Terms and Conditions
At the point of booking any product or service with Evolution Tennis, it is accepted you are in full agreement with these terms and conditions. No addition or variation to the Terms and Conditions will be binding unless agreed in writing by Evolution Tennis. These Terms constitute the entire agreement between the parties hereto and supersede all prior agreements and understandings between the parties. It is agreed that no statement, promise or inducement whether written or oral, alleged to have been made by either party, and which is not contained herein, shall be binding or form part of this agreement. Without prejudice Evolution Tennis reserve the right to modify, cancel or append to these Terms and Conditions without notice.
You are required to pay in advance for the full term of coaching, or holiday camp, prior to your first session. Your place is not confirmed or secure until full payment has been received.
New players need to contact Evolution Tennis before booking weekly term time coaching to confirm which class is best for you. If you are new to Evolution Tennis please DO NOT book onto a class without confirmation the class is the correct one for you, and there is a space available. In the event you book a class which is not available (spaces are offered to existing players first) or is the wrong level, Evolution Tennis will try to find you an alternative class and transfer the booking. However, if you need to be added to a waiting list a refund will be made less the booking fee.
Term Time Coaching: Those in already enrolled in coaching will automatically be offered a place the following term. These places need to be confirmed with a booking three weeks before start of term otherwise the place may be offered to those on the waiting list. New players, please contact Evolution Tennis before booking to find the best class for you. Holiday Camps: Places are booked on a first come first served basis. Full camps are offered first, and if there are spaces in last week, one day bookings will be opened up. Waiting List: Evolution Tennis will do all they can to find you a suitable place, but this cannot be guaranteed.
Refunds & Cancellations
If term time weekly lessons are cancelled by Evolution Tennis, for any reason, you will be offered a rain make up lesson at the end of term to offset the missed lesson, or if Evolution Tennis are not able to fulfil this additional lesson, you will receive a discount coupon to apply to your online booking the following full term. This credit cannot be transferred to a different player or product, and is only valid against a full term of coaching the immediate term after. You will be credited for a maximum of two lessons in the form of a rain make-up lesson and/or coupon. Where a rain make-up lesson is scheduled as part of term planning this will replace a credit. A credit will not be issued instead of the rain make-up lesson if the lesson runs. Evolution Tennis reserves the right to cancel sessions for any reason. Only Evolution Tennis can decide is a lesson is cancelled. There will be no credit issued for non attendance if the lesson goes ahead. Holiday Camps: If you need to cancel a holiday camp booking less than 14 days before start of camp Evolution Tennis will do all they can to fill your place, however cannot guarantee a refund if the place is not filled. Where a refund is made, the booking fee will be deducted.
First Aid Qualified coaches are in attendance at all classes and camps. It is the responsibility of the parent/guardian to provide up to date medical and allergy information at point of booking. If these details change after the booking it is the responsibility of the parent/guardian to inform Evolution Tennis in writing of any changes. If you do not provide any medical details it is our assumption you/your child is in good health with no allergies. It is your responsibility to ensure all necessary information is provided prior to weekly lesson or camp. Evolution Tennis do not accept responsibility for loss or damage arising from errors or omissions on the medical and allergy section of registration, whether completed by you or by another person in charge of your child at the time of completion. Evolution Tennis do not accept liability for death or personal injury to any child attending Evolution Tennis lessons or Camps, or any activity related to Evolution Tennis, organised by us or otherwise, unless such injury shall be caused by gross negligence of any member of our team on our part.
