Terms & Conditions – Box to Box Academy (UK)

Effective Date: 01/08/2024
Last Updated: 29/09/2025

These Terms & Conditions (“Terms”) govern all bookings, payments and participation in activities delivered by Box to Box Academy (“we/us/our”). By booking, paying for or attending any session, you (“you/parent/guardian”) agree to these Terms on behalf of your child (“player”).

If anything is unclear, contact us: Admin@boxtoboxacademy.co.uk or 07828050693.

1) Definitions

  • Activity – any training, camp, match, trial, 1-to-1, event or tour we operate.
  • Membership – a recurring, paid plan entitling a player to attend specified Activities.
  • Distance Contract – a booking made online, by phone or email (not face-to-face).
  • Force Majeure – events outside our reasonable control (e.g., extreme weather, venue closures, strikes, public health restrictions, power failure).

2) Eligibility & Registration

2.1 Age bands – Players must be within the age band stated for the Activity (we may request proof of DOB).
2.2 Player record – You must complete our online enrolment form truthfully, including medical info, emergency contacts and consents. Keep this updated.
2.3 Waiting list – If a session is full, we may keep a waiting list. Places are offered first-come first-served.
2.4 Trials – Free/discounted trials are limited to one per child unless we agree otherwise.

3) Bookings, Memberships & Fees

3.1 How to book – Via our website/app or in writing through our admin team. Bookings are confirmed only once payment is received and you get a confirmation email.
3.2 Membership billing – Recurs monthly in advance on your billing date. Your place is reserved only while payments are up to date.
3.3 Price changes – We may change prices with at least 30 days’ notice. You can cancel before the change takes effect.
3.4 Payment methods – Card and/or Direct Debit (via our provider). If a DD fails, we may re-attempt collection.
3.5 Late or missed payments – We may: (a) suspend attendance; (b) charge a reasonable admin fee for arrears handling; and/or (c) release the place.
3.6 One-off events – Camps, tournaments or extra fixtures are priced separately and due at booking.
3.7 Discounts – Sibling or concession discounts (if offered) apply only while eligibility continues and cannot be combined unless stated.

4) Cancellations & Refunds

4.1 Your cancellations

  • Monthly Memberships – You may cancel any time, effective at the end of your current paid month. To avoid another charge, give at least 14 days’ notice before your renewal date (email required).
  • One-off events – Cancellations 14+ days before the event: full credit or refund (your choice). 7–13 days: 50% credit. 0–6 days/no-show: no refund/credit (we’ve already hired staff/facilities).
  • Illness/injury – Where you notify us before the session and provide a GP/physio note for >3 consecutive weeks absence, we’ll credit pro-rata future sessions.

4.2 Our cancellations

  • Weather/venue/coach absence – We will (in order):
    1. Run a safe alternative (indoor/adjusted); or
    2. Reschedule; or
    3. Credit your account for a future session.
  • Full refunds are given only where we cancel an event entirely and cannot offer a reasonable alternative.

4.3 Distance-selling “cooling-off” (online/phone bookings)

  • For Distance Contracts, you normally have a 14-day cooling-off period to cancel for any reason.
  • If you ask us to start services within that 14-day period, you agree that your right to a full refund is reduced. We may deduct a pro-rata amount for services already provided and any unavoidable venue/third-party costs. Legislation.gov.uk+1

4.4 Chargebacks

  • If you dispute a legitimate charge with your card provider instead of using our refund process, we may suspend attendance while it’s investigated and charge a reasonable admin fee if the dispute is unsuccessful.

5) Attendance, Drop-off & Collection

5.1 Arrival – Please arrive on time; late arrivals disrupt safeguarding ratios and the session plan.
5.2 Under-8s – A responsible adult must remain on site (or within immediate vicinity) unless we confirm otherwise in writing.
5.3 Over-8s – You may drop off/pick up; ensure we have correct collection details.
5.4 Late collection – We may charge a reasonable fee per 15 minutes to cover staff time if you are late without notice.
5.5 Authorised pickup – We will only release a child to the named adult(s) on your record unless you tell us otherwise in writing.

