Terms & Conditions.

About These Terms

By registering an athlete, booking a class, purchasing goods or services, paying fees, entering a competition, attending an event, hiring our venue or using our website, you agree to the terms relevant to that activity.

Certain activities may also have additional specific terms. Where additional terms are supplied for a particular event, trip, competition, service or purchase, those terms form part of the agreement between you and Hotshots.

If any provision of these terms is found to be invalid or unenforceable, the remaining provisions will continue to apply so far as legally permitted.

Joining Notts Hotshots

Places in classes and teams are subject to availability, appropriate age divisions, ability, programme requirements and coaching assessment.

Trial sessions do not guarantee a permanent place on a class or competitive team.

Registration is only complete once all information requested by Hotshots has been supplied and any required registration, joining or other applicable fee has been paid.

Parents and guardians are responsible for ensuring information supplied during registration is accurate and remains up to date.

Where circumstances relevant to an athlete's safe participation change, Hotshots should be informed as soon as reasonably possible.

Team Placements & Coaching Decisions

Competitive team placement is a coaching decision and may take account of factors including:

• age and competition eligibility;
• current skill level and technique;
• stunting position or dance role;
• team composition and numbers;
• attendance and reliability;
• performance readiness;
• attitude and teamwork;
• safety;
• competition rules and division requirements; and
• the overall needs of the programme.

Placement on a particular team, position, role, stunt group, routine section or performance is not guaranteed indefinitely.

Coaches may make reasonable changes throughout the season where they consider this necessary for safety, development, competition requirements or the overall interests of a team.

Competition routines, choreography, formations, positions, stunt groups and performance roles remain at the discretion of the coaching team.

Attendance & Punctuality

Regular attendance is important to athlete progression and, particularly for competitive teams, to the progress and safety of other athletes.

Competitive athletes are expected to attend their scheduled training, choreography, additional compulsory sessions, performances and competitions unless otherwise agreed.

Athletes should arrive on time and ready to train. Where an athlete will be late or absent, parents should notify the appropriate coach or Hotshots contact as early as reasonably possible.

Repeated lateness, poor attendance or missed compulsory sessions may result in changes to an athlete's routine position, competition participation or team placement where reasonably necessary.

Hotshots will consider genuine illness, injury and exceptional circumstances fairly and individually.

Fees, Payments & Arrears

Fees applicable to a class, team, event or service will be communicated separately and may include:

• monthly training fees;
• joining or start-of-season fees;
• competition entry fees;
• uniform and footwear costs;
• choreography costs;
• travel and accommodation;
• event or performance charges;
• merchandise;
• additional clinics or training; and
• other programme-specific costs notified in advance.

Payment must be made by the stated due date and using the payment method specified by Hotshots.

Where recurring payments are arranged, the payer is responsible for ensuring sufficient funds and valid payment details are available.

If a payment fails or an account falls into arrears, Hotshots may contact the account holder to agree how the balance will be cleared.

Where significant or repeated arrears remain unresolved, Hotshots may reasonably suspend further purchases, competition entries, uniform orders or continued participation until an acceptable payment arrangement has been agreed.

Competitions & Competition Fees

Competitive athletes may be entered into events organised by independent competition providers.

Entry fees, deadlines and event requirements are often imposed on Hotshots by those third-party providers.

Once Hotshots has committed or paid an athlete's competition entry to an organiser, the ability to cancel or obtain a refund may be limited by that provider's terms.

Where an athlete later withdraws, is unavailable or chooses not to attend, Hotshots may be unable to refund costs that have already been irreversibly committed to a third party.

Where a refund or credit is received from an organiser in relation to a specific athlete or booking, Hotshots will deal with that amount fairly, taking account of any non-recoverable costs already incurred.

Competition organisers may alter dates, schedules, venues, categories or running orders. These matters are outside Hotshots' direct control.

Uniforms, Fit Kits & Team Clothing

Competitive teams may require specified uniforms, footwear, bows, training wear or other items.

Parents and athletes are responsible for attending advertised fitting opportunities wherever possible and checking the size selected before an order is placed.

Where a fitting opportunity has been provided but is not attended, Hotshots may need to estimate or recommend a size based on the information available.

Because competition uniforms may be made or ordered specifically for individual athletes or teams, exchanges and cancellations may not always be possible once an order has been submitted to the supplier.

This does not remove statutory rights where goods are faulty, not as described or otherwise fail to meet applicable legal standards.

Athletes are responsible for looking after issued or purchased uniform and ensuring required kit is brought to competitions and performances.

