PAYMENT, REFUND AND CANCELLATION POLICY
Blackheath Rhinos Football Club
This policy explains how Blackheath Rhinos Football Club manages payments, subscriptions, failed payments, refunds, withdrawals and cancellations. By registering with Blackheath Rhinos, parents and carers agree to the club’s payment terms and understand that fees support the running of the club, including coaching, venue hire, league entry, equipment, insurance, administration and wider operational costs.
1. Annual and Programme-Based Fees
Blackheath Rhinos fees are usually charged as annual, seasonal or programme-based fees. Where payment is split into instalments, the instalments are a payment method only. They do not turn the membership into a monthly rolling arrangement unless the club has clearly stated otherwise. This means that cancelling a payment instruction does not automatically cancel the amount owed for the agreed season, programme or membership period.
2. What Fees May Cover
Depending on the programme, fees may contribute towards:
-
Training sessions
-
Matchday participation
-
League registration
-
Facility hire
-
Coaching costs
-
Equipment
-
Insurance
-
Administration
-
Kit, where included or subsidised
-
Club running costs
-
Online systems and booking platforms
Fees are not calculated purely on a session-by-session basis unless the club has specifically sold the activity as a drop-in session.
3. Team Membership Payments
Team membership fees are linked to a player’s place within a team or squad.
Where a player joins a team, the parent/carer accepts responsibility for the agreed fee for that season or membership period.
This includes cases where the fee is paid:
-
In full
-
In instalments
-
By subscription
-
By invoice
-
By payment link
-
By another payment arrangement agreed by the club
4. Training-Only Payments
Training-only payments apply where a child attends training but does not currently have a confirmed team place.
Training-only membership does not guarantee:
-
A team place
-
League registration
-
Match selection
-
A place in a specific age group
-
A place with friends or schoolmates
-
Promotion into a team by a certain date
Team places depend on availability, age group, squad size, league rules, coach assessment, player readiness and registration windows.
5. Failed Payments
If a payment fails, the parent/carer must arrange payment promptly.
The club may contact the parent/carer by email, WhatsApp, phone or invoice.
If payments remain unpaid, the club may:
-
Restrict attendance
-
Suspend membership
-
Remove access to member areas
-
Pause participation
-
Withdraw a team place
-
Invoice the outstanding balance
-
Refuse future bookings
-
Pass the matter for recovery where appropriate
Repeated failed payments may result in the remaining seasonal or programme balance becoming payable.
6. Cancelling a Subscription
Cancelling a subscription or payment instruction does not automatically cancel membership or remove liability for fees already agreed.
Parents/carers must notify the club in writing if they wish to withdraw from a programme.
The club will then confirm:
-
Whether any balance remains due
-
Whether any notice period applies
-
Whether any refund or credit is available
-
Whether the player’s place will be released
7. Withdrawal From the Club
If a player leaves the club part-way through a season or programme, refunds are not automatic.
The club may consider the circumstances, including:
-
Date of withdrawal
-
Whether a team place has been held
-
Whether kit has been ordered or issued
-
Whether league or registration costs have been incurred
-
Whether the club has committed to venue, coach or league costs
-
Whether another player can reasonably take the place
-
Any exceptional personal circumstances
Where a refund is agreed, the club may deduct costs already incurred.
8. Kit, Registration and Admin Costs
Where kit, league registration, insurance, admin or other fixed costs have already been incurred, these costs are normally non-refundable.
This includes situations where:
-
Kit has been ordered
-
Kit has been personalised
-
League registration has been submitted
-
A player place has been reserved
-
A squad place has been held
-
Admin work has already been completed
9. Cancelled Sessions
Some cancelled sessions may occur due to weather, pitch conditions, venue closures or circumstances outside the club’s control. The club’s Weather, Venue and Cancelled Session Policy explains how these cancellations are handled.
Refunds are not automatically due for cancelled sessions, especially where the club has allowed for a reasonable number of cancellations within the season or programme.
10. Camps and Events
For holiday camps, parties, events or short-term programmes, the cancellation terms may be different from team membership.
Unless the club states otherwise:
-
Parent cancellation close to the event may not be refundable
-
Non-attendance is not refundable
-
Late arrival or early collection is not refundable
-
Refunds may not be available once staffing, food, venue or equipment costs have been committed
-
The club may offer a credit at its discretion
Where a camp or event is cancelled by the club, the club may offer:
-
Rearranged date
-
Credit
-
Refund
-
Alternative activity
The appropriate option will depend on the circumstances.
11. Illness and Injury
Refunds are not normally provided for short-term illness, injury or absence.
In cases of longer-term injury or serious medical circumstances, the club may review the situation individually.
The club may request reasonable evidence before considering any credit, pause or refund.
12. No Refunds for Personal Non-Attendance
Refunds are not normally provided where a player does not attend because of:
-
Holidays
-
Other sports
-
School events
-
Birthday parties
-
Family commitments
-
Change of mind
-
Loss of interest
-
Clashes with other activities
-
Transport issues
-
Not checking club updates
13. Behaviour-Related Removal
If a player, parent, carer or spectator is removed, suspended or withdrawn from club activity due to serious or repeated behaviour breaches, refunds are not automatic. The club may deduct any costs already incurred and may refuse a refund where removal is due to misconduct, safeguarding concerns, abusive behaviour or breach of club rules.
14. Payment Disputes
Any payment dispute should be raised with the club in writing.
Parents/carers should include:
-
Player name
-
Parent/carer name
-
Programme or team
-
Payment date
-
Amount paid
-
Reason for the dispute
-
Any supporting information
The club will review the matter and respond as soon as reasonably possible.
15. Club Discretion
The club may use discretion in exceptional circumstances.
Any goodwill refund, credit, extension or payment arrangement does not create an automatic right for other cases.
16. Policy Review
This policy may be reviewed and updated by Blackheath Rhinos Football Club as required.
Request to change subscription
Please click on the below link to amend or update your subscription.