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ELEVARE RUGBY ACADEMY (PTY) LTD
Parent / Player Terms & Conditions
1. Definitions
1.1 “Elevare” / “The Academy” refers to Elevare Rugby Academy (Pty) Ltd, its directors, coaches,
and staff.
1.2 “Client” refers to the parent or legal guardian responsible for the Player.
1.3 “Player” refers to the child enrolled in the Academy.
1.4 “Session” refers to any training, tactical briefing, mentoring session, or activity conducted by
Elevare.
2. Enrolment & Player Conduct
2.1 Confirmation: Enrolment is confirmed once registration is complete, these Terms & Conditions
are accepted, and the first payment is received.
2.2 Discipline: Elevare maintains a high standard of respect, discipline, and coachability. The
Academy reserves the right to suspend or terminate enrolment where Player conduct is consistently
disruptive, unsafe, or uncoachable.
2.3 Sideline Etiquette: Clients agree to refrain from sideline coaching, instructing, or interrupting
coaches during Sessions. Feedback or concerns must be directed to Academy management through
official communication channels.
3. Fees & Payment Terms
3.1 Monthly Billing: Fees are charged monthly in advance and cover all scheduled Sessions for
that calendar month.
3.2 Due Date: Payments must be cleared by the 1st day of each month.
3.3 Arrears: Accounts outstanding after the 2nd day after the invoice has been sent will result in
immediate suspension of training until payment is received.
3.4 Mid-Month Enrolment: Players joining mid-month will be invoiced on a pro-rated basis for
the remaining scheduled Sessions of that month.
3.5 Failed Payment Fees: A fee of R150.00 will be levied for any returned or declined payment
instructions to cover administrative costs.
4. Weather & “Tactical Room” Protocol
4.1 Rain Policy: Training proceeds in the rain. Players must arrive equipped with appropriate wet
weather gear.
4.2 Lightning & Safety: Where lightning is detected within a 15 km radius or field conditions are
unsafe, the Session will transition immediately to an Indoor Tactical & Mentoring Session
(“Tactical Room”). This is communicated at least 45 minutes to the parents/guardian.
4.3 Mandatory Curriculum: Tactical Room sessions are a compulsory and essential component of
the Elevare programme, focusing on Rugby IQ, leadership, game understanding, and decision
making.
4.4 Attendance & Credits: Tactical Room sessions are recorded as completed Sessions whether or
not a Player attends. As the Academy remains operational and staff are present, no refunds or
credits apply to Sessions moved indoors.
4.5 Future Matches: From time to time, Elevare may organise matches, tournaments, or inter
academy competitions for Players. Participation in these matches will be subject to separate
communication, scheduling, and fee arrangements. All participation is voluntary, and the Academy
will provide advance notice to Clients when matches are planned.
5. Attendance & Collection (Duty of Care)
5.1 Duty Window: Elevare’s duty of care begins at the scheduled start time of a Session and ends
promptly at the scheduled finish time.
5.2 Collection: Parents are responsible for collecting Players on time. Repeated late collection
(exceeding 10 minutes) creates a safety and operational risk and will be formally addressed with the
Client.
5.3 Late Arrivals: Players arriving more than 10 minutes late may be excluded from drills where
essential safety warm-ups have been missed. No refunds or credits will be issued for Sessions
where the Player arrives more than 10 minutes late, as full participation is required for safety
and effective training.
6. Cancellations & Termination
6.1 Exit Notice: A minimum of one (1) full week’s written notice, provided before the end of the
current month, is required to terminate enrolment for the following month.
6.2 No Partial Refunds: Once a month has commenced, fees for that month are non-refundable
except where expressly stated in these Terms & Conditions. Per-session refunds are not offered
for Sessions missed due to personal reasons.
6.3 Academy Cancellations: If Elevare cancels a Session entirely with no tactical alternative (e.g.,
total facility closure), a credit or make-up Session will be provided.
7. Injury & Training Freezes
7.1 Medical Freeze: If a Player is unable to train for 30 consecutive days or longer due to injury
or illness, a training freeze or credit may be requested for the following month, subject to
submission of a valid medical certificate.
7.2 Short-Term Absences: No credits or refunds are issued for injuries or illnesses lasting less than
30 days.
8. Equipment & Safety
8.1 Mouthguards: Mouthguards are mandatory for all contact-related drills. Coaches may exclude
Players from contact work where safety equipment is missing.
8.2 Medical Disclosure: The Client confirms that the Player is physically fit for high-intensity sport
and that all relevant medical conditions have been disclosed in the registration and indemnity
documentation.
9. Communication & Official Notices
9.1 Channels: Official notices relating to weather, venue changes, scheduling, or operational
updates will be communicated via WhatsApp, Email, or the Elevare Odoo Parent Portal (once
fully implemented).
9.2 Deemed Receipt: Notices sent through these channels are deemed received once dispatched.
Clients are responsible for checking official channels prior to Sessions.
10. Non-Solicitation & Intellectual Property
10.1 Staff Protection: Clients may not privately engage or hire Elevare coaches for independent
services without the Academy’s prior written consent.
10.2 Intellectual Property: All training methodologies, curriculum content, and materials remain
the intellectual property of Elevare and may not be copied, shared, or redistributed.
11. Legal & General
11.1 POPIA: Personal information is processed in accordance with the Protection of Personal
Information Act for safety, communication, and administrative purposes.
11.2 Governing Law: This agreement is governed by the laws of the Republic of South Africa.
11.3 Severability: If any provision of this agreement is found to be unenforceable, the remaining
provisions shall remain in full force and effect.