Lincoln City Foundation Terms & Conditions

Version 2 Last updated 10.01.2019 

1. Terms and Conditions 
In this document, references to the Foundation will be for Lincoln City Foundation.   
To make a booking, you must agree to the following terms and conditions. 
Here at Lincoln City Foundation, the aim is the provide a high-quality environment for all participants, ensuring it is safe and meets the needs of everyone taking part. To try and ensure we can create a positive environment and establish the boundaries that the session / programme / project can operate, Terms and Conditions have been produced.  
 
Our terms and conditions work in conjunction with a range of Foundation policies (including Fees and Charges Policy, Uncollected Child Policy and Safeguarding Children and Vulnerable Adults Policy). These policies are available on our website or at request from a member of the team.    The information below provides a breakdown of general terms and conditions for people taking part in the activities alongside specific T&C’s for individual programmes and activities.  
 
Lincoln City Foundation reserve the right to deviate from these terms and conditions as we appreciate that circumstances may require our discretion. Any discretion will be made by either the Project / Programme Lead, a member of the senior management team or a Trustee. We will endeavour to resolve any query as quickly as possible.  
 
For information on our Complaints Policy or to make a complaint please call 01522 563792 or email enquiries@lincolncityfoundation.co.uk 
 
2. Payment Options  
2.1 Lincoln City Foundation offer a range of payment options to ensure that fees and payments are collected on time, and avoid participants getting into arrears. Lincoln City Foundation tries to operate fairly and appropriately, and the team are happy to discuss any issues with making payment. 
 
The current payment options are:

2.2 Cheques – Payable to “LINCOLN CITY FOUNDATION” 2.3 Cash – Do not send cash in the post, please come into the office or pay the coach at the session if the activity is based away from Lincoln City FC 2.4 Bank Transfer – Sort Code: 20-50-21 Account Number: 40553174 with reference 2.5 Child Care Vouchers – Lincoln City Foundation can accept Childcare Vouchers for the Football Holiday Club and the Bishop King After School Club. Please contact the office, enquiries@lcfcset.co.uk or call 01522 563792 to check that Lincoln City Foundation are registered with a specific scheme. To use childcare vouchers, please leave as much time as possible as payments can be delayed due to the processing 2.6 Online – Some of the programmes are available to purchase online. Any payment made via this method, the name that will appear on the bank statement is COTECH UK LIMITED 
 
3. General 
 
3.1 All activities that we deliver require an Enrolment Forms to be completed prior to taking part either online (if available) or paper. 3.2 Participants are required to wear clothing and footwear suitable to the activities taking part. If an activity is taking place at an external venue where safety equipment is required Lincoln City Foundation will ensure that the external organisation provides the correct equipment and / or clothing and footwear. For any activities that it is the requirement of the parent / participant to provide protection such as shin pads, Lincoln City Foundation does not accept liability for any injuries sustained. To discuss any requirements please call the office on 01522 563792. 3.3 Lincoln City Foundation does not accept any responsibility for loss or damage to personal property unless caused by a member of staff 
 
3.4 Participants must follow instruction and behave appropriately for the activity and environment. Any infringements may result in the participant being removed from the programme or activity and any fees paid subject to the cancellation policy.  


4. Holiday Club  


4.1 Places are limited and allocated on a first come, first served basis (on receipt of a completed booking form and payment), places cannot be reserved without payment. 4.2 Online/paper bookings must be received at least one day before the start date/time of the activity. 4.3 NO REFUND can be claimed if you cancel your booking less than 48 hours prior to the start date/time of the course. 4.4 If you need to cancel and must receive at least 48 hours’ notice. Cancellations made prior to 48 hours will receive a refund or credit voucher (minus a £2 administration fee) for the day of the Holiday Club. 4.5 If you wish to change your booking, a £2 administration fee will be incurred. 4.6 If you wish to pay by Childcare voucher please contact enquiries@lincolncityfoundation.co.uk for a list of providers we are registered with. If we are not registered with your provider, we will do so with the expectation that it will be set up ready for the next holiday club. However, you would have to pay by other means for this holiday club.  4.7 Loyalty Scheme – In order to receive a stamp, the participant must attend the dates booked. Cards will be stamped on arrival at registration.  If you lose your Loyalty Card, you will be issued with a new blank card (same colour), we are not able to back date cards.  Only completed cards can be exchanged for promotional items. 4.8 Promotional/Discount codes can only be redeemed through online bookings. 4.9 Photography - if you decline from sharing your data (including photographs taken) as part of your booking form, no photography will be taken of your child.  
 
