Legal

At Oxfordshire RTC, we value your privacy and strive to make your online experience as enjoyable and informative as possible. This cookies policy outlines how we use cookies and similar technologies on our website.

What Are Cookies

Cookies are small text files that are stored on your computer or mobile device when you visit a website. They are widely used to make websites work more efficiently and to provide information to website owners.

How We Use Cookies

Essential Cookies: These cookies are necessary for the website to function properly. They enable basic functions like page navigation and access to secure areas of the website. Our website cannot function properly without these cookies.

Analytical/Performance Cookies: These cookies allow us to recognise and count the number of visitors to our website and to see how visitors move around the site when they are using it. This helps us improve the way our website works, for example, by ensuring that users find what they are looking for easily.

Functionality Cookies: These cookies are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name, and remember your preferences (such as your choice of language or region).

Advertising Cookies: These cookies are used to deliver advertisements that are relevant to you and your interests. They are also used to limit the number of times you see an advertisement and to help measure the effectiveness of advertising campaigns.

Types of Cookies We Use

Session Cookies: These cookies are temporary and expire once you close your browser. They are used to help you navigate our website efficiently and to remember information you have entered.

Persistent Cookies: These cookies remain on your device for a longer period of time. They are used to remember your preferences and settings when you return to our website.

Managing Cookies

You can control and manage cookies in various ways. Please note that disabling cookies may affect the functionality of our website and may prevent you from accessing certain features.

Browser Settings: You can adjust your browser settings to control cookies. Most web browsers allow some control of most cookies through the browser settings.

Third-Party Tools: You can also use third-party tools, such as browser add-ons, to manage cookies.

Changes to This Policy

We may update this cookies policy from time to time by posting a new version on our website. You should check this page occasionally to ensure you are happy with any changes.

Contact Us

If you have any questions about our use of cookies, please contact us at info@oxfordshirertc.com

This cookies policy was last updated on January 2026

1. Definitions

I. "Carer" or "Parent" means the person/persons who attend the course or any part of it, with the child and is responsible for their welfare.

II. "Oxfordshire RTC" means the company or person with whom you have entered into this agreement.

III. "Coach" means the individual employed by Oxfordshire RTC. Every effort will be taken to maintain the consistency of coaches during the session; however, Oxfordshire RTC unreservedly retains the right to change coaching staff where necessary.

IV. "Registration Form" means the form relating to the enrolment or re-enrolment of the pupil on the Course.

V. "Fee" means the monetary cost per club or course as specified on the registration form and website.

VI. "Venue" means the premises where the club or course takes place.

VII. "Child" means the child attending the course, whose details are specified by the parent or carer on the registration form.

VIII. "Terms" means the terms and conditions set out in this document and any special terms and conditions agreed in writing by Oxfordshire RTC and the parent.

IX. "Taster Session" means a session given to new players to try out before joining Oxfordshire RTC

X. "Membership" means when a player is a member of Oxfordshire RTC after a direct debit has been completed to enrol a player onto a Oxfordshire RTC club or session.

XI. "Session" means a single training period of time a player can attend at Oxfordshire RTC.

2. Acceptance

I. All agreements relating to the teaching of any sessions by Oxfordshire RTC to the child are subject to these terms to the exclusion of all other terms and conditions.

II. No variation or addition to the terms shall be binding unless agreed in writing by Oxfordshire RTC and the parent/carer.

III. The terms shall be deemed to have been accepted by the parent/carer upon payment of the fee by or on behalf of the parent/carer. Payment by the carer shall be deemed to have been made on behalf of the parent.

IV. The parent and/or carer agrees to keep the content of any Oxfordshire RTC session and the Oxfordshire RTC training program confidential and not to copy or use any aspect of the Oxfordshire RTC program directly or indirectly. The parent and/or carer agrees not to directly or indirectly manage, operate or assist in the organisation of any business that competes with Oxfordshire RTC while the child is a member of Oxfordshire RTC and for a period of two years afterward.

