Regular coaching.

1.1 Accurate information

All registration information must be complete and accurate. This includes contact details, emergency-contact information and any medical conditions, allergies, injuries, learning disabilities, accessibility requirements or other information relevant to safe participation. Please notify Coaching with Chloé promptly if any information changes during the programme.

1.2 Participants under 18

A parent or legal guardian must complete or approve the registration of any participant under 18. By registering a junior participant, the person completing this form confirms that they have authority to provide consent on the participant’s behalf.

1.3 Programme placement

Age ranges and programme descriptions are a guide. Players may be placed according to age, experience, confidence and stage of development. Where reasonably necessary for a player’s safety or development, Coaching with Chloé may recommend a more suitable group. Any significant placement change will be discussed with the parent or guardian.

1.4 Confirmation of place

Places are limited. A registration is received when this form is submitted; a place is confirmed only after placements have been reviewed and payment has been received, unless another arrangement has been agreed in writing. Registrations may not be transferred to another person without prior written approval.

2.1 Programme fees

Programme fees must be paid in full by the due date shown on the invoice or payment information. If payment has not been received by the due date and no alternative arrangement has been agreed, Coaching with Chloé may release the place to another participant.

2.2 Additional costs

Any optional or additional costs, such as tournament entry fees, uniforms, replacement equipment or special events, will be communicated before the participant commits to that cost.

3.1 Before the programme begins

A full refund may be requested by providing written notice at least seven calendar days before the first scheduled session. Where cancellation is received fewer than seven calendar days before the programme begins, the programme fee is ordinarily non-refundable because the place, court space and coaching arrangements have been committed. If the place can be filled, Coaching with Chloé may offer a refund, transfer or programme credit.

3.2–3.5 Withdrawal and missed sessions

Once a programme has commenced, fees are non-refundable except for a medical withdrawal before the programme’s halfway point or where required by law. A proportional refund or credit may be offered for remaining sessions where written notice and reasonable medical confirmation are provided. There is no automatic refund, credit or replacement session for personal commitments, holidays, school or work, a change of mind, late arrival, early departure or a short-term illness or injury affecting one session. Participants should notify Coaching with Chloé before an absence where possible.

If Coaching with Chloé cancels an entire programme before it begins, participants will be offered a full refund, a transfer to another suitable programme or a programme credit. If an individual session is cancelled, reasonable efforts will be made to provide a rescheduled or make-up session, an appropriate alternative session, or a proportional credit or refund where the session cannot reasonably be replaced.

Tennis is weather dependent. A session may be adapted, shortened, moved or rescheduled where conditions or the venue require it. No refund or credit is provided where a session proceeds but a participant independently decides not to attend. Coaching with Chloé may make reasonable changes to coaches, courts, groups, session content or venue and will notify families of material changes as soon as reasonably possible. Where events beyond reasonable control affect a session, reasonable efforts will be made to provide an alternative, reschedule it or offer an appropriate credit or refund for a service that cannot be provided.

Coaching with Chloé will take reasonable care to provide planned and supervised sessions and a safe coaching environment. Tennis and physical activity involve inherent risks, including slips, falls, collisions, overexertion and contact with balls, racquets or equipment.

Participants must follow reasonable coach instructions, behave in a way that does not endanger themselves or others, use courts and equipment appropriately, wear suitable clothing and non-marking sports shoes, bring water and sun or weather protection, and tell a coach immediately if they feel unwell, injured or unable to participate safely. Parents and guardians are responsible for disclosing relevant health, medical, allergy and injury information.

Participants should not attend with a contagious illness or when they are not well enough to participate safely. Coaching with Chloé may provide basic first aid and contact emergency services where reasonably necessary. For junior participants, reasonable attempts will be made to contact the parent, guardian or emergency contact; where they cannot be reached promptly, the parent or guardian authorises reasonable steps to protect the child’s immediate health and safety. External medical, transport or emergency-service costs remain the responsibility of the participant or their parent or guardian where applicable.

All participants are expected to demonstrate respect, sportsmanship, fair play, appropriate language and behaviour, care for the courts, venue and equipment, and consideration for coaches, staff, volunteers and other participants. Bullying, harassment, discrimination, intimidation, violence, deliberate damage and behaviour that creates an unreasonable safety risk will not be accepted. Serious or repeated misconduct may result in removal from a session, suspension or withdrawal from the programme.

Parents and guardians remain responsible for junior participants before they have been handed into the coach’s care and immediately after the scheduled session ends. Children should arrive no more than five minutes before their lesson unless another arrangement has been agreed. Parents and guardians must collect children promptly from the designated collection area and notify Coaching with Chloé if an unavoidable delay or another authorised collector arises.

A ten-minute grace period applies after the scheduled finish time. Where a child remains uncollected after this period and no prior arrangement has been made, a late-collection fee of $1 per minute may be charged. Repeated late collection may affect continued enrolment. If a child remains uncollected and the family cannot be contacted, reasonable steps may be taken to protect the child’s safety, including contacting Police or emergency services where necessary. A child will never knowingly be left unattended.

This section applies only where relevant to an adult or social programme. Rotating partners, teams or playing groups may change according to attendance, experience, session objectives and the coach’s professional judgement. Where shared food or alcohol is included, participation is optional and all participants remain responsible for disclosing dietary requirements and arranging safe transport. Alcohol is only for participants aged 18 or over and must comply with venue requirements and New Zealand law.

Photography and filming permission is requested separately for each child during registration. Choosing No will not affect a child’s ability to join a programme. Where Yes is provided by a parent or legal guardian, photographs and short videos may be used for Coaching with Chloé and Helensville Tennis Club social media, the website, programme material, registration material, flyers, advertising and communications relating to the programme. Consent may be withdrawn for future use by contacting Coaching with Chloé in writing. Reasonable steps will be taken regarding existing digital material, although it may not always be possible to recall material already printed, shared or republished by others.

Personal information will be collected and used only where reasonably necessary to administer registrations and payments, communicate programme information, provide safe and appropriate coaching, respond to an emergency, manage attendance and placement, and meet legal or operational obligations. Information may be shared with coaches, authorised staff, the relevant venue or emergency services where reasonably necessary for these purposes. Information will be stored securely and retained only for as long as reasonably necessary or legally required. Participants may request access to or correction of their information by contacting Coaching with Chloé.

11. Personal belongings and equipment

Participants remain responsible for clothing, racquets, phones, bags and personal belongings. Where equipment is provided, it must be used appropriately and returned at the end of the session.

12. Arrival and punctuality

Participants should arrive approximately five minutes before their scheduled session and be ready to begin on time. The scheduled finish time ordinarily remains unchanged when a participant arrives late.

13. Consumer rights and liability

Coaching with Chloé will provide coaching services with reasonable care and skill. Nothing in these terms excludes or limits any right or duty that cannot lawfully be excluded, including rights under the Consumer Guarantees Act 1993, the Fair Trading Act 1986 and the Health and Safety at Work Act 2015.

14. Concerns, complaints and refund requests

Please submit concerns, complaints and refund requests in writing as soon as reasonably possible, including the participant’s name, programme, nature of the request and supporting information.

15. Changes to these terms

These terms may be updated where reasonably necessary for programme, operational or legal reasons. Material changes affecting a current registration will be communicated and will not be applied retrospectively in a way that unfairly removes existing rights.

16. Governing law

These terms are governed by New Zealand law.