Terms & Conditions
Contents
1. Code of Conduct ............................................................................................................................. 1
2. Safeguarding ................................................................................................................................... 2
3. Insurance ........................................................................................................................................ 2
4. Incident Reporting ......................................................................................................................... 2
5. Medication ..................................................................................................................................... 3
6. Data ................................................................................................................................................ 3
7. Subscription Payments................................................................................................................... 3
8. Attendance ..................................................................................................................................... 4
9. Play HQ Registration ...................................................................................................................... 4
10. Main Squad Trials ......................................................................................................................... 4
11. Playing Up .................................................................................................................................... 4
12. Half Term Day / Summer Camps ................................................................................................. 5
13. Photography & Filming ................................................................................................................ 5
14. Clothing & Kit ............................................................................................................................... 6
15. Online Shop .................................................................................................................................. 6
16. Refunds ......................................................................................................................................... 6
17. Club Roles ..................................................................................................................................... 7
Appendix: Privacy & GDPR Summary ................................................................................................... 8
1. Code of Conduct
All Players, Coaches, and Spectators are required to comply with the Warwickshire Hawks Code of Conduct. This will be communicated at the start of each season, is available on the club website, and can also be provided upon request.
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Any breaches of the Code of Conduct should be reported to the Club Welfare Officer and will be investigated. Breaches are taken seriously and may result in disciplinary action.
By agreeing to these Terms and Conditions, you confirm that you will adhere to the Warwickshire Hawks Code of Conduct.
2. Safeguarding
All Coaches and Officials over the age of 18 are safeguarding trained, and all Coaches and Officials over the age of 16 hold an Enhanced DBS (Disclosure and Barring Service) Certificate. This enables Warwickshire Hawks to provide a safe, supportive, and responsible environment for all participants.
Parents or Guardians are responsible for all participants under the age of 18 at all times when they are not actively engaged in supervised activities. This includes any instance where a participant leaves the Sports Hall or designated training area during training sessions, games, or camps (including, but not limited to, toilet breaks). Warwickshire Hawks do not provide supervision outside of structured sessions.
Warwickshire Hawks commits to complying with all relevant Basketball England Safeguarding Policies, which can be found on their website.
Any Safeguarding concerns should be reported to the Club Welfare Officer immediately.
3. Insurance
Club Insurance: As part of our Basketball England membership, Warwickshire Hawks is fully insured whilst undertaking activities recognised and authorised by Basketball England. This policy is renewed annually by Basketball England.
Participant Insurance: Additionally, members holding an active PlayHQ registration (“a licensed participant”) are protected by public liability and professional indemnity insurance whenever taking part in activities authorised by Basketball England. A licensed participant also benefits from personal accident insurance, providing a ‘no fault’ benefit in the event of injury whilst taking part in authorised activities. Participation in any session, training, game, or camp, without being a Basketball England licenced participant, is undertaken entirely at the individual’s own risk, and Warwickshire Hawks accepts no responsibility or liability for any injury, loss, or damage arising in such circumstances.
4. Incident Reporting
Warwickshire Hawks is committed to maintaining a safe and supportive environment for all Players, Coaches, Officials, and Spectators.
All incidents, whether involving physical injury or Safeguarding concerns, will be recorded by the relevant Team Coach, with details securely held on file by the Club Welfare Officer. Where required, serious incidents will be reported to Basketball England in line with governing body guidelines.
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While every reasonable care is taken during Club activities, Coaches and Officials cannot accept responsibility for any injury sustained during participation.
Any damage caused to equipment by Hawks players or spectators will be the responsibility of the person who caused the damage, they will be required to cover the full cost of repair or replacement.
5. Medication
All Players must bring their required medication to each training session or game, as noted on the registration form completed when signing up to Warwickshire Hawks. Should there be any change in health mid-season, the Admin Manager must be notified immediately, who will provide the Team Coach with updated records.
Camp consent forms are for camps only and will not be accessible to Team Coaches.
6. Data
Warwickshire Hawks is committed to keeping your data secure. Personal details will only be shared with the Club Head Coach, Admin Manager, Club Welfare Officer, and relevant Team Coach.
