying or insulting any member of the coaching team, players or other parents
- if they do not answer a coaches message within 48 hours if they have requested to speak to you regarding any issues or incidents
- this includes but not limited to repeat-ably changing groups or lesson times, repeat-ably asking for discounts or refunds that they are not entitled to, etc as examples.
3.13. We refrain from recommending a group if it poses a risk to the learning environment, as it could impede the effective development of players' skills. Although we have the option to place players in any group and collect payment, it goes against our principles. Should we determine that the learning environment is unsuitable for the player, we will not place them in that group.
3.13.a. Parents/guardians who do not respect this decision and continue to harass the coaching team to try and alter the decision will have their child removed from all of our coaching, events and tournaments.
3.13.a. Parents/guardians who do not respect this decision and continue to harass the coaching team to try and alter the decision will have their child removed from all of our coaching, events and tournaments.
Parents and guardian behaviour please be aware of your behaviour as it can effect if your child can join or continue within our groups.
*Trust is a two way street in our duty of care plus safeguarding responsibilities towards players and ourselves. If an accusation, concern or compliant is found to be false or made inaccurately (for example: to avoid getting in further trouble or for any other reason), this puts us all at risk.
It means we cannot operate safely as that individual/s may again provide false or inaccurate information on an injury or anything else. We take all accusations, concerns and complaints very seriously for this reason and will refuse to accept the individual/s in anything we run from coaching to events to matches.
It means we cannot operate safely as that individual/s may again provide false or inaccurate information on an injury or anything else. We take all accusations, concerns and complaints very seriously for this reason and will refuse to accept the individual/s in anything we run from coaching to events to matches.
4. Supervision + Spectating
4. Supervision & Spectating
4.1 We do not allow parents on court during any form of lessons.
4.1 Supporters, parents, and other spectators are welcome to stay and watch the tennis, however this must be from an off court position, either over by the clubhouses or on the fields.
4.2 During an event or tournament we may invite parents on court at the end to take photos of their child collecting prizes. This is at the discretion of the on the day organiser and umpires.
4.1 We do not allow parents on court during any form of lessons.
4.1 Supporters, parents, and other spectators are welcome to stay and watch the tennis, however this must be from an off court position, either over by the clubhouses or on the fields.
4.2 During an event or tournament we may invite parents on court at the end to take photos of their child collecting prizes. This is at the discretion of the on the day organiser and umpires.
5. Behaviour Management
5. Player Behaviour Management Process
*stage one maybe missed out if the player is at risk or posing a risk to others.
**dependant on the player behaviour at stage 2 and and what led to this stage.
***if the parent/guardian leaves before the coach can speak to them, the coach will send a request to the parent to make contact.
****any refunds are at the discretion of Head Coach Gemma and may not be given.
- Player will receive a verbal warning from the coach*
- Player will be asked to sit out & allowed back on at the coaches discretion**
- Coach will speak to a relevant parent or guardian and the steps taken so often***
- If not all ready involved, Head Coach Gemma will be informed and a final warning be issued by email
- The player will be removed and not allowed to book on any coaching, events, competitions, etc run by Pin Point Tennis Team****
*stage one maybe missed out if the player is at risk or posing a risk to others.
**dependant on the player behaviour at stage 2 and and what led to this stage.
***if the parent/guardian leaves before the coach can speak to them, the coach will send a request to the parent to make contact.
****any refunds are at the discretion of Head Coach Gemma and may not be given.
6. Cancellations
6. Cancellations
6.1 Pin Point Tennis Team will still run sessions if the courts are safe to do so and its not continuously heavy rain or settling snow or a thunderstorm.
6.2.a. Coaches will send a message through the Pin Point Tennis app as soon as they can, if a session is to be cancelled due to the weather or other unforeseen circumstances.
6.2.b. If coaches are unable to send a message through the app they will text the emergency contact numbers as soon as they can, if a session is to be cancelled due to the weather or other unforeseen circumstances. Emails will also be sent if the sessions are cancelled early enough that time allows.
6.3 Please note coaches can not control the weather and so will send text messages when they can/when they have to cancel. If you receive NO message cancelling, then the lessons are going ahead!
6.4 On some occasions coaches will check with the emergency contacts if players are going to attend/how the weather is, this is NOT a cancellation text but an enquiry. If the coach is going to cancel they will say the session is cancelled and will inform Head Coach Gemma to make sure the relevant discounts or refunds are issued.
6.5 If you miss a coaching lesson through personal choice, illness, injury, self-isolation, appointments, holidays, trips, meetings etc. this is is not a lesson cancellation and you are not entitled any discounts, refunds or make up lessons.
6.1 Pin Point Tennis Team will still run sessions if the courts are safe to do so and its not continuously heavy rain or settling snow or a thunderstorm.
6.2.a. Coaches will send a message through the Pin Point Tennis app as soon as they can, if a session is to be cancelled due to the weather or other unforeseen circumstances.
6.2.b. If coaches are unable to send a message through the app they will text the emergency contact numbers as soon as they can, if a session is to be cancelled due to the weather or other unforeseen circumstances. Emails will also be sent if the sessions are cancelled early enough that time allows.
6.3 Please note coaches can not control the weather and so will send text messages when they can/when they have to cancel. If you receive NO message cancelling, then the lessons are going ahead!
