Programs Terms and Conditions

IMPERYX TENNIS ACADEMY – SERVICE POLICIES & ACADEMY RULES

1. Termly Classes & Competitions

1.1 Make-Up Classes

• 24-Hour Notice Requirement: We offer make-up lessons within the current term if you cancel via email at least 24 hours before your scheduled class. Cancellations made within 24 hours of the class start time are completely ineligible for make-ups, refunds, or credits.

• Booking & Modifications: Make-up lessons are strictly subject to court and coach availability. We advise booking promptly via email. If you need to change or cancel a scheduled make-up class, you must provide 24 hours’ notice to preserve your make-up credit.

• Policy Restrictions: Make-up lessons are non-refundable, cannot roll over to the next term, and cannot be used to reduce future term fees.

• Location Flex: If a class is cancelled due to illness, or washed out due to rain or extreme heat, management will advise customers of availability 1 week in advance. Customers are permitted to book and attend their make-up sessions at other preferred Imperyx Tennis Academy locations up to twice per term.

1.2 Weather Conditions

• Indoor Alternatives: During adverse weather conditions, indoor tennis-related activities or programs will be organized as a suitable alternative where facility space permits.

• Cancellations & Notifications: If a session must be cancelled due to wet weather or extreme heat, players will be notified via text message as soon as practicable, but no more than 1 hour before the scheduled start time.

• Weather Credits: Make-up classes will be issued for all official weather cancellations. These weather make-ups do not count against your balance of two standard personal make-ups outlined in Section 1.1. Please book these promptly via email based on location availability.

1.3 Cancellations and Public Holidays

• Special Medical & Hardship Cancellations: If you must cancel your term enrollment due to serious injury or exceptional circumstances (such as moving more than 20 km away from an Imperyx venue or job loss), a credit voucher may be issued subject to management approval. Official proof or documentation may be requested.

• Term Renewal Notice: To prevent automatic enrollment and billing for the upcoming term, you must submit a cancellation request via email to info@imperyxtennisacademy.com at least two weeks prior to the new term starting.

• Junior Classes: Junior programs run in alignment with NSW Public School terms. Classes do not run on public holidays, and fees are not charged for those days.

• Adult Classes: Adult programs commence alongside the NSW Public School terms but will continue running through the school holiday periods until the subsequent school term officially begins.

2. Private Lessons

2.1 Termly Private Lessons

• Make-Up Allowance: Customers are entitled to a maximum of two make-up lessons per term for private lesson courses. To claim a make-up, you must notify us via email at least 24 hours before the lesson.

• Late Cancellations: Private lesson cancellations made within 24 hours of the scheduled time will not receive a make-up, refund, or credit.

• Policy Restrictions: Private make-up lessons cannot be refunded, will not roll over to the next term, and cannot be applied as a discount toward future fees.

• Weather Disruptions: In the event of rain or extreme heat, you will be notified via text message up to 1 hour before the start time. Weather-cancelled private lessons do not count toward your two personal termly make-ups. Please coordinate directly with your coach promptly to book an alternative time.

• Public Holidays: Termly private lessons observe the NSW Public School calendar and do not run on public holidays (fees are adjusted accordingly).

3. Holiday Camps

3.1 Drop-off and Pick-up Procedures

• Sign-In/Out: Parents or guardians must check children in and out daily at our designated sign-in desk with an Imperyx staff member.

• Authorized Pickups: Please notify our administration team in advance if someone other than the usual guardian will be collecting your child.

• Medical & Allergy Notices: You must notify our on-site staff immediately upon arrival if your child has any specific allergies, medical conditions, or medication requirements.

3.2 Weather Conditions & Rescheduling

• Indoor Modifications: Holiday camps will transition to an indoor sports program during wet weather or extreme heat wherever facility space allows.

• Camp Cancellations: If a venue has no indoor alternative and a camp day must be cancelled, we will notify you by 8:00 AM and offer a credit or a transfer to an alternative camp day.

• Rescheduling Notice: If you wish to change your child’s scheduled camp date, you must provide at least 48 hours’ notice to receive an alternative day.

• Illness: If your child cannot attend due to illness, please contact your location’s customer service team immediately to arrange an alternative date or an academy credit voucher.

4. Tournaments

4.1 Withdrawals & Weather

• 48-Hour Withdrawal: Players who withdraw from a tournament at least 48 hours prior to the official start time will be issued an academy credit.