For more information, please refer to Appendix: Privacy & GDPR Summary.
7. Subscription Payments
All Players agree to pay their subscription fee (“Subs”) by the due date, which will be communicated before the start of the season, or at the point of joining Warwickshire Hawks if joining mid-season. Season fees will be confirmed at least 7 days prior to the start of the season. Warwickshire Hawks reserves the right to amend subscription fees, providing a minimum of 7 days’ notice before any term’s payment due date.
Subs must be received in the Warwickshire Hawks bank account by 09:00 on the agreed due date (“D”). If payment is not received on time, the following process will apply:
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D - Subs due date
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D + 48 hrs - An overdue reminder will be issued requesting immediate payment
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D + 5 days - A 5 day overdue notice will be sent with request for immediate payment
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D + 10 days - A final request for payment will be sent, and the Player’s place will be deemed at risk
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D + 15 days - Process to revoke a Player’s place will commence, with place offered to Player on waiting list
Where the process to revoke a Player placed has commenced, it is entirely at the discretion of Warwickshire Hawks whether the Player is allowed to return. Any payments made after a Player’s place has been revoked will be refunded, minus a £5 administration fee. If a Player is permitted to rejoin, they must ensure all future Subs payments are made on the due date to maintain their membership.
Note: If a Player experiences difficulty making payment, they should contact the Admin Manager in confidence.
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Subs are non-refundable and secure a Player’s place within their team or session for the remainder of the relevant term or year. Subs cover weekly training sessions and league games only and do not include additional activities such as half-term camps or small group skills sessions. Payment of Subs does not guarantee specific game time; team selection is at the discretion of the Coach, based on commitment, teamwork, and ability. Regular attendance at training is therefore important.
Where a Player is invited to play for an additional team, a discount will be applied to the Subs for that second team. Payment for both teams will still be required in accordance with these terms.
8. Attendance
If a Player is unable to attend a training session or league game, the Team Coach must be notified via Spond.
If a Player misses three consecutive training sessions without notification, we will assume they have left the Club and their place will be revoked. To rejoin, the Player will need to join the waiting list.
9. Play HQ Registration
All Players, Coaches, and Officials must hold a valid and active PlayHQ registration to be eligible to participate in National, Local, and Casual League competitions. Registration links will be provided at the start of each season. Only individuals with an active registration will be eligible for selection.
Warwickshire Hawks generally compete in the following competitions:
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National Basketball League (NBL): U12, U14, U16, U18, Senior Men
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Warwickshire Basketball League (WBL): U11, U13, U15, U17, Senior Men
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Your Basketball League (YBL): U13 Girls, U15 Girls
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Casual Players West Midlands: U9/11 CVL, U13 CVL, U15 CVL
The responsibility to ensure that a valid and active PlayHQ registration is in place prior to participation rests solely with the participant and/or their Parent or Guardian.
10. Main Squad Trials
Any external Player (not currently playing with Warwickshire Hawks) who is offered a place in the main squad must pay a non-refundable admin fee of £40 within 7 days of acceptance. This fee will be deducted from the first term’s Subs.
11. Playing Up
U12 – U18s
On occasion, Players may play up with an older team or be placed in mixed age groups. Playing up by 1 year is considered normal practice. However, playing up 2 years or more may create a significant difference in physical and mental development and carries increased risk. This includes playing against older and potentially more experienced individuals, where physical contact is highly likely.
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All Coaches follow the Club’s risk assessment for training, matches, and camps. However, if a Parent allows their child to play up, it is deemed that they accept the inherent risks, including injury and exposure to different behaviours.
By continuing to allow participation in a higher age group, the Parent/Guardian assumes responsibility for any injury and agrees not to hold Basketball England, its associates or affiliates, or Warwickshire Hawks liable for any incident arising from participation.
U9s & U11s
Players will mix across age groups, but this programme is designed for primary school-aged children only. Coaches will split Players appropriately based on age, ability, and size. Players may be grouped with children from school Years 3–6.
U18’s training / playing with the Senior team
Any Player under 18 wishing to train or play with a senior team must complete a Permission Form and Liability Waiver and return it to the Club Welfare Officer. Warwickshire Hawks will ensure appropriate considerations are made before approval, including physical safety, supervision, changing arrangements, safeguarding, and reporting procedures.