6.4 On some occasions coaches will check with the emergency contacts if players are going to attend/how the weather is, this is NOT a cancellation text but an enquiry. If the coach is going to cancel they will say the session is cancelled and will inform Head Coach Gemma to make sure the relevant discounts or refunds are issued.
6.5 If you miss a coaching lesson through personal choice, illness, injury, self-isolation, appointments, holidays, trips, meetings etc. this is is not a lesson cancellation and you are not entitled any discounts, refunds or make up lessons.
7. Refunds + Discounts
7. Refunds & Discounts
7.1.a. When Coaches have to cancel block booked lessons (where we don't often pay as you go), players will be issued with a discount off the next terms bookings, this will be applied to your "returning players" ticket. The discount is the amount of that particular lesson per player, for example; £7.50 x 7 weeks = £75 & if 1 lesson is cancelled by the coach, £7.50 will be discounted off next terms price.
7.1.b. When possible the Head Coach will apply the discount automatically to the term time prices.
7.2 On occasions, instead of discounting off next term players maybe issued a discount code to allow you to book onto another group or onto a Holiday Tennis group. This will be communicated to you in writing and will include the discount code to be used when booking.
7.3 When coaches have to cancel Pay As You Go lessons, your booking & payment will be moved to the next date you can attend or the lesson will be refunded (that lesson only). The coach will contact you by email or text to confirm if the lesson will be moved or refunded.
7.4 The Pin Point Tennis app allows Head Coach to alter the price for each individual member to reflect any discounts that are owed to the player. Payment is then made through the app/stripe by completing the booking.
7.5 If you miss a coaching lesson through personal choice based on the weather or other reasons then NO make up lesson, discount or refund will be issued. So please make sure you can attend the majority of sessions and have booked on in advanced.
7.6 If you have to miss a coaching lesson due to illness, injury, self-isolation, holidays, appointments, trips, meetings, etc. then NO make up lessons or discount or refund will be issued.
7.7 If the Head Coach deems it an exceptional circumstance that you cannot attend then a refund (full or partial) might be issued, this will be communicated to you in writing by email.
7.8 If you breach our Safe to Play information or any of our guidance's or policies or terms, you will be unable to book any form of lesson or event with us and NO make up lessons, refunds or discounts will be issued.
7.9 For private sessions booked directly with one of our Coaches, 2hrs notice (based on your lesson start time) is required for cancellation otherwise the full session amount is still owed as a cancellation fee.
7.10 If the Government &/or LTA call for all tennis venues and coaching programmes to close, players places & payments will be held over to when we are allowed to re-start.
7.11 If the Government &/or LTA call for all tennis venues and coaching programmes to close, players places & payments will be held over to when we are allowed to re-start.
7.11a. If this happens at the start of a term then the Head Coach will automatically transfer you over to the new term, securing their place.
7.11b. If this happens in the middle or near the end of term those lessons will be discounted off the next terms price & parents will need to sign players up and complete payment to secure their place.
7.11c. If that happens at our school venues we will issue a discount code & parents will need to sign players up and complete payment to secure their place. Potentially we may refund the money if this is deemed the sensible option based on why we had to close, the Head Coach will make this decision.
7.1.a. When Coaches have to cancel block booked lessons (where we don't often pay as you go), players will be issued with a discount off the next terms bookings, this will be applied to your "returning players" ticket. The discount is the amount of that particular lesson per player, for example; £7.50 x 7 weeks = £75 & if 1 lesson is cancelled by the coach, £7.50 will be discounted off next terms price.
7.1.b. When possible the Head Coach will apply the discount automatically to the term time prices.
7.2 On occasions, instead of discounting off next term players maybe issued a discount code to allow you to book onto another group or onto a Holiday Tennis group. This will be communicated to you in writing and will include the discount code to be used when booking.
7.3 When coaches have to cancel Pay As You Go lessons, your booking & payment will be moved to the next date you can attend or the lesson will be refunded (that lesson only). The coach will contact you by email or text to confirm if the lesson will be moved or refunded.
7.4 The Pin Point Tennis app allows Head Coach to alter the price for each individual member to reflect any discounts that are owed to the player. Payment is then made through the app/stripe by completing the booking.
7.5 If you miss a coaching lesson through personal choice based on the weather or other reasons then NO make up lesson, discount or refund will be issued. So please make sure you can attend the majority of sessions and have booked on in advanced.
7.6 If you have to miss a coaching lesson due to illness, injury, self-isolation, holidays, appointments, trips, meetings, etc. then NO make up lessons or discount or refund will be issued.
7.7 If the Head Coach deems it an exceptional circumstance that you cannot attend then a refund (full or partial) might be issued, this will be communicated to you in writing by email.
7.8 If you breach our Safe to Play information or any of our guidance's or policies or terms, you will be unable to book any form of lesson or event with us and NO make up lessons, refunds or discounts will be issued.
7.9 For private sessions booked directly with one of our Coaches, 2hrs notice (based on your lesson start time) is required for cancellation otherwise the full session amount is still owed as a cancellation fee.
7.10 If the Government &/or LTA call for all tennis venues and coaching programmes to close, players places & payments will be held over to when we are allowed to re-start.
7.11 If the Government &/or LTA call for all tennis venues and coaching programmes to close, players places & payments will be held over to when we are allowed to re-start.
7.11a. If this happens at the start of a term then the Head Coach will automatically transfer you over to the new term, securing their place.
7.11b. If this happens in the middle or near the end of term those lessons will be discounted off the next terms price & parents will need to sign players up and complete payment to secure their place.