Evolution Tennis has put in place preventative measures to reduce the spread of COVID-19; however, Evolution Tennis cannot guarantee that you or your child(ren) will not become infected with COVID-19. Further, attending Evolution Tennis Classes and Camps could increase your risk and your child(ren)’s risk of contracting COVID-19. By booking, and thereby accepting these terms and agreements you acknowledge the contagious nature of COVID-19 and voluntarily assume the risk that you or your child(ren) may be exposed or infected by COVID-19 by attending Evolution Tennis sessions and that such exposure or infection may result in personal injury, illness, permanent disability, and death. You understand and accept that the risk of becoming exposed to or infected by COVID-19 at Evolution Tennis sessions may result from the actions, omissions, or negligence of you or your children, and others, including, but not limited to, Evolution Tennis coaches, volunteers, and program participants and their families. You voluntarily agree to assume all of the foregoing risks and accept sole responsibility for any injury to you or your child(ren), but not limited to, personal injury, disability, and death), illness, damage, loss, claim, liability, or expense, of any kind, that you or your child(ren) may experience or incur in connection with your or your child(ren)’s attendance at Evolution Tennis sessions. On your behalf and on behalf of you/your child(ren) you hereby release, covenant not to sue, discharge, and hold harmless Evolution Tennis, its coaches and representatives, of and from the Claims, including all liabilities, claims, actions, damages, costs or expenses of any kind arising out of or relating thereto. You understand and agree that this release includes any Claims based on the actions, omissions, or negligence of Evolution Tennis, its coaches and representatives, whether a COVID-19 infection occurs before, during, or after participation in any Evolution Tennis Session.
Players & Client Actions
Should Evolution Tennis consider you or your child(ren) are in breach of any of these Terms and Conditions or any regulations stipulated by Evolution Tennis, we reserve the right to exclude you or your child from any Evolution Tennis activity or part thereof. These actions includes, but are not limited to:
- the behaviour of you or your child is disruptive to classes or sessions
- the behaviour of you or your child puts other players, coaches, or members in danger
- your or your child’s behaviour and/or negligence brings disrepute to the Evolution Tennis products or services, or the coaching team.
In the event you or your child/player is excluded, no monies will be repaid to you.
Evolution Tennis do not accept responsibility for any loss of, or damage to, personal property belonging to you or any child irrespective of whether such possessions might be used by you or the child for the purposes of any Evolution Tennis activity. Evolution Tennis do not accept responsibility for any loss or expense due to circumstances beyond our control, including, but not limited to, delays in public transport, weather, quarantine, sickness, bereavement, strikes or other industrial action, terrorism, fire security alerts and riot.
Tennis Club Membership
All players booked onto weekly group coaching and/or individual coaching at Brenchley & Matfield Tennis Club are required to become a member of the tennis club. Evolution Tennis coaching fees do not include club membership, this is payable by the player, and payment is made directly to the tennis club. Any players who do not register as members will be asked to leave the coaching programme and no refund will be made. Club Membership is not required for holiday camps or tournament entries. Please see tennis club website for membership contacts and details: https://www.brenchleyandmatfieldtennis.co.uk/membership
Evolution Tennis complies with the 1998 Data Protection Act and this policy describes our procedures for ensuring that personal information about clients is processed fairly and lawfully.
What personal date do we hold?
To ensure you/your child’s health and safety, we need to hold personal information about you/him/her. This personal date includes:
- Personal details such as age, address, telephone numbers, and your general medical practitioner.
- Notes of communications we may have had with you about their previous sporting background, for which a record needs to be kept.
- Records of consent for medical care when we are in loco parentis.
- Correspondence with our own coaches relating to your child.
Why do we hold information about you/your child?
We need to keep comprehensive and accurate personal data about our clients in order to provide them with safe and appropriate care. We also need to process personal data about you/your child in order to provide the best coaching we can for you/him/her.
How we process the data
We will process personal data that we hold about you in the following way:
We will retain your information while your child is attending our coaching and for 1 year after they cease to play with us so we can communicate with you fully should you return to coaching.
Security of information
Personal data about you is held in the company’s computer system and is also stored within the back-end administration area of our website. The information is not accessible to the public; only authorised members of staff have access to it. Our computer system has secure audit trails and we back up information routinely.
Disclosure of information
We do not disclose any of your information to anyone outside our team of staff members.
