EVOLVE TENNIS ACADEMY TERMS, POLICIES & PARTICIPATION AGREEMENT

1. OUR COMMITMENT Evolve Tennis Academy is committed to delivering high-quality coaching and customer experiences; providing safe, inclusive and positive sporting environments; operating in alignment with NSW child safe standards; supporting player development pathways; maintaining professional coaching standards; operating with integrity, transparency and fairness; and ensuring all participants are treated respectfully and safely. Our programs are designed to create enjoyable, safe and structured sporting experiences for all participants regardless of age or ability level.
2. ENROLMENTS & PARTICIPATION All enrolments are subject to availability. Submission of an enrolment does not guarantee placement until confirmed by Evolve Tennis Academy. Participants may only attend the program, day/time, and venue they are enrolled in. Evolve Tennis Academy reserves the right to move participants between groups, alter coaches or schedules, combine groups, adjust lesson durations, refuse enrolments, or place players into levels deemed suitable by coaching staff. Player pathway progression remains at the discretion of Evolve Tennis Academy coaching management.
3. RE-ENROLMENTS Many programs operate on an automatic re-enrolment basis. Unless otherwise advised in writing, existing customers may automatically retain positions into future terms, invoices may automatically generate, and positions may remain reserved until cancellation notice is received. To withdraw, customers must notify Evolve Tennis Academy prior to the applicable term cut-off date. Failure to advise withdrawal prior to invoicing or term commencement may result in charges remaining payable.
4. PAYMENTS & FEES All program fees must be paid by the invoice due date. Payments may be made via direct debit, credit/debit card, approved online payment systems, bank transfer, or approved payment gateway providers. Evolve Tennis Academy reserves the right to suspend participation, withhold services, restrict bookings, or cancel enrolments for unpaid accounts. Any failed payment transaction fees may be passed on to the customer. Prices are subject to review and change at any time.
5. LATE PAYMENT POLICY Accounts not paid by the due date may incur reminder notices, temporary suspension, late payment administration fees, cancellation of enrolments, loss of reserved positions, and restriction from future bookings. Evolve Tennis Academy reserves the right to engage debt recovery procedures where accounts remain unpaid.
6. REFUNDS, CREDITS & CANCELLATIONS Refunds are generally not provided for change of mind, missed classes, holidays, scheduling conflicts, non-attendance, partial term withdrawal, or coach preference dissatisfaction. Credits or make-up options may be offered at Evolve Tennis Academy’s discretion. Approved refunds may incur administration fees, payment gateway fees, or proportional deductions for attended sessions. Refund requests must be submitted in writing. Where required under Australian Consumer Law, nothing in this Agreement limits statutory consumer rights.
7. WET WEATHER POLICY Evolve Tennis Academy programs operate in most weather conditions, including light rain, intermittent showers, and damp conditions. Sessions may be cancelled where conditions are deemed unsafe due to lightning, extreme heat, excessive rain, dangerous court surfaces, high winds, smoke hazards, flooding, or severe weather warnings. All cancellation decisions remain at the sole discretion of Evolve Tennis Academy management and coaching staff. Where sessions are cancelled by Evolve Tennis Academy due to unsafe weather, make-up lessons, credits, extensions, or alternative activities may be offered. No refunds are provided for weather-related interruptions unless required under Australian Consumer Law.
8. MAKE-UP LESSON POLICY Evolve Tennis Academy offers limited make-up lessons as a courtesy service. Allocations: Junior Programs — maximum 1 make-up per term; Adult Programs — maximum 2 make-ups per term. Make-up lessons must be completed within the current term, are non-transferable, cannot roll into future terms, hold no cash value, and are subject to availability. If unable to use a make-up lesson during the current term, participants may instead utilise it during an upcoming Holiday Camp, subject to availability and approval.
9. PRIVATE COACHING TERMS Private coaching bookings require advance confirmation and coach allocation. Cancellations must occur with a minimum of 12 hours notice. Where less than 12 hours notice is provided, the full lesson fee may be charged and the lesson may be forfeited. Private coaching packages may contain expiry periods, may be non-refundable, and may not be transferable between players unless approved by management. Coaches may occasionally be substituted due to illness, tournament travel, or operational requirements.
10. HOLIDAY CAMPS Evolve Tennis Academy Holiday Camps operate in almost all weather conditions — rain, hail or shine. We have a wide range of indoor activities, tennis-based games, sports activities, and team challenges available. As coaches, venues and staffing are organised well in advance, Evolve Tennis Academy does not offer refunds, transfers, or cancellations due to inclement weather unless required under Australian Consumer Law. To change or amend a camp booking, parents must notify Evolve Tennis Academy on or before the final day of the school term immediately preceding the camp period. For cancellations in the upcoming camp week, notice must be provided no later than Sunday 6:00pm prior to commencement. No refunds will be provided for same-day cancellations, non-attendance, late withdrawals, change of mind, or partial attendance. Special circumstances including broken bones, serious illness, or medical emergencies may result in a credit being offered at management’s discretion. Where a valid Doctor’s Certificate is supplied, payment may not be sought or a credit may be issued for payments already made.
11. ATTENDANCE, ARRIVALS & PICK UPS Parents and guardians remain responsible for ensuring participants arrive safely, timely pick-up, confirming attendance, and advising absences. Evolve Tennis Academy is not responsible for participants before session commencement or after session completion. Repeated late collection may incur supervision fees. Children must only be collected by authorised persons listed on enrolment records.
