OUR TERMS AND CONDITIONS
OTB COACHING
Terms & Conditions
Effective date 27 June 2025
PURPOSE STATEMENT
At OTB Coaching, our fundamental purpose is to transform lives through sport.
Each player is encouraged to strive for excellence while upholding sportsmanship and mutual respect.
We place equal emphasis on the personal growth of our players by using sport as a means to equip, empower, and prepare young individuals for life’s broader challenges and opportunities.
Every drill, game, class and interaction is a step towards strengthening the core skills of our young athletes, physically and mentally, teaching them to be resourceful, strategic, proactive, determined and always on the ball.
These Terms and Conditions apply to all sessions provided by OTB Coaching, including weekly classes, Matchdays, Camps and birthday parties.
DEFINITIONS
“We” / “Us” / “Our” – OTB Coaching
“You” / “Parent” / “Guardian” – the legal guardian of the participant
“Participant” / “Child” / “Player” – the child attending and taking part in OTB Coaching sessions
GENERAL TERMS AND CONDITIONS
All terms and conditions and policies should be read together, as they form a complete agreement for the use of our services.
A player’s place at OTB Coaching is conditional upon these Terms & Conditions being adhered to at all times.
We reserve the right to change, suspend or remove any services, including coaching sessions, Camps or m=Matchdays at any time.
All content on our website is the property of OTB Coaching, or is used with permission, and is protected by copyright. You may not copy, reproduce or use any part of it without permission, except where permitted by law.
Information on our site may be updated or changed at any time without notice. While we aim to provide accurate and helpful information, it is for general guidance only. We do not guarantee that all content is up to date, complete or applicable to your specific situation.
OTB Coaching and the website host accept no responsibility for any issues arising from the use of our site, including errors, interruptions or problems caused by downloading material. By using our site, you accept that it is your responsibility to ensure any content or services meet your needs.
Our website may, on occasion, include links to third-party websites. These links in no way imply any endorsement and we are not responsible for the content or privacy practices of these external sites. We recommend reviewing their privacy policies before sharing any personal information.
BOOKING
Bookings for all sessions, Camps and Matchdays must be made via our online platform, JoinIn, which is operated by LoveAdmin. You will be required to set up an account in your name and register the participating child via your account. We recommend you read JoinIn’s Terms and Conditions when registering your account.
All details must be completed before bookings are made.
Any bookings are subject to availability within the relevant session and acceptance is at the discretion of OTB Coaching. Reasons for refusal to accept bookings include, but are not limited to, age, ability, missing registration information and lack of payment details.
All bookings are for the named player only and are not transferable.
We reserve the right to increase prices of our weekly sessions, Camps and Matchdays. We will give you a minimum of 30 days’ notice of any such change before the next payment is due. See Right to Cancel policy for your rights when prices change.
Party bookings require a non-refundable deposit payment, once our availability is confirmed.
PAYMENTS
Weekly Sessions
Payments are taken in advance by direct debit at the start of each month. No other payment methods are accepted. It is a requirement of booking that you have a valid direct debit mandate on your JoinIn account.
JoinIn collect payments via trusted payment providers who are compliant with payment card industry data security standards (PCI DSS). We recommend you read any relevant Terms and Conditions when setting up your account.
Payments for our weekly classes are split into 12 equal monthly amounts and take into account the Christmas and New Year closure dates. This means that the same amount is taken each month, irrespective of the number of sessions held in any particular month.
If your payment fails, you will be required to make a one-off card payment and we may charge an administration fee. Your child will not be allowed to attend sessions until payment is made.
If two or more monthly payments are outstanding, we reserve the right to revoke your child’s place at our weekly sessions. The outstanding balance remains due irrespective of attendance. Once payment has been made, your child may rejoin the class if a place is available. If the session is full, we will add you to our waiting list.
Camps and Matchdays
Payment must be made for Camps and Matchdays at the time of booking in order to reserve your player’s place.