If required by law or a court order, personal data may have to be disclosed to a third party. In all other situations, disclosure that is not covered by this Code of Practice will only occur when we have your specific consent.
Where possible you will be informed of these requests before disclosure.
You have the right of access to the data that we hold about you and to receive a copy. Access may be obtained by making a request in writing. We will provide a copy of the record within 40 days of receipt of the request and fee (where payable) and an explanation of your record should you require it.
If you do not agree
If you do not wish personal data that we hold about you to be disclosed or used in the way that is described in this Code of Practice, please discuss the matter with one of our team. You have the right to object, but this may affect our ability to offer your child a place in one of our clubs.
1. Policy statement
Evolution Tennis is committed to prioritising the well-being of all children and adults at risk, promoting safeguarding at all times, including all programmes and events we run. This Policy strives to minimise risk, deliver a positive tennis experience for everyone and respond appropriately to all safeguarding concerns/disclosures.
2. Use of terminology
Child: a person under the age of eighteen years. Note that some legislation in Scotland defines a child as a person under sixteen years old. However, where there is any safeguarding concern, anyone under the age of 18 is regarded as a child unless advised otherwise by the LTA Safeguarding Team.
Adult at risk of abuse or neglect: a person aged eighteen years or over who is, or may be, in need of community care services by reason of disability, age or illness; and is, or may be, unable to take care of, or unable to protect him or herself against abuse or neglect.
Safeguarding children: protecting children from abuse and neglect, preventing the impairment of children’s health or development, ensuring that they grow up in circumstances consistent with the provision of safe and effective care, and taking action to enable all children to have the best life chances.
Safeguarding adults at risk: protecting adults from abuse and/or neglect. Enabling adults to maintain control over their lives and make informed choices without coercion. Empowering adults at risk, consulting them before taking action, unless someone lacks the capacity to make a decision, or their mental health poses a risk to their own or someone else’s safety, in which case, always acting in his or her best interests.
(See appendix A for full glossary of terms).
This Policy is applicable to all of the Evolution Team, volunteers, coaches and club members. It is in line with national legislation and applicable across the UK. Advice, guidance and support is available from the LTA Safeguarding Team.
4. Responsibility for the implementation of the Safeguarding Policy, Code of Conduct and Reporting Procedure
SAFEGUARDING IS EVERYONE’S RESPONSIBILITY: NOT RESPONDING TO A SAFEGUARDING CONCERN IS NOT AN OPTION.
• Evolution Tennis has overall accountability for this Policy and its implementation
• Evolution Tennis are responsible for updating this Policy in line with legislative developments
• All individuals involved in/present with Evolution Tennis are required to adhere to the Policy and Code of Conduct
• The LTA Safeguarding Team and Tennis Scotland, Tennis Wales and Tennis Foundation Safeguarding Leads can offer support to help proactively safeguard.
Where there is a safeguarding concern/disclosure:
• The individual who is told about, hears, or is made aware of the concern/disclosure is responsible for following the Reporting a Safeguarding Concern Procedure. Unless someone is in immediate danger, they should inform the Welfare Officer, LTA Safeguarding Team or National Safeguarding Lead.
• The Welfare Officer and Safeguarding Leads are responsible for reporting safeguarding concerns to the LTA Safe Safeguarding Team.