3. Membership

I. Once the first pro-rata or monthly payment has been taken, the player will become a member of Oxfordshire RTC

II. Members are automatically enrolled onto sessions monthly.

III. Members are prioritised when booking onto any session or holiday camp.

4. Fees, Payments, and Cancellations

I. All payments are to be received automatically as a recurring payment via Class For Kids or 360player.

II. Payments will be taken on the day in which you start with Oxfordshire RTC and will continue to be taken monthly.

III. The Child will be placed on the next available date at the venue desired after the booking has been completed.

IV. Holiday Camps and other Oxfordshire RTC day events are offered as a full course booking. Full payment for the course fee is required to secure your child's place.

V. The fee is non-refundable under any circumstances whatsoever except with the prior written agreement of Oxfordshire RTC unless the parent or carer of the child puts in writing that they wish to cancel the course before attending their first session. Notice of cancellation should be sent via email to info@oxfordshirertc.com at least 7 working days in advance.

VI. If classes are cancelled as a result of an "Act of God" (e.g. disruption resulting from extreme weather conditions, earthquakes, etc.), strikes, terrorist activity, or where local authorities/public guidance advise that sessions should be temporarily suspended for health or other reasons, then no refunds will be given, and it will not be permitted to defer sessions during the affected period.

VII. Oxfordshire RTC may cancel this contract at any time before the child commences a session for any reason whatsoever. Oxfordshire RTC shall not be liable for any loss or damage whatsoever arising from such cancellation.

VIII. The parent or carer of the child should put in writing that they wish to cancel their membership at least 7 working days before their next payment is due. Notice of cancellation should be sent via email to info@oxfordshirertc,com. For camp bookings, notice via email should be received at least 48 hours in advance to receive a full refund.

IX. Players are able to attend sessions within the month that has been paid for.

X. If a child is unable to attend a session, then the parent/carer should notify Oxfordshire RTC immediately via email.

5. Parent's Responsibility

The information set out in the registration form within 360player and/or Class For Kids (whether or not completed and/or signed by the parent/carer) is accurate in all respects, and the parent/carer will update their child’s details within the specified platforms account.

II. When attending a session, neither the child nor the parent/carer will be suffering from any contagious illness, disease, or anything similar thereto.

III. The Parent acknowledges and agrees that the child shall be deemed to be under the direction, care, and control of the parent/carer throughout the session, and the parent/carer shall be responsible for the welfare and conduct of the child throughout the session and whilst the parent/carer is at the venue.

IV. The parent/carer shall indemnify and keep indemnified Oxfordshire RTC against all loss (including loss of profit), liability, costs, and expenses which Oxfordshire RTC shall incur directly or indirectly as a consequence of any action or inaction of the parent, the carer, or the child.

6. Discipline

I. In the event that Oxfordshire RTC determines the behaviour of the child and/or the parent/carer to be unacceptable, Oxfordshire RTC shall be entitled to exclude the child and the parent/carer (or either of them) from the session and venue permanently or for such period as Oxfordshire RTC shall (in its entire discretion) determine.

II. The standard of behaviour, which is to be regarded as unacceptable at a session or venue, shall be determined by Oxfordshire RTC.

7. Exclusion of Liability

I. Except in the case of fraud, OXfordshire RTC and its coaches accept no responsibility under any circumstances for any loss (consequential or otherwise), damage, expense, or delay suffered or incurred by the parent, the child, or any other party arising directly or indirectly or in any way connected with the attendance of the child at the session or any other act or omission on

Oxfordshire RTC -  TERMS AND CONDITIONS - LAST UPDATED January 2026.

This Privacy Policy describes how Oxfordshire RTC ("we", "us", or "our") collects, uses, and discloses personal information when you visit our website [www.oxfordshirertc.com (the "Site") and engage with our services.

1. Information We Collect

Personal Information:

When you visit our Site, we may collect certain personal information, such as your name, email address, phone number, and any other information you voluntarily provide to us through contact forms or email communications.

Usage Information:

We may collect information about how you interact with our site, including your IP address, browser type, pages visited, and other analytics data. This information helps us improve our website and services.

