TERMS & CONDITIONS

These Terms & Conditions apply to bookings and participation in activities, sessions, programmes, events and other services provided by Bristol Rovers Community Trust (“the Community Trust”, “we”, “us” or “our”). By making a booking or participating in one of our activities, you agree to these Terms & Conditions. Where a participant is under the age of 18, these Terms & Conditions should be accepted by their parent or legal guardian on their behalf.

1. Bookings

Bookings must be made through the booking process provided for the relevant activity.

When making a booking, you must provide accurate and complete information. This may include:

Booking name
Participant name
Parent/guardian name, where applicable
Contact details
Relevant medical or allergy information
Accessibility or additional support requirements
Any other information requested as part of the booking process

You are responsible for ensuring that the information provided is accurate and kept up to date.

A booking is only confirmed once the required booking process has been completed and, where applicable, payment has been received.

2. Payments

Where an activity has a booking fee, payment must be made through the payment method provided during the booking process. All prices and fees will be clearly communicated at the point of booking.

Please ensure that you retain your booking confirmation and any relevant payment information.

3. Cancellations and Refunds

If you are unable to attend a session or activity, please contact us as soon as possible.

Refund requests should be made by contacting: info@bristolroverscommunity.org.uk

To help us process your request, please provide as much information as possible, including:

Booking name
Participant name
Parent/guardian name, where applicable
Name of the session, programme or activity
Date of the session
Booking/reference number, if available
Reason for requesting a refund
Any other relevant information

Refund requests will be considered in accordance with our Refund Policy. Submitting a refund request does not automatically guarantee that a refund will be issued.

4. Changes or Cancellation by Bristol Rovers Community Trust

We reserve the right to amend, postpone or cancel a session, programme or activity where circumstances require us to do so. This may include circumstances such as: Venue availability, Severe or unsafe weather conditions, Staffing or operational issues, Health and safety concerns, Circumstances beyond our reasonable control.

Where we need to cancel or significantly change an activity, we will make reasonable efforts to notify participants or the booking contact using the contact details provided at the time of booking.

Where appropriate, we may offer an alternative date, session or refund.

5. Attendance

Participants should arrive at the time and location specified in their booking confirmation. Late arrival may affect a participant's ability to take part in the activity. Where a participant is under 18, parents or guardians are responsible for ensuring that appropriate arrangements are made for drop-off and collection where required by the activity. Specific drop-off and collection arrangements may vary between programmes and will be communicated to parents or guardians where applicable.4

6. Participant Behaviour

We expect all participants, parents, guardians and visitors to behave respectfully towards Community Trust staff, coaches, volunteers, other participants and members of the public. Bullying, discrimination, threatening behaviour, abusive language or behaviour that places others at risk will not be tolerated. We reserve the right to remove a participant from an activity where their behaviour presents a risk to themselves or others or significantly disrupts the activity. In serious circumstances, we may refuse future participation in Community Trust activities.

7. Health, Medical and Additional Needs

Parents, guardians and participants are responsible for providing accurate information about any medical conditions, allergies, medication, disabilities, additional needs or other circumstances that may affect participation.

This information should be provided during the booking process or communicated to us before the activity takes place.

While we will make reasonable efforts to support participants, we must be provided with sufficient information to enable us to plan appropriate support and manage activities safely.

8. Safeguarding

The safety and welfare of participants is a priority for Bristol Rovers Community Trust. We follow appropriate safeguarding procedures and expect all participants, parents, guardians, staff and volunteers to comply with relevant safeguarding requirements. Where a safeguarding or welfare concern arises, we may take appropriate action to protect a participant or another individual.

This may include sharing relevant information with parents/guardians, safeguarding organisations, the police or another statutory authority where necessary and appropriate.

Further information about how we handle personal information can be found in our Privacy Policy.

9. Photography, Video and Media Consent

Photography and video recording may take place during Community Trust activities, sessions, events and programmes.

By providing consent through the booking or registration process, I consent to Bristol Rovers, Bristol Rovers Community Trust and their partners using photographs and/or video recordings, including images of me, both internally and externally.

These images and recordings may be used in a range of print and digital media formats, including but not limited to:

Printed publications
Websites
E-marketing
Posters and banners
Advertising
Film and video
Social media
Teaching and educational materials
Research
Reports and other Community Trust communications

I understand that images published on websites and digital platforms can be viewed throughout the world and not just within the United Kingdom. I also understand that some overseas countries may not provide the same level of protection for individual rights as UK or EU data protection legislation.

I understand that some photographs and recordings may be retained permanently once they have been published and may be kept as part of the Bristol Rovers Community Trust archive.

I confirm that I have read and understand these conditions and consent to my images and recordings being used as described above.

Where the participant is under 18, consent must be provided by their parent or legal guardian.

If you do not wish to provide consent for photography or media use, please contact us using the details below.

10. Contact Regarding Photography and Media Consent

If you have any questions relating to photography, video recording, media consent or the way we plan to use your information or images, please contact: info@bristolroverscommunity.org.uk

11. Personal Information

Personal information provided as part of the booking process will be used to manage bookings, communicate with participants and parents/guardians, deliver our activities and meet our safeguarding and operational responsibilities.

Booking information is stored and managed through our booking system, Abler. Where you have opted in to receive communications, relevant contact information may also be added to our mailing list. We do not sell, rent or share personal information with external third parties or partners for their own purposes.

Information may only be shared in exceptional circumstances where this is necessary, such as safeguarding concerns, risks to someone's safety, suspected criminal activity or where we are legally required to provide information to the police or another statutory authority. Please see our Privacy Policy for full information about how personal data is collected, used and protected.

12. Personal Belongings

Participants should avoid bringing valuable or unnecessary personal belongings to activities.

Bristol Rovers Community Trust cannot accept responsibility for personal belongings that are lost, stolen or damaged during an activity, except where liability cannot legally be excluded.

13. Health and Safety

Participants must follow reasonable instructions given by Community Trust staff, coaches and volunteers. This includes following venue rules, health and safety instructions and any guidance relating to the specific activity.

Participants may be prevented from taking part where staff reasonably believe that participation would present a risk to the participant or others.

14. Liability

We take reasonable steps to ensure that our activities are delivered safely and appropriately.

However, to the extent permitted by law, Bristol Rovers Community Trust cannot accept responsibility for loss, damage, injury or expense arising from participation in an activity where such loss, damage, injury or expense could not reasonably have been anticipated or where it results from circumstances outside our reasonable control.

Nothing in these Terms & Conditions excludes or limits any liability that cannot legally be excluded or limited, including liability for death or personal injury caused by negligence or for fraud.

15. Activities and Programme Information

Information about individual sessions, programmes and activities, including dates, times, locations, age requirements and eligibility criteria, will be provided on the relevant activity page or during the booking process.

Please check the information provided before completing your booking. We reserve the right to update programme information where necessary.

16. Acceptance of These Terms

By completing a booking or registering for an activity, you confirm that:

You have read and understood these Terms & Conditions
The information you have provided is accurate
You agree to comply with the requirements outlined above
Where applicable, you are authorised to provide consent on behalf of the participant
You understand the arrangements relating to photography, video and media consent where you have provided consent

17. Changes to These Terms & Conditions

We may update these Terms & Conditions from time to time to reflect changes to our activities, services, booking processes or legal requirements. The most recent version will be published on our website.

18. Contact Us

If you have any questions about these Terms & Conditions, a booking, an activity or any of the policies referred to above, please contact: info@bristolroverscommunity.org.uk