7.11c. If that happens at our school venues we will issue a discount code & parents will need to sign players up and complete payment to secure their place. Potentially we may refund the money if this is deemed the sensible option based on why we had to close, the Head Coach will make this decision.
8. Schools
8. Schools
8.1. Minimum number for a school group to run is 3 players.
8.2. If a school has two groups on the same day, one after the other, the min number is 3 players over the two groups.
8.3. If the weather does not allow outdoor tennis, we will where possible run indoor activities. If this is not possible due to the school facilities and other clubs then the lesson will be cancelled and a refund for that lesson given.
8.4. If the coaching team have to cancel a lesson we will notify parents as soon as possible and refund that lesson.
8.5. If players miss a coaching lesson or stops part way in the term; through personal choice, illness, injury, self-isolation, appointments, holidays, trips, parent meetings etc. this is is not a lesson cancellation and you are not entitled any discounts, refunds or make up lessons.
8.6. Collection at the end of the lesson must be prompt at the listed end time as coaches must travel to another venue to run those group lessons.
8.7. Parents who collect late two or more times will have their child's place cancelled without refund.
8.8. Parents must notify the coaching team of the end of lesson situation (goes to after school club, collected, allowed to walk home) so players are dismissed to the correct place. If this information is not provided then the coaching team will contact the emergency contact and ask the school reception team to look after the child.
8.9 All other terms, conditions, policies and guidance's apply to school lessons
8.1. Minimum number for a school group to run is 3 players.
8.2. If a school has two groups on the same day, one after the other, the min number is 3 players over the two groups.
8.3. If the weather does not allow outdoor tennis, we will where possible run indoor activities. If this is not possible due to the school facilities and other clubs then the lesson will be cancelled and a refund for that lesson given.
8.4. If the coaching team have to cancel a lesson we will notify parents as soon as possible and refund that lesson.
8.5. If players miss a coaching lesson or stops part way in the term; through personal choice, illness, injury, self-isolation, appointments, holidays, trips, parent meetings etc. this is is not a lesson cancellation and you are not entitled any discounts, refunds or make up lessons.
8.6. Collection at the end of the lesson must be prompt at the listed end time as coaches must travel to another venue to run those group lessons.
8.7. Parents who collect late two or more times will have their child's place cancelled without refund.
8.8. Parents must notify the coaching team of the end of lesson situation (goes to after school club, collected, allowed to walk home) so players are dismissed to the correct place. If this information is not provided then the coaching team will contact the emergency contact and ask the school reception team to look after the child.
8.9 All other terms, conditions, policies and guidance's apply to school lessons
9. Holiday Groups
9. Holiday Groups
9.1. Minimum number to run any holiday coaching is 2 players in the same group (e.g. 2 red players).
9.2. Minimum number to run any Match Play is 3 players per event and for the Team Cup it is 3 Teams.
9.3. You can book individual days or a full week at any of our listed Holiday venues.
9.4. If the coaching team have to cancel a lesson we will notify parents as soon as possible and refund that lesson.
9.5. If players miss a coaching lesson through personal choice, illness, injury, self-isolation, appointments, holidays, trips, parent meetings etc. this is is not a lesson cancellation and you are not entitled any discounts, refunds or make up lessons.
9.6 All other terms, conditions, policies and guidance's apply to holiday lessons
9.1. Minimum number to run any holiday coaching is 2 players in the same group (e.g. 2 red players).
9.2. Minimum number to run any Match Play is 3 players per event and for the Team Cup it is 3 Teams.
9.3. You can book individual days or a full week at any of our listed Holiday venues.
9.4. If the coaching team have to cancel a lesson we will notify parents as soon as possible and refund that lesson.
9.5. If players miss a coaching lesson through personal choice, illness, injury, self-isolation, appointments, holidays, trips, parent meetings etc. this is is not a lesson cancellation and you are not entitled any discounts, refunds or make up lessons.
9.6 All other terms, conditions, policies and guidance's apply to holiday lessons
10. Tennis Leaders
10. Tennis Leaders
10.1. By applying to become a Tennis Leader you are accepting all of our terms, policies and guidance's.
10.2. These terms, policies and guidance's are for the protection for the coaching team, players and parents.
10.3. All Tennis Leaders applications must be made through the Pin Point Tennis Team website.
10.4. The minimum age to undertake the Tennis Leader course is 13 years old, with the minimum age of paid work being 14 years old.
10.5. It is at the discretion of Pin Point Tennis Team to accept a trainee based on their behaviour, attitudes, respect to others, commitment and ability to be a role model to others.
10.6. It is at the discretion of Pin Point Tennis Team to accept a trainee based on our capacity, there is no guarantee of being offered a space.
10.7. Players who are accepted on to the Tennis Leader will be assigned a Coach mentor (Level 3 or above) and be assigned to an appropriate youth group to undertake their on court hours.
10.8. Players must undertake on court hours and off court workbook hours as part of their training with their coach mentor.
10.9. Players are responsible for looking after and bringing their Tennis Leader workbook plus a pen to every training session.
10.10. If you lose or damage your workbook to the point it cannot be used, you will be charged a replacement fee of £10.
10.11. There is no course fee, as the trainees will work as volunteers during appropriate groups as part of their training.
10.12. There is no guarantee of paid work after the course as depends on our workforce needs.
10.13. If paid work is offered to Tennis Leaders aged 14+, we will complete a work permit with their parent to allow them to work.