2. Use of Information

We may use the information we collect for various purposes, including:

- Providing and maintaining our services;

- Communicating with you, including responding to inquiries and providing customer support;

- Personalising your experience on our site;

- Analysing trends and improving our website and services;

- Sending you promotional materials, updates, or other information about our services, with your    consent where required by law.

3. Sharing of Information

We may share your personal information in the following circumstances:

- With service providers who assist us in operating our website and providing our services;

- When required by law or in response to a valid legal request;

- With your consent or at your direction.

4. Data Security

We take reasonable measures to protect the personal information we collect from unauthorised access, disclosure, alteration, or destruction. However, please note that no method of transmission over the internet or electronic storage is 100% secure.

5. Children's Privacy

Protecting the privacy of children is important to us. We do not knowingly collect personal information from children under the age of 13. If you are a parent or guardian and believe that your child has provided us with personal information, please contact us immediately so that we can take appropriate action.

6. Your Rights

You may have certain rights regarding your personal information under applicable data protection laws. These rights may include the right to access, correct, update, or delete your personal information. If you would like to exercise any of these rights, please contact us using the contact information provided below.

7. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We encourage you to review this Privacy Policy periodically for any updates.

8. Contact Us

If you have any questions about this Privacy Policy or our practices regarding your personal information, please contact us at info@oxfordshirertc.com

This privacy policy outlines how we handle personal information on our website. By using our Site, you consent to the collection, use, and sharing of your information as described in this Privacy Policy.

Oxfordshire Regional Talent Centre Safeguarding & Child Protection Policy

1. ABOUT THIS POLICY

1.1

We are committed to continually ensuring the well-being and safety of all children and young people directly connected with Oxfordshire RTC’s activities and to providing a safe and suitable environment for all children attending its premises for any purpose.

It is the duty of all adults working within Oxfordshire RTC to safeguard the welfare of children and young people by creating an environment that protects them from harm.

1.2

This policy applies to all staff

All individuals working within Oxfordshire RTC, or coming into contact with children through its activities, are required to adhere fully to this policy.

1.3

We may amend this policy at any time and will review it regularly to ensure it remains effective and compliant with current legislation and FA guidance.

1.4

Failure to comply with this policy may be treated as misconduct and dealt with under the Club’s Disciplinary Procedure. Gross misconduct may result in dismissal and/or criminal prosecution.

1.5

Oxfordshire Regional Talent Centre acknowledges its responsibility for the well-being and safety of all children and young people under its care or using its facilities.

A child or young person is defined as anyone under the age of 18.

1.6

The welfare of children and young people is paramount. All staff must familiarise themselves with this policy. Where appropriate, this policy will be supported by training and additional guidance.

1.7

Oxfordshire RTC works closely with Local Authority Designated Officers (LADO) for children and adults at risk.

The Club Safeguarding Officer liaises with statutory safeguarding teams for advice, guidance and referrals and adheres to Local Authority and Police protocols.

1.8

All staff, consultants and volunteers have a duty to report concerns relating to safeguarding to the Welfare Officer.

1.9

This policy will be widely available across the Club, including in non-digital formats.

Where required, statutory agency referral procedures take precedence over Club or Governing Body guidance.

2. RULES ®GULATIONS

2.1

Oxfordshire RTC operates in accordance with:

• Children Act 1989
• Children Act 2004
• FA Safeguarding Children & Adults at Risk Guidance
• Football League Safeguarding Children & Adults at Risk Guidance

2.2

Oxfordshire RTC is fully committed to ensuring best practice is implemented across all activities in line with this legislation and guidance.

3. AIMS & KEY PRINCIPLES

3.1 Aims

Safeguard all children involved in Oxfordshire RTC activities

Demonstrate best practice in safeguarding

Promote a proactive welfare culture

Ensure children can participate safely and enjoyably

Uphold high ethical standards

3.2 Key Principles

The child’s welfare is paramount

All children have the right to protection regardless of background or identity

Additional vulnerabilities will be recognised and addressed

All allegations are taken seriously

Parents and carers are encouraged to be involved

Adults must act as positive role models

4. SAFEGUARDING DEPARTMENT

4.1 Welfare Officer

Oxfordshire RTC appoints a Welfare Officer who has overall responsibility for safeguarding children within the Club.