6) Player Kit, Safety & Equipment

6.1 Mandatory – Shin pads, appropriate footwear (moulded/blades as required by the venue—no metal studs on most 3G), weather-appropriate clothing and a full water bottle.
6.2 Jewellery – Must be removed or taped. No watches during contact sessions.
6.3 Medical items – Inhalers/EpiPens must be brought and labelled. Tell the lead coach where they are.
6.4 Valuables – Bring at your own risk. We accept no responsibility for loss/theft (see Liability).

7) Health, Medical & First Aid

7.1 Medical disclosure – You must disclose relevant medical, allergy or additional-needs information on enrolment and update us if anything changes.
7.2 First aid – Our coaches are trained in emergency first aid. We may provide first aid and call emergency services when reasonably required.
7.3 Medication – Staff do not administer medication beyond emergency, life-saving interventions (e.g., assisting with inhaler/EpiPen) unless we agree a care plan in advance.
7.4 Public health – Follow NHS/government guidance (e.g., on infectious illness). Do not attend if symptomatic or unwell.

8) Behaviour & Respect

8.1 We adopt the FA Respect principles for players, parents and coaches. Abuse, aggression, discriminatory or disruptive behaviour is not tolerated. Breaches may result in warnings, suspension or removal without refund where serious. www.thefa.com+1
8.2 Bullying & harassment – Zero tolerance on and off the pitch (including WhatsApp/socials associated with our Activities).
8.3 Parents/spectators – Stay behind barriers/lines, let coaches coach, and support all players.
8.4 Sanctions – We may issue: verbal reminder → formal warning → temporary suspension → permanent removal (without refund for serious/ongoing breaches).

9) Safeguarding, Photography & Communications

9.1 Safeguarding – We follow FA safeguarding guidance. All regular coaches hold DBS and safeguarding training. Report concerns promptly to our Welfare Officer: [Craig Brown • Admin@boxtoboxacademy.co.uk • 07828050693].
9.2 Photography/video

  • We operate an opt-in consent system for promotional imagery of under-18s. If you do not consent, we’ll use a wristband/list and take reasonable steps to avoid close-ups where the child is identifiable.
  • No filming in changing rooms/toilets.
  • We aim to focus on activity, not personal details (e.g., avoid full names with images).
  • Separate video-analysis consent may apply for coaching purposes; we’ll store and share securely. www.thefa.com+2NSPCC Learning+2
    9.3 Direct messaging – Coaches do not privately message players. Communications are through parents/guardians or approved group channels.
    9.4 Social media – We may share academy news/highlights in line with your consents. You agree not to post content that identifies other children without their parents’ permission.

10) Equality, Diversity & Inclusion

10.1 We welcome participants regardless of sex, race, disability, religion/belief, sexual orientation or gender reassignment and make reasonable adjustments where possible.
10.2 We comply with UK equality law and do not tolerate discrimination by players, parents or staff. GOV.UK+1

11) Venues, Weather & Force Majeure

11.1 Venues – We may change venues/playing surfaces on reasonable notice (e.g., 3G/grass/hall).
11.2 Weather – We train in typical UK weather. We may modify or pause for safety (e.g., lightning, ice, extreme heat).
11.3 Force Majeure – If events beyond our control prevent delivery, we will reschedule or credit; we’re not liable for consequential losses (e.g., travel).

12) Liability

12.1 Inherent risk – Football is physical; minor injuries can occur. We use qualified staff, risk assessments, and reasonable care.
12.2 Exclusions – Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence, fraud or any liability that cannot be excluded by law.
12.3 Belongings – We are not responsible for loss/damage to personal property brought to Activities unless caused by our negligence.
12.4 Indirect loss – We are not liable for indirect or consequential loss (e.g., travel costs) arising from cancellations or changes we make acting reasonably.

13) Data Protection (UK GDPR)

13.1 Controller – Box to Box Academy is the data controller.
13.2 What we process – Player/parent contact details, medical info (for safety), attendance, payments, consents, and media preferences.
13.3 Lawful bases – Primarily contract (to deliver Activities) and legitimate interests (e.g., safeguarding, operations). Where required, we rely on consent (e.g., marketing, promotional images).
13.4 Children’s data – We use clear language in notices and respect children’s rights. Parental involvement and consent are central for under-13s in online services. ICO+2ICO+2
13.5 Retention – We retain data only as long as necessary for delivery, safeguarding, and legal/accounting obligations (typically up to 6 years for finance records).
13.6 Your rights – Access, rectification, erasure, restriction, objection and portability. Contact [DPO/privacy email].
13.7 Privacy Policy – See our full Privacy Policy for details of processors, transfers and security.