12. Half Term Day / Summer Camps
Only Players of the specified school year will be accepted onto camps. Any child collected after 4pm will incur a £10 charge per starting 15 minutes, payable immediately to cover additional staffing costs. Eg if a Parent is collected 20 mins late – a fee of £20 will be due immediately. Should the late fee not be paid, we will not be able to accept any child from that family on a future camp until the fee is paid.
If a Player is in school years 5-8, a Parent / Guardian must accompany the Player to and from the Sports Hall. Players must NOT be dropped off at the venue prior to 9.50am.
13. Photography & Filming
In line with Basketball England Safeguarding Policy, anyone wishing to carry out video recording, or close-range photography, must register their details prior to doing so. Parents or Guardians with concerns regarding photography or filming should inform the Warwickshire Hawks Coach in advance.
Warwickshire Hawks reserves the right to refuse entry or permission to anyone unable to comply.
All games, and selected training sessions and trials, may be recorded using Club equipment. Training footage is used internally for development, while game footage may be shared with Parents or, where appropriate, opposing teams upon request.
Mobile phones are not permitted in changing rooms under any circumstances.
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14. Clothing & Kit
All National & Local League Team Players must wear a Warwickshire Hawks training vest to each weekly session, a Warwickshire Hawks warm-up top must also be worn for games and a Warwickshire Hawks ¼ Zip top for traveling to and from games. All these items are available via the online shop.
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U9/11 CVL Players are required to wear a “Central Venue League” (CVL) t-shirt to all CVL events (approximately 6 per year), available via the online shop.
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U13 and U15 CVL Players are required to wear CVL game day kits to all CVL events all CVL events (approximately 6 per year), available via the online shop.
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National and Local League teams Players game day kit is provided at no extra charge and must be returned to the Coach after each game.
All personal belongings are brought at the owner’s risk, and Warwickshire Hawks cannot be responsible for lost items.
15. Online Shop
With the exception of training and camp vests, all merchandise is supplied via a third-party platform. The relevant purchasing link can be found on the Warwickshire Hawks Shop / Club Merchandise page. Any queries, defects, or issues relating to merchandise purchased through the third-party supplier must be raised directly with that supplier, as Warwickshire Hawks accepts no responsibility for fulfilment, quality, or delivery of these items.
Any training or camp vests ordered directly through the club must be collected from your childs Coach within two (2) months of the date of delivery (this delivery date will be advised via email). After this period, uncollected items may be disposed of or transferred to lost property. Warwickshire Hawks accepts no responsibility for items not collected within this timeframe.
16. Refunds
Refund eligibility depends on the type of booking or purchase, as outlined below:
Half Term Day Camps, Tournaments, Summer interim training, Main Squad Trials & Awards Events
If you are unable to attend a booked half term day camp, tournament, main squad trial, or awards event, a refund will be issued minus a £2 administration / processing fee. No refunds will be issued where cancellation is made within 7 days of the event, regardless of the original booking date.
Pre-Season Summer Camps (August)
Cancellations made more than 6 weeks prior to the camp start date will be eligible for a 50% refund, minus a £5 administration / processing fee. No refunds will be issued for cancellations made within 6 weeks of the camp start date, as costs and commitments will already have been incurred.
Coaches Training
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If you are unable to attend Coaches Training, a refund will be issued minus a £5 administration / processing fee. No refunds will be issued where cancellation is made within 7 days of the event.
Merchandise & Other Items
All other items, including training and camp vests, will be refunded minus a £2 administration / processing fee per item.
Session Cancellations by Warwickshire Hawks
From time to time, Warwickshire Hawks may need to cancel, postpone or modify a training session, game, camp, trial or event due to extreme weather, facility issues, health and safety considerations, or other circumstances beyond the Club's reasonable control. While we will always aim to provide as much notice as possible and minimise disruption, Warwickshire Hawks is not obliged to provide a refund, credit, replacement session or rescheduled session in these circumstances.
