General Conditions:

• Players should dress appropriately for tennis, i.e. comfortable sportswear suitable for the season with flat, non-marking sports shoes. In the summer players should bring/wear sun cream and hat and if cold/wet a coat/waterproof.
• Players should arrive approximately 5min before the start of their session ready to play. In the interests of safety children should be collected promptly at the end of their session. Please contact your coach if you are running late.
• Players should bring a drink and for longer sessions also a snack.
• Vale Tennis Academy will supply all balls and other coaching equipment for each session.
• Vale Tennis Academy keep a small supply of racquets if a player requires one, however, if you have a racquet we normally recommend you use your own.
• In our parks sessions we require parents to remain court side during the session in case your child needs to go to the toilet. We recommend making sure your child has been to the toilet recently in order not to disrupt their participation in the session.

Communications:

• Our main form of communication with all players/parents who book on to our courses is via email.
• All necessary communications relating to your course booking will be sent via email. Towards the end of your course we will also send you details on rebooking.
• Vale Tennis Academy stores each player’s medical and contact details for use in case of emergency or to contact players in relation to their bookings. All data is stored in accordance with data protection laws.
• For regular players within our sessions we may ask for your consent to add players/parents to WhatsApp groups for more speedy communications.
• If you have opted-in to our mailing list, we will send newsletters and communications based on your interests. Players/Parents can choose to opt-out of these communications at point of booking or following receipt of one of our newsletters.
• From time to time Vale Tennis Academy may take photos and video for promotional purposes such as newsletters, web/email publications and local press. When booking onto a course/session a player/parent can give or withhold consent for images of them/their child to be used in such publications.
• Our full GDPR policy can be found on www.valetennisacademy.co.uk  

Course bookings, regular sessions, rescheduled sessions & refunds:

• Places on each course/session are offered on a first come first served basis. Sessions are booked via our website. Your course/session will only be reserved once payment and application have been received.
• Some of our sessions are only open to members of our affiliated clubs or offer priority to members. At the majority of our venues, we offer discounted rates on coaching for members too.
• After successfully completing your booking online you will receive an email confirmation. Please check your junk mail folder in case it fails to reach your inbox.
• A strict minimum and maximum number of players in each session is adopted. If a session/course cannot run due to insufficient bookings then those booked will be offered an alternative session, credit on their account or a refund. Where possible we will operate waiting lists for courses that reach capacity and these players will be contacted when spaces/new courses become available.
• If for some reason a player books on to a course and cannot continue we will endeavour to fill the place with another player and, once filled, offer a credit for any remaining sessions.
• Sessions will take place at the stated venue on the days/times indicated in the session/course details on our website.
• Players booked on to a course are expected to turn up to all sessions. Any session(s) missed through a player's own omission shall be forfeit and cannot be refunded or offered in lieu.
• If a session is cancelled due to bad weather or unforeseen circumstances we will notify all players via email. If possible we will also use text/WhatsApp. Players will be offered an alternative session to attend that/the following week. If that is not possible, then a catch-up session will be offered during half term/end of term or a credit will be issued.

Tennis Camps:

• Our tennis camps are longer sessions. Please ensure that your child is dressed appropriately, has plenty to drink and has a snack or packed lunch for our day sessions.
• Camps run whatever the weather so please make sure you dress your child appropriately for the day’s forecast. On hot, sunny days we recommend you bring your child with a hat, sun-cream and light clothing. On wet/cold days we advise bringing a waterproof, wear warmer clothing and maybe a spare set of clothes.
• Tennis camps are not a childcare service. All our coaches are LTA qualified, first aid trained and DBS checked. Parents are welcome to leave their children with us for the session but we do require that you are able to return at any time if there is a situation that requires your attention.

Squad & Term Time Programme:

• Our term time and squad programmes run for 38 weeks in a calendar year and follow the school term times.
• Squad and Term Time sessions offer a significant discount over our standard fees. These are booked via our club programme pages.
• Fees are calculated based on 34 weeks of coaching plus 4 weeks free, paid pro rata via 12 monthly subscription payments.
• Payment for our squad and term time sessions is via monthly subscription. Prices shown on our website are the total cost payable per month.
• Players/Parents booking one of our squad or term time sessions must follow the link in their booking confirmation to set-up their monthly subscription.
• Players only need to sign up once to our member discounted and squad sessions. There is no minimum term and your booking is continuous until you wish to cancel.  
• If you need to change session or increase/decrease your sessions booked simply contact us and we can make the changes you require.
• We require a minimum of 4 weeks’ notice when cancelling one or more sessions. This allows time for us to offer the available places to someone else and to collect any outstanding payment due. At the end of the 4 week notice period we may issue a final invoice or refund to you, if required.

Policies, Procedures & Codes of Conduct:

• All VTA coaching and squad sessions are delivered by LTA accredited coaches holding a minimum of an LTA Level 2 coaching qualification. All lead coaches undergo regular First Aid and Safeguarding training and hold up to date DBS certificates. VTA also use LTA Level 1 coaching assistants, leaders, volunteers and trainees to assist delivery of our programme. All coaches and assistants are deployed appropriately according to their training, qualifications and experience.
• All members of the VTA coaching and delivery team adhere to the LTA’s coach code of conduct.
• Safety and Equality is very important to Vale Tennis Academy and we have adopted The LTA’s Safeguarding Children and Young People Policy, Equality and Diversity Policy and Safeguarding Adults Policy.
• Vale Tennis Academy follows the accident, incident and emergency procedures relevant to each venue. For further details on these please contact the venue where your sessions are taking place.
• Players are expected to respect other players, the coaching team, the club/venue, any other person using the tennis courts and follow the rules of the tennis venue. For further details on these please contact the venue where your sessions are taking place.
• We have designed our sessions to be fun, enjoyable and challenging so that players can play within a positive learning environment. We therefore expect our players (and their parents) to behave appropriately by following our player and parent codes of conduct. Failure to do so will result in disciplinary procedures as set out on our website.  
• All feedback, complaints, suggestions and disputes should be made in writing and sent via email to info@valetennisacademy.co.uk
• Vale Tennis Academy reserves all rights and all decisions made shall be final.