5. Football Development Centres 
 
5.1 Payment for each month must be made in advance of the first session, your child will not be allowed to take part in the sessions without prior payment. 5.2 All payments will be made via standing order using our online payment system. If anyone has a reason as why they can’t do this, please contact Imps in the community to discuss. 5.3 All missed sessions including illness, going on holidays, birthday parties, school discos, etc will still need to be paid for. 5.4 If a session is cancelled by the Foundatio, that you have already paid for, you will receive a credit for the next month. 5.5 If you are unsure as to whether a session is cancelled due to severe weather conditions, please check our website or social media channels, or contact 01522 563792 after 2pm on the day of the session. 
Version 2 Last updated 10.01.2019 
5.6 If your child wishes to leave the Football Development Centre, you must inform us at least 7 working days before the end of the month so we can cancel the recurring payment, no payments already made will be refunded. If you cancel your place less than 7 working days before the end of the month your next payment will be taken and then cancelled thereafter. 5.7 Elite and Advance Development Centres Only – All Players are required to purchase the Lincoln City FC training Kit that we supply at a cost of £30.00. 5.8 Elite Development Centre only – All players are required to attend a minimum 90% of sessions including training and games 
 
6. Birthday Parties 


6.1 Lincoln City Foundation require a £25 non-refundable deposit at the time of booking a party. This will secure the date for the birthday party. 
6.2 If booking is made 28 days or less before the date of the party, full payment must be made at point of booking.  6.3 Full payment must be received at least 28 days before the date of the party. If payment is not received by this date, Lincoln City Foundation will assume that the party is no longer required, and it will be cancelled, and the date will be released.  6.4 For birthday parties where, full payment has been received and is cancelled then the following cancellation fees apply. 6.5 If cancelled prior to 28 days before the party a FULL REFUND will be provided less a £25 non-refundable deposit. 6.6 If cancelled between 15-27 days before the party a 50% REFUND will be provided. 6.7 If cancelled 14 days or less prior to the party, NO REFUND will be provided. 6.8 If cancelled by Lincoln City Foundation then a FULL REFUND will be provided including the deposit. 6.9 For a Match day Party additional tickets must be ordered and paid for no later than 28 days before the party. If no order is received by this point only the 4 tickets included in the package will be issued. 6.10 For the match day birthday party, the child will receive a full match kit to be worn on the match day. It is the responsibility of the individual booking the package that kit sizes are correct. If a kit is purchased that is the wrong size, then it may not be possible to change on the actual day due to availability of kit in the club shop. Furthermore, if any item of the kit has been personalised and is then the wrong size this cannot be exchanged, and additional cost will be incurred to replace the item of kit. 6.11 For match day birthday parties, all matches are subject to change by Lincoln City Football Club. If there is any change to the fixture, then the following options may be provided whereby there is no league game: • Birthday Party can still take place however the elements involving the match day will be cancelled and the child will be offered to complete these aspects at a future game through a mascot experience • If the fixture changes from a league to a cup game, we will not be able to honour the match day aspects however the above will apply. This is due to restrictions placed on clubs through cup competitions 6.12 Photography - photographs of your party and guests will only be taken of those parties whose named participant have consented on the online booking form.        

 

7. Mascot Packages  


7.1 Full Payment is due at time of online booking. 7.2 If cancelled prior to 28 days before the Match day, a FULL REFUND will be provided less a £25 administration fee 