10.14. To complete the course the trainee must complete their on court hours and their off court workbook to an acceptable level.
10.15. It will take a minimum of a school term to complete the Tennis Leader course and all modules.
10.16. The workbook, t-shirt and certificates are provided by the LTA and LTA branded.
10.17. Other course providers may charge a course fee and run with a group of trainees and in a different format.
10.18. The Tennis Leaders course and/or any additional voluntary hours can be used towards DofE hours.
10.19. It is at the discretion of Pin Point Tennis Team to remove a trainee from the course if:
10.1. By applying to become a Tennis Leader you are accepting all of our terms, policies and guidance's.
10.2. These terms, policies and guidance's are for the protection for the coaching team, players and parents.
10.3. All Tennis Leaders applications must be made through the Pin Point Tennis Team website.
10.4. The minimum age to undertake the Tennis Leader course is 13 years old, with the minimum age of paid work being 14 years old.
10.5. It is at the discretion of Pin Point Tennis Team to accept a trainee based on their behaviour, attitudes, respect to others, commitment and ability to be a role model to others.
10.6. It is at the discretion of Pin Point Tennis Team to accept a trainee based on our capacity, there is no guarantee of being offered a space.
10.7. Players who are accepted on to the Tennis Leader will be assigned a Coach mentor (Level 3 or above) and be assigned to an appropriate youth group to undertake their on court hours.
10.8. Players must undertake on court hours and off court workbook hours as part of their training with their coach mentor.
10.9. Players are responsible for looking after and bringing their Tennis Leader workbook plus a pen to every training session.
10.10. If you lose or damage your workbook to the point it cannot be used, you will be charged a replacement fee of £10.
10.11. There is no course fee, as the trainees will work as volunteers during appropriate groups as part of their training.
10.12. There is no guarantee of paid work after the course as depends on our workforce needs.
10.13. If paid work is offered to Tennis Leaders aged 14+, we will complete a work permit with their parent to allow them to work.
10.14. To complete the course the trainee must complete their on court hours and their off court workbook to an acceptable level.
10.15. It will take a minimum of a school term to complete the Tennis Leader course and all modules.
10.16. The workbook, t-shirt and certificates are provided by the LTA and LTA branded.
10.17. Other course providers may charge a course fee and run with a group of trainees and in a different format.
10.18. The Tennis Leaders course and/or any additional voluntary hours can be used towards DofE hours.
10.19. It is at the discretion of Pin Point Tennis Team to remove a trainee from the course if:
- They turn up late two or more times.
- Forget their workbook on two or more occasions.
- Cause grief &/or stress to any of the coaching team.
- If any of our other terms, guidance's or policies are breached.
- Parents or guardians cause grief &/or stress to any of the coaching team.
- Do not attend two or more Leaders training sessions, without a suitable reason.
- Effort levels on court and off court are lacking enthusiasm or not taking seriously.
- Their behaviour on court during their lessons, events, competitions or in Leaders training is disruptive.
- They are rude or disrespectful to any player, parent, coach, umpire during lessons, events, competition or Leaders training.
- Players need to win, is not helping the players they are teaching and continues after a conversation with their coach mentor.
11. Monthly Payment options
11.1. Monthly payments only apply to specific term time groups only and do not include other groups, Friday Night Project, camps, private lessons or other events.
11.1.a. Your monthly payment only allows you to only attend the group you are signed up to.
11.1.b. All You are not committed for a minimum term and can cancel at any time with 4 weeks written notice.
11.1.c. If you attend a second qualifying monthly payment group, a 5% discount has been applied to the monthly fee.
11.1.d. If you join the venue membership your next month payment, will be changed to the members rate.
11.1.e. If you let your venue membership lapse/expire or if you cancel it, your next month payment will be changed to the non-members rate.
11.2. Your monthly payments will continue unless terminated, this must be done in writing via email.
11.3. Monthly payments are collected on the 1st of the month and remain in force until cancelled.
11.4. After the first monthly payment, you have the right to request a change in the date we collect your fees.
11.5. Monthly payments are calculated based on the number of weeks per year that we run term time lessons and we give you four of those weeks free of charge, and then split the amount into 12 equal payments. This does mean that in August, although there is no term time coaching programme, you will still make a payment.
11.6. The term time coaching programme runs year round, expect during school holidays or on bank holidays. The term time programme is 36 weeks in length, starting in September each year in line with schools.
11.7. If a monthly payment fails the player will be unable to take part in the coaching and we will write to you via email to advise you. An administration fee of £5 will be charged for each failed payment.
11.8. All fees are reviewed periodically and are subject to change.
11.9. Players will be refused entry if outstanding payment issues are not settled. Any payments that are still outstanding after 30 days of becoming due are liable for recovery by lawful means.
11.10. Coaching spaces may be refused or rescinded at the discretion of Pin Point Tennis Team at any time if our terms, policies or guidance's are breeched.
11.11. If you miss a coaching lesson through personal choice based on the weather or other reasons then NO make up lesson, discount or refund will be issued.
11.12. The coaching term time is 36 weeks in length, we have worked out the monthly price for 32 weeks, providing 4 weeks for coach cancelled lessons/bank holidays.
11.13. You are given 4 weeks free each year to allow for coach cancellations and bank holidays, if there are more cancellations we will offer a suitable alternative.