17. Club Roles
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Club Head Coach: Alex Birch - alex.birch@warwickshirehawks.co.uk
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Admin Manager: Louise Whiteley - louise.whiteley@warwickshirehawks.co.uk
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Club Welfare Officer: Kerri Matthews - safeguarding@warwickshirehawks.co.uk
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Fundraising Manager: Kirsty Wood - kirsty.wood@warwickshirehawks.co.uk
Warwickshire Hawks reserves the right to update these Terms & Conditions, with the latest version always available on our website.
Hawks reserves the right to update these Terms & Conditions, with the updated version always being available on our website.
January 2026
Warwickshire Hawks Basketball Club Privacy & GDPR Policy
Summary of how we and Warwickshire Hawks Basketball Club (Coaches and Admin) use your data
· Warwickshire Hawks Basketball Club uses your personal data to manage and administer your membership and your involvement with its teams and club, and to keep in contact with you for these purposes.
· Some data is shared with Basketball England, who use your data to regulate, develop and manage the game.
· Amongst the data we collect from you may be medical (including injury) information. We will hold this where you (or your parent) have given consent, so that we can ensure we are aware of your condition and can that you are supported appropriately.
· Where you work in a particular role within the game, you may be required to undergo a Disclosure & Barring Service check using the service that Warwickshire Hawks Basketball Club provide through GB Group Online Disclosures. The result of this check will be input into your personal record on Warwickshire Hawks Basketball Club’s database system (where appropriate)
What does this policy cover?
This policy describes how Warwickshire Hawks Basketball Club (also referred to as “we” or “us”) will make use of the data we handle in relation to our members and players, including our use of Warwickshire Hawks Basketball Club’s database system.
It also describes your data protection rights, including a right to object to some of the processing which we carry out.
What information do we collect?
We collect and process personal data from you or your parent when you join and when we carry out annual renewals of your membership. This includes:
· your name
· your gender,
· your date of birth,
· your Warwickshire Hawks Basketball Club license number
· your home address, email address and phone number;
· your passport and NI details, where we have to check your eligibility or ability to work for us;
· your type of membership and involvement in particular teams, or any key role you may have been allocated, such as Chair, Safeguarding Lead, Membership Secretary etc.;
· your payment and/or bank account details, where you provide these to pay for membership;
· your marketing preferences, including any consents you have given us;
· your medical conditions or disability, where you provide this to us with your consent (or your parent’s consent) to ensure we are aware of any support we may need to provide to you.
Some information will be generated as part of your involvement with us, in particular data about your performance, involvement in particular matches in match reports and details of any disciplinary issues or incidents you may be involved in on and off the pitch, such as within health and safety records.
What information do we receive from third parties?
Sometimes, we receive information about you from third parties. For example, if you are a child, we may be given information about you by your parents.
We may receive information relating to your existing registrations with other clubs or disciplinary history. Additionally, for certain role holders or those working with children, we may receive information from the Disclosure and Barring Service and Warwickshire Hawks Basketball Club on the status of any DBS check you have been required to take.
How do we use this information, and what is the legal basis for this use?
We process this personal data for the following purposes:
As required by us to conduct our business and pursue our legitimate interests, in particular:
· we will use your information to manage and administer your membership and your involvement with its teams and club, and to keep in contact with you for these purposes;
· we will also use data to maintain records of our performances and history, including match reports, score lines and team sheets;
· We access the use of CCTV cameras to maintain the security at our hired premises, and may use this video to investigate incidents at the Club or its premises]
Where you give us consent:
· we may handle medical or disability information you or your parent provides to us, to ensure we support you appropriately;
· on other occasions where we ask you for consent, we will use the data for the purpose which we explain at that time.
For purposes which are required by law:
· we maintain records such as health and safety records and accounting records in order to meet specific legal requirements;
· we ensure, where you will work with children, that you have undergone an appropriate DBS check – this is also carried out with your consent.
· where you hold a role at the Club requiring us to check your right to work, we may process information to meet our statutory duties;
· we may respond to requests by government or law enforcement authorities conducting an investigation.
Who will we share this data with, where and when?
· In addition to sharing data with Warwickshire Hawks Basketball Club, we may share your data with Basketball England regarding any training, games or accident information they require.
