Terms & Conditions

Pro-Active PE, Sport & Physical Activity LTD - TERMS AND CONDITIONS

Please read these terms carefully before booking. By booking a place, you agree to be bound by these terms and conditions.

1. DEFINITIONS

1.1 "Activities" means gymnastics, cheerleading, street dance, multisport (such as ball games, tag games, speed, agility and quickness games and activities or inclusive sports such as boccia, new-age kurling and archery), provided at the classes.

1.2 "Customer" or "Parent/Guardian" means the parent, guardian, or responsible adult over the age of 18 years who is booking on behalf of the child.

1.3 "Child" or "Participant" means the child attending the class.

1.4 "Equipment" means all equipment, apparatus, and materials used during the activities in the classes.

1.5 "Coach" or "Operators" means the director/owner, coaches, and consultants of Pro-Active PE, Sport & Physical Activity.

1.6 "Pro-Active" or "we" or "us" means Pro-Active PE, Sport & Physical Activity Ltd, the organiser and provider of the classes.

1.7 "Venue" means the location where the class is taking place.

2. BOOKING AND PAYMENT

2.1 All bookings are subject to availability and acceptance by Pro-Active.

2.2 All payments are taking via the 'Stripe' method form a nominated bank card. Payments will be taken on the 1st of every month, if a payment fails, the will be a further 2 attempts (3 in total), to take payment that month. If a payment fails on the 3rd attempt, may result in you Child's place at the class(es) being cancelled and the place offered to another customer.

2.3 We will require payment via bank transfer to get the account back up to date, before the Child can attend their next class.

2.4 Payment constitutes acceptance of these terms and conditions.

3. MEDICAL INFORMATION AND HEALTH REQUIREMENTS

3.1 The Parent/Guardian must provide accurate and complete information about the Child's medical conditions, disabilities, allergies, medications, and any other health-related matters at the time of booking and must update Pro-Active immediately if circumstances change.

3.2 The Parent/Guardian must inform Pro-Active of any medications the Child requires or may require during Activities and must provide these medications in their original packaging with clear instructions to the lead coach of the class.

3.3 Where a Child has a medical condition (including but not limited to back problems, chest complaints, joint problems, recently healed fractures, asthma, epilepsy, diabetes, or any other condition), Pro-Active will conduct an individual assessment to determine:

Whether the Child can safely participate in all or some Activities;
What reasonable adjustments or modifications may be required;
What additional precautions Coaches should take.

3.4 Pro-Active reserves the right to refuse participation or modify Activities where, following individual assessment, we reasonably believe participation would pose a significant risk to the Child's health or safety, or to the health and safety of others.

3.5 The Parent/Guardian confirms that the Child is in sufficiently good health to participate in physical activities and that participation will not aggravate any existing medical condition.

3.6 For health and safety reasons, Children with infectious diseases or conditions (including but not limited to chickenpox, measles, COVID-19, norovirus, or conjunctivitis) must not attend the class until they are no longer infectious. Pro-Active Coaches have the right to refuse participation if an infection is suspected, and the Parent/Guardian will be contacted to collect the Child immediately.

4. FIRST AID AND MEDICAL EMERGENCIES

4.1 The Parent/Guardian consents to first aid being administered to the Child by qualified Pro-Active Coaches if required.

4.2 In the event of a medical emergency, Pro-Active will:

Administer first aid;
Contact the Parent/Guardian immediately;
Call emergency services if necessary;
Arrange for the Child to be taken to hospital if required.

4.3 The Parent/Guardian is responsible for ensuring Pro-Active has up-to-date emergency contact details at all times.

5. ALLERGIES AND DIETARY REQUIREMENTS

5.1 The Parent/Guardian must inform Pro-Active of any food allergies, intolerances, or dietary requirements the Child has.

5.2 The Parent/Guardian acknowledges that:

The Venue, Equipment, and other participants may have been in contact with common allergens including peanuts, tree nuts, dairy, eggs, and gluten;
While Pro-Active takes reasonable precautions, we cannot guarantee an allergen-free environment;

5.3 Children are advised to bring a named water bottle to stay hydrated and nourished throughout their class.

6. CLOTHING AND PERSONAL BELONGINGS

6.1 The Parent/Guardian agrees to ensure the Child attends in appropriate clothing for physical activities, including:

Suitable athletic/running shoes for street dance and cheerleading (no open-toed sandals or flip-flops);
Comfortable clothing suitable for movement (shorts, leotard, jogging bottoms, leggings, t-shirt which is long enough be tucked in).
We highly recommend that children should not wear crop tops in classes to prevent skin to skin contact between Coach and Child. It is also advised that females wear suitable underwear such as crop tops/sports tops underneath a t shirt to avoid exposure.
Layers suitable for warming up in.