• The LTA Safeguarding Team is responsible for assessing all safeguarding concern/disclosures that are reported to them and working with the Welfare Officer and national Safeguarding Leads to follow up as appropriate on a case-by-case basis, prioritising the well-being of the child/ adult at risk at all times. Dependent on the concern/disclosure, a referral may be made to:
- The police in an emergency (999);
- Local Authority Children’s Services: 03000 41 11 11 or email email@example.com
- Local Authority Adult Services: Call 03000 41 61 61 or email firstname.lastname@example.org
- Designated Officer (England only) for concerns/disclosures about a member of Evolution Team, consultant, coach, official or volunteer: Sarah Von Ribbeck 07788678844
- Disclosure and Barring Service (or Disclosure Scotland; Adult Social Work Team or Health and Social Service Department (Channel Islands) for concerns/disclosures about a member of staff, consultant, coach, official or volunteer: DBS Disclosure Service, DBS helpline 03000 200 190
5. Breaches of the Safeguarding Policy, Code of Conduct and Reporting Procedure
Breaches of this Policy and/or failure to comply with the outlined responsibilities may result in the following:
• Disciplinary action leading to possible dismissal and legal action;
• Termination of current and future roles within Evolution Tennis and roles in other organisations, the LTA, Tennis Wales, Tennis Scotland and the Tennis Foundation.
Actions taken by Evolution Team, consultants, volunteers, officials, coaches inside or outside of the organisation that are seen to contradict this Policy may be considered a violation of this Policy.
Where an appeal is lodged in response to a safeguarding decision made by Evolution Tennis, the individual should adhere to the organisation’s appeal procedure.
Safeguarding children and adults at risk requires everyone to be committed to the highest possible standards of openness, integrity and accountability. As an organisation, we are committed to encouraging and maintaining a culture where people feel able to raise a genuine safeguarding concern and are confident that it will be taken seriously.
What is whistle blowing?
In the context of safeguarding, “whistle blowing” is when someone raises a concern about the well-being of a child or an adult at risk. A whistle blower may be:
• a player;
• a volunteer;
• a coach;
• a club committee member;
• an official;
• a parent;
• a member of the public.
How to raise a concern about a child or an adult at risk in at Evolution Tennis
If a child or an adult at risk is in immediate danger or risk of harm, the police should be contacted by calling 999.
Where a child or an adult at risk is not in immediate danger, any concerns about their well-being should be made without delay to the Evolution Tennis Welfare Officer. The Welfare Officer will pass the details of the concern on to the LTA Safeguarding Team at the earliest opportunity and the relevant local authority and the police will be contacted, where appropriate.
If, however, the whistle blower does not feel comfortable raising a concern with the Welfare Officer, the whistle blower should contact the LTA Safeguarding Team directly on 020 8487 7000, the Local Authority Designated Officer (LADO) or the NSPCC on 0808 800 5000.
The Welfare Officer can be contacted on: 07788678844 (Sarah Von Ribbeck)
Information to include when raising a concern
The whistle blower should provide as much information as possible regarding the incident or circumstance which has given rise to the concern, including:
• their name and contact details (unless they wish to remain anonymous);
• names of individuals involved;
• date, time and location of incident/circumstance; and
• whether any witnesses were present.
What happens next?
All concerns raised by a whistle blower about the well-being of a child or an adult at risk will be taken seriously and every effort will be made to deal with each concern fairly, quickly and proportionately.
If the whistle blower does not believe that the concern has been dealt with appropriately and wishes to speak to someone outside of Evolution Tennis or the LTA Safeguarding Team, the NSPCC Whistleblowing advice line should be contacted on 0800 028 0285 or by emailing email@example.com.
Evolution Tennis will not tolerate any harassment, victimisation or unfair treatment of, and will take appropriate action to protect whistle blowers when they raise a concern in good faith.
