These Terms and Conditions apply to all members of Total FC. By registering with the club, you agree to abide by the following conditions, which are designed to ensure the smooth running of the club, the safety and wellbeing of all members, and the high standards we uphold.
1. General Conduct & Expectations
1.1 All members (players, coaches, parents/guardians, and supporters) are expected to act with respect, integrity, and professionalism, both on and off the pitch. Players must follow the club’s Code of Conduct, be punctual, and participate fully in training and matches. Parents/guardians and supporters are expected to encourage positive behaviour, refrain from sideline coaching, and show respect for all players, coaches, and officials. The club reserves the right to take disciplinary action against any member found to be in breach of these expectations. Please refer to the Disciplinary Process for further information.
1.2 Total FC is committed to providing an inclusive, safe, and non-discriminatory environment for all members, regardless of their race, religion, gender, or any other protected characteristic.
2. Registration, Membership & Payment Terms
2.1 To join Total FC, a completed registration form and a one-time non-refundable registration fee must be submitted to secure your child’s place. Monthly membership fees are due on the 1st working day of each month and must be paid in advance.
2.2 Payments are processed securely via GoCardless, with accepted methods including Direct Debit, Debit Card, and Credit Card.
2.3 Membership fees may vary depending on the training group and services selected but remain consistent throughout the year, including during scheduled breaks or half terms. Players are expected to maintain consistent attendance at training sessions and matches. Any absences should be reported in advance via the club's communication platform (Spond).
3. Fees & Refunds
3.1 Membership and training fees are non-refundable, except in exceptional cases, such as serious injury or relocation, at the club’s discretion. 'Exceptional cases' are determined on a case-by-case basis, and the decision will be communicated to the member in writing. If a player withdraws from the club mid-season, fees already paid will not be refunded.
3.2 Additional costs, such as tournament entries, travel expenses, or overnight stays, may apply and will be communicated in advance. These fees must be paid separately from the regular membership fees and are non-refundable.
3.3 Missed or Failed Payments: In the event of a failed payment, a reminder will be issued, and the system will attempt to collect payment again. Continued non-payment may result in temporary suspension from training or matches until the outstanding balance is cleared.
3.4 Cancellations: A minimum of one full calendar months’ notice must be provided in writing to cancel your child’s membership. Membership fees are still payable during the notice period. No refunds will be issued for missed sessions, early cancellations, or unused training weeks.
4. Spond Policy
4.1 Spond is the primary communication tool used by Total FC to manage player attendance, communicate club updates, and collect fees. All players and parents/guardians are expected to actively engage with Spond to confirm attendance at training sessions, matches, and events. Players must inform the coach via Spond of any expected absences in advance. This will ensure proper planning for training and match participation.
4.2 All club announcements, schedule changes, and other communications will be sent via Spond. Parents/guardians are encouraged to check the app regularly for updates. Failure to engage with Spond may lead to issues with player attendance tracking and participation in matches or training. Continued non-engagement could result in disciplinary action.
5. Team Wear Policy
5.1 All players must adhere to the Team Wear Policy to ensure professionalism, discipline, and unity. This includes wearing official Total FC match kit, training kit, and presentation wear. Players are responsible for maintaining and replacing damaged or lost items.
6. Health & Safety
6.1 Parents/guardians must inform the club of any medical conditions or health concerns relevant to a player’s participation. While Total FC is committed to maintaining a safe environment, it is not liable for injuries sustained during training sessions or matches. Players must wear the correct kit and safety gear, including shin guards, during all club activities.
6.2 Emergency Medical Procedures: In the event of an injury during training or matches, the player will receive first aid as per the club’s health and safety protocols. If further medical attention is needed, the club will contact the emergency contact provided by the parent/guardian. In urgent cases, the club will contact emergency services immediately.
6.3 Definition of Club Activities: For the purposes of these Terms, 'club activities' refers to any football training sessions, matches, tournaments, events, and travel arranged or approved by Total FC.
7. Media & Data Protection
7.1 By registering with Total FC, you give consent for the club to use photos and videos of members for promotional purposes. If you do not wish to be included, please notify the club in writing.
7.2 All personal data will be processed in accordance with our Privacy Policy.
8. Liability & Disclaimers
8.1 Total FC is not responsible for any personal items that are lost, stolen, or damaged during club activities. Participation in all club activities is at the player’s own risk. The club is not liable for any injuries unless they are a result of negligence on our part.
9. Termination & Suspension
9.1 Total FC reserves the right to suspend or terminate membership in the event of a breach of these Terms. Suspension will be preceded by a verbal/written warning, except in cases of serious misconduct. The affected member will be informed of the reason for suspension and may appeal the decision in writing within 7 days. The club will review the appeal and respond within 14 days. Members may choose to end their membership at any time by providing written notice to the club.
10. Disciplinary Process
10.1 In the event of a breach of the Code of Conduct or other club policies, the following steps will be followed:
1. First offence: A verbal warning.
2. Second offence: A written warning.
3. Third offence: Suspension from club activities for a specified period.
4. Further offences: Possible termination of membership.
All disciplinary actions will be communicated in writing.
11. Communication & Dispute Resolution
11.1 Any disputes or complaints regarding the application of these Terms and Conditions should be raised with the Club Manager in writing. The club will aim to resolve any issues within 14 days of receiving the complaint. If unresolved, a formal appeal process can be initiated by contacting the club’s governing body (e.g., the FA or a local league).
12. Code of Conduct
12.1 Players' Code of Conduct: Players must show respect to coaches, teammates, opponents, and officials at all times. They should arrive on time, be prepared for training and matches, and display good sportsmanship. Players must follow instructions from coaches without argument, avoid offensive or discriminatory language, and care for club facilities and equipment. Any injuries or absences should be communicated in advance via Spond.
12.2 Parents' & Guardians' Code of Conduct: Parents and guardians are expected to encourage players positively and support their development. They should respect the decisions of coaches and officials and refrain from sideline coaching. Parents and guardians should promote fair play and sportsmanship, ensure timely arrival for training and matches, and communicate respectfully with the club staff. Negative behaviour or confrontation will not be tolerated.
12.3 Family Responsibilities: Families play a key role in supporting players’ attendance, preparation, and overall experience. It is essential to foster a positive, supportive environment both at home and at events, demonstrating the same values of respect and fair play expected of players.
12.4 Breaches & Consequences: Failure to adhere to the Code of Conduct may result in disciplinary action, including verbal or written warnings, suspension from training or matches, fines, or permanent exclusion in cases of serious misconduct.
By being part of Total FC, all players, parents, coaches, and supporters agree to abide by these Terms and Conditions.
13. Amendments
13.1 Total FC may revise these Terms and Conditions at any time. Members will be notified of any amendments with a minimum of 30 days' notice.
Contact Information for questions or concerns regarding these Terms, please contact: Total FC Email: totalfootballclub@outlook.com.
Last updated: 18th April 2025