Policy & Terms Page
Pin Point Tennis Team - Terms
All terms, guidance's and policies apply to all forms of groups & private lessons with Pin Point Tennis Team.
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
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 with 48hours of receiving the invoice.
2.4a. If there is a delay to making payment, the coach/assistant will be notified in writing 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 and assistants are self-employed and are responsible for their own tax and national insurance.
2.6 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 & Cancellations
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 systems, so we have the correct details for the coaches registers. Players can join the groups at any time subject to space, NO booking = NO tennis.
3.4 Players must pay in full advance of the tennis lesson through the booking system 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.
3.5 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.
3.6 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.
3.7 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.
3.8 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.
3.9 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.
3.9a. 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.
3.9b. 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.
3.9c. 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.
3.10. Coaches reserve the right to refuse lessons to anyone who:
- 1 Coach to 5 Players for our Groups
- 1 Coach to 5 Players for Cardio Tennis (could be increased when Covid is more under control).
2. Coaches & Assistants
2.1 Our coaches are fully qualified LTA &/or PTR coaches
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 with 48hours of receiving the invoice.
2.4a. If there is a delay to making payment, the coach/assistant will be notified in writing 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 and assistants are self-employed and are responsible for their own tax and national insurance.
2.6 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 & Cancellations
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 systems, so we have the correct details for the coaches registers. Players can join the groups at any time subject to space, NO booking = NO tennis.
3.4 Players must pay in full advance of the tennis lesson through the booking system 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.
3.5 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.
3.6 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.
3.7 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.
3.8 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.
3.9 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.
3.9a. 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.
3.9b. 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.
3.9c. 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.
3.10. Coaches reserve the right to refuse lessons to anyone who:
- do not have a booking
- collect players late 2 or more times
- breaches any terms, policies or guidance
- do not pay in full prior to the lesson/event/match
- cancel private lessons with less than 24 hour notice
- do not turn up to 2 or more private or group lessons
- do not behave in an appropriate manner to any person
- cause disturbance during lessons in any way or are dangerous on court
- Or if parents/guardians/the booker cause disturbances, grief, stress, arguments, are unreasonable or do not behave in an appropriate manner to any person before/during/after lessons (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.)
Train with similar, better and weaker players to develop a game against all levels.
You play against different levels, so train with different levels!
You play against different levels, so train with different levels!
Pin Point Tennis Team - Terms
All terms, guidance's and policies apply to all forms of groups & private lessons with Pin Point Tennis Team.
4. Cancellations
4.1 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.
4.2 Coaches 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.
4.3 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!
4.4 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.
4.5 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.
5. Refunds & Discount Codes
5.1 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.
5.2 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.
5.3 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.
5.4 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.
5.5 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.
5.6 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.
5.7 If you breach our Learn Safe / 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.
5.8 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.
5.9 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.
5.10 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.
5.10a. 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.
5.10b. 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.
5.10c. 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.
4.1 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.
4.2 Coaches 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.
4.3 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!
4.4 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.
4.5 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.
5. Refunds & Discount Codes
5.1 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.
5.2 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.
5.3 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.
5.4 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.
5.5 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.
5.6 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.
5.7 If you breach our Learn Safe / 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.
5.8 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.
5.9 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.
5.10 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.
5.10a. 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.
5.10b. 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.
5.10c. 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.
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.
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, should let the venue 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, should let the venue know.
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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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 coaching@pinpointtennisteam.co.uk 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 coaching@pinpointtennisteam.co.uk 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
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.