Terms and conditions
When you book with Ultimate Sports Academies, we want you to be completely satisfied with the service we offer from the moment you book to when you collect your child after their Academy experience. Below are the booking terms and conditions which let you know what to expect from Ultimate Sports Academies and what we expect from you. We will always try to do the best by your child, make sure they are safe and conduct ourselves with integrity and honesty.
If you have any questions about our Terms and Conditions, please call our Customer Services team on 0330 111 9077 (charged at local rate).
Ultimate Sports Academies will be referred to as ‘USA’.
Purchaser is the person making the booking which may or may not be the parent.
Bookings placed online and over the telephone will be confirmed by email. We only post-confirmation where the purchaser does not have an email account. Full payment by card constitutes acceptance of these booking terms and conditions. Please check the booking confirmation email carefully to ensure the dates, location and personal details are correct and as expected – please inform us as soon as possible with any discrepancies and at least 14 days before the Academy starts.
USA accepts payment by credit card or debit card. A booking is only confirmed once we’ve received full payment. All bookings must be fully paid at the time of booking. Booking within 28 days can still be made but payment must be made in full. If full payment has not been received by this deadline the booking may be cancelled.
Bookings that qualify for an ‘Early Booking’ rate or other special offers need to be paid in full at the time of booking by credit/debit card. Refer to offers page for specific terms and conditions for each promotion.
Changes to your booking
We know plans change so you can change booking dates for free up to 14 days before an Academy starts, as long as it’s within in the current season and there is availability on an alternative Academy. If your booking was made during our Early Booking Rate, you can still change your booking up to 28 days before the first day of the new dates you are requesting and will be subject to availability. We can only move the booking as a full Academy, not splitting days across multiple weeks or Academies. We will not charge you for making date changes, but there may be a difference in price which you will need to pay for. Call our Customer Services team to request Academy date changes.
You can cancel a booking up to 14 days before the first date of your booking. We will refund all monies paid minus 35% of the booking total. If cancellation is less than 14 days before the first date of the booking, unfortunately, we are unable to refund any monies due to illness/injury. In the event of illness or injury during the academy your child is attending, we can offer a credit note for any remaining days upon receipt of a doctors note. Credit notes must be used by the end of the following season.
If you have booked multiple children or Academies, you may have received an additional discount for this at the time of booking. If you then cancel one or more of the children or weeks, you may no longer qualify for the additional discount - the price for the remaining booking will be adjusted to the normal booking rate at the time of cancellation.
Due to unforeseen circumstances, we may have to cancel some dates but we will try to give as much notice as possible and offer alternative options if available, or refund all monies paid for the dates cancelled.
Insurance and Liability
All children under USA’s care are covered by Public Liability Insurance up to £5million.
Every child on our Academies has access to the same opportunities, although some children may have specific medical, physical or behavioural requirements that need to be taken into account prior to participating on Academy. It is our policy not to exclude any child due to specific needs, wherever possible. The needs of each child vary, so decisions are made on a case-by-case basis, depending on the level of support each individual child requires to enable them to fully participate in and enjoy our sports Academies. We request that parents of children with specific needs contact our Customer Services team to discuss how we can best accommodate their child, and consider whether any special arrangements need to be made. Please note all prescribed medication must be in date.
Health and Safety
There may be occasions where the medical or physical conditions of a child means that it would not be appropriate or safe to include that child on an Academy on the basis of health and safety.
It is the purchaser’s responsibility to inform USA at the time of booking of any pre-existing medical, physical or behavioural conditions, or medication requirements, so that USA can make provision for the child’s specific needs on the Academy. If this information is not provided we reserve the right to exclude the child from an Academy.
If a child is deemed too ill by the Academy Manager upon arrival to an Academy, we reserve the right to refuse participation on the Academy until the child has been fit and healthy for at least 24 hours. If a child requires medication, our staff can only administer medication if it is specifically prescribed by a health professional.
Appropriate First Aid will be administered to children in the event of an accident while under USA’s care. If the accident is more serious, we may need to call the emergency services and will immediately inform parents. We have comprehensive policy and procedures for major accidents that all Academy staff are trained on.
Changes to Academy Availability
Information given on the website and in printed materials are correct at the time of publishing and printing. We may need to change dates, location or activity options due to unforeseen circumstances (or the weather), but we will inform you as soon as possible.
Photography and Video
On occasion, we may employ the services of a suitable and DBS cleared photographer to take marketing pictures on the academies. These photos may be used in our marketing materials including for brochures, flyers, website and social media. For your child's protection, we will never include the names of children alongside photos. If you do not wish for your child to be in any marketing materials please let us know by contacting us.
Policies and Procedures
For our full policies and procedures document, please email our Customer Services team at firstname.lastname@example.org.
USA reserves the right to exclude any child for any reason, including but not limited to bad behaviour, illness, bullying and repeated late collection. Refunds will not be offered for remaining days when a child is excluded. No refund will be made for days missed and no compensation will be made for any other costs or losses incurred as a result.
We want to give your children the most amazing Academy experience possible, and give you peace of mind that you have chosen the best Academy for your child. If you are not entirely satisfied with our service, please let us know as soon as possible so we have the opportunity to resolve it right away. Let your Lead Coach know as soon as possible if you have any complaints or concerns, or contact our Customer Services Team on 0330 111 9077 (charged at local rate). We will do everything we reasonably can to put wrongs right.
Ultimate Sports Academies is owned and operated by Active Education Group Limited.
Registered office address: Ultimate Sports Academies, Compass House, 1 Farmoor Ct, Cumnor, Oxford OX2 9LU
Postal Address: Ultimate Sports Academies, Compass House, 1 Farmoor Ct, Cumnor, Oxford OX2 9LU