7.3 If cancelled between 15-27 days before the Match day a 50% REFUND will be provided. 7.4 If cancelled 14 days or less prior to the Match day, NO REFUND will be provided. 7.5 All Matches are subject to change by Lincoln City Football Club. If the fixture is rearranged, the following options may be provided: • Move with the fixture to the new date • Subject to availability change to a different fixture 7.6 If fixture is changed due to a cup competition and it is a home fixture and want to retain place, you will be subject to any additional charges this may incur. This is due to restrictions placed on the club for cup competitions and products designed for cup competitions 7.7 The optional 2 additional tickets are required to be ordered and paid for at point of booking. 7.8 To fulfil part of the experience, Lincoln City Foundation require information about the participant so that the match day programme can be completed. This information is required no later than 28 days before the match day. Failure to provide this information will see it omitted from the programme. 7.9 The mascot will receive a full match kit to be worn on the match day. It is the responsibility of the individual booking the package that kit sizes are correct. If a kit is purchased that is the wrong size, then it may not be possible to change on the actual day due to availability of kit in the club shop. Furthermore, if any item of the kit has been personalised and is then the wrong size this cannot be exchanged, and additional cost will be incurred to replace the item of kit. 7.10 Photography – to make the most of your Mascot experience, participants must consent to imagery and data sharing (Q1, Q2 and Q3 through online booking form). We cannot take photography of mascots without this consent. 
 
8. Guard of Honour and Match day Experience 

 
8.1 Full Payment is due at time of booking. 8.2 If cancelled prior to 28 days before the Match day, a FULL REFUND will be provided less a £25 administration fee. 8.3 If cancelled between 15-27 days before the Match day a 50% REFUND will be provided. 8.4 If cancelled 14 days or less prior to the Match day, NO REFUND will be provided. 8.5 Additional tickets are required at least 28 days before the experience. If no order is received by this date only the 12 junior and 2 adult tickets that are part of the package will be issued. 8.6 All Matches are subject to change by Lincoln City FC. If the fixture is re-arranged, the following options will be provided: ▪ Move with the fixture to the new date ▪ Subject to availability, change to a different fixture 8.7 If fixture is changed due to a cup competition and the cup competition is a home fixture and you want to retain the date, this will be subject to any additional charges incurred. This is due to restrictions placed on the club for cup competitions. 8.8 Photography – to make the most of your Matchday experience/ Guard of honour package, participants must consent to imagery and data sharing (Q1, Q2 and Q3 through online booking form). We cannot take photography of teams without this consent. 
 
 9. Data Protection/GDPR 


9.1 Following the introduction of GDPR, we as a company are legally responsible to ask for your consent in regard to the use and storage of your personal data. When making a booking you will be asked a set of questions, with some accompanying statements and invited to give your consent.  
 
Please be aware that at any time you can withdraw your consent by emailing enquiries@lincolncityfoundation.co.uk or calling 01522 563792 to inform us of your decision. 
 
9.2 Data Collection 
 
In order for participants to be enrolled onto our programmes we require them to complete an enrolment form which will capture their personal data. This data will either be collected through Participant UK (online booking forms) or through a paper form. To see how this data is stored and used please read Data Storage and Data Sharing see below. 
 
You will be asked if you agree to consent for the named participant to be included in photography and filming while taking part in our Lincoln City Foundation programme or session by a Foundation employee or an official photography company.  
These images may be used to help celebrate and promote our activities to raise our organisational profile and brand awareness, advertise programmes or projects, and/or share opportunities for commercial benefit.  
9.3 Data Storage  
 
In order to operate as a business and provide all of our services we hold a contract with Microsoft to provide our secure business desktop services where all our data is stored.  
Microsoft servers are based in Dublin and have security features ensuring data is kept securely and protected from threats.  
In order to facilitate an efficient online booking service for our participants we hold a contract with Participant UK and whom are required to hold your data for the programmes that you have selected. Details on paper booking forms will be transferred to our online system with the copies stored in a lockable filing cabinet until destroyed. 
If you decline consent for photography and filming no imagery will be taken.  
If you agree for photography and filming of the participant, this data will be stored on our secure Microsoft desktop system.  
9.4 Data Sharing  
Due to the nature of our business and the way in which we deliver certain aspects of the business we must contract with external companies to complete tasks. In order to do this we must require your consent to share personal details.  
Lincoln City Foundation is a registered charity. Your consent does not automatically transfer to Lincoln City Football Club to access your data – you must give separate consent for this information to be shared.  
Category  Company Name Purpose Data Sharing Lincoln City Football Club Lincoln City Football Club is a third party organisation whom we and joint activity and promotional benefits.  

 

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