12. TRANSPORT, BUS & WALKING BUS POLICY Transport services involve operational complexities including traffic, weather delays, and route adjustments. Exact pickup/drop-off times cannot be guaranteed. Parents remain responsible for advising accurate school information, ensuring children understand pickup procedures, notifying changes promptly, and keeping emergency contacts updated. Walking bus participants must follow coach directions, remain with the group, and behave safely near roads and crossings. Evolve Tennis Academy reserves the right to suspend transport access for unsafe behaviour.
13. PLAYER BEHAVIOUR & CONDUCT All participants are expected to behave respectfully, follow coach instructions, display sportsmanship, maintain safe behaviour, respect facilities and equipment, and treat staff, players and families appropriately. Bullying, harassment, aggression, discrimination or unsafe conduct will not be tolerated. Evolve Tennis Academy reserves the right to suspend or remove participants and refuse future enrolments where behaviour breaches academy expectations.
14. CHILD SAFETY & CHILD PROTECTION Evolve Tennis Academy is committed to child safe practices and supports NSW Child Safe Standards. All staff maintain Working With Children Check compliance. Any concerns regarding child safety should be reported immediately to academy management. Evolve Tennis Academy reserves the right to report matters to NSW Police, the Office of the Children’s Guardian, or relevant authorities where appropriate.
15. MEDICAL CONDITIONS & EMERGENCIES Parents and participants must disclose medical conditions, allergies, behavioural conditions, medications, emergency information, and injury considerations. Evolve Tennis Academy may administer basic first aid where required. In emergencies, emergency services may be contacted and medical treatment may be sought. Costs associated with medical treatment remain the responsibility of the participant or parent/guardian.
16. PHOTOGRAPHY, VIDEO & IMAGE CONSENT Evolve Tennis Academy may capture photographs, videos, and promotional content during programs and activities for use in marketing, social media, websites, and digital advertising. Parents or participants wishing to opt out must notify Evolve Tennis Academy in writing.
17. COMMUNICATION POLICY Evolve Tennis Academy communicates via email, SMS, phone, CRM systems, social media, apps, and online portals. Parents and participants are responsible for maintaining updated contact information and checking communications regularly. Staff communication with minors will remain professional, program-related, and aligned with child safe standards.
18. SOCIAL MEDIA & ONLINE CONDUCT Defamatory, abusive, threatening or inappropriate online behaviour directed toward staff, players, venues, families, or academy operations may result in suspension or removal from programs.
19. FACILITY CONDITIONS & SAFETY Participants acknowledge that sporting environments involve inherent risks including slips, falls, ball impact injuries, heat exposure, and physical exertion. Participants engage at their own risk. Appropriate footwear, clothing, hydration, and sun protection are strongly encouraged.
20. EXTREME WEATHER & HEAT POLICY Programs may be modified, shortened, or cancelled during extreme heat, hazardous air quality, severe storms, or lightning events. Evolve Tennis Academy may enforce mandatory hydration breaks and modified workloads during extreme conditions.
21. PERSONAL PROPERTY Participants bring personal belongings at their own risk. Evolve Tennis Academy is not responsible for lost, stolen, or damaged items including racquets, bags, electronics, bicycles, scooters, clothing, or valuables.
22. COACHING STAFF & OPERATIONAL CHANGES Evolve Tennis Academy reserves the right to change coaches, substitute staff, alter venues, combine classes, adjust schedules, or restructure programs where reasonably required. Coach allocation is not guaranteed.
23. MEMBERSHIPS & PACKAGES Membership inclusions may vary, change, or hold usage conditions and booking limitations. Unused sessions or credits may expire. Membership misuse may result in suspension or cancellation.
24. PICKLEBALL PROGRAMS Pickleball participants remain subject to all general Evolve Tennis Academy policies. Participants acknowledge the physical risks associated with movement, collisions, slips, and equipment use. Court etiquette and respectful conduct are expected at all times.
25. TOURNAMENTS, EVENTS & COMPETITIONS Tournament and event participation may involve external organisers, governing body regulations, scheduling changes, and venue changes. Evolve Tennis Academy is not responsible for decisions made by external event organisers. Entry fees may remain non-refundable once committed.
26. LIABILITY & RISK WARNING Participation in sporting activities carries inherent risks. To the extent permitted by law, participants acknowledge and accept these risks. Nothing in this Agreement is intended to unfairly limit statutory protections available to consumers under NSW or Australian law.
27. PRIVACY & DATA COLLECTION Evolve Tennis Academy may collect personal information for enrolments, scheduling, emergency management, operational communication, payment processing, and reporting obligations. Information may be stored through CRM systems, booking software, payment gateways, and communication platforms. Evolve Tennis Academy takes reasonable steps to protect personal information.
28. SUSPENSION OR TERMINATION OF PARTICIPATION Evolve Tennis Academy reserves the right to suspend or terminate participation where safety concerns arise, fees remain unpaid, behaviour breaches expectations, conduct impacts staff or participants negatively, or policies are repeatedly breached. Refunds are not guaranteed in these circumstances.
29. POLICY AMENDMENTS Evolve Tennis Academy reserves the right to update, amend, or modify these policies at any time. Updated versions may be published via the academy website, CRM systems, enrolment communications, or online portals. Continued participation constitutes acceptance of updated terms.
30. CONTACT INFORMATION For enquiries relating to this Agreement, please contact: Evolve Tennis Academy Email: info@evolvetennisacademy.com Phone: 1300 689 993

FINAL ACKNOWLEDGEMENT By enrolling in, attending, or participating in any Evolve Tennis Academy activity, all participants and/or guardians acknowledge that they have read this Agreement, understand this Agreement, agree to comply with this Agreement, accept the operational procedures and policies outlined above, acknowledge the inherent risks associated with sporting participation, and consent to Evolve Tennis Academy operating programs in accordance with these terms.