Terms and Code of Conduct

Contents

Joining the club

1 Who this agreement is with

Regent’s Park FC is operated by Regents Park Community Sports CIC, Community Interest Company registered in England and Wales, company number 06617315. Our registered office is 249 Cranbrook Road, Ilford, England, IG1 4TG. In this agreement, “we” means that company and “you” means the parent or legal guardian making the booking. Contact us at admin@regentsparkfc.com.

The Footballers’ School describes our coaching approach. It does not change who provides your booked activity or who is responsible for it. Your agreement starts when we accept your booking and send confirmation. We will supply these terms in a form you can keep.

2 Your place and your fees

Before you book, we will explain the programme, dates, location, total fees, payment schedule and what is included. Any compulsory membership or kit charge will be clear. Optional extras need your agreement. Trial sessions are free when no trial fee is shown; if a fee applies, it is shown before you book and charged at that amount.

Please pay by the dates shown in your confirmation. If we agree instalments, they spread the cost of the booked programme; they do not turn it into a monthly subscription. We will not automatically renew a fixed-term booking or add paid sessions without your agreement.

If money is a concern, speak to us early. We can discuss available support and payment options. If a payment is overdue, we will explain the balance and give reasonable notice and an opportunity to resolve it before suspending participation. We will investigate disputed charges fairly.

3 Sessions and team football

Bookings are for the dates shown, normally in consecutive weeks during the programme. Missing a session does not automatically move that session to another week. Please let us know about absences so coaches can plan.

Coaches may change, and we may make reasonable minor adjustments to keep the programme running. We will communicate changes promptly. If we make a significant change to the time, venue or service that means you cannot reasonably use the affected sessions, you may cancel those sessions for a proportionate refund.

Match selection depends on development, safety, attendance, effort, team balance and competition rules. Booking training does not guarantee every fixture, a particular position or equal minutes in each match. Coaches will explain how selection works for your group and discuss concerns respectfully. We cannot guarantee academy selection, a professional pathway or a particular football outcome.

4 Helping us support your child

Please give accurate contact, emergency and relevant medical information, and update it when things change. Tell us about injuries, allergies, medication, disabilities or additional needs that may affect participation. We will discuss appropriate support and reasonable adjustments with you. Decisions about participation will be based on individual circumstances, safety and available support, without unlawful discrimination.

Bookings and changes of plan

5 If your plans change

Contact Admin by email as soon as you need to cancel. We will confirm what happens to your booking and fees in writing.

Our first-session promise: if your child attends the first session of their booked course and you tell us within 24 hours that they will not continue, we will refund that course’s session fees in full. Separately purchased kit is dealt with under the relevant returns terms and your statutory rights.

For other cancellations, any amount we retain must reflect our reasonable net loss from the cancellation, taking account of costs saved and any replacement booking. We will explain the calculation. There is no blanket rule that you lose all remaining fees.

An occasional missed session does not normally qualify for a refund because the place and session remain available. If illness or injury means a longer absence, contact us to discuss the circumstances and possible support, credit or refund. Any legal right to a remedy remains unaffected.

Date-specific leisure bookings may be exempt from the usual online 14-day cooling-off right. We will explain any applicable statutory cancellation right before booking. This does not affect our first-session promise, our cancellation policy or your rights if the service is not provided properly.

6 If we need to change or cancel

We may cancel or stop an activity if conditions are unsafe, a venue becomes unavailable or another serious disruption prevents delivery. We will tell you as soon as reasonably possible using the contact details you supplied. Player safety comes first.

Weather cancellations: football is an outdoor sport. If unsafe weather or a weather-related unplayable pitch prevents a session, our normal policy is that the session is non-refundable. We will let families know as soon as reasonably possible. This policy does not remove any refund or other remedy required by law. If repeated cancellations prevent delivery of a substantial part of the programme, we will review the position fairly, including applicable refund rights.

