LKS Active Booking Terms and Conditions
1. Bookings and Payments
All bookings for LKS Active coaching sessions, after-school clubs, and holiday camps must be paid in advance. Failure to meet the payment deadlines outlined below will result in the automatic cancellation of your booking to release spaces for other participants.
1-1 Coaching: Payment must be completed at least 3 days prior to the scheduled session.
Holiday Camps: Payment must be completed at least 7 days before the first day of the camp.
After-School Clubs: Payment must be completed at least 7 days before the first session of the club block.
2. Cancellations and Refunds
We understand that plans occasionally change. Our cancellation policy is structured to accommodate these changes whilst protecting the venue, equipment, and staffing commitments that will have already been finalised.
1-1 Coaching: If you need to cancel or amend a 1-1 booking, you must notify us at least 3 days before the scheduled session. We will always endeavour to accommodate rescheduling requests where possible, subject to availability.
Holiday Camps: A full refund will be provided if a cancellation is requested at least 7 days before the first day of the camp. We are unable to offer refunds for cancellations made after this point.
After-School Clubs: A full refund will be provided if a cancellation is requested at least 7 days before the first session of the club block. We are unable to offer refunds for cancellations made after this point.
3. Kit and Equipment
Participants must arrive prepared for active participation and unpredictable British weather.
Clothing: Please ensure your child arrives in comfortable sportswear and trainers, bringing ample layers and a waterproof jacket.
Equipment: We provide all essential equipment for multi-sports, athletics, and soft archery. Please note: For all field hockey sessions, a gumshield and shin pads are strictly mandatory for health and safety purposes.
Food and Drink: A large, refillable water bottle is essential for all sessions. For full-day holiday camps, please provide a packed lunch alongside a selection of healthy snacks.
4. Session Delivery and Weather
Our outdoor sessions proceed in the majority of weather conditions.
If the weather becomes unsafe or extreme, we will relocate the session into a sports hall (if available at the venue) or contact you directly to arrange an alternative solution.
Our coaching approach is tailored for complete beginners and seasoned athletes alike, focusing on building confidence, social skills, and decision-making through constraint-led, engaging games.
5. Arrival and Collection
A designated adult must sign children in upon arrival and sign them out at collection.
If a different designated adult is collecting your child, you must formally inform the coaching staff in advance.
6. Photography and Videography
From time to time, we capture photographs and video footage during our camps, clubs, and coaching sessions for promotional and marketing purposes. This media may be utilised on the LKS Active website, social media channels, and in wider printed materials.
Consent: By completing your booking, and ticking photo consent, you consent to the use of these images and footage for the commercial purposes stated above.
7. Medical Conditions and First Aid
The health, safety, and well-being of all participants is our paramount priority.
Disclosure: It is the strict responsibility of the parent or guardian to ensure that all relevant medical conditions, allergies, and dietary requirements are fully disclosed at the time of booking.
Medication: Any required medication (such as asthma inhalers or auto-injectors) must be clearly labelled, handed to the lead coach upon arrival, and accompanied by clear written instructions. Participants must be capable of self-administering routine medication unless prior written agreement has been established.
First Aid Provision: A qualified first aider is present at all LKS Active sessions. By accepting these terms, you provide consent for our qualified staff to administer basic first aid in the event of a minor injury.
Emergencies: In the unlikely event of a serious medical emergency, our staff will contact the emergency services immediately and subsequently notify the designated emergency contact provided during the booking process.
8. Data Protection and UK GDPR
LKS Active is committed to protecting your privacy and ensuring the security of your personal information in strict accordance with the UK General Data Protection Regulation (UK GDPR).
Data Collection and Purpose: We collect essential personal data—including participant names, dates of birth, emergency contact details, and relevant medical information—solely for the purposes of processing your booking, ensuring the safety of all participants, and delivering our coaching services effectively.
Data Storage and Security: All personal information provided to LKS Active is stored securely using encrypted, password-protected digital systems. We maintain robust operational procedures to prevent unauthorised access, loss, or disclosure of your data.
Data Sharing: We will never sell, distribute, or lease your personal information to third parties. Data is only shared when strictly necessary for operational delivery (such as with our secure booking platform provider) or in the event of an emergency where vital medical information must be passed to emergency services or healthcare professionals.
Data Retention: We retain personal data only for as long as is necessary to fulfil the purposes for which it was collected, and to comply with our legal, safeguarding, and insurance obligations.
Your Rights: Under UK GDPR, you have the right to request access to the personal data we hold about you, to request corrections to any inaccuracies, and to request the deletion of your data (subject to our legal retention requirements). To exercise any of these rights, please contact us directly in writing.