Privacy Policy
Effective Date: July 2025

Ascot Vale Tennis Academy (AVTA) values your privacy. This policy outlines how we collect, use, and protect your personal information.

1. Information We May Collect
* Names, contact details, DOB
* Emergency and medical info
* Class enrolments and payment details
* App/website usage data

2. How We Collect It
* Enrolment forms (online or paper)
* Communication via email, phone, or in-person

3. Why We Collect It
To:
* Deliver coaching and manage enrolments
* Communicate with you
* Ensure safety and comply with regulations
* Process payments
* Send updates (you can opt out)
4. Disclosure

We only share data with:
* AVTA staff and coaches
* AVTC Committee
* Class management/payment platforms
* Emergency responders (if required)

5. Data Security
We securely store data and take reasonable steps to protect it from misuse or unauthorised access.

6. Access & Updates
You can update your info in the Customer Portal on The Thinksmart app


7. Website & Cookies
Our website may collect anonymous usage data via cookies. You can manage this through your browser settings.

8. Third-Party Links
We’re not responsible for privacy on external sites linked from ours.

9. Policy Updates
We may update this policy from time to time. Latest version will always be available on this page.

Terms and conditions for attending as a student of the Ascot Value Tennis Academy

In order to be a student at the Ascot Vale Tennis Academy (AVTA), I hereby agree to the following terms and conditions:

1. Assumption of Risks: I acknowledge that participating in tennis lessons and competitions presents certain inherent risks and hazards. I voluntarily assume all risks associated with participating as a student of the AVTA, including but not limited to falls, illness, property damage and any other injuries.

2. Release from Liability: I hereby release, waive, and discharge AVTA, its employees, officers, coaches, managers, club officials, directors, volunteers and agents from any and all liability, claims, demands, actions, and causes of action whatsoever arising out of or related to any loss, damage, or injury, including death, that may be sustained by me in respect of my participation as a student of AVTA.

3. No Liability for Accidents: I understand and agree that AVTA assumes no responsibility or liability whatsoever for accidents, injuries or damages that may occur during my participation as a student of AVTA. I acknowledge that my participation as a student of AVTA is entirely at my own risk.

4. Medical Condition: I certify that I am physically fit and capable of participating as a student of AVTA. I agree to disclose any medical conditions or limitations that may affect my ability to safely participate.

5. Billing: I warrant that all credit card and bank account details I provide to AVTA are true, correct and complete. I acknowledge that any charges incurred by me during my participation as a student or the parent or guardian of a student with AVTA will be deducted from my elected credit card or bank account. I certify that I will pay all charges incurred by me at the prices notified to me by AVTC from time to time, including any applicable taxes or transaction fees.

6. Cancellation or rescheduling of private lessons: I acknowledge that if I cancel or reschedule a private lesson within 12 hours before the scheduled lesson time, any refund is at the discretion of AVTA.

7. Photography and Media: I consent to the use of any photographs, videos or other media taken by AVTA or its representatives during my participation as student with AVTA, to be used for promotional or educational purposes by AVTA.

8. Behaviour of participants: I acknowledge that all participants, including children, are expected to act appropriately, with respect and in a safe manner at all times during their participation as students of AVTA and I will comply with this and ensure any of my children who are under 18 and are students of AVTA, will also comply with this. This includes, but is not limited to:

a. Respectful Conduct: Treating other participants, coaches, and staff with kindness and respect.

b. Safe Behaviour: Adhering to all safety rules and guidelines provided by AVTA to prevent accidents
and injuries.

c. Appropriate Actions: Refraining from any disruptive, aggressive or inappropriate behaviours that could harm themselves or others.

d. Parental Responsibility: For participants under 18 years of age, parents or legal guardians are responsible for ensuring that their children understand and comply with these behaviour expectations. Failure to adhere to these guidelines may result in the participant being asked to leave as a student of AVTA without a refund.

9. Parent/Guardian Consent: For participants under 18 years of age, a parent or legal guardian must sign this waiver on their behalf. By signing below, the parent or legal guardian acknowledges and agrees to the terms outlined herein.

By clicking “Continue” I acknowledge that I have read, understand and voluntarily agree to the terms and conditions of participating as a student of AVTA.

Terms and Conditions for Make-Up Classes Ascot Vale Tennis Academy

1. Notification Requirements:

To be eligible for a make-up token, you must provide at least 12 hours’ notice prior to the class you were due to attend.
Absences must be reported through the mobile app or customer portal only. Notifications via phone, text or email will not be accepted. This ensures accurate tracking and fairness to all families.

2. Issuance of Make-Up Tokens:

If the required notice is provided and you have not exceeded your allocation of 2 make-up classes per term, you will receive a make-up token.
Make-up tokens are issued after the missed class and will expire at the end of the current term.
 Make-up tokens will not be issued if you arrive or notify absence after the class has already commenced or is part-way through.
If a class is interrupted due to weather and more than half of the session has been completed, a make-up token will not be issued.

3. Booking Make-Up Classes:

Make-up tokens can be used to book classes via the customer portal or mobile app only.
We do not accept make-up bookings via phone, text or email.
Make-up classes can be booked up to 7 days in advance and are subject to availability.
When a student notifies an absence, the vacated spot will be made available to other players for make-up bookings.

4. Eligibility and Level Restrictions:

Make-up classes must be booked at the same level as your current class.
If your child moves up a level during the term, their token eligibility will transfer to the new level.

5. Current Client Requirement:

Make-up tokens are offered to current active clients only.
If you are no longer enrolled in a term program, you will not be able to use any remaining tokens — even if they are still valid.

6. Non-Transferable and No Cash Value:

Make-up tokens cannot be transferred, exchanged for cash, or used for other programs such as private lessons or holiday camps.

7. General Provisions:

All make-up classes and tokens are strictly subject to availability.
The Ascot Vale Tennis Academy reserves the right to amend these terms and conditions at any time without prior notice.

By using the make-up class service, you agree to abide by the above terms.