Parties
A deposit must be paid at the time of booking, with the balance due for payment 14 days before the event.
CANCELATIONS
We will give as much notice as possible of cancellations, but you accept that, on occasion, this may be last minute due to unforeseen circumstances. We are not liable for any loss or inconvenience arising as a result of cancellations.
Our usual method of communication is via our Whatsapp groups and by email. It is your responsibility to ensure your contact details are kept up to date. You will be invited to join the Whatsapp group relevant to your player’s session. Should you choose not to join, you accept that you may not receive all communication of last minute cancellations or updates.
Weekly sessions
We aim to run our weekly sessions all year round, other than during our annual Christmas break, which is already accounted for in the monthly session fees (see Payments policy above).
For other planned cancellations, such as due to site closures for bank holidays, we will reduce your direct debit for that month accordingly.
We reserve the right to adjust session formats, durations or venues (e.g. move indoors or shorten session) to ensure the safety and wellbeing of participants, for example due to weather conditions. Refunds will not be made in the event of such changes.
Fees are non-refundable in the event of cancellations or delays due to events beyond our reasonable control, including, but not limited to, extreme weather, facility closures, strikes or public health emergencies.
If a cancellation is unplanned and refundable, the reduction will be applied in the following month.
Camps and Matchdays
If we are forced to cancel a camp or matchday due to circumstances outside of our control, no refund will be made, but you will be given a voucher for the full amount paid to use against the same product in the future.
Parties
If we are unable to deliver a party, for example due to coach illness, we will offer to reschedule or refund the booking. We are not liable for any other losses or costs you may incur as a result of the cancellation.
ABSENCE
All sessions must be paid for, regardless of your child’s attendance. Fees are not refundable for sessions missed, other than in the circumstances covered in our Cancellations policy above.
However, in exceptional circumstances, such as injury or medical issues, we may consider refunding payments made for missed sessions. This is wholly at our discretion, on a case-by-case basis.
RIGHT TO CANCEL
Weekly Sessions
Once confirmed, your child’s place is reserved at each weekly session, as long as your payments are up to date. See Payments policy for information regarding your place if payments are outstanding.
Should you no longer require a place, we require a minimum of 14 days’ notice before your next payment is due to be processed (i.e. the 1st of the month). This allows us sufficient time to manage bookings and offer your place to another participant. All sessions attended must be paid for. Any unused sessions are not eligible for a refund.
Camps and Matchdays
Bookings for Camps and Matchdays are not refundable. If your player is unable to attend and you give at least 14 days’ notice, we may offer the option to carry forward the booking to a future camp or matchday. This is subject to availability and at our discretion. No refund or option to carry the booking forward will be made if less than 14 days’ notice is given.
Parties
Should you cancel a party booking 8-14 days in advance of the event, we will refund 50% of the balance amount paid (excluding deposit). Cancellations made with less than 8 days’ notice are not refundable.
Price Changes
As noted in our Bookings policy, we may change our prices with a minimum of 30 days’ notice before your next payment is due. If you do not wish your player to attend at the new rate, you will have the option to cancel your place before the price change takes effect. Continued participation at sessions once the new pricing is in place will be considered your acceptance of it.
CODE OF CONDUCT AND BEHAVIOUR POLICY
At OTB Coaching, we are committed to creating a safe, supportive and enjoyable environment for all players, parents and staff.
To maintain this, we have a clear Code of Conduct in place. Any inappropriate or disruptive behaviour will be dealt with by following our Behaviour Support Pathway.
By registering with OTB Coaching, parents, carers and players agree to adhere to the Code of Conduct and to the application of the Behaviour Support Policy where we deem appropriate.
You must make sure that your player is aware of and understands the Code of Conduct.
Parental Supervision
A parent / guardian must be in attendance at all sessions, other than at Camps. It is your responsibility to ensure the safety of your child at all times.