Codes of Conduct
All of the Evolution Team and volunteers agree to:
• Prioritise the well-being of all children and adults at risk at all times
• Treat all children and adults at risk fairly and with respect
• Be a positive role model. Act with integrity, even when no one is looking
• Help to create a safe and inclusive environment both on and off court
• Not allow any rough or dangerous behaviour, bullying or the use of bad or inappropriate language • Report all allegations of abuse or poor practice to the Welfare Officer
• Not use any sanctions that humiliate or harm a child or adult at risk
• Value and celebrate diversity and make all reasonable efforts to meet individual needs
• Keep clear boundaries between professional and personal life, including on social media
• Have the relevant consent from parents/carers, children and adults before taking or using photos and videos
• Refrain from making physical contact with children or adults unless it is necessary as part of an emergency or congratulatory (e.g. handshake / high five)
• Refrain from smoking and consuming alcohol during club activities or coaching sessions
• Ensure roles and responsibilities are clearly outlined and everyone has the required information and training
• Avoid being alone with a child or adult at risk unless there are exceptional circumstances
• Refrain from transporting children or adults at risk, unless this is required as part of a club activity (e.g. away match) and there is another adult in the vehicle
• Not abuse, neglect, harm or discriminate against anyone; or act in a way that may be interpreted as such
• Not have a relationship with anyone under 18 for whom they are coaching or responsible for
• Not to have a relationship with anyone over 18 whilst continuing to coach or be responsible for them
All children agree to:
• Be friendly, supportive and welcoming to other children and adults
• Play fairly and honestly
• Respect Evolution Team, volunteers and Officials and accept their decisions
• Behave, respect and listen to your coach
• Take care of your equipment and club property
• Respect the rights, dignity and worth of all participants regardless of age, gender, ability, race, culture, religion or sexual identity
• Not use bad, inappropriate or racist language, including on social media
• Not bully, intimidate or harass anyone, including on social media
• Not smoke, drink alcohol or drugs of any kind on club premises or whilst representing the club at competitions or events
• Talk to the Welfare Officer about any concerns or worries they have about themselves or others.
Appendix A: Glossary of Terms
Safeguarding: protecting children from abuse and neglect, preventing the impairment of children’s health or development, ensuring that children are growing up in circumstances consistent with the provision of safe and effective care, and taking action to enable all children to have the best life chances. Enabling adults at risk to achieve the outcomes that matter to them in their life; protecting their right to live in safety, free from abuse and neglect. Empowering and supporting them to make choices, stay safe and raise any concerns. Beginning with the assumption that an individual is best-placed to make decisions about their own wellbeing, taking proportional action on their behalf only if someone lacks the capacity to make a decision, they are exposed to a life-threatening risk, someone else may be at risk of harm, or a criminal offence has been committed or is likely to be committed.
Abuse and neglect
Physical abuse: A form of abuse which may involve hitting, shaking, throwing, poisoning, burning or scalding, drowning, suffocating or otherwise causing physical harm to a child or adult at risk. Physical harm may also be caused when a parent or carer fabricates the symptoms of, or deliberately induces illness
Sexual abuse: Involves forcing or enticing a child or young person to take part in abuse sexual activities, not necessarily involving a high level of violence, whether or not the child is aware of what is happening. The activities may involve physical contact, including assault by penetration (for example, rape or oral sex) or non-penetrative acts such as masturbation, kissing, rubbing and touching outside of clothing. They may also include non-contact activities, such as involving children in looking at, or in the production of, sexual images, watching sexual activities, encouraging children to behave in sexually inappropriate ways, or grooming a child in preparation for abuse (including via the internet). Sexual abuse is not solely perpetrated by adult males. Women can also commit acts of sexual abuse, as can other children
Emotional abuse: The persistent emotional maltreatment of a child or adult at risk such as to cause severe and persistent adverse effects on their emotional development. It may involve conveying to a child/ adult at risk that they are worthless or unloved, inadequate, or valued only insofar as they meet the needs of another person; not giving them opportunities to express their views; deliberately silencing them or ‘making fun’ of what they say or how they communicate. It may feature age or developmentally inappropriate expectations being imposed, including interactions that are beyond a child or adult at risk’s developmental capability, as well as overprotection and limitation of exploration and learning, or preventing them participating in normal social interaction. It may involve seeing or hearing the ill-treatment of another. It may involve serious bullying (including cyber bullying), causing a child or adult at risk to feel frightened or in danger, or the exploitation or corruption of children. Some level of emotional abuse is involved in all types of maltreatment of a child, though it may occur alone. Neglect: The persistent failure to meet a child/ adult at risk’s basic physical and/or psychological needs, likely to result in the serious impairment of their health or development. It may involve a parent or carer failing to:
- provide adequate food, clothing and shelter (including exclusion from home or abandonment);
- protect a child/ adult at risk from physical and emotional harm or danger; o ensure adequate supervision (including the use of inadequate care-givers); or
- ensure access to appropriate medical care or treatment.