Merchandise, Orders & Returns

Faulty or Incorrect Items

If an item is faulty, damaged, not as described or otherwise does not meet your statutory rights, please contact Hotshots as soon as possible so we can assess the issue and provide the appropriate remedy.

Your statutory consumer rights are not affected by these terms.

Purchases Made In Person

Unless an item is faulty or your statutory rights otherwise require a remedy, Hotshots does not normally offer refunds or exchanges simply because a customer has changed their mind, ordered the wrong size, selected the wrong colour or no longer requires an item purchased in person.

Personalised, Bespoke or Made-To-Specification Items

Where an item is genuinely personalised, customised or made specifically to a customer's specification, change-of-mind cancellation rights may not apply.

This may include items customised with individual names or other personal specifications.

Online Purchases

Where UK consumer law gives a customer a statutory cancellation right for an ordinary item purchased online, Hotshots will honour that right.

Where applicable, customers should notify us within the statutory cancellation period and return the goods within the required period. Goods should be handled only as reasonably necessary to inspect them.

Unless Hotshots is responsible for the return because the item is faulty or incorrect, the customer may be responsible for the direct cost of returning goods where permitted by law and where this has been communicated appropriately.

Hygiene & Used Items

Certain sealed goods supplied for hygiene or health protection reasons may lose change-of-mind cancellation rights once unsealed where permitted by law.

We may also reduce a refund where the law permits us to do so because goods have been handled beyond what would reasonably be necessary to inspect them.

Product Appearance

We make reasonable efforts to display products accurately. Minor variations in colour, positioning, finish, manufacturer specification or screen display may occur.

Cancellations, Credits & Refunds

Refund entitlement depends on the product or service purchased, how it was purchased, whether Hotshots has already incurred costs and the customer's statutory rights.

We will not impose a cancellation charge that exceeds what is fair and reasonable in the circumstances.

Where money has already been committed to a third-party supplier, competition organiser, venue, choreographer, accommodation provider or similar provider and cannot reasonably be recovered, this may affect the amount that can be refunded.

For events, classes, competitions or leisure activities scheduled for a specific date or period, statutory change-of-mind cancellation rights may differ from ordinary online goods.

Nothing in this section restricts rights arising where Hotshots has failed to provide a service with the reasonable care and skill required by law.

Training, Physical Activity & Safety

Cheerleading, dance and tumbling are physical activities and involve inherent risks including falls, collisions, strains, sprains and other sporting injuries.

Hotshots aims to manage risk through appropriate coaching, progression, equipment, supervision and safety procedures.

Athletes must:

• follow reasonable coaching and safety instructions;
• use equipment only as directed;
• avoid attempting unauthorised skills;
• wear appropriate clothing and footwear;
• remove or secure jewellery where required;
• tie back long hair where appropriate; and
• tell a coach if they feel unwell, unsafe or unable to perform a skill.

Coaches may stop an athlete from attempting a skill or participating in an activity where they reasonably consider it unsafe.

Medical Information, Injury & Fitness To Participate

Parents, guardians and adult athletes are responsible for providing relevant medical or emergency information requested by Hotshots and keeping it reasonably up to date.

Athletes should not participate where they are medically unfit to do so.

Injuries, symptoms or restrictions that could affect safe participation should be brought to the attention of the coach.

Where appropriate, Hotshots may reasonably request confirmation that an athlete is able to return to training after a significant injury.

In an emergency, Hotshots may take reasonable steps to obtain first aid or emergency medical assistance where necessary.

Safeguarding

The welfare of children and young people attending Hotshots is taken seriously.

Parents, athletes, staff, coaches and visitors must comply with safeguarding procedures and any reasonable safety instructions issued by the academy.

Where a safeguarding concern arises, Hotshots may take reasonable steps to protect an athlete and may share relevant information with appropriate safeguarding professionals, statutory authorities or other organisations where legally permitted or required.

Confidentiality cannot be promised where doing so would prevent an appropriate safeguarding response.

Read our Safeguarding & Welfare Policy →

Behaviour & Respect

Hotshots expects athletes, parents, guardians, staff and visitors to treat one another respectfully.

We may take action in response to behaviour including:

• bullying or harassment;
• threatening or aggressive behaviour;
• abusive communication;
• discrimination;
• deliberate unsafe behaviour;
• repeated disruption of training;
• damage to property;
• serious breaches of safeguarding requirements; or
• conduct that materially affects the welfare or safe operation of the academy.

Depending on seriousness, action may include a conversation, warning, temporary restriction, suspension or termination of participation.

Wherever reasonably appropriate, concerns will be discussed before significant action is taken. Serious safeguarding or safety matters may require immediate action.