11.14. You can cancel your monthly payments by emailing in a written notice to cancel the payments and coaching space. You must give four weeks written notice for the monthly payments to be cancelled.
11.15. Written notice is the only criterion accepted as confirmation of cancellation.
11.16. If you cancel the monthly payments you have no claim to any refund and you forfeit any privileges and benefits.
11.17. If an amount is due on the closure of monthly payments, Pin Point Tennis Team will write to you and request full and prompt payment. If an outstanding payment remains unpaid after 60 days, the balance will be transferred to partnered debt collection agency.
11.18. In exceptional circumstances Head Coach Gemma at her discretion may pause or issue credits to value of the session/s lost.
11.19. All Players paying monthly will be signed up automatically to each new term by the coaching team and notified of the term dates.
11.20. If you wish to switch to monthly payments part way through a term we can bill you for the sessions during the current month your in and then set up monthly payments for the next month.
11.1.a. Your monthly payment only allows you to only attend the group you are signed up to.
11.1.b. All You are not committed for a minimum term and can cancel at any time with 4 weeks written notice.
11.1.c. If you attend a second qualifying monthly payment group, a 5% discount has been applied to the monthly fee.
11.1.d. If you join the venue membership your next month payment, will be changed to the members rate.
11.1.e. If you let your venue membership lapse/expire or if you cancel it, your next month payment will be changed to the non-members rate.
11.2. Your monthly payments will continue unless terminated, this must be done in writing via email.
11.3. Monthly payments are collected on the 1st of the month and remain in force until cancelled.
11.4. After the first monthly payment, you have the right to request a change in the date we collect your fees.
11.5. Monthly payments are calculated based on the number of weeks per year that we run term time lessons and we give you four of those weeks free of charge, and then split the amount into 12 equal payments. This does mean that in August, although there is no term time coaching programme, you will still make a payment.
11.6. The term time coaching programme runs year round, expect during school holidays or on bank holidays. The term time programme is 36 weeks in length, starting in September each year in line with schools.
11.7. If a monthly payment fails the player will be unable to take part in the coaching and we will write to you via email to advise you. An administration fee of £5 will be charged for each failed payment.
11.8. All fees are reviewed periodically and are subject to change.
11.9. Players will be refused entry if outstanding payment issues are not settled. Any payments that are still outstanding after 30 days of becoming due are liable for recovery by lawful means.
11.10. Coaching spaces may be refused or rescinded at the discretion of Pin Point Tennis Team at any time if our terms, policies or guidance's are breeched.
11.11. If you miss a coaching lesson through personal choice based on the weather or other reasons then NO make up lesson, discount or refund will be issued.
11.12. The coaching term time is 36 weeks in length, we have worked out the monthly price for 32 weeks, providing 4 weeks for coach cancelled lessons/bank holidays.
11.13. You are given 4 weeks free each year to allow for coach cancellations and bank holidays, if there are more cancellations we will offer a suitable alternative.
11.14. You can cancel your monthly payments by emailing in a written notice to cancel the payments and coaching space. You must give four weeks written notice for the monthly payments to be cancelled.
11.15. Written notice is the only criterion accepted as confirmation of cancellation.
11.16. If you cancel the monthly payments you have no claim to any refund and you forfeit any privileges and benefits.
11.17. If an amount is due on the closure of monthly payments, Pin Point Tennis Team will write to you and request full and prompt payment. If an outstanding payment remains unpaid after 60 days, the balance will be transferred to partnered debt collection agency.
11.18. In exceptional circumstances Head Coach Gemma at her discretion may pause or issue credits to value of the session/s lost.
11.19. All Players paying monthly will be signed up automatically to each new term by the coaching team and notified of the term dates.
11.20. If you wish to switch to monthly payments part way through a term we can bill you for the sessions during the current month your in and then set up monthly payments for the next month.
Safeguarding Section
Complaints + Concerns
What should I do if I have a complaint?
Any complaints or concerns should be made in writing to [email protected] with full details as to whom is making the complaint, why and what happened.
We take all complaints and concerns seriously and will investigate fully which includes taking to the people who were involved to build a picture of what happened from our side and comparing to the complaint/concern. If deemed appropriate we will also include the venue where the incident took place, sharing our information.
If the complaint or concern if found to be true, we will take appropriate steps to rectify this issue.
If the complaint or concern is found to be false or inaccurate we reserve the right to refuse any further lessons or attendance at any type of event that we run. This is to protect the coaching team as they cannot undertake their job safely*.
We take all complaints and concerns seriously and will investigate fully which includes taking to the people who were involved to build a picture of what happened from our side and comparing to the complaint/concern. If deemed appropriate we will also include the venue where the incident took place, sharing our information.
If the complaint or concern if found to be true, we will take appropriate steps to rectify this issue.
If the complaint or concern is found to be false or inaccurate we reserve the right to refuse any further lessons or attendance at any type of event that we run. This is to protect the coaching team as they cannot undertake their job safely*.
*Trust is a two way street in our duty of care plus safeguarding responsibilities towards players and ourselves. If an accusation, concern or compliant is found to be false or made inaccurately (for example: to avoid getting in further trouble or for any other reason), this puts us all at risk.
It means we cannot operate safely as that individual/s may again provide false or inaccurate information on an injury or anything else. We take all accusations, concerns and complaints very seriously for this reason and will refuse to accept the individual/s in anything we run from coaching to events to matches.
