Terms & Conditions
These Terms & Conditions apply to all sessions, clubs, and events delivered by With The Ball Sports Coaching (“With The Ball”, “we”, “our”, or “us”). By booking a space, you (“the parent/carer”) agree to these terms in full.
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1. Bookings & Payments
Your booking is not confirmed until full payment has been received.
Paid spaces always take priority over unpaid or reserved bookings.
We continue to accept new sign-ups at any time, subject to space availability.
We reserve the right to refuse or cancel a booking at our discretion.
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2. Medical Information
All medical conditions and relevant information must be declared during registration and kept up to date.
Updates must be made via your ClassForKids account and also by contacting us directly using the details on www.withtheball.co.uk.
We do not have access to school-held medication or care plans (e.g. inhalers, EpiPens, or written medical notes).
Parents/carers must provide all necessary medication directly for use during sessions.
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3. Suitability & Participation
It is the parent/carer’s responsibility to assess whether the activities offered are suitable for their child.
With The Ball does not assess individual ability or suitability for activities.
Our activities may involve speed, balance, movement, and occasional physical contact.
Participants must be aware of their own limitations, act responsibly, and follow safety instructions at all times.
By attending, you acknowledge that these sessions are physically demanding and may involve uneven or unpredictable surfaces.
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4. Supervision, Collection & Safety
Children must not walk home alone unless explicit written permission has been provided (via email, WhatsApp, or the “Special Requests” box during booking). Once released under this permission, our duty of care ends immediately.
Children will only be released to their primary carers unless prior written permission has been given for another adult.
Please collect your child on time. Persistent lateness can create safeguarding risks. We reserve the right to charge a £25 late collection fee for each occurrence.
We also reserve the right to charge a £25 administration fee for each instance where we must repeatedly chase a late payment.
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5. Behaviour & Conduct
With The Ball promotes a safe, inclusive, and respectful environment.
We reserve the right to remove, without refund, any participant who is bullying, behaving disruptively, or acting in a way that risks the safety or enjoyment of others.
Parents/carers are also expected to treat staff and other participants with respect at all times. Aggressive or inappropriate behaviour may result in withdrawal of service without refund.
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6. Health & Illness
Children must not attend sessions if they have been unwell within the last 48 hours.
This includes sickness, diarrhoea, fever, or any contagious illness.
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7. Refunds & Cancellations
If a session is cancelled by With The Ball, all payments will be refunded in full.
Refunds will not be issued for sessions missed due to:
Your own circumstances
School closures, trips, or other school-led events
If a session is missed due to our own circumstances, we will offer a make-up session, credit, or refund.
Refunds will not be issued if you are unable to attend the make-up session offered.
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8. Weather, Venue & Safety
In the event of unsafe weather conditions, venue closures, or unforeseen safety issues, we will provide notice as soon as possible and offer an alternative date, credit, or refund at our discretion.
Children must arrive with suitable clothing and footwear for physical activity, along with a water bottle and any required medication.
We reserve the right to exclude a child from participation if safety requirements are not met.
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9. Liability & First Aid
All activities carry an inherent risk of injury. Participation is entirely at your own risk.
With The Ball, its staff and associates are not liable for any loss, damage, or injury arising during or in connection with participation, except where required by law.
Our coaches are first aid trained and will administer basic first aid if necessary. In the event of a more serious incident, we will contact parents/carers immediately and, if required, seek medical assistance.
By booking, you consent to appropriate first aid being given to your child if needed.
In case of emergency, if a parent/carer cannot be contacted, we reserve the right to act in loco parentis and make decisions necessary for the child’s immediate welfare.
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10. Photography & Media
Where photo/video consent has been granted, we may capture media for:
Coaching resources
Website, newsletters, or social media
Future promotional materials
All media is stored securely. Children will never be named.
Where consent has not been granted, your child may still appear incidentally in group footage, but every effort will be made to ensure they are not identifiable.
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11. Discounts & Pupil Premium
To access our 33% Pupil Premium discount, you must provide proof of eligibility from your child’s school.
We will issue you with a unique discount code, which must be kept private.
If your code is used by another person, you will be required to:
Reimburse the full discount amount, and
Pay a £25 compensation fee.
If your child’s Pupil Premium status changes, you must inform us immediately. Failure to do so will result in the same reimbursement and fee conditions.
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12. Subscription Payments
For subscription-based sessions:
Payments are taken on the 1st of each month.
Costs are averaged across the full year and divided into 12 equal monthly payments.
A one-month notice period is required for cancellation.
You are responsible for ensuring your payment details are correct and that sufficient funds are available.
If a payment fails, we will retry on the 4th and 9th of the month.
Continued failure to pay may result in:
Withdrawal from the service,
A £25 late fee, and
The outstanding payment being pursued.
Mid-Month Sign Ups:
If a child joins mid-month, any remaining sessions for that month are included in the next month’s payment.
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13. Trial Sessions
Each customer is entitled to one trial session only.
Any attempt to register for a second trial will result in:
Cancellation of the additional booking,
Payment of any outstanding session fees, and
A £25 compensation fee.
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14. Communications & Privacy
We operate under a legitimate interest policy for communications.
If you have previously attended a With The Ball session, you may receive occasional updates or offers by text/email that we believe are relevant and beneficial.
We will never share your data with third parties and will always protect your personal information in accordance with UK GDPR.
You can opt out of communications at any time by contacting us.
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15. Agreement
By completing a booking, you confirm that you have read, understood, and agree to these Terms & Conditions.