HOOPSTARS TERMS & CONDITIONS

TERMS & CONDITIONS FOR PARTICIPATION IN

HOOPSTARS BASKETBALL PROGRAMMES

Hoopstars Basketball Development Limited (Company Number: 14785330) provides basketball coaching courses, weekly classes, workshops, camps, clinics, training sessions, and related basketball development services under the Hoopstars brand.

Hoopstars is responsible for the creation, ownership, administration, customer-facing management, commercial oversight, and programme structure of all programmes delivered under the Hoopstars brand.

The coaching and operational delivery of Hoopstars programmes is subcontracted to Game Time Management Limited (Company Number: 14785340), a licensed and insured delivery provider appointed to facilitate coaching, staffing, safeguarding implementation, and programme delivery on behalf of Hoopstars.

All coaches, officials, and delivery staff appointed to deliver Hoopstars sessions are subcontracted through Game Time Management Limited, which is responsible for coaching delivery, staffing compliance, safeguarding implementation, insurance cover, staff vetting, and on-the-ground session execution.

Game Time Management Limited holds insurance cover through Ripe Insurance, including:

• £10 million Public Liability Insurance
• £10 million Employers’ Liability Insurance
• £5 million Professional Indemnity Insurance

All appointed coaches are licensed and certified through Basketball England, the National Governing Body for basketball in England. Coaches and staff are also required to hold appropriate safeguarding training and enhanced DBS clearance, with relevant records held on file by Game Time Management Limited and available for verification by Hoopstars where required.

All participants, and their parent or legal guardian where the participant is under 18, must confirm that they have read, understood, and accepted these Terms & Conditions before participating in any Hoopstars programme.

1. Definitions

“Parent” means a parent or legal guardian responsible for payment, registration, and agreement to these Terms.

“Hoopstars” means Hoopstars Basketball Development Limited, the company responsible for the management, ownership, administration, and commercial oversight of Hoopstars programmes.

“GTM” means Game Time Management Limited, the subcontracted coaching and operational delivery provider appointed by Hoopstars.

“Course” means any basketball class, coaching session, camp, clinic, workshop, training event, or related activity managed by Hoopstars and delivered by GTM.

“Registration Form” means the form submitted to enrol a participant onto a Course.

“Fee” means the cost payable for the Course.

“Coach” means a subcontracted coach appointed by GTM to deliver Hoopstars sessions.

“Official” means a subcontracted referee, table official, assistant coach, supervisor, or support staff member appointed by GTM.

“Premises” means the venue, school, sports hall, leisure centre, or facility where the Course takes place.

“Pupil” means the child or young person attending the Course.

“Terms” means the contents of this agreement.

“Act of God” means any natural disaster, extreme weather event, emergency, government restriction, venue closure, or event beyond reasonable human control affecting delivery.

2. Acceptance of Terms and Conditions

2.1. All agreements relating to participation in a Hoopstars programme are subject to these Terms.

2.2. No variation of these Terms shall be binding unless agreed in writing by Hoopstars.

2.3. Payment of the Fee constitutes acceptance of these Terms by the Parent.

2.4. By enrolling a Pupil, the Parent confirms that they have authority to enter into this agreement on behalf of the Pupil.

2.5. Parents, Pupils, coaches, organisations, and third parties agree not to copy, reproduce, distribute, adapt, imitate, or commercially exploit any proprietary Hoopstars content, coaching system, curriculum, programme structure, session plan, brand asset, player development model, or related intellectual property without prior written consent from Hoopstars.

2.6. Parents and participants must not use Hoopstars content, methods, materials, or programme information to create or deliver competing basketball services for a period of 12 months after participation, unless expressly authorised in writing by Hoopstars.

3. Fees and Payment

3.1. Fees must be paid in full before participation, unless otherwise agreed in writing by Hoopstars.

3.2. Payment is accepted via bank transfer, BACS, secure online card payment via Stripe, or any other payment provider approved by Hoopstars.

3.3. Accepted card types may include Visa, MasterCard, and American Express, depending on the payment provider used.

3.4. A Pupil’s place is not secured until payment has been received and confirmed.

3.5. Hoopstars reserves the right to refuse participation where payment has not been received, has failed, has been reversed, or remains outstanding.

4. Refund Policy

4.1. General principle

Hoopstars aims to operate a fair and transparent refund policy that recognises both the Parent’s position and the operational commitments Hoopstars makes when a booking is confirmed.

