Registration and Refund Policy 2025

● 1. REGISTRATION & PAYMENT TERMS
1.1 Booking & Payment Obligations
Enrolling in any North Shore United (NSU) programme secures a place for the
duration of the programme. Regardless of attendance, full payment is required as
outlined in the issued invoice or confirmation email. Responsibility for attendance lies
with the parent/caregiver and participant.
1.2 Missed Sessions
If a child is absent and no prior notice is given at least 24 hours in advance, fees for
the missed session remain payable.
1.3 Programme Duration
Programme lengths may vary based on location, age group, or programme type.
1.4 Late Payment
Late payment constitutes a default under this agreement. NSU reserves the right to
withdraw a participant from any programme due to non-payment. Administration fees
may apply to overdue accounts.
1.5 Recovery of Fees
The parent/caregiver agrees to indemnify NSU against all costs incurred—including
but not limited to commissions and legal fees—arising from the recovery of any
overdue payments.
1.6 Programme Withdrawal
NSU reserves the right to discontinue a child’s participation for reasons including, but
not limited to, inappropriate behaviour or non-payment of fees.
1.7 Fee Adjustments
Fees are reviewed annually or as reasonably required. Where possible, one month’s
notice will be provided for any changes.

2. REFUND POLICY
2.1 Missed Sessions
No refunds will be issued for missed sessions or early withdrawals during a term or
holiday programme unless a minimum of 24 hours’ notice has been provided.
2.2 Cancelled Sessions
If NSU cancels a session and a make-up session is not available, a credit will be
issued for the next term.

3. PHOTOGRAPHY, PRIVACY & INTELLECTUAL PROPERTY

3.1 Photography & Promotion
NSU staff may occasionally photograph or record sessions for promotional or training
purposes. If you do not wish for your child’s image to be used, you must notify us in
writing at the time of enrolment.
3.2 Intellectual Property
All programme materials remain the property of NSU. No person shall reproduce,
distribute or use these materials without written permission.

4. WEATHER POLICY
Sessions run in most weather conditions, including rain. Severe weather warnings
issued by MetService will be assessed on a case-by-case basis, and decisions to
cancel or modify sessions will be communicated at least two hours prior. Parents are
advised to pack weather-appropriate clothing.

5. GENERAL PARTICIPATION TERMS
5.1 Consent
Parents/caregivers consent to their child’s participation in NSU activities, including
travel via private or public transport where relevant.
5.2 Personal Belongings
NSU is not responsible for lost or damaged personal items.

6. HEALTH & SAFETY
6.1 Medical Information
Parents/caregivers must provide up-to-date medical or behavioural information upon
enrolment and keep this information current.
6.2 Duty of Care
NSU is not responsible for children outside the agreed programme times. Policies
relating to late pick-up, non-arrival, and drop-off procedures will apply.
6.3 Medical Emergencies
In the event of a medical emergency, NSU will attempt to contact emergency
contacts. If unreachable, the club is authorised to seek medical treatment as advised
by a registered medical professional.
6.4 Removal from Programme
Parents may be asked to collect their child if they are unwell, pose a safety risk, or
are disruptive to the programme.

6.5 Child Welfare
NSU is committed to the safeguarding of children and works in partnership with
appropriate authorities, including Oranga Tamariki and the Police.

7. PRIVACY POLICY
7.1 Information Collection
NSU collects personal data to deliver services and ensure child safety. This may
include names, contact information, medical data, and payment details.
7.2 Use & Disclosure
Data may be used to:
○ Communicate with families
○ Meet legal obligations
○ Support emergency response or reporting to regulatory agencies
● 7.3 Access & Correction
In accordance with the Privacy Act 2020, individuals may access and correct their
information by contacting NSU administration.

8. CHILD PROTECTION POLICY
8.1 Policy Commitment
NSU is committed to safeguarding all children involved in its activities. Abuse of any
kind will not be tolerated.
8.2 Safe Environment
All children deserve a safe, inclusive environment. All staff and volunteers share this
responsibility.
8.3 Vetting & Recruitment
Staff or volunteers working with children may be subject to police vetting and
reference checks.
8.4 Reporting Concerns
Concerns regarding child safety should be reported immediately to the Club Welfare
Officer or a member of NSU’s leadership team.

9. CLUB WELFARE OFFICER (CWO)
NSU has a designated CWO as the primary contact for child welfare concerns. The
CWO will liaise with external authorities and promote a culture of safety and respect
across all club activities.

10. CODE OF CONDUCT
10.1 General Expectations
All members of NSU—including players, coaches, parents, and officials—are
expected to:
○ Treat others with respect and dignity
○ Follow rules and guidelines
○ Maintain professionalism and integrity
○ Refrain from abusive, discriminatory, or inappropriate behaviour
○ Support a safe and positive environment
● 10.2 Coaches Must:
○ Prioritise child development, wellbeing, and enjoyment
○ Maintain high standards of integrity and fairness
○ Avoid conflicts of interest or inappropriate relationships
○ Follow all child protection protocols
○ Provide a safe, supportive, and inclusive environment
● 10.3 Participants Must:
○ Play fairly and respectfully
○ Accept decisions made by officials
○ Avoid abusive language or conduct
○ Refrain from using alcohol or prohibited substances during club events
● 10.4 Parents/Guardians Must:
○ Support their child’s enjoyment, not just performance
○ Respect staff and coaches
○ Promote positive sideline behaviour
○ Follow club procedures and policies
●
11. DISCIPLINARY MEASURES
NSU reserves the right to take appropriate action in the event of any breach of these
Terms & Conditions, policies, or Code of Conduct. Consequences may include
removal from a session, suspension, or permanent exclusion from club activities. no
right to be refunded.