1. PAYMENT OF FEES

Fees for the term must be paid by the due date on the invoice. Failure to do this will incur a $10 admin fee.

There is a 2 week cancellation fee for any withdrawal after the term commences.

2. CANCELLATIONS

Helen Rice Tennis School (HRTS) reserves the right to cancel or modify any course if we have insufficient numbers. In the event that we do cancel a course, a full refund will apply, less the cost of any lessons already held.

• Adverse Weather:

Effort will be made to conduct the lesson safely. Helen Rice Tennis School will run the group lessons ‘off-court’ if the weather makes it unsuitable to play (once per term).

• Wet weather:

We advise you to come to the courts at all times unless you hear from us otherwise. Helen Rice Tennis School will conduct all Hot Shots and Yellow Ball group sessions ‘off court’ conducting invaluable video, agility and quiz/scoring sessions if the weather makes it unsuitable to play. This will happen once per term.

(Exception: If raining at the start of the session Red Ball classes at Netherby Tennis Club will be made up at a later date.)

In the case of private and semi-private lessons we advise you to come to the courts UNLESS you hear otherwise directly from your coach or Helen.

• Hot weather:

All lessons ending before or at 11.00am: Are on regardless of forecast.

All lessons ending after 11.00am or commencing after 11.00am (for the duration of that day): will be cancelled if, on the morning of the lesson, the forecast on BOM (Bureau of Meteorology) at 7am is 38 degrees or more.

• Make-up lessons due to weather:

In the event that HRTS does cancel a lesson, due to weather, we may offer a make-up lesson at our discretion either at another time during the term, or in the week immediately following the end of term.

3. MISSED LESSONS

• Private/Semi-Private Lessons: It is possible to send someone else (of any age or standard) of your choice, as this time has been paid for and reserved for you. You may cancel your lesson if you notify us before 5pm in the evening, prior to the day of the lesson. Failure to do so will result in full payment of the lesson fee.

• All Hot Shots and Yellow Ball Group Lessons: We endeavour to provide make-up lessons for missed lessons due to illness or injury only (not for other reasons), at our discretion. We cannot always provide this, as the opportunity for make-up lessons will be dependent on the availability of a position in a group of similar size and standard. In the interest of our players we do not wish to overfill groups or add players of incompatible standards. We will not offer make up lessons retrospectively – we must be notified prior so we may offer the vacant spot to another student if necessary.

 

4. GENERAL POLICIES

• Players should wear appropriate tennis or sportswear to all coaching sessions including a hat, sunscreen and bring a drink.
• It is your responsibility to notify us of any health issues and injuries.
• Enrolment in any of our courses implies that you have read, understand and accept these terms and conditions.
• Disclaimer: The Helen Rice Tennis School takes no responsibility for any personal injuries, or damage or loss of property by a student during lessons.
• Photographs and video may be taken and used in promotions by Helen Rice Tennis School on social media, marketing material and on our website

Privacy Policy

Helen Rice Tennis School

Last updated: June 2026

Helen Rice Tennis School, also referred to in this policy as “HRTS”, “we”, “us” or “our”, respects your privacy and is committed to protecting the personal information of our students, parents, guardians, families, staff, coaches and website visitors.

This Privacy Policy explains how we collect, use, store and disclose personal information in connection with our tennis coaching programs, holiday clinics, events, enquiries, registrations and related services.

1. The personal information we collect

We may collect personal information from parents, guardians, students, players, staff, coaches and other people who interact with Helen Rice Tennis School.

This may include:

• parent or guardian name
• child or student name
• date of birth or age
• contact details, including phone number, email address and residential address
• emergency contact details
• tennis experience, class level and program preferences
• registration details for coaching programs, holiday clinics, events and free trials
• attendance, lesson, booking and payment records
• medical information, allergies, injury information or other health details that are relevant to a student’s safe participation
• photography or video consent preferences
• photos or videos taken during lessons, clinics, events or promotional activities
• communications with us, including emails, phone calls, SMS messages, forms and social media messages
• website, advertising and enquiry information, including information submitted through online forms, Meta ads, Google Business, our website or other digital platforms.

We only collect sensitive information, such as medical or health information, where it is reasonably necessary for our programs or services and where consent has been provided by the parent, guardian or individual.

2. How we collect personal information

We may collect personal information when you:

• complete an online registration form
• submit a Meta, Facebook, Instagram, Google or website enquiry form
• book a free trial lesson
• enrol in a coaching program, school holiday clinic or tennis event
• contact us by phone, email, SMS, website, social media or in person
• provide medical, emergency contact or attendance information
• make a payment or receive an invoice
• participate in coaching sessions, clinics, competitions

Where possible, we collect personal information directly from the person it relates to, or from a parent or guardian where the information relates to a child.

We may also collect information from third parties where appropriate, such as schools, tennis clubs, sporting organisations, booking platforms, payment providers or referral partners.