Participant places are limited and are reserved once payment has been received. In advance of each Course, Hoopstars may commit staffing, venue, administration, booking system, payment processing, planning, safeguarding, and delivery costs. The cancellation terms below are designed to reflect those committed costs and the limited ability to resell a participant place at short notice.

Nothing in this Refund Policy affects any statutory rights that cannot legally be excluded or limited.

4.2. Cancellations made 7 days or more before the Course start date

Where a Parent cancels 7 days or more before the Course start date, the Parent may choose one of the following options:

Option A: 100% course credit, valid for 12 months from the date of issue.

Option B: 75% monetary refund, with 25% retained by Hoopstars.

The retained 25% is a genuine pre-estimate of Hoopstars’ direct costs and losses arising from the cancellation, including administration, staffing preparation, payment processing, venue planning, booking system costs, customer service time, and the loss of opportunity to offer the place to another participant.

4.3. Cancellations made within 6 days of the Course start date

Where a Parent cancels within 6 days of the Course start date, no refund or credit will usually be issued, except in exceptional injury cases supported by medical evidence under Clause 4.4.

This reflects the fact that Hoopstars commits venue, staffing, administration, safeguarding, planning, and delivery costs in advance, and that participant places are capacity-limited and may not be capable of resale at short notice.

Where Hoopstars is able to resell the cancelled place before the Course begins, Hoopstars may, at its discretion, issue a partial credit or refund after taking account of costs already incurred.

4.4. Injury-related cancellations

Where a Pupil is unable to participate due to injury before the Course begins, Hoopstars may issue a 100% course credit upon receipt of appropriate medical proof. This credit will be valid for 12 months from the date of issue.

Where a Course has already begun, injury-related credit may be considered at Hoopstars’ discretion, subject to medical evidence, the timing of the injury, the number of sessions remaining, and the circumstances of the booking. No monetary refund will usually be issued once a Course has commenced.

4.5. Credits

Credits issued for cancellations are redeemable against any Hoopstars-managed programme and remain valid for 12 months from the date of issue.

Credits have no cash value and may not be exchanged for a monetary refund unless expressly agreed in writing by Hoopstars.

Credits are non-transferable unless Hoopstars agrees otherwise in writing.

4.6. Once a Course has begun

Once a Course has commenced, no refunds or credits will usually be issued for missed sessions, non-attendance, illness, holidays, school commitments, fixture clashes, transport issues, family circumstances, or any other change in personal circumstances, except where Hoopstars agrees otherwise in writing.

Each participant space is reserved in advance, and operational costs are committed prior to the start of each Course. Spaces are therefore non-refundable and non-transferable once the Course has started, subject always to any statutory rights that cannot legally be excluded or limited.

4.7. Course transfers

Requests to transfer a booking to another Hoopstars programme, location, date, or participant may be considered at Hoopstars’ discretion.

Transfer requests are not guaranteed and will depend on availability, staffing, venue capacity, safeguarding ratios, age suitability, and operational feasibility.

Hoopstars may refuse a transfer request where the Course has already started, where the request is made at short notice, where the alternative Course is full, or where the transfer would create an operational or safeguarding issue.

4.8. Cancellations due to external factors

Where a Course is cancelled, postponed, relocated, or materially affected by circumstances outside Hoopstars’ reasonable control, including but not limited to extreme weather, venue closure, school closure, transport disruption, public health restrictions, government-mandated shutdowns, or other force majeure events, Hoopstars will first seek to provide one or more of the following:

• a replacement session;
• a rescheduled date;
• an alternative venue;
• an alternative delivery option where appropriate;
• a course credit valid for 12 months.

Where Hoopstars is unable to provide any reasonable alternative, Hoopstars may offer a refund, credit, or partial refund, taking into account costs already incurred, services already provided, and the circumstances of the cancellation.

4.9. Cancellation or material change by Hoopstars before the Course begins

Where Hoopstars cancels a Course before it begins and does not provide a suitable replacement, the Parent will be entitled to either a full refund or full credit, at the Parent’s discretion.

Where Hoopstars makes a material change to the Course before it begins, such as a significant venue change, major timetable change, or substantial change to the nature of the Course, Hoopstars will give Parents reasonable notice where possible. If the Parent cannot reasonably accept the material change, Hoopstars may offer a transfer, credit, partial refund, or refund depending on the circumstances.

4.10. Approved refunds

Any approved refunds will be issued within 30 days via BACS or the original payment method, where technically possible.

