TERMS AND CONDITIONS – HI 5 SPORTS
(Applies to all Hi 5 Sports programmes, including afterschool sports classes and birthday parties)
1. Introduction
1.1 Purpose
These Terms and Conditions govern enrolment and participation in all Hi 5 Sports programmes (“Programmes”). By registering, booking, or attending, you confirm you have read, understood, and agree to these Terms and Conditions.
1.2 Definitions
- Caregiver means any parent/guardian or person legally responsible for the child.
- We / us / our means Hi 5 Sports.
- Programme includes any sports class, coaching session, event, birthday party, or special session delivered by Hi 5 Sports.
- Venue means the school, facility, park, hall, or sports space where the Programme is delivered.
1.3 Venues
Hi 5 Sports operates across multiple venues. Your booking confirmation will specify the programme venue, location details, and any drop-off/collection instructions.
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2. Registrations, Bookings, and Information Management (Enrolmy)
2.1 Enrolmy only
All registrations, bookings, invoicing, and required safety/consent forms are managed through Enrolmy only. Caregivers are responsible for ensuring all information provided is accurate and kept up to date.
2.2 Information we collect
We collect information necessary to safely deliver Programmes and meet legal obligations. This may include child and caregiver names, contact details, authorised pick-ups (where relevant), and health information (e.g., allergies, medical conditions, injuries).
2.3 Privacy and legal compliance
All information is handled in accordance with the Privacy Act 2020 and relevant child protection legislation. Information may be provided to authorised agencies/auditors as required by law.
2.4 Access and updates
Caregivers may access and update details through their Enrolmy account. It is the caregiver’s responsibility to keep contact details, medical information, and authorised pick-ups current.
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3. Booking Confirmation and Programme Participation
3.1 Booking confirmation
Bookings are not confirmed until you receive confirmation via Enrolmy (and/or an email confirmation generated by Enrolmy). It is your responsibility to check booking dates, times, venue, and child details.
3.2 Programme suitability
Some sessions may have age/skill recommendations. If a Programme is not suitable for a child’s needs or cannot be delivered safely, we may recommend an alternative option or require a support plan before participation.
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4. Communication
4.1 Programme updates
We may contact you using the details in Enrolmy to share programme updates (including schedule changes, wet weather adjustments, venue instructions), invoices, and important notices.
4.2 Feedback
We may occasionally request feedback or send surveys to help improve Programme quality.
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5. Health, Safety, and Participation
5.1 General safety
Safety is our priority. Children are expected to follow coach instructions, safety rules, and venue guidelines.
5.2 Medical treatment authorisation
In an emergency where caregivers cannot be contacted, you authorise Hi 5 Sports staff to act on your behalf and seek/authorise medical treatment as advised by a qualified medical practitioner.
5.3 Unwell or injured children
Children who are unwell (e.g., fever, vomiting, contagious illness) should not attend. If a child becomes unwell or is not fit to participate safely, we may require early collection.
5.4 Medical conditions, allergies, and medication
Caregivers must disclose relevant medical information in Enrolmy. Medication will only be administered where a completed and approved medical consent process has been provided (where applicable to that Programme).
5.5 Physical contact and sport context
Sport can involve reasonable physical guidance (e.g., positioning hands for catching technique) and incidental contact during gameplay. Coaches will keep this appropriate, minimal, and instruction-based.
5.6 Belongings
We are not responsible for lost, stolen, or damaged belongings. Please avoid bringing valuables.
5.7 Child protection
Hi 5 Sports operates under a Child Protection Policy, including mandatory reporting obligations to Oranga Tamariki and/or Police where required.
5.8 Custody and protection orders
If custody arrangements or Protection Orders apply, you must provide a PDF copy of the relevant documents and clear written instructions before participation begins.
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6. Drop-off, Arrival, Collection, and Release
6.1 Arrival
Children must arrive to the session as per the instructions provided in the booking confirmation (including the correct meeting point/time where relevant).
6.2 If a child does not arrive when expected
If a child does not arrive when expected, Hi 5 Sports will follow our procedures for children not arriving as scheduled. This may include contacting caregivers and emergency contacts, liaising with the venue/school, and escalating to the appropriate authorities where required.
6.3 Collection and release
Children will only be released when our team are satisfied that a parent/caregiver or authorised pick-up person is present and confirmed.
6.4 Children leaving independently
Children are not permitted to leave on their own unless prior written permission has been provided and accepted by Hi 5 Sports (and where appropriate, by the venue/school).