Players must be brought to the session and handed over to the coach at the designated start time. At the end of the session, children must be collected promptly from the coach. Neither OTB Coaching nor our staff can take responsibility for any child who leaves the pitch without a parent or guardian.
For camp bookings, parents/guardians must bring participants to the camp and hand them over to coaches. Children must be collected promptly from the coach at the end of the camp.
Code of Conduct
All players must:
- Display respect to coaches, staff and other players
- Listen to and follow instructions from coaches
- Play safely and with care
- Look after equipment and facilities
- Avoid the use of bad language, physical violence and poor behaviour
If you, or anyone accompanying you, display inappropriate behaviour towards staff, players or other parents / carers / players, we reserve the right to remove your child from the session or from all future OTB Coaching sessions.
BEHAVIOUR SUPPORT PATHWAY
Our Pathway to manage inappropriate or disruptive behaviour is set out below. We reserve the right to implement this at our discretion, where we feel it necessary.
Stage 1 – Player Reminder
If a player displays behaviour that goes against our expectations, a member of staff will issue a verbal reminder of our Code of Conduct to the player. This is a chance for the child to reflect, make a positive change, and continue with their session.
Stage 2 – Parent Communication
If the behaviour continues or is more serious in nature, we will contact the parent/guardian to explain the situation. This is intended to work in partnership with the family to help the child understand the impact of their actions and improve going forward.
Please be aware that, depending on the nature of the behaviour, this may include being asked to leave the session early if the coach deems it necessary. No refund will be made for lost session time.
Stage 3 – Behaviour Monitoring Period
Should the issues continue after parental communication, the player will enter a behaviour monitoring period. During this time, their conduct will be observed closely across all sessions. Parents will be informed that this is a final opportunity for the player to demonstrate positive engagement and follow our expectations.
Please be aware that, depending on the nature of the behaviour, this may include being asked to leave the session early if the coach deems it necessary. No refund will be made for lost session time.
Stage 4 – Cooling-Off Period
If behaviour does not improve during the monitoring period, the player will be asked to take a three-month break from all OTB Coaching sessions, events and programmes. This cooling-off period is designed to give time and space for reflection. No bookings or participation will be permitted during this time.
Stage 5 – Return with Conditions
After the three-month break, the player may be welcomed back to OTB Coaching under a four-week observation period. If any further incidents occur during this time, we reserve the right to remove the player from all OTB Coaching programmes permanently and with immediate effect.
In such cases, no refunds will be issued in respect of payments already made.
Further Information
- Behaviour includes conduct both on and off the pitch, and applies to both players and parents/carers in relation to their behaviour towards OTB Coaching staff and participants
- Unacceptable behaviour includes, but is not limited to, bullying, physical aggression, repeated disruption, verbal abuse, disrespect towards staff or other children, or any actions that go against the values and ethos of OTB Coaching
- We believe all players deserve clear boundaries, fair opportunities to improve, and consistent support throughout
- OTB Coaching reserves the right to bypass the above stages and remove a player permanently and with immediate effect if we deem the behaviour to be wholly unacceptable. No refunds will be issued in such cases
MEDICAL CONDITIONS AND SPECIAL REQUIREMENTS
You must complete a medical information form when registering your player for any of our sessions. It is essential that we are made aware of any medical conditions, allergies or specific needs to ensure the safety and wellbeing of all participants.
You acknowledge that it is your responsibility to make OTB Coaching aware of any such information and to update us with any changes.
By signing up for any OTB session, you confirm your understanding of the nature of our coaching activities and give permission for your child to take part. You also certify that your player is medically and physically capable of participating in the sessions. Neither OTB Coaching nor our staff accept any liability for injuries sustained during participation, except where required by law.
In the event of any player needing first aid assistance whilst attending an OTB Coaching session, our first aid trained coaches will provide any relevant treatment they deem necessary to help the player.
By registering your player for a session, you give permission for our first aiders to treat your child if needed, including any referral to a doctor and admission to hospital considered to be necessary.
