General Terms and Conditions

Our responsibilities and limits on our liability

1.      Matchfit is responsible for providing sports coaching in accordance with established standards laid down by the governing bodies of the relevant sports (including in relation to health and safety).

2.      In particular, when coaching cricket, we follow the ECB Coaches Code of Conduct and in accordance with that policy all our coaches are expected to:

·         maintain a professional relationship with players (and others) based on openness, honesty, mutual trust and respect

·         respect and champion the rights of every individual to participate

·         demonstrate proper personal behaviour and conduct

·         maintain a high level of competence through a commitment to ongoing training that  ensures safe and correct practice.

3.      We carry out risk assessments in relation to all the activities we run and all the facilities we use, and it is our responsibility to take appropriate and proportionate steps to manage the risks identified.

4.      However, it must be recognised that all sport carries some risk, even when appropriate and proportionate steps have been followed.  In particular, in cricket there is an inevitable risk of injury, especially from being struck by a hard ball, and especially if children do not follow instructions.  In signing up your child for a Matchfit session, you recognise that Matchfit will not be held liable in respect of any injury suffered by your child except where that injury has been caused by negligence on the part of Matchfit.

5.      In relation to welfare and safeguarding matters, see our Safeguarding Policy.

Parents’ and participants’ responsibilities

6.      Upon registration of participants with Matchfit, parents/guardians are asked to provide certain information (including in relation to medical conditions and contact information) which our coaches may need.  It is the responsibility of parents/guardians to provide accurate and complete information and to keep it up to date if it changes.  This can readily be done by logging into their Matchfit Teamtamer account, which will be created on registration.  Information you provide will be treated in accordance with our Privacy Policy.

7.      Parents are expected to read any specific guidance issued by Matchfit in advance of relevant activities, and comply with relevant requests.  In particular, please make sure that your child comes appropriately dressed and with any specific items of kit/clothing they are requested to bring.  Please also make sure that your child is aware of any specific points which we request are brought to their attention for a particular session.

8.      Please inform our coaches if your child is going to be late for a particular session or you are going to be late in collecting your child at the end of a session.  Our cancellation and uncollected child policies are set out below.

9.      Participants in Matchfit sessions are expected to be respectful both to Matchfit coaches and to each other.  They must promptly follow instructions given by coaches.  Bullying will not be tolerated in any form: see our Safeguarding Policy.

10.  All parents and participants are expected to respect the dignity of others at Matchfit sessions, regardless of age, ability or disability, gender reassignment, race, religion or belief, sex or sexual orientation or socio-economic background.

Photography and videoing

11.  Photography and/or videoing of participants in Matchfit sessions may take place for certain purposes and in certain circumstances as explained below.  However, we recognise that photography and/or videoing of children is an area of particular sensitivity and potential concern for safeguarding reasons and accordingly the rules set out below must be followed.

12.  Videoing of participants in Matchfit sessions may take place for training purposes, indeed this is now a standard training tool during 1:1 cricket coaching sessions.  If videoing is to take place for training purposes, the consent of the parent/guardian will be sought.  Videos for these purposes will normally be made on an iPad.  They will be shown only to the participant and/or his or her parent/guardian.  They will be retained only with the consent of the parent/guardian and only so far as necessary or appropriate for training purposes (for example for comparison of a participant’s evolving technique).

13.  Photography and videoing of participants in Matchfit sessions may occasionally take place for marketing purposes. If a parent/guardian or player has concerns about it they should raise them with Matchfit. Matchfit may use any such photographs/videos in its published materials or on its website, however if this is done, any participant appearing will not be named without specific parental consent and (if they are aged 12 or over) their own consent.

14.  In addition, parents/guardians or carers may in principle take photographs or video recordings of their own children participating in Matchfit training sessions which also include images of other children.  However, before doing so they must first obtain permission from the coach in charge of the session, which permission may be refused or may be made conditional, depending on the circumstances, and on whether it is possible to obtain any other appropriate/necessary consents before the photography/videoing takes place.

Cancellation policy

15.  Matchfit tries to avoid cancelling any booked activity unless this is absolutely unavoidable.  However occasionally an activity has to be cancelled, for example due to weather or ground conditions.  When this happens:

·         We will immediately inform all those booked for the relevant activity by email at the email address you give us when registering.

·         If possible, the relevant activity will be rearranged for another mutually convenient date.

·         If it is not possible to rearrange the activity, a refund will be made.

16.  If you are in doubt whether an activity is going ahead, please contact us at info@matchfitacademy.com or on 07340 578573.  However, if you have not heard from us, please assume that the activity is going ahead.

17.  Provided you give us more than 24 hours’ notice, in general, you can cancel a place on a booked activity and we will refund what you have paid (or rearrange it if that is feasible).  If you notify us less than 24 hours before the booked activity, there will be no right to a refund, although we may agree to give one or to rearrange the activity depending on the circumstances. However, where the activity booked consists of a program of more than one session, refunds will not be given unless you cancel more than 7 days before the first session.

Uncollected child policy

18.  If you will be unable to collect your child at the end of a session due to circumstances beyond your control, please inform us as soon as possible.

19.  In the event that a child is not collected by an authorised adult at the end of session, we will implement procedures to ensure that the child is cared for by a coach or other responsible adult who is known to the child until they can be collected.

In summary:

·         If no contact has been made by a parent/guardian/carer, we will attempt to contact them using the contact details provided on registration.  If they cannot be contacted, we will attempt to contact the alternative emergency contact given on registration.

·         If no-one collects the child within 30 minutes of the end of the session and no-one can be contacted via the contact details we have been given, we will contact Surrey Children’s Services.  If we are unable to contact Surrey Children’s Services we will contact the police.

·         The child will stay at the setting in the care of a coach or other responsible adult who is known to the child until the child is safely collected by a parent/guardian/carer, or by Surrey Children’s Services, or by the police.

·         Coaches will not go to look for parents or take a child home with them.  Depending on circumstances, we reserve the right to charge parents for time spent looking after uncollected children.