Other club cancellations: if we cancel for reasons other than weather, we will offer a suitable replacement or a proportionate refund for the session not delivered. You may choose a refund if the replacement is unsuitable. If we end the programme, we will refund the undelivered part, subject to any lawful adjustment for sessions already cancelled under the weather policy. Agreed refunds will be processed within 30 days, or sooner where the law requires. A credit will not be imposed in place of a refund you are entitled to.

We will not increase the price of an existing booking without your agreement. New prices will be shown before future bookings.

Kit and separate activities

Your booking information will explain which kit, membership and event charges are separate from session fees. Purchases remain subject to their own clearly supplied terms and legal rights, including rights relating to faulty or incorrectly supplied items. We will explain the arrangements for tours and other special activities before taking a separate booking.

Looking after our players

7 Care on and off the pitch

We will provide coaching with reasonable care and skill, appropriate supervision and a safe approach to planning activities. We follow applicable FA safeguarding procedures, safer recruitment requirements and health and safety duties. Coaches and volunteers must meet the checks and training requirements of their roles.

Our responsibility for supervision begins when your child is handed over to the designated coach or member of staff for the booked activity. It continues until collection or an agreed authorised departure. Please tell us about a change of collector. Independent arrival or departure must be agreed where appropriate for the child’s age and circumstances.

Parents are responsible before handover and after collection. Please arrive and collect on time and remain contactable. If you are delayed, let us know; we will not knowingly leave a child unsupervised. Staying to watch does not transfer our coaching responsibilities back to you.

Players should arrive with suitable footwear, shin pads where required, appropriate clothing and water. Please do not bring a child whose infectious illness could put others at risk. Tell the coach about any injury or symptom before participation.

Football involves movement, contact, falls and collisions. We take reasonable steps to manage the risks. Taking part does not waive your child’s rights or the club’s duty of care.

If a player is hurt, staff will provide appropriate first aid within their competence, seek urgent help where necessary and contact the parent or emergency contact. Return after significant injury or suspected concussion must follow appropriate medical advice and applicable football protocols.

8 Our insurance arrangements

All Regent’s Park teams, including JPL teams, are registered under the London FA insurance scheme. The current cover period is 1 July 2026 to 30 June 2027. Insurance is subject to the full policies, definitions, conditions, exclusions and claim requirements. Ask us for the current documents.

Public liability provides up to £10 million per occurrence for covered legal liabilities, including qualifying claims involving club negligence. It does not automatically pay compensation for every football injury. The specific player-to-player extension provides up to £250,000 for approved defence costs, subject to its conditions; it does not itself promise injury compensation.

Silver personal accident provides specified benefits for qualifying accidental injuries to insured players and officials recorded on the team register before participation. Its scope includes official amateur club events, training, practice and matches in the UK. Trialists must have the required registration arrangements confirmed before taking part.

Examples include £200 for an arm fracture at or above the wrist or a leg fracture at or above the ankle; emergency dental expenses up to £150; and 50% of receipted physiotherapy costs, capped at £40 per session for six sessions. These examples are subject to the policy and are not the full schedule. A qualifying accident benefit does not require proof of negligence. Silver does not cover every injury or all treatment costs.

Silver’s geographical limit is the UK. Overseas tours, including Gothia, need separate arrangements, which we will explain before booking. Private travel is not automatically covered. Report incidents promptly so we can follow insurer notification requirements; this does not shorten your legal time limits.

Responsibilities and Code of Conduct

9 Fair responsibility when things go wrong

We take responsibility for delivering our service with reasonable care and skill. Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation or anything else that the law does not allow us to exclude or limit. Your statutory rights remain in place.

There is no blanket parental indemnity. Parents are not automatically responsible for costs because their child was involved in a football accident. Any claim for damage or loss needs a proper legal basis and must reflect actual recoverable loss, the circumstances and each party’s responsibility. We will not transfer losses caused by the club onto families through these terms.