14) Lost Property

14.1 We keep found items for 28 days then donate/dispose. Mark kit clearly with your child’s name.

15) Tournaments, Fixtures & Off-site Events

15.1 Transport – Unless stated, parents provide transport and supervision to/from off-site events.
15.2 Third-party costs – Once we’ve paid entry/venue fees on your behalf, these are non-refundable if you withdraw.
15.3 Codes of conduct – Match day behaviour must follow FA guidance (players & spectators).

16) Coaching Delivery

16.1 We may adapt sessions for safety, numbers, weather, age and ability.
16.2 We aim for consistent staffing; however, specific coach assignment is not guaranteed.
16.3 We reserve the right to move players between groups to support learning, safety and ratios.

17) Complaints & Escalation

17.1 Please raise concerns promptly with the lead coach or email [contact].
17.2 We’ll acknowledge within 5 working days and aim to respond fully within 15 working days.
17.3 Safeguarding concerns should be directed urgently to the Welfare Officer and, where appropriate, Birmhingham FA or statutory services.

18) Fair Terms & Changes

18.1 We try to write fair, transparent terms and avoid surprises. If a term is found unfair or unenforceable, the rest remain in effect. GOV.UK+1
18.2 We can update these Terms for legal, safety or operational reasons. We’ll notify you of significant changes by email/website. Continued attendance after notice means you accept the update.

19) Contact Details

  • General enquiries: [email] • [phone]
  • Safeguarding/Welfare: [name • email • phone]
  • Postal address: [Registered/Correspondence Address]

20) Governing Law

These Terms are governed by the laws of England & Wales, and disputes are subject to the exclusive jurisdiction of the English courts.

Schedules

Schedule A – Cancellation & Credit Matrix

Scenario

What we do

We cancel a session (weather/venue)

Safe alternative → reschedule → credit if neither possible

You cancel a monthly membership

Stops at end of paid month (give 14 days’ notice pre-renewal)

You cancel a one-off event

14+ days: refund/credit • 7–13 days: 50% credit • 0–6 days/no-show: no refund

Long-term injury/illness (3+ weeks with note)

Pro-rata credit for future sessions

Distance Contract within 14 days

You can cancel; we may deduct pro-rata for services used if you asked us to start early

 

Schedule B – Photography & Video Rules

  • We use opt-in consent for promotional images of U18s.
  • No filming/photography in changing areas.
  • We avoid pairing full names with images.
  • Coaches may use video analysis with separate consent; storage is secure and time-limited.
  • Parents: please do not publicly post images that clearly identify other children without their parents’ permission. www.thefa.com+1

Schedule C – Medical & Additional Needs

  • Share care plans in writing before attendance.
  • Bring required inhalers/EpiPens each session.
  • Tell the lead coach where emergency meds are stored.
  • We’ll agree reasonable adjustments where safely possible.

Schedule D – Code of Conduct

  • Players: try your best, respect teammates, opponents and officials; listen to coaches; play fair.
  • Parents: let coaches coach; applaud effort from both teams; no abuse of officials or staff; follow venue rules.
  • Breaches: warning → suspension → removal (serious cases may skip steps). www.thefa.com

Schedule E – Model Cancellation Form

To: Box to Box Academy, [email]
I/We hereby give notice that I/We cancel my/our contract for the following service:
Ordered on [date] / Name of consumer(s) / Address / Signature(s) / Date.

Legal references

  • Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 – cooling-off rules for distance/off-premises services. Legislation.gov.uk
  • Citizens Advice guidance on cancelling a service (plain-English overview). Citizens Advice
  • Consumer Rights Act 2015 / CMA guidance – fair, transparent terms. GOV.UK+1
  • UK GDPR / ICO guidance – children’s data, age-appropriate transparency, online consent. ICO+2ICO+2
  • FA Respect & safeguarding downloads – codes of conduct and image guidance. www.thefa.com+1
  • NSPCC/CPSU photography guidance – safe image use in sport. NSPCC Learning+1
  • Equality Act 2010 guidance – inclusion and anti-discrimination. GOV.UK