6.5 Authorised pick-ups and ID checks
Children will not be released to any person not listed as an authorised pick-up individual in Enrolmy (or otherwise confirmed in writing). We may request photo ID to verify authorisation.
6.6 Late pick-up
Late collection, after an initial grace period, may incur a fee of $2 per minute (or the late fee stated on your booking page/confirmation), to cover additional staffing costs.
6.7 Non-release
We will not release a child to any person who is impaired by drugs/alcohol or poses a safety risk. Police may be contacted if required.
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7. Absences, Changes, and Cancellations
7.1 Absences
For safety, caregivers must notify Hi 5 Sports if a child will be absent from a booked session (so we do not need to search for a child who is expected to attend). No refunds or credits are provided for absences, including last-minute absences, illness, or changes in personal circumstances (unless otherwise required by law or expressly stated in writing for a specific Programme).
7.2 Booking changes
Where changes are permitted, caregivers should make changes through Enrolmy before the cut-off times shown at booking. Late change requests may not be possible and may be charged in full
7.3 Cancellations
Cancellations must be made through Enrolmy (where available) within the cancellation timeframes shown at the time of booking. If Enrolmy does not allow cancellation (e.g., cut-off has passed), contact us using the details on your booking confirmation. Fees may still apply.
7.4 Birthday parties (date changes and cancellations)
Birthday parties may require a deposit to secure the date/time. Unless otherwise stated on your party booking/confirmation:
- Deposits are generally non-refundable once planning is underway.
- Date changes may be possible with sufficient notice, subject to coach availability and venue access.
- If a party is cancelled within the timeframe stated at booking, the full fee (or a portion) may still be payable to cover staffing and committed costs.
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8. Fees and Payments
8.1 Fees
All pricing is shown at the time of booking and may be reviewed periodically.
8.2 Payment terms
Payment terms are as stated on your Enrolmy invoice/booking confirmation. Some bookings may require payment in advance to secure a place.
8.3 Payment methods and card fees
Payments may be made via online payment, bank transfer, or card. Card payments may include a processing fee as displayed at checkout.
8.4 Late payments
Unpaid accounts may result in cancellation of bookings and/or refusal of future bookings until balances are settled or a payment plan is agreed.
8.5 Debt recovery
You agree to cover reasonable costs associated with overdue accounts, including administration and debt collection costs (where applicable).
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9. Programme Changes and Force Majeure
9.1 Programme changes
We may adjust coaches, session structure, activities, or groupings due to operational needs, safety, numbers, or venue requirements.
9.2 Cancellation by us
If we cancel a Programme session, we will offer a credit, make-up option, or refund (Programme dependent).
9.3 Force majeure
We are not liable for disruptions caused by events beyond our control (e.g., extreme weather, natural disasters, public health restrictions). We will communicate options as soon as practical.
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10. Behaviour and Exclusion
10.1 Positive behaviour
We run positive, inclusive Programmes. Children must follow coach instructions and safety rules.
10.2 Safety and removal
If behaviour threatens safety or significantly disrupts the Programme, we may require early collection and/or suspend/terminate participation. This may occur immediately where safety is at risk.
10.3 Caregiver conduct
Abusive, aggressive, or unsafe behaviour from any adult involved in pick-up/drop-off or attendance may result in cancellation of participation.
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11. Photos and Video
11.1 Use of images
We may take photos/videos during Programmes for training, promotion, and marketing unless you opt out via Enrolmy (where available) and/or notify us in writing using the contact details on your booking confirmation.
11.2 Withdrawal of consent
You may withdraw consent at any time in writing. We will action this as soon as reasonably practical.
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12. Complaints and Feedback
12.1 Feedback welcomed
We welcome feedback to help us improve.
12.2 Complaint process
Step 1: Raise the issue directly with the Programme Lead/Coach.
Step 2: If unresolved, email our administration team using the contact details on your booking confirmation.
Step 3: We aim to respond within five working days and work with you to resolve the matter.
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13. Legal and Policy Updates
13.1 Compliance
We comply with applicable New Zealand laws and relevant safety and child protection requirements.
13.2 Updates to Terms
We may amend these Terms from time to time. Updated Terms will be communicated via Enrolmy and/or email. Continued participation after notice of changes constitutes acceptance.
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14. Contact
For bookings, support, or official notices, please use the contact details provided in your Enrolmy booking confirmation.