We will explain any proposed charge and discuss disputed responsibility before seeking payment. If a league disciplinary charge is attributed to a player or parent, we will provide the relevant rule and actual amount, and an opportunity to raise errors or challenge attribution. Parents will not be charged for a coach’s or the club’s misconduct.

Our insurance limits do not cap our legal responsibility. These terms do not cap a claim at the amount of your fees or impose a 60-day claim deadline. Applicable legal time limits and insurer notification requirements still apply.

10 Respect for players

Every player should be able to take part without bullying, humiliation, abuse or discrimination. We expect players to listen, play fairly, respect officials, care for equipment and support teammates. Players should tell a trusted adult if they feel unsafe or need help. Mistakes are part of learning.

11 Respect from the touchline

Parents and carers help set the tone. Encourage effort and enjoyment, support all players and let coaches coach. Respect opponents and officials, keep comments constructive and enter the pitch only when invited.

Raise coaching or selection questions calmly with the coach or club lead. Do not criticise children publicly or in group chats. Abusive, threatening, aggressive or discriminatory behaviour is unacceptable. Respect other families’ privacy and follow club guidance on photographs and filming.

12 Standards for coaches and staff

Coaches, managers, staff and volunteers must put wellbeing first, arrive prepared, wear appropriate club kit and deliver suitable activities with appropriate supervision. They must treat players fairly, avoid favouritism and respect officials. Feedback should help players learn; it must never humiliate, intimidate or punish them for mistakes.

Staff must follow safeguarding procedures, maintain professional boundaries, keep required checks and training current, communicate clearly and report injuries or concerns promptly. Never ignore a welfare concern or promise secrecy. Selection and support decisions must account for individual needs and be free from discrimination.

Questions and keeping in touch

13 If standards slip

We normally start with a conversation, a clear explanation and support to put things right. Repeated or serious misconduct may lead to a warning, removal from an activity, temporary suspension or, where justified, ending membership. Staff concerns may lead to removal from duties and referral through the appropriate safeguarding or employment procedures.

Immediate restrictions may be necessary to protect people while a serious concern is assessed. Before a lasting disciplinary decision, we will hear relevant accounts, consider the child’s needs and explain the decision and any refund implications. Action should be proportionate. You may ask for a review by someone not involved in the original decision. You do not have to wait for an internal review to report safeguarding concerns externally.

14 Speak to us

For bookings, payments, kit and general questions: admin@regentsparkfc.com. For coaching or team questions, speak to the coach or ask Admin to refer the issue to the relevant lead. If the concern involves that person, ask for a different senior member of the club to review it.

We aim to acknowledge complaints within five working days and provide a substantive response within 15 working days. If we need longer, we will explain why and give an update date. Urgent welfare concerns will be addressed promptly; these targets do not delay safeguarding action or restrict legal rights.

For safeguarding, contact Danielle Houliston, Club Welfare Officer: 07815 930150 or dannihouli@gmail.com. You can also contact London FA directly at Safeguarding@LondonFA.com, including if the concern involves our welfare officer. In an emergency, call 999.

15 Your agreement and your rights

We will explain proposed changes and supply revised terms before future bookings. Material changes will not apply retrospectively without agreement except where necessary for law or immediate safety; we will explain their effect and any cancellation or refund rights. Routine notices and complaints may be sent by email. Formal legal documents remain subject to applicable service rules.

These terms do not remove binding promises protected by consumer law. English law governs the agreement without taking away mandatory consumer protections or rights to use the courts available under applicable law. If a clause cannot lawfully be enforced, the remainder continues only so far as it can fairly operate.

Registration checkbox: “I agree to the Regent’s Park FC terms and Code of Conduct.” We record the accepted version and provide a copy with booking confirmation. Promotional image permission, optional marketing and explicit consent for routine health information are requested separately. Families can read the full terms before accepting.