6.2 All jewellery must be removed before participating in Activities. Taping over jewellery is not acceptable. Pro-Active cannot be held responsible for any injury caused due to the Child wearing jewellery during Activities.

6.3 Pro-Active is not responsible for loss, theft, or damage to any personal belongings, clothing, jewellery, electronic devices, or other items brought to the classes by the Child or Parent/Guardian. We recommend valuable items are left at home.

6.4 All items should be clearly labelled with the Child's name.

7. ACKNOWLEDGMENT OF RISK

7.1 The Parent/Guardian acknowledges and accepts that participation in the Activities, which include physical exercise, gymnastics, cheerleading, street dance and multisport carries inherent risks that cannot be eliminated regardless of the care taken by Pro-Active.

7.2 These inherent risks may include, but are not limited to:

Slips, trips, and falls;
Collisions with other participants or equipment;
Sprains, strains, bruises, and other minor injuries;
More serious injuries in rare circumstances.

7.3 The Parent/Guardian confirms they understand these risks and voluntarily consent to the Child's participation in the Activities.

7.4 This acknowledgment of inherent risk does not affect or limit Pro-Active's duty of care or liability for negligence.

8. LIABILITY AND INSURANCE

8.1 Pro-Active maintains comprehensive public liability insurance and takes all reasonable care to ensure the safety and wellbeing of all participants.

8.2 All Coaches are appropriately qualified, trained, and hold current DBS (Disclosure and Barring Service) checks.

8.3 Pro-Active conducts risk assessments for all Activities and maintains equipment to appropriate safety standards.

8.4 Pro-Active's liability:

Nothing in these terms excludes or limits Pro-Active's liability for death or personal injury caused by our negligence or the negligence of our Coaches;
Nothing in these terms excludes or limits Pro-Active's liability for fraud or fraudulent misrepresentation;
Subject to the above, Pro-Active shall not be liable for injuries or losses that occur despite reasonable precautions being taken, or that result from risks inherent to physical activities that cannot be eliminated even with the exercise of reasonable care;
Subject to the above, Pro-Active's total liability for any claim shall not exceed the amount paid by the Customer for the relevant booking.

8.5 The Parent/Guardian is responsible for ensuring they have appropriate personal insurance for the Child if desired.

9. BEHAVIOUR AND CONDUCT

9.1 All participants are expected to behave appropriately and follow the instructions of Pro-Active Coaches at all times.

9.2 Unacceptable behaviour includes, but is not limited to:

Physical aggression or violence towards other children or Coach;
Bullying, harassment, or discriminatory behaviour;
Persistent refusal to follow safety instructions;
Deliberately damaging property or equipment;
Behaviour that poses a risk to the safety of themselves or others;
Leaving the Venue or designated areas without permission.

9.3 If a Child's behaviour is unacceptable or is significantly disrupting the Activities for other participants, Pro-Active will:

First, speak to the Child and give them an opportunity to modify their behaviour;
Contact the Parent/Guardian to discuss the situation;
If the behaviour continues, require the Parent/Guardian to collect the Child early with no refund provided.

9.4 In serious cases (including violence, significant safety breaches, or repeated incidents), Pro-Active reserves the right to permanently exclude the Child from future holiday clubs and events.

9.5 All participants and Parent/Guardians are expected to comply with Pro-Active's Behaviour Management Policy, Anti-Bullying Policy, Children's Code of Conduct, and Parent Code of Conduct (available on request).

10. PHOTOGRAPHY AND IMAGES

10.1 Pro-Active may take photographs and videos of Activities for promotional purposes, including use on our website, social media, and marketing materials.

10.2 If the Parent/Guardian does NOT consent to the Child being photographed or their images being used for promotional purposes, they must notify Pro-Active in writing at the time of booking or as soon as possible thereafter.

10.3 Where consent is not given, Pro-Active will take reasonable steps to ensure the Child is not included in promotional photographs or videos, though we cannot guarantee they will not appear in background or group shots.

11. COLLECTION AND NON-COLLECTION

11.1 The Parent/Guardian must collect the Child promptly at the end of each session or arrange for an authorised adult to collect them.

11.2 The Parent/Guardian must provide details of all adults authorised to collect the Child. The Child will only be released to these named individuals (who may be required to provide identification).

11.3 If the Child is not collected within 10 minutes of the session end time, Pro-Active will attempt to contact the Parent/Guardian and emergency contacts.

11.4 Pro-Active's Non-Collection Policy will apply in cases where a Child is not collected. A copy is available on request.

11.5 Pro-Active may charge a late collection fee of £10 for every 15 minutes (or part thereof) after the scheduled collection time.