Read our Safeguarding & Welfare Policy →

Photography, Video & Social Media

Hotshots may photograph or film academy activities, competitions, performances and events for legitimate academy purposes where appropriate permissions and lawful bases are in place.

Images may be used for purposes including:

• academy communications;
• website content;
• social media;
• promotional materials;
• celebrating athlete and team achievements; and
• training or programme records where appropriate.

Photography and media preferences supplied during registration should be kept up to date.

Competition organisers, event organisers and members of the public may independently capture images at public events. Hotshots cannot guarantee control over third-party photography outside its own activities.

Parents and spectators must comply with any photography restrictions imposed for safeguarding reasons.

Travel, International Events & Trips

Certain teams may participate in events requiring travel within the UK or internationally.

Unless expressly included by Hotshots, families remain responsible for matters such as passports, visas or travel authorisations, insurance, transportation, accommodation, meals and other personal travel requirements.

Families are responsible for ensuring travel documents remain valid and meet the requirements of the relevant destination.

International events may be affected by circumstances outside Hotshots' reasonable control including flight disruption, border requirements, organiser changes, severe weather and governmental restrictions.

Specific trip terms and payment arrangements may be issued separately and will apply alongside these terms.

Academy Premises, Parking & Venue Use

Visitors must behave responsibly while on Hotshots premises and follow reasonable instructions relating to safety, safeguarding, parking and use of facilities.

Children should not use training equipment unsupervised unless expressly permitted by an appropriate coach.

Personal belongings remain the responsibility of their owner. Hotshots cannot accept responsibility for loss or damage except where liability cannot lawfully be excluded.

Separate venue-hire terms may apply where facilities are hired by an external person, club, business or organisation.

Website Use

The Hotshots website is provided for general information, enquiries, bookings, merchandise and information about our services.

We make reasonable efforts to keep information accurate and current but schedules, availability, prices, team information and event details may change.

Website content must not be copied, reproduced, republished or commercially exploited without permission where it is protected by intellectual property rights.

Links to third-party websites are provided for convenience. Hotshots is not responsible for the content, availability or privacy practices of independent third-party websites.

Personal Information & Data Protection

Hotshots may process personal information relating to athletes, parents, guardians, customers and website users for purposes including registration, attendance, safeguarding, emergency contact, payments, competitions, communication and administration.

Information may be processed using appropriately selected third-party systems and service providers where necessary to operate the academy.

Children's personal information requires particular care and will be handled in accordance with applicable data protection requirements.

Further information about how personal data is handled should be read in our Privacy Policy.

View our Privacy Policy →

Liability

Nothing in these terms excludes or restricts liability where doing so would be unlawful, including liability for death or personal injury caused by negligence or other rights that cannot legally be excluded.

Subject to those rights, Hotshots is not responsible for losses caused by circumstances genuinely outside its reasonable control.

Participants remain responsible for following coaching and safety instructions and for informing us of relevant matters that could affect safe participation.

Hotshots does not guarantee that an athlete will achieve any particular skill, team position, competition result, award, qualification, bid or level of progression.

Leaving Hotshots & Ending Participation

Where a family wishes to leave a recurring programme, they should notify Hotshots in accordance with any notice requirement communicated when joining.

Fees or third-party costs already properly incurred before cancellation may remain payable where fair and lawful.

Hotshots may end or suspend participation where there is a serious or repeated breach of these terms, unresolved payment issues, safeguarding concerns, serious behaviour issues or a material risk to safety or the operation of the programme.

Any decision to terminate participation will be made reasonably and with regard to the circumstances.

Changes To Classes, Services & These Terms

Hotshots may occasionally need to alter coaches, schedules, facilities, team structures or other operational arrangements.

We will aim to provide reasonable notice of material changes wherever practical.

These Terms & Conditions may also be updated to reflect changes to the academy, our services, legal requirements or operating practices.

Where a change materially affects an existing ongoing agreement, we will deal with that change fairly and in accordance with applicable consumer law.

Concerns & Complaints

If you have a concern about a class, coach, payment, order, safeguarding matter or any other aspect of Hotshots, please contact us so that we have an opportunity to understand and address the issue.

We ask that concerns are communicated respectfully and with sufficient information for us to investigate where necessary.

Safeguarding concerns may need to be handled differently from ordinary complaints and may require referral or consultation with appropriate organisations.

Governing Law

These terms are governed by the laws of England and Wales.

Nothing in these terms affects any mandatory consumer rights or jurisdictional rights available under applicable law.

These terms are intended to create a clear and fair framework for families, athletes, customers and Notts Hotshots.