It means we cannot operate safely as that individual/s may again provide false or inaccurate information on an injury or anything else. We take all accusations, concerns and complaints very seriously for this reason and will refuse to accept the individual/s in anything we run from coaching to events to matches.
What should I do if I have a concern about a child, young person or adult at risk?
Any concerns about a child, young person or adult at risk (including radicalisation) should be raised with the venues welfare officer or the LTA Safeguarding Team as soon as possible. If you are unable to contact them, the NSPCC have a helpline - 0808 800 5000. Children can contact Childline directly on 0800 1111 or going to their website: https://www.childline.org.uk/. In an emergency, always call the police on 999.
You should, where possible, gain parental consent to share information unless it puts the child, yourself or another person at risk of harm. If an adult at risk does not give consent, you can share the information if you reasonably believe they are at risk of harm to themselves or others, or someone has committed or is likely to commit a criminal offence.
You should, where possible, gain parental consent to share information unless it puts the child, yourself or another person at risk of harm. If an adult at risk does not give consent, you can share the information if you reasonably believe they are at risk of harm to themselves or others, or someone has committed or is likely to commit a criminal offence.
Transport
Who is responsible for transporting children to and from a venue?
Coaches and other venue staff/volunteers are not responsible & will not transporting children to and from the venue.
It is reasonable for venues and coaches to place responsibility on parents for ensuring appropriate transport arrangements are made for their children. Parents may choose to make private arrangements with another adult (such as a family friend) to transport their child, however, they should let the venue/coach know.
It is reasonable for venues and coaches to place responsibility on parents for ensuring appropriate transport arrangements are made for their children. Parents may choose to make private arrangements with another adult (such as a family friend) to transport their child, however, they should let the venue/coach know.
Ratios
Coach to Player ratios
There are many considerations when setting coach / player ratios, we have decided to use lower ratio's then LTA guidance in order to run high quality lessons. Lower ratios allow players to hit more tennis balls and have more coach attention, for larger groups we will have assistants working with us in order to keep our ratios. Smaller court areas may require smaller group numbers.
Activity |
Pin Point Ratio |
LTA Ratio |
Tots |
1 : 5 |
1 : 12 |
Youth |
1 : 5 |
1 : 10 |
Adults |
1 : 5 |
1 : 12 |
Cardio Tennis |
1 : 8 |
1 : 12 |
Open Days / Tasters / Camps |
1 : 8 |
1 : 16 |
Covid considerations |
1 : 5 on all listed groups |
See above |
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Privacy Policy
Your privacy is important to us at Pin Point Tennis Team and we have a few fundamental principles:
Attendee Privacy
We only collect the information of attendees that is necessary for the running of our tennis business. We agree not to share your details and to only contact you with regards to our coaching sessions and competitions. Your email will be kept safe and will not be used for spam.
We do not store any card details anywhere on our system. You may request details of personal information which we hold about you under the Data Protection Act 1998. If you would like a copy of the information held on you please email us at the normal address. If you believe that any information we are holding on you is incorrect or incomplete, please email us as soon as possible so we can promptly correct.
Privacy Policy Changes
Although most changes are likely to be minor, Pin Point Tennis Team may change its Privacy Policy from time to time at our sole discretion. Pin Point Tennis Team encourages visitors to frequently check this page for any changes to its privacy policy.
Our booking system is through Bookwhen & ClubSpark so please check their privacy policies to stay up to date.
https://admin.bookwhen.com/privacy - https://clubspark.lta.org.uk/PrivacyPolicy
Our booking system has been upgraded to Activity Pro: https://www.activitypro.co.uk/privacy-policy/
This website has been created by Weebly so please check their privacy policy to stay up to date: https://squareup.com/gb/en/legal/general/privacy
- We only ask for personal information when we need it for the class registers, for in case of an accident/emergency and to provide a point of contact should a lesson need to be cancelled.
- We don't share your personal information with anyone expect to comply with the law.
- We don't store your information on our website, we use booking systems that comply with GDPR regulations.
- We aim to make it simple as possible for you to control what's visible to the public, kept private and permanently deleted.
- We do not share your personal information with tennis clubs, this is not information they require to administer your membership.
- We only email the contact email to provide relevant information on coaching courses and competitions. You are able to unsubscribe from these emails by sending an email stating you wish to be removed from the mailing list.
Attendee Privacy
We only collect the information of attendees that is necessary for the running of our tennis business. We agree not to share your details and to only contact you with regards to our coaching sessions and competitions. Your email will be kept safe and will not be used for spam.
We do not store any card details anywhere on our system. You may request details of personal information which we hold about you under the Data Protection Act 1998. If you would like a copy of the information held on you please email us at the normal address. If you believe that any information we are holding on you is incorrect or incomplete, please email us as soon as possible so we can promptly correct.
Privacy Policy Changes
Although most changes are likely to be minor, Pin Point Tennis Team may change its Privacy Policy from time to time at our sole discretion. Pin Point Tennis Team encourages visitors to frequently check this page for any changes to its privacy policy.
Our booking system is through Bookwhen & ClubSpark so please check their privacy policies to stay up to date.
https://admin.bookwhen.com/privacy - https://clubspark.lta.org.uk/PrivacyPolicy
Our booking system has been upgraded to Activity Pro: https://www.activitypro.co.uk/privacy-policy/
This website has been created by Weebly so please check their privacy policy to stay up to date: https://squareup.com/gb/en/legal/general/privacy
For the purposes of the General Data Protection Regulation ("GDPR") and UK data protection laws, the controller is Pin Point Tennis Team of 21 Lawday Link, Farnham, Surrey, GU9 0BS
About this document
This privacy policy sets out the way we process your personal data and we’ve created this privacy policy to make sure you are aware of how we use your data as a player on our coaching programmes.