12. CANCELLATIONS AND REFUNDS

12.1 Cancellations by the Customer:

The Customer must provide at least 4 weeks' notice to cancel their class subscription;
Cancellations with less than 4 weeks' notice will still be charged on the 1st of the next month before subscription is cancelled;
Refunds will not be given for non-attendance to a class due to illness or other commitments.
Special considerations for such things as, broken bones, hospitalisation, long-term illness or extenuating circumstances will be assessed on an individual basis, where Pro-Active will arrange to pause a subscription until a Child is well/able to start attending the classes again.

12.2 Cancellations by Pro-Active:

If Pro-Active must cancel a session due to circumstances within our control, we will offer a full refund or credit;
If cancellation is due to circumstances beyond our control (including but not limited to extreme weather, venue closure, pandemic restrictions, or emergencies), we will endeavour to offer alternative dates or a credit but cannot guarantee a refund.

12.3 The Customer's statutory rights are not affected by this cancellation policy.

13. SAFEGUARDING AND CHILD PROTECTION

13.1 Pro-Active is committed to safeguarding and promoting the welfare of all children.

13.2 All Coaches undergo enhanced DBS checks and safeguarding training.

13.3 Pro-Active operates in accordance with our Safeguarding Policy, which is available on request.

13.4 If Pro-Active has concerns about a Child's welfare, we have a duty of care to follow safeguarding procedures, which may include reporting concerns to relevant authorities.

14. DATA PROTECTION AND PRIVACY

14.1 Pro-Active is committed to protecting personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.

14.2 Personal information provided during booking will be used for:

Managing the booking and attendance;
Contacting the Parent/Guardian about the Child's participation;
Ensuring the Child's safety and wellbeing;
Emergency situations;
Compliance with legal obligations.

14.3 We will retain medical and emergency contact information for the duration of the Child's participation and for a reasonable period thereafter in accordance with our retention policy.

14.4 Personal data will not be shared with third parties except:

Where required by law;
With emergency services in a medical emergency;
With relevant authorities in safeguarding situations.

14.5 The Parent/Guardian has the right to:

Access personal data we hold;
Request correction of inaccurate data;
Request deletion of data (subject to legal requirements);
Withdraw consent for photography/marketing use.

14.6 For full details, please see our Privacy Policy available at [your website} or by emailing: info@proactivepeandsport.co.uk

15. EQUALITY AND INCLUSION

15.1 Pro-Active is committed to providing an inclusive environment and welcomes children of all abilities and backgrounds.

15.2 We will make reasonable adjustments to enable children with disabilities or additional needs to participate wherever possible.

15.3 We operate in accordance with the Equality Act 2010 and do not discriminate on the basis of disability, race, religion, gender, sexual orientation, or any other protected characteristic.

16. COMPLAINTS

16.1 If the Parent/Guardian has any concerns or complaints about the holiday club, they should contact us at: info@

proactivepeandsport.co.uk or speak to the lead coach at your Child's class.

16.2 We will investigate all complaints promptly and aim to resolve issues quickly and fairly.

16.3 Our formal Complaints Policy is available on request.

17. POLICIES AND PROCEDURES

17.1 The following policies are available on request at any time by emailing info@proactivepeandsport.co.uk:

Safeguarding Policy
Health and Safety Policy
Behaviour Management Policy
Anti-Bullying Policy
Non-Collection Policy
Transport Policy (if applicable)
Coach Code of Conduct
Parent Code of Conduct
Children's Code of Conduct
Complaints Policy
Privacy Policy

17.2 By agreeing to these terms and conditions, the Parent/Guardian confirms they have had the opportunity to review these policies and agrees to comply with them.

18. GENERAL TERMS

18.1 These terms and conditions constitute the entire agreement between the Parent/Guardian and Pro-Active.

18.2 Pro-Active reserves the right to update these terms and conditions from time to time. Updated versions will be published on our website and apply to bookings made after the date of publication.

18.3 If any provision of these terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.

18.4 These terms are governed by the laws of England and Wales, and any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

18.5 Nothing in these terms affects the Parent/Guardian's statutory rights as a consumer.

19. CONTACT INFORMATION

Pro-Active PE, Sport & Physical Activity Ltd

Email: info@proactivepeandsport.co.uk

[Your address]

[Your phone number]

DECLARATION

By completing a booking and ticking the acceptance box, I confirm that:

I have read and understood these terms and conditions in full;
I accept these terms and conditions on behalf of myself and the Child;
All information I have provided is accurate and complete;
I will inform Pro-Active immediately of any changes to the Child's medical conditions, emergency contacts, or other relevant information;
I consent to the Child participating in all Activities unless I have specified otherwise in writing;
I understand the inherent risks of physical activities and consent to the Child's participation;
I have had the opportunity to review Pro-Active's policies and procedures;
I understand that Pro-Active cannot exclude liability for death or personal injury caused by negligence.

Date of last update: 18.12.2025

Version: 2.0