Where a BACS refund is required, it is the Parent’s responsibility to provide accurate bank account details. Hoopstars shall not be responsible for delays caused by incorrect or incomplete refund information.

4.11. Statutory cooling-off period exemption

In accordance with Regulation 28(1)(h) of the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, bookings for Hoopstars sessions, courses, camps, classes, and related events — as leisure activities tied to specific dates or periods of performance — may be exempt from the statutory 14-day cancellation period.

4.12. Abuse of refund, credit, or transfer process

Hoopstars reserves the right to refuse repeated refund, credit, or transfer requests where, in Hoopstars’ reasonable opinion, the process is being used in a way that is unfair, excessive, disruptive, or inconsistent with the purpose of this policy.

5. Cancellation, Relocation, or Changes by Hoopstars

5.1. Hoopstars reserves the right to cancel a Course prior to commencement.

5.2. Where Hoopstars cancels a Course prior to commencement and no suitable replacement is offered, the Parent will be entitled to either a full refund or full credit, at the Parent’s discretion.

5.3. Hoopstars reserves the right to change the venue, coach, timetable, session format, or delivery arrangements where reasonably necessary.

5.4. Where a venue change is required, Hoopstars will make reasonable efforts to notify Parents as soon as practicable and to provide a suitable alternative venue.

5.5. No further compensation will be provided beyond the value of the Fee paid.

6. Parent Responsibilities

6.1. By enrolling a Pupil, the Parent confirms that:

• all registration information provided is accurate and complete;
• all relevant medical, behavioural, allergy, safeguarding, or additional support information has been disclosed;
• the Pupil is physically able to participate safely;
• the Pupil is not suffering from any contagious illness or medical condition that would prevent safe participation;
• any change in the Pupil’s condition will be communicated to Hoopstars immediately;
• emergency contact details are accurate and up to date.

6.2. Parents are responsible for ensuring that Pupils arrive on time, are collected promptly, and bring appropriate clothing, footwear, water, and any required basketball equipment.

6.3. Hoopstars and GTM are not responsible for any Pupil outside the official Course start and finish times, except where specific arrangements have been confirmed in writing.

6.4. Late collection may result in additional charges or refusal of future bookings where it creates safeguarding or operational concerns.

7. Assumption of Risk

7.1. Participation in basketball and sports coaching carries inherent risks, including but not limited to slips, trips, falls, collisions, impact injuries, sprains, strains, and other accidental injuries.

7.2. By enrolling a Pupil, the Parent acknowledges these risks and accepts them on behalf of the Pupil.

7.3. GTM holds appropriate insurance coverage for programme delivery, but neither Hoopstars nor GTM provides personal accident, personal health, travel, or property insurance for participants.

7.4. Parents are advised to arrange their own personal accident, health, or travel insurance where they consider it appropriate.

8. Medical Consent and Emergencies

8.1. In the event of illness, injury, or emergency, Hoopstars, GTM, coaches, officials, or appointed staff may take such action as they reasonably consider necessary to protect the welfare of the Pupil.

8.2. This may include administering basic first aid, contacting the Parent, contacting emergency services, or arranging for the Pupil to receive urgent medical attention.

8.3. Where a Parent cannot be reached in an emergency, the Parent authorises Hoopstars, GTM, and appointed staff to act in the best interests of the Pupil.

8.4. Parents must ensure that any medical information provided during registration is accurate, complete, and kept up to date.

9. Media Consent

9.1. Hoopstars may photograph or film sessions for training, promotional, educational, safeguarding, recruitment, social media, website, or marketing purposes.

9.2. If a Parent does not wish their child to appear in any media, they must notify Hoopstars in writing before the Course begins.

9.3. Hoopstars will take reasonable steps to honour such requests but cannot guarantee complete exclusion from wide-angle group shots, crowd shots, background footage, or incidental content.

9.4. Parents and spectators must not photograph or film other children without permission from Hoopstars and the relevant Parent or guardian.

10. Behaviour and Code of Conduct

10.1. Hoopstars expects all Pupils, Parents, spectators, coaches, and staff to behave respectfully, safely, and appropriately at all times.

10.2. Hoopstars reserves the right to exclude any Pupil who behaves in a manner that is disruptive, disrespectful, unsafe, aggressive, discriminatory, abusive, or in breach of the Hoopstars Code of Conduct.

10.3. Parents or spectators who behave in a threatening, abusive, disruptive, or inappropriate manner may be asked to leave the Premises and may have future bookings refused.