How we collect your information
We may collect your personal data in a few limited ways, namely:
The types of information we collect
We may collect the following types of personal data about you:
We also collect data about your health or medical conditions, so if there was an accident we have the relevant details to hand.
How we use personal data
Personal data provided to us will be used for the purposes set out at the time of collection and, where relevant, in accordance with any preferences you express.
More generally, we will use your personal data for the following purposes:
where this is necessary for the performance of a contract (including any written terms and conditions relating to your coaching) with you;
where this is necessary for our legitimate interests (for example in increasing use of our Venue’s facilities and participation in the game generally);
where this is necessary for our legitimate interests (or the legitimate interests of a third party), and/or where we have your consent, as applicable.
Your marketing preferences
We will always respect your wishes in respect of what type of communications you want to receive from us and how you want to receive them. There are some communications, however, that we need to send you regardless of your marketing preferences in order for us to fulfil our contractual obligations to you as a member of our Venue. Examples of these essential service communications are:
You are in control of how we communicate with you. You can update your choices and/or your contact details by contacting us at:
Telephone: 07832 340509
Email: [email protected]
Post: 21 Lawday Link, Farnham, Surrey, GU9 0BS
Sharing your information with others
We do not sell or share your personal data with other organisations (this includes no sharing of information with clubs) to use other than as set out below.
Personal data collected and processed by us may be shared with the following third parties, where necessary:
How long your information is kept
We keep your personal data only for as long as necessary for each purpose we use it. For most data, this means we retain it for so long as you have a valid coaching commitments and for a period of six years after your last interaction with us (for accounting, tax reporting and record-keeping purposes).
Your rights
Under certain circumstances, by law you have the right to:
Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.
Contact and complaints
If you have any queries about this privacy policy or how we process your personal data, or if you wish to exercise any of your legal rights, you may contact Head Coach Gemma Wiltshire:
If you are not satisfied with how we are processing your personal data, you can make a complaint to the Information Commissioner. You can find out more about your rights under applicable data protection laws from the Information Commissioner’s Office website: www.ico.org.uk.
About this document
This privacy policy sets out the way we process your personal data and we’ve created this privacy policy to make sure you are aware of how we use your data as a player on our coaching programmes.
How we collect your information
We may collect your personal data in a few limited ways, namely:
- Directly from you, when you fill in an application for coaching, when you make enquiries on our website, or when you interact with us during your time as a player in various other ways (for example, where you enter a competition, renew your coaching course or lesson, sign up for a course or lessons);
- From someone else who has applied for coaching on your behalf (for example a family member who has provided us with your contact details for that purpose);
- From the LTA (for example, where the LTA passes on your details to us in connection with a complaint or query you have raised about our Venue).
The types of information we collect
We may collect the following types of personal data about you:
- Contact and communications information, including your contact details (including email address(es), telephone numbers and records of communications and interactions we have had with you);
- Financial information, including Direct Debit details;
- Certain other information if you volunteer
We also collect data about your health or medical conditions, so if there was an accident we have the relevant details to hand.
How we use personal data
Personal data provided to us will be used for the purposes set out at the time of collection and, where relevant, in accordance with any preferences you express.
More generally, we will use your personal data for the following purposes:
- Administration of your coaching, including:
- informing you about court / venues opening hours;
- taking payment of coaching fees;
- Fulfilment of orders for goods and services, including court bookings;
where this is necessary for the performance of a contract (including any written terms and conditions relating to your coaching) with you;
- Research and statistical analysis about who is playing tennis in our programmes;
- Communication about our activities that we think may be of interest to you;
- Storing your details on the software platform we use for our online coaching booking system. Please note that your own use of the software or system is subject to the Terms and Conditions and Privacy Policy published on that site;
where this is necessary for our legitimate interests (for example in increasing use of our Venue’s facilities and participation in the game generally);
- Promoting our programmes/events and promoting goods and services of third parties (for example, equipment suppliers, operators of coaching courses, and organisers of tennis events) where we think this will be of interest to you;
where this is necessary for our legitimate interests (or the legitimate interests of a third party), and/or where we have your consent, as applicable.
Your marketing preferences
We will always respect your wishes in respect of what type of communications you want to receive from us and how you want to receive them. There are some communications, however, that we need to send you regardless of your marketing preferences in order for us to fulfil our contractual obligations to you as a member of our Venue. Examples of these essential service communications are:
- Records of transactions, such as payment receipts or Direct Debit confirmations (as applicable).
- Coaching related mailings such as your coaching renewal reminder, notices of formal meetings and information about venue closures and holiday opening hours.
You are in control of how we communicate with you. You can update your choices and/or your contact details by contacting us at:
Telephone: 07832 340509
Email: [email protected]
Post: 21 Lawday Link, Farnham, Surrey, GU9 0BS
Sharing your information with others
We do not sell or share your personal data with other organisations (this includes no sharing of information with clubs) to use other than as set out below.
Personal data collected and processed by us may be shared with the following third parties, where necessary:
- Our employees and volunteers, for the purposes of administering your coaching and giving you access to any benefits to which you are entitled.
- Our contractors and suppliers, including coaches, any provider of coaching management services.
