Melksham Community Campus

These Terms form part of your Booking with Wiltshire Council (“we”/”us”).  Your Booking with us is made when your Booking has been completed and paid by you.  By confirming the Booking, you confirm that you and all other court users have read, understood and accepted the following Terms.

INTERPRETATION 

“Booking” means any individual session you book via the Clubspark software;

“Centre” means Melksham Community Campus including associated facilities;

“Manager” means the Manager, Duty Manager or Booking Co-ordinator of the Centre;  

“Terms” means these terms.

BOOKINGS

• Bookings of a court must be booked online before you play. These can be booked online through the Clubspark software and a PIN code will be issued unique to that hour of play. The first time you use the Clubspark software you need to register an account. For subsequent bookings you can go directly to the bookings tab on the website.
• Bookings can be completed up to 7 days in advance.
• Only one court can be booked at any one time. The person booking the facilities must be present. 
• You should bring evidence of Booking confirmation when you play. In the event of dispute the person whose name appears on the booking software (Clubspark) will take precedence.
• We reserve the right to refuse any Booking.  We reserve the right to verify, or require proof of, all information given in order to obtain a Booking.  Any fraudulent or incorrect information given by you could result in the cancellation of your Booking without notice.
• You shall ensure all court users comply with signs and other published rules for use of the Centre, for example relating to vehicle parking, smoking, required activity dress and access by animals.  You accept that the Manager reserves the right to exclude from the premises anyone breaking such rules and/or causing nuisance to other users of the Centre or those in nearby premises. 
• It should be noted charges do not relate to the number of people in attendance. It is a set fee per court. 
• You and all court users bring all personal belongings to the Booking at your own risk.  We accept no liability for loss or damage to such property. 
• You and all court users park their cars on our premises at your risk.  We accept no liability for loss or damage to cars and their contents.
• We may remove and store any property left at the Centre by you or court users after the end of a Booking.  If you fail to arrange for the property to be collected within 7 days, we may dispose of the property without further notice or liability to you or court users.
• You shall ensure that the court is vacant, clean and clear of all court users’ property and litter prior to the finishing time specified for the Booking.
• You shall adhere to the times of hire specified on the Booking.  Should the specified times of hire be exceeded we reserve the right to levy a surcharge not exceeding twice the hourly hire charge applicable to the relevant Booking, with a minimum surcharge of one hour. 
• You must comply with all bylaws, regulations and statutory requirements whatsoever relating to the Centre or the intended use of the relevant facilities.
• If there are any problems or any damage report these to the Centre either via reception or melkshamcampus@wiltshire.gov.uk
• You shall on demand pay to us an amount equal to those sums we reasonably incur in repairing or replacing (as appropriate) any damage to the courts, its fixtures, fittings, equipment, furniture and other contents thereof, caused by you or court users (fair wear and tear excluded), together with an administration fee of 10% of the cost of the repair or replacement.
• You shall on demand pay to us an amount equal to those sums reasonably incurred by us for additional cleaning as a result of the use of the courts by you and the Court users, together with an administration fee of 10% of the cost.
• You shall not cause or permit the facilities or courts to be used for any unlawful, immoral or illegal activity.

COURT RULES

• All court users should comply with the principles of respect and fair play, both on and off the courts.
• All court users should wear appropriate sports clothing and footware when on court.
• No ball games other than tennis to be played.
• No playing of music is allowed. Centre staff reserve the right to request users to leave the facility if this is breached by court users.
• Smoking is not permitted within the Centre.
• Ensure you close the court gate properly when you leave. Do not let anyone else (who is not playing with you) through the gate. Allow them to use their own access code to gain entry. 
• No person may coach others for financial gain.
• You must not (and must procure that all court users do not) without prior written approval from the Manager take photographs in a professional capacity or for publication or broadcast, film or otherwise record at the Centre.

FIRST AID AND OTHER EMERGENCY INCIDENTS 

• The public play tennis at their own risk and are asked to apply common sense in looking out for themselves and other court users at all times. 
• In the event of an accident, incident and/or injury during Centre opening hours, you shall immediately alert a member of staff at the Centre, who will take the appropriate action. Outside of Centre opening hours please inform Centre staff as soon as possible via email on melkshamcampus@wiltshire.gov.uk.
• For the safety of both you and court users, you will comply with our health and safety procedures.
• All first aid treatments, incidents and emergencies will be recorded in accordance with our current procedures by Centre staff.

CANCELLATION 

• Cancellation of activities is required as soon as possible to avoid payment.  
• If more than 4 hours’ notice of cancellation is given, the customers will not have to pay for the activity and a refund will be approved if the activity has already been paid for.
• If less than 4 hours' notice of cancellation or cancellation is not provided, the customer will not receive a refund.

CANCELLATION BY US 

• We reserve the right to cancel any Booking at any time. 
• For cancellations that are not caused by events beyond our reasonable control, we will endeavour to give you as much notice as possible.
• We will endeavour to notify all customers via social media, email or telephone to avoid unnecessary trips. If this is not possible, due to lack of information held, or time restraints, Centre staff will endeavour to inform customers upon arrival.
• In particular, we reserve the right to cancel a Booking or future Bookings;
  • Without notice and with immediate effect if your conduct, whether or not such conduct is the subject of a complaint by another member, customer, hirer or group of members, is such that in the reasonable opinion of the Council, it may be injurious to the character, name or interests of the Centre or is such that it renders you unfit to associate with other Members of the Centre;
  • Forthwith and without notice if you shall have committed any breach of these terms or of the policies, rules, bylaws and regulations of the Centre which are in force from time to time; and
  • If the Council is of the opinion that you are not a suitable individual or Booking of the Centre.
• Anyone whose Booking is terminated by the Council shall forfeit all privileges of the Booking with immediate effect without an entitlement to any claim for any refund of their fee.

PRIVACY AND DATA PROTECTION POLICY 

• Clubspark is the Data Controller of Personal Data provided by you for a Booking.
• As at the date of Booking, you consent to your data being shared with the Council.
• The Council shall, where processing Personal Data: 
  • ensure that any persons authorised to process the Personal Data have committed themselves to confidentiality or are under an appropriate statutory obligation to confidentiality; 
  • take all measures required pursuant to Article 32 of the GDPR; 
  • make available to you all necessary information to demonstrate compliance with the obligations set out in clause 33.2.  
• Processing your personal data is necessary for the performance of this Booking. Wiltshire Council will use your personal data for the purposes of administering your Booking (including fees and other sums due to us), vetting people applying for the Booking, access control, compiling and administering Wiltshire Council databases and internal administration such as training, detection and prevention of crime (for which we do have CCTV monitoring in certain places). 
• The Council will keep your details for no longer than necessary. The information processed for the reason above will be kept for 1 year from the date of the last recording about you.
• The Council can be contacted via InformationGovernance@wiltshire.gov.uk or for more information on how we process and keep your data visit Information Governance - Wiltshire Council