It may also include neglect of, or unresponsiveness to, a child’s or adult at risk’s basic emotional needs. Neglect may occur during pregnancy as a result of maternal substance abuse.
Additional examples of abuse and neglect of adults at risk
Financial abuse: having money or property stolen; being defrauded; being put under pressure in relation to money or other property; and having money or other property misused.
Discriminatory abuse: treating someone in a less favourable way and causing them harm, because of their age, gender, sexuality, gender identity, disability, socio-economic status, ethnic origin, religion and any other visible or non-visible difference.
Domestic abuse: includes physical, sexual, psychological or financial abuse by someone who is, or has been a partner or family member. Includes forced marriage, female genital mutilation and honour-based violence (an act of violence based on the belief that the person has brought shame on their family or culture). Domestic abuse does not necessarily involve physical contact or violence. Psychological abuse: including emotional abuse, threats of harm or abandonment, deprivation of contact, humiliation, blaming, controlling, intimidation, coercion, harassment, verbal abuse, isolation or withdrawal from services or supportive networks.
Organisational abuse: where the needs of an individual are not met by an organisation due to a culture of poor practice or abusive behaviour within the organisation.
Self-neglect: behaviour which threatens an adult’s personal health or safety (but not that of others). Includes an adult’s decision to not provide themselves with adequate food, clothing, shelter, personal hygiene, or medication (when indicated), or take appropriate safety precautions
Modern slavery: encompasses slavery, human trafficking, criminal and sexual exploitation, forced labour and domestic servitude. Traffickers and slave masters use whatever means they have at their disposal to coerce, deceive and force individuals into a life of abuse, servitude and inhumane treatment.
• A person who is being abused may experience more than one type of abuse • Harassment, and bullying are also abusive and can be harmful
• Female Genital Mutilation (FGM) is now recognised as a form of physical, sexual and emotional abuse that is practised across the UK
• Child Sexual Exploitation is recognised as a form of sexual abuse in which children are sexually exploited for money, power or status
• Child trafficking is recognised as child abuse where children are often subject to multiple forms of exploitation. Children are recruited, moved or transported to, or within the UK, then exploited, forced to work or sold
• People from all cultures are subject to abuse. It cannot be condoned for religious or cultural reasons
• Abuse can have immediate and long-term impacts on someone’s well-being, including anxiety, depression, substance misuse, eating disorders and self-destructive Conducts, offending and anti-social Conduct
• Those committing abuse are most often adults, both male and female. However, child-to-child abuse also takes place.
Appendix B: What to do if a disclosure from a child or adult at risk is made to you:
Appendix B: What to do if a disclosure from a child or adult at risk is made to you:
1. Reassure the child/adult that s/he is right to report the behaviour
2. Listen carefully and calmly to him/her
3. Keep questions to a minimum – and never ask leading questions
4. Do not promise secrecy. Inform him/her that you must report your conversation to the LTA Safe and Inclusive Tennis Team (and the police in an emergency) because it is in his/her best interest
5. REPORT IT! If someone is in immediate danger call the police (999), otherwise talk to the LTA Safeguarding Team as soon as possible. Once reported, the Safe and Inclusive Tennis Team will work with you to ensure the safety and well-being of the child/ adult at risk
6. Do not permit personal doubt prevent you from reporting the concern/disclosure
7. Make an immediate objective written record of the conversation. Make certain you distinguish between what the person has actually said and the inferences you may have made. Your report should be sent to the LTA Safeguarding Team within 48 hours of the incident, who will store it safely.