Xavier's Tennis Academy (XTA) Pty Ltd
Terms & Conditions
1. Club Membership
New coaching participants may attend their first term of coaching without becoming a club member.
2. Enrolment & Re-Enrolment
Enrolment in XTA coaching programs is for the full school term. Once enrolled, participants are committed to the full term and fees are payable for the entire term. Withdrawals during the term are not permitted except in extenuating circumstances.
New coaching participants may participate for their first term without becoming a member of Notting Hill Pinewood Tennis Club. Club membership is required from their second term onwards.
Re-enrolment information will generally be provided approximately two weeks before the end of each term. Families will be asked to confirm whether they wish to continue for the following term and may request changes to their lesson time, day or program.
Current coaching places are only held until the advised re-enrolment deadline. If enrollment is not confirmed by this date, the place may be offered to another new or existing participant.
3. Payments
Invoices are issued prior to the commencement of each term, with full payment required by the due date to secure enrolment.
All advertised prices are inclusive of GST.
When paying by bank transfer, please include the participant’s name and invoice number as the payment reference.
Participants with outstanding fees may not be permitted to participate in coaching and may risk losing their place in the program.
Private lesson prices displayed as term rates apply when lessons are booked for the full school term. Casual or one-off private lessons are available at a higher rate and are subject to coach and court availability.
Private lessons may be shared by two players at no additional cost.
4. Lesson Cancellations
If XTA cancels a lesson due to inclement weather, unsafe court conditions, excessive heat or wind, coach absence or other unforeseen circumstances, a make-up lesson will be provided.
Participants should always assume their lesson is proceeding unless notified otherwise by XTA.
Make-up lessons resulting from an XTA cancellation will be arranged at a suitable time and may take place during the current term, school holidays or the following term.
5. Missed Lessons
If a participant is unable to attend a lesson due to illness, school camps, study, family commitments or other personal circumstances, up to three make-up lessons per term may be offered.
To be eligible for a make-up lesson, early notice must be provided:
Weekday lessons: Before 10:00am on the day of the lesson.
Weekend lessons starting before 12:00pm: Before 10:00pm the night before the lesson.
Weekend lessons starting at or after 12:00pm: Before 9:00am on the day of the lesson.
XTA will notify eligible participants when suitable make-up lesson opportunities become available.
All make-up lessons are subject to availability and may require the participant to join another suitable class. A particular day, time, coach or class cannot be guaranteed.
If the required notice is not provided, the missed lesson will be forfeited.
Unused make-up lessons cannot be exchanged for a refund or credit.
No make-ups or credits are offered for missed League sessions unless the session itself is cancelled by XTA.
6. Long Term Absence
Where a participant is unable to attend coaching for more than three consecutive weeks due to illness or injury, a credit may be considered upon presentation of a valid medical certificate.
Credits will be assessed based on the individual circumstances and the period of absence.
7. Photography & Media
From time to time, photographs and video may be taken during coaching sessions, competitions, holiday programs and other XTA activities for use on the XTA website, social media and other promotional material.
Photography and media consent will be obtained from a parent/guardian for junior participants, or directly from adult participants.
Participants who do not consent to photography or video will not be intentionally included in promotional content.
Notting Hill / Pinewood Tennis Club
Terms & Conditions
1. Membership and eligibility
1.1 Membership is personal to the approved member and cannot be transferred or shared.
1.2 Membership begins when the application and required payment have been accepted and activated by the Club or its membership platform.
1.3 Members must keep their contact details accurate and notify the Club of relevant changes.
1.4 Membership rights depend on the category purchased. Access may be limited by court availability, competitions, coaching, maintenance, events or other Club activities.
1.5 A parent or guardian who purchases or manages a junior membership is responsible for the junior member’s compliance with these Terms.
2. Court bookings and access
2.1 Courts must be booked through the Club’s online booking system before use.
2.2 Standard booking hours are 7:00 am to 11:00 pm. Members may reserve courts for a maximum of 90 minutes per day, unless the Club approves otherwise.
2.3 Members should book at least 15 minutes in advance to allow gate and lighting access to synchronise.
2.4 The access PIN provided for a booking must be entered at the front gate followed by #. Access PINs must not be shared except with people participating in that booking.
2.5 For a junior membership, the parent or guardian must select the junior member’s profile when making the booking.
2.6 Members must finish on time, leave the court promptly and respect the booking immediately before and after their own.
2.7 The Club may close or reallocate courts because of weather, safety, maintenance, competitions, coaching, events or operational requirements.
3. Fees, lighting and guests
3.1 Membership and usage fees are determined by the Club and may change following approval at an Annual General Meeting or as otherwise permitted under the Constitution.
3.2 The current court-lighting hire fee