Any concerns regarding a child’s welfare should be reported to the Welfare Officer immediately.

5. HUMAN RESOURCES & DISCLOSURE

5.1 Recruitment

All roles involving contact with children are subject to:

• Enhanced DBS checks (with barred list checks where appropriate)
• Suitable references
• Completion of a Self-Declaration

No individual will be left unsupervised with children until all safeguarding checks are complete.

5.2 Existing Disclosure Certificates

Where appropriate, existing DBS certificates may be reviewed by the Welfare Officer. A new Oxfordshire RTC DBS check will be applied for as required.

5.3 Existing Staff

All staff in regulated activity have appropriate DBS checks and barred list screening.

5.4 Temporary Staff & Consultants

Temporary staff and consultants must complete a Self-Declaration and will not have unsupervised access to children.

5.5 Staff Training

All staff working directly with children must complete FA Safeguarding Children training or equivalent. Records of completion are retained.

5.6 Good Practice

All staff must:

• Work openly and transparently
• Treat all children with respect and dignity
• Place child welfare first
• Maintain professional boundaries
• Avoid inappropriate physical contact
• Work in pairs where required (e.g. changing rooms)
• Obtain written parental consent for transport, travel and medical care
• Act as positive role models at all times

5.7 Health & Safety

Risk assessments must consider children’s vulnerabilities and safeguarding needs. Appropriate supervision arrangements must be in place.

5.8 Data Protection

Oxfordshire RTC complies with current Data Protection legislation. All staff sign confidentiality and information-sharing agreements.

6. OXFORDSHIRE RTC PROCEDURES

6.1 Parental Consent

Oxfordshire RTC seeks written parental consent for all activities wherever possible.

6.2 Photography & Filming

All images:

• Follow FA and CPSU guidance
• Require written parental consent
• Are taken by authorised personnel only
• Are stored securely
• Do not identify children by personal details
• Mobile cameras are not permitted in changing rooms.

6.5 Late Collection

Clear procedures are in place. A minimum of two staff members will remain with the child, and escalation will involve the Welfare Officer, Children’s Services and Police if required.

6.6 Adult-to-Child Ratios

Oxfordshire RTC follows FA guidance and risk-assessed supervision ratios.

6.7 Coaching in Schools

Roles and responsibilities are clearly defined through Service Level Agreements with schools.

6.8 DBS Renewal

DBS checks are renewed every three years in line with policy.

6.9 Activities for Disabled Participants

All activities comply with equality and disability legislation.

6.10 Restraint

Physical intervention is only used where absolutely necessary, by trained personnel, and in line with safeguarding procedures.

7. GUIDELINES IN THE EVENT OF CONCERN

Oxfordshire RTC recognises all forms of abuse:

• Physical
• Sexual
• Emotional
• Neglect
• Bullying (including hazing)

All concerns must be reported immediately to the Welfare Officer. 

safeguarding@oxfordshirertc.com

8. RESPONDING TO A CONCERN

Do:

• Listen, reassure, record and refer
• Seek immediate help if a child is at risk
• Act using the 3 R’s: Respond, Record, Refer

Don’t:

• Promise confidentiality
• Investigate
• Ask leading questions
• Safeguarding is everyone’s responsibility.

9. RECORDING & CONFIDENTIALITY

All allegations will be:

• Recorded factually
• Managed on a need-to-know basis
• Referred to statutory agencies and The FA where appropriate
• The welfare of the child remains the priority at all times.

10. WHISTLE-BLOWING

Oxfordshire RTC fully supports whistle blowers and will protect individuals who raise concerns in good faith. Where internal reporting is not appropriate, concerns may be raised with:

• Police
• Children’s Services
• NSPCC

11. CONTACT DETAILS

Welfare Team

Welfare Officer - 07376 826 674

• Gareth Hamer
• Nicki Baynes
• Matt Jarvis
• Ryan Gurton

safeguarding@oxfordshirertc.com