10.4. Disciplinary decisions are made at Hoopstars’ discretion, in consultation with GTM as the delivery provider where appropriate.

10.5. In the event of exclusion for behavioural or disciplinary reasons, no refund or credit will be issued.

11. Personal Property

11.1. Pupils are responsible for their own personal belongings.

11.2. Hoopstars, GTM, coaches, officials, venues, and staff accept no responsibility for loss, theft, or damage to personal property brought to a Course.

11.3. Parents are advised not to allow Pupils to bring valuables to sessions.

12. Limitation of Liability

12.1. Except in the case of proven negligence, Hoopstars and GTM accept no liability for loss, damage, injury, delay, expense, or inconvenience arising during or from participation in a Course.

12.2. Any claim must be submitted in writing within 90 days of the relevant event.

12.3. The maximum liability of Hoopstars or GTM shall be capped at the value of the Fee paid for the relevant Course.

12.4. Nothing in these Terms excludes or limits liability for death or personal injury arising from proven negligence by Hoopstars, GTM, or their appointed staff.

12.5. Nothing in these Terms affects any statutory rights that cannot legally be excluded or limited.

13. Safeguarding

13.1. Hoopstars is committed to safeguarding the welfare of all children and young people participating in its programmes.

13.2. All staff, coaches, and officials involved in programme delivery operate under the Hoopstars Safeguarding Policy, available here:

https://www.london-basketball.com/hoopstars-safeguarding/

13.3. All delivery is facilitated by Game Time Management Limited, which formally adopts and implements the Hoopstars safeguarding requirements and ensures that every appointed coach, official, or member of delivery staff:

• has undergone an appropriate enhanced DBS check;
• has completed safeguarding training;
• is licensed and certified through Basketball England where required;
• is aware of relevant safeguarding responsibilities;
• follows the required code of conduct and reporting procedures;
• reports concerns through the appropriate safeguarding channels.

13.4. For any safeguarding-related concerns, Parents should contact:

safeguarding@london-basketball.com

14. Data Protection, Privacy and Communications

14.1. By enrolling a Pupil, the Parent consents to Hoopstars collecting, storing, and processing personal data for programme administration, booking management, safeguarding, emergency contact, attendance monitoring, customer service, payment administration, and related operational purposes.

14.2. Data may be shared securely between Hoopstars and Game Time Management Limited for delivery, safeguarding, insurance, staffing, compliance, and operational purposes only.

14.3. Hoopstars will process personal data in accordance with applicable UK data protection law, including UK GDPR.

14.4. The Hoopstars Privacy Policy is available here:

https://www.london-basketball.com/hoopstars-privacy-policy/

14.5. Parents may request access to their data, correction of inaccurate data, deletion of data where applicable, or opt out of non-essential communications by emailing:

hoopstars@london-basketball.com

14.6. Hoopstars may contact Parents by email, SMS, WhatsApp, telephone, or other reasonable communication channels in relation to bookings, session updates, venue changes, safeguarding matters, payment issues, programme information, or relevant service updates.

15. Intellectual Property

15.1. All Hoopstars names, logos, coaching materials, lesson plans, player development systems, star grading systems, written content, digital resources, operational systems, branding, and programme structures are the intellectual property of Hoopstars or its licensors.

15.2. No Parent, Pupil, coach, staff member, organisation, venue, or third party may copy, reproduce, modify, distribute, imitate, commercialise, or use Hoopstars intellectual property without prior written permission.

15.3. Any unauthorised use of Hoopstars intellectual property may result in removal from the programme and further action where appropriate.

16. General

16.1. Notices or communications may be sent by email to:

hoopstars@london-basketball.com

or by post to Hoopstars’ day-to-day office correspondence address:

Hoopstars Basketball Development Limited
124 City Road
London
EC1V 2NX

The registered office of Hoopstars Basketball Development Limited is the address listed for the company at Companies House.

16.2. Failure by Hoopstars to enforce any part of these Terms shall not constitute a waiver of its right to enforce that term or any other term in the future.

16.3. These Terms form the full agreement between Hoopstars and the Parent and override all previous versions, discussions, representations, or agreements relating to participation in Hoopstars programmes.

16.4. If any part of these Terms is found to be invalid, unlawful, or unenforceable, the remaining provisions shall continue in full force and effect.

16.5. These Terms are governed by English law and are subject to the jurisdiction of the courts of England and Wales.

Version 1.3 — Effective from 1st May, 2026.