For sessions where a parent or guardian is not required to be in attendance, you must ensure that contact details are up to date and that we are able to reach you during the session, either in the case of an emergency or for other reasons. If you will not be contactable for the entire duration of the session, it is your responsibility to provide us with alternative contact details for someone who will be available and who you confirm we can liaise with in these circumstances.
If you book a birthday party with us, you are responsible for ensuring we are aware of any medical needs or special requirements for all children attending.
SAFEGUARDING POLICY
OTB Coaching acknowledges its responsibility to safeguard the welfare of every child and young person involved in its classes and is committed to working to provide a safe environment for them.
A child or young person is anyone under the age of 18 engaged in any OTB Coaching activity, including those working or volunteering for us.
Policy Aims
The aim of our Safeguarding Policy is to promote good practice with regard to:
- Providing children and young people with appropriate safety and protection whilst in the care of OTB Coaching
- Allowing our employees and volunteers to make informed and confident decisions relating to child protection issues
Key Principles
The key principles of the OTB Coaching’s Safeguarding Policy are:
- the child’s welfare is, and must always be, the paramount consideration
- all children and young people have a right to be protected from abuse regardless of their age, gender, disability, race, sexual orientation, faith or belief
- all suspicions and allegations of abuse will be taken seriously and responded to swiftly and appropriately
- working in partnership with other organisations, children and young people and their parents/carers is essential
We acknowledge that every child or young person who participates in football should be able to do so in an enjoyable and safe environment and be protected from poor practice and abuse and we recognise that this is the responsibility of every adult working or volunteering for OTB Coaching.
To view our full safeguarding policy click here.
LIMITATION OF LIABILITY
OTB Coaching takes all reasonable care in delivering its services, but neither we nor any of our staff accept any liability for any injury, loss, damage or expense arising from participation in our sessions, Camps or events, except where required by law.
Participation is at your own risk and it is your responsibility to ensure that the participant is fit and able to take part. By booking, you confirm your understanding that physical activity may carry a risk of injury, for which we are not liable, except where required by law.
You should ensure that your child wears suitable clothing and footwear to sessions, has any appropriate safety equipment, such as shin pads, and has adequate drinks and weather protection available to them.
OTB Coaching does not accept liability for any loss, theft or damage to personal property brought to sessions.
EQUIPMENT USE
We reserve the right to charge you for the repair or replacement of equipment that is damaged as a result of careless or deliberate actions of you or your child. This does not apply to reasonable wear and tear or accidental damage occurring during normal use.
YOUR DATA AND PRIVACY
When you make a booking with us, your personal information is collected and processed through our online platform, JoinIn, which is operated by LoveAdmin.
JoinIn collect payments via trusted payment providers who are compliant with payment card industry data security standards (PCI DSS).
These services have their own privacy and data protection policies and we recommend you review these when making a booking.
We access the information only to manage bookings, communicate with you and deliver our services. We will not share your data with third parties (other than on sale or transfer of the business, as outlined below) without your consent, except where required by law. We take all reasonable steps to ensure your information is stored securely and used in accordance with data protection laws.
In the event that we sell or transfer all or part of OTB Coaching in the future, customer information, including personal data, may be disclosed to and transferred to the new owners or operators of the business as part of the transaction. However, we will not pass on or transfer sensitive information such as bank details, payment information or medical data, unless it is essential to the continued provision of services and appropriate safeguards are in place. Any transfer of data will be carried out in accordance with applicable data protection laws.
By using our services, you agree to the collection and use of your data as outlined above.
PHOTOGRAPHY AND VIDEOGRAPHY
We may take photos or videos during sessions, Camps or events to use for marketing and training purposes, including on our website, social media, promotional literature and any press related content. If you would prefer your child not to appear in marketing photography or videography, please inform us and confirm this in an email.
We reserve the right to amend these Terms and Conditions at any time. Where appropriate, we will notify you of any significant changes
Last updated 27 June 2025