• Late Withdrawal: Withdrawals within 48 hours of the tournament start time are entirely ineligible for credits, rescheduling, or refunds.

• Weather Events: If a tournament is postponed or cancelled due to extreme weather, it will be rescheduled. If a player is unable to attend the new rescheduled date, a credit voucher will be provided.

5. Filming and Photography

We frequently document our academy community through photography and videography for promotional and marketing use.

• 5.1 Marketing Consent: By participating in our programs, you consent to Imperyx Tennis Academy filming or photographing you and your children for promotional purposes across our website, social media channels, and advertising campaigns.

• 5.2 Right to Opt-Out: If you see a photo or video of yourself or your child that you prefer not to be featured in, please email us at info@imperyxtennisacademy.com, and we will promptly remove it from future marketing materials.

• 5.3 Extensive Media Coverage: For events featuring extensive media capture or close-up photography, we will send an advance SMS notification. You can opt out at any time by replying directly to that text or emailing us.

• 5.4 Media Security: All captured media is securely stored in compliance with privacy laws. Media may be shared with our designated digital content contractors solely for business production purposes. We will never sell or distribute your images or videos to third parties.

6. Safety, Health, & Liability

6.1 General Safety

Imperyx Tennis Academy is dedicated to maintaining a safe sporting environment. All customers, players, and spectators must follow safety instructions provided by our coaching team. Any facility hazards must be reported to a staff member immediately.

6.2 Emergency Situations

In a critical emergency, call Emergency Services on 000 immediately. If safe to do so, locate the nearest staff member to alert them to the situation.

7.1 Assumption of Risk

Tennis activities involve inherent physical risks, coordination, and motion. By enrolling in our programs, participants and their legal guardians explicitly accept all inherent risks of the sport, including the risk of personal injury or property damage.

7.2 Indemnity

Participants and guardians agree to indemnify and hold Imperyx Tennis Academy harmless from any legal claims or liability resulting from participation, except in verified cases of gross negligence or willful misconduct by the academy.

8.0 Telephone Recording

Customers acknowledge and consent to the recording of telephone calls with our administration team for quality control, staff training, and service verification purposes.

9. Customer Conduct & Venue Rules

9.1 Zero Tolerance Behavior Policy

Customers, parents, and players are strictly responsible for their behavior and the behavior of their guests. Profane language, verbal abuse, intimidation, threats, and physical violence are strictly prohibited. Non-adherence will result in the immediate suspension or permanent termination of services without a refund, and the police will be called for any instances of abuse or violence.

9.2 Venue Environment Rules

• Instructions: All posted safety signs, venue rules, and coach directions must be adhered to at all times.

• Pets: Pets (with the explicit exception of registered guide/assistance dogs) are strictly prohibited inside the clubhouses and on the tennis courts.

• Smoking & Vaping: Smoking, including the use of e-cigarettes and vaping devices, is strictly prohibited across all academy venues, including all court surrounds, club houses, and associated car parks.

10. Suspension and Termination of Services

Imperyx Tennis Academy reserves the right to immediately suspend or permanently terminate services, program access, or court bookings if a customer or guest:

1. Disregards health and safety signs, notices, or venue operational policies.

2. Engages in conduct that is harmful to others, disrupts the harmony of the venue, or damages the academy’s reputation.

3. Provides false or misleading information during registration.

4. Fails to settle outstanding program fees 14 days past the specified invoice due date.

5. Verbally, emotionally, or physically abuses staff, coaches, customers, or guests.

11. Physical Capability & Medical Clearance

• 11.1 Risk Awareness: Tennis programs involve vigorous physical activity. It is the sole responsibility of the participant (or parent/guardian) to ensure they are physically fit and capable of safely engaging in these training programs.

• 11.2 Medical Conditions: Participants with pre-existing injuries or medical conditions should obtain medical clearance from a physician before registering. Please inform our administrative team and coaching staff in advance regarding any medical conditions, severe allergies (e.g., anaphylaxis), or health considerations.

12. Updates to Terms and Conditions

Imperyx Tennis Academy reserves the right to modify or replace these Terms and Conditions at any time to reflect operational changes. Updates will be published via our official website. Continued participation in our terms, programs, or bookings constitutes complete acceptance of the revised terms.

13. Contact & Support Information

For any questions regarding bookings, schedules, or these policies, please reach out directly to our administration team:

• Phone: 0420909378

• Email: info@imperyxtennisacademy.com