How long your information is kept
We keep your personal data only for as long as necessary for each purpose we use it. For most data, this means we retain it for so long as you have a valid coaching commitments and for a period of six years after your last interaction with us (for accounting, tax reporting and record-keeping purposes).
Your rights
Under certain circumstances, by law you have the right to:
- Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).
- Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal data for direct marketing purposes.
- Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it. You can also withdraw your consent, where this is the basis for our processing your data (without affecting the lawfulness of our previous processing based on consent).
- Request the transfer of your personal data to another party.
Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.
Contact and complaints
If you have any queries about this privacy policy or how we process your personal data, or if you wish to exercise any of your legal rights, you may contact Head Coach Gemma Wiltshire:
- by email: [email protected]
- by telephone: 07832 340509
- or by post: 21 Lawday Link, Farnham, Surrey, GU9 0BS
If you are not satisfied with how we are processing your personal data, you can make a complaint to the Information Commissioner. You can find out more about your rights under applicable data protection laws from the Information Commissioner’s Office website: www.ico.org.uk.
Health & Safety Section
Health + Safety
Health and Safety
As a participant of any of our programmes/lessons you are accepting responsibility for the safety of yourself and others in the environment you are using, be this at home or in a public space. If a coach is running the session they will undertake a risk assessment prior to the start of the lesson.
Before undertaking any exercise programmes or following any health guidelines you should always consult with your GP:
Be covid safe & aware
Photography/Videography
For tennis lessons or competitions, the sign up forms will allow you to opt in or out of photos and videos that may be shared for promotional purposes on our websites and social media pages. Coaches will have it noted on their registers if players are opted in or out based on the sign up form. If you wish to opt out having previously opted in or wish a photo/video to be removed please email [email protected] so we can take appropriate action.
Damages, losses, illness and injury
To the extent permitted by the law, Pin Point Tennis Team will not accept responsibility for any item/property damage, losses, illness, death or injury incurred during the participation of any of lessons, competitions or the Play Tour. By participating you are accepting responsibility for any damages, losses, illness and injuries.
Policies and Code of Conduct
As a participant of any of our programmes/lessons you are accepting responsibility for the safety of yourself and others in the environment you are using, be this at home or in a public space. If a coach is running the session they will undertake a risk assessment prior to the start of the lesson.
Before undertaking any exercise programmes or following any health guidelines you should always consult with your GP:
- If you consider it necessary; or
- If you have any concerns with regards to your health conditions
- If you are not sure whether any level challenges may be suitable to you
- It is is always your responsibility to evaluate your own medical and physical condition to independently determine whether to perform, use or adapt any of the information or content in the Play Tour levels.
- Any exercise or sports programme may result in injury.
- By taking part in any of the Play Tour level activities/exercises you are assuming the risk of any resulting injury.
Be covid safe & aware
- Do not put yourself or others at risk!
- Wash hands before and after activity
- Wipe down equipment used at the end
- Follow all Government guidelines & keep up to date with Government guidelines
- Stay home and isolate if you have been told to or if you or household members are showing signs of covid.
- Space is very important, especially if your not in your home environment (Face masks might be a good plan if out & about)
- Check out our Safe to Play page for more information on covid safe play and what to do.
Photography/Videography
For tennis lessons or competitions, the sign up forms will allow you to opt in or out of photos and videos that may be shared for promotional purposes on our websites and social media pages. Coaches will have it noted on their registers if players are opted in or out based on the sign up form. If you wish to opt out having previously opted in or wish a photo/video to be removed please email [email protected] so we can take appropriate action.
Damages, losses, illness and injury
To the extent permitted by the law, Pin Point Tennis Team will not accept responsibility for any item/property damage, losses, illness, death or injury incurred during the participation of any of lessons, competitions or the Play Tour. By participating you are accepting responsibility for any damages, losses, illness and injuries.
Policies and Code of Conduct
- Participants and Parents/Guardians are expected to understand and comply with our code of conduct
- Participants and Parents/Guardians are expected to understand and comply with our policies
- Our Safe to Play information can be viewed by clicking here.
Disclaimer
Disclaimer
By choosing to participate in any type of session or event run by Pin Point Tennis Team the participant accepts that they undertake an engage in the level challenges without supervision, at their own risk. Participants are encouraged to exercise common sense and always seek the guidance of a medical professional before undertaking any form of sport and physical activity.
Participants with pre-existing medical conditions, injuries or disabilities that may affect their ability to participate in sport and physical activity, should seek medical advice and obtain written confirmation for their suitability to take part BEFORE participating.
Where sessions are live or only accessible by participants at the discretion of Pin Point Tennis Team it is the responsibility of of the participant to make Pin Point Tennis Team aware of any conditions, injuries or disabilities prior to participating in the session.
By choosing to participate in any type of session or event run by Pin Point Tennis Team the participant accepts that they undertake an engage in the level challenges without supervision, at their own risk. Participants are encouraged to exercise common sense and always seek the guidance of a medical professional before undertaking any form of sport and physical activity.
Participants with pre-existing medical conditions, injuries or disabilities that may affect their ability to participate in sport and physical activity, should seek medical advice and obtain written confirmation for their suitability to take part BEFORE participating.
Where sessions are live or only accessible by participants at the discretion of Pin Point Tennis Team it is the responsibility of of the participant to make Pin Point Tennis Team aware of any conditions, injuries or disabilities prior to participating in the session.