3. Why we collect, use and disclose personal information

We collect, use and disclose personal information for purposes connected with running Helen Rice Tennis School, including to:

• respond to enquiries
• process registrations and bookings
• deliver tennis coaching programs, holiday clinics, events and related services
• communicate with parents, guardians, students and families
• allocate students to suitable classes, groups or coaching levels
• manage attendance, safety and supervision
• respond to medical issues, injuries, emergencies or duty-of-care requirements
• process payments, invoices and receipts
• manage staff, coaches and contractors
• provide updates about programs, clinics, timetable changes and events
• send marketing or promotional information where permitted
• improve our programs, services, website, advertising and customer experience
• comply with legal, insurance, child-safety, safeguarding, accounting and administrative obligations.

We may disclose personal information where reasonably necessary to:

• HRTS coaches, staff and authorised contractors
• tennis clubs, venues or schools involved in delivering programs
• Tennis Australia, Tennis SA or related tennis organisations where relevant to a program, event or registration
• emergency services, medical providers or insurers where required
• IT, website, email, booking, payment, accounting, marketing or administration service providers
• professional advisers, such as accountants, bookkeepers, insurers or legal advisers
• government, regulatory or law enforcement bodies where required by law.

We do not sell personal information.

4. Medical and emergency information

For student safety, we may ask parents, guardians or students to provide medical information, allergy details, injury information, emergency contacts or other relevant health and safety information.

This information is used to help us safely deliver tennis programs and respond appropriately if a student becomes unwell, injured or requires assistance.

It is important that parents and guardians keep this information accurate and up to date.

5. Photos, videos and promotional use

From time to time, Helen Rice Tennis School may take photos or videos during lessons, clinics, events or programs.

These images may be used for coaching, internal records, social media, website content, flyers, advertising or other promotional purposes, but only where appropriate consent has been obtained.

Parents, guardians or individuals may withdraw photo or video consent at any time by contacting us. If consent is withdrawn, we will take reasonable steps to stop future use of the relevant image or video. We may not always be able to remove material that has already been printed, published, shared or distributed.

6. Marketing communications

We may use your contact details to send information about Helen Rice Tennis School programs, holiday clinics, free trials, events, offers and updates.

You can opt out of marketing communications at any time by contacting us or using any unsubscribe option provided in the message.

Even if you opt out of marketing, we may still contact you about important administrative matters, such as bookings, payments, lesson changes, cancellations, safety issues or program updates.

7. Online forms, website and advertising platforms

We may collect information through our website, online forms, Meta ads, Google Business, Facebook, Instagram or other digital platforms.

Some third-party platforms may also collect information through cookies, pixels, analytics tools or advertising technologies. These platforms handle personal information in accordance with their own privacy policies and settings.

Where you submit information through a third-party form or advertising platform, we use that information to respond to your enquiry, process your registration or provide information about our programs.

8. Payment and booking information

We may use third-party platforms to manage bookings, registrations, payments, accounting, invoicing and customer communication.

Where payments are processed through a third-party payment provider, your card, bank or payment details may be handled by that provider. Helen Rice Tennis School may receive payment confirmation, transaction records or invoice details, but we do not intentionally store full credit card details unless required and handled securely through an authorised provider.

9. How we hold and protect personal information

We may hold personal information electronically or in paper form, including through email systems, booking systems, business management software, accounting software, cloud storage, spreadsheets, forms and secure records.

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.

These steps may include password protection, restricted access, secure storage, staff awareness, limiting access to people who need the information, and using reputable service providers.

When personal information is no longer required, we will take reasonable steps to destroy, delete or de-identify it, unless we are required to retain it for legal, insurance, accounting, child-safety or administrative reasons.

10. Disclosure outside Australia

Some of the third-party services we use, such as email, cloud storage, website, advertising, analytics, booking, payment or administration platforms, may store or process personal information outside Australia.

Where this occurs, we take reasonable steps to use reputable providers and protect personal information in accordance with this Privacy Policy and applicable privacy obligations.

11. Accessing or correcting your personal information

You may request access to the personal information we hold about you or your child.

You may also ask us to correct personal information if it is inaccurate, out of date, incomplete or misleading.

To make an access or correction request, please contact us using the details below. We may need to verify your identity before responding to your request.

12. Privacy complaints

If you have a privacy concern or complaint, please contact us first so we can try to resolve the issue.

Please include your name, contact details and a description of the privacy issue.

We will aim to respond within a reasonable time and may contact you for further information if needed.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner.

13. Data breaches

If we become aware of a data breach involving personal information, we will take reasonable steps to contain, assess and respond to the incident.

Where required by law, we will notify affected individuals and the Office of the Australian Information Commissioner.

14. Contact us

For privacy questions, access or correction requests, photo consent changes, marketing opt-outs or complaints, please contact:

Helen Rice Tennis School
Email: [email protected]
Phone: 0428 988 873
Website: www.helenricetennis.com.au

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our programs, systems, legal requirements or business practices.

The most current version will be made available on our website or provided upon request.