· Some limited information may be shared with other stakeholders in basketball, such as other clubs, associations, league organisers, so that they can maintain appropriate records and assist us in organising matches and administering the game.
· Personal data may be shared with government authorities and/or law enforcement officials if required for the purposes above, if mandated by law or if required for the legal protection of our or Warwickshire Hawks Basketball Club’s legitimate interests in compliance with applicable laws.
· Personal data will also be shared with third party service providers, who will process it on our behalf for the purposes identified above.
How does Warwickshire Hawks Basketball Club use any of my information?
Warwickshire Hawks Basketball Club provides an online database, but make its own use of the following information:
· your name;
· your gender;
· your date of birth;
· your Warwickshire Hawks Basketball Club license number
· your home address, email address and phone number; and
· your type of membership and involvement in particular teams at the Club, or any key role you may have been allocated, such as Chair, Safeguarding Lead, Membership Secretary etc.
Warwickshire Hawks Basketball Club uses this information as follows:
As required by Warwickshire Hawks Basketball Club to conduct its business and pursue its legitimate interests, in particular:
· communicating with you or about you where necessary to administer basketball in England.
· administering and ensuring the eligibility of players, match officials and others involved in English basketball – this may involve the receipt of limited amounts of sensitive data in relation to disabled players, where they are registered for a disabled league or team, or in relation to anti-doping matters;
· maintaining records of the game as played in England, in particular maintaining details of discipline, misconduct and safeguarding cases;
· maintaining statistics and conducting analysis on the make-up of basketball’s participants;
· ensuring compliance with the current Warwickshire Hawks Basketball Club Rules and Regulations including those on the affiliation of clubs, local leagues, associations and other basketball bodies, and registration of players; and;
· communicating with you to ask for your opinion on Warwickshire Hawks Basketball Club initiatives.
For purposes which are required by law:
· Warwickshire Hawks Basketball Club will ensure, where you will work with children and where this is required, that you have undergone an appropriate DBS check – this is also carried out with your consent.
· Warwickshire Hawks Basketball Club may respond to requests by government or law enforcement authorities conducting an investigation.
How long will you retain my data?
· We process the majority of your data for as long as you are an active member and for 5 years after this.
· Where we process personal data in connection with performing a contract or for a competition, we keep the data for 5 years.
· We will retain information held to maintain statutory records in line with appropriate statutory requirements or guidance.
· Warwickshire Hawks Basketball Club will maintain records of individuals who have registered on their database, records of DBS checks and the resulting outcomes and other disciplinary matters for 5 years.
· Records of your involvement in a particular match, on team sheets, on results pages or in match reports may be held indefinitely both by us and Basketball England in order to maintain a record of the game.
What rights do I have?
You have the right to ask us for a copy of your personal data; to correct, delete or restrict (stop any active) processing of your personal data; and to obtain the personal data you provide to us for a contract or with your consent in a structured, machine readable format.
In addition, you can object to the processing of your personal data in some circumstances (in particular, where we don’t have to process the data to meet a contractual or other legal requirement).
These rights may be limited, for example if fulfilling your request would reveal personal data about another person, or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping.
You have the same rights for data held by Warwickshire Hawks Basketball Club for its own purposes.
To exercise any of these rights, you can get in touch with us or, as appropriate, Warwickshire Hawks Basketball Club or its data protection officer. If you have unresolved concerns, you have the right to complain to the Information Commissioner’s Office.
Much of the information listed above must be provided on a mandatory basis so that we can make the appropriate legal checks and register you as required by Warwickshire Hawks Basketball Club Rules and Regulations. We will inform you which information is mandatory when it is collected. Some information is optional, particularly information such as your medical information. If this is not provided, we may not be able to provide you with appropriate assistance, services or support.
Withdrawing consent
Wherever we rely on your consent, you will always be able to withdraw that consent, although we may have other legal grounds for processing your data for other purposes, such as those set out above.
How do I get in touch with you or Warwickshire Hawks Basketball Club?
We hope that we can satisfy queries you may have about the way we process your data. If you have any concerns about how we process your data, you can get in touch at louise.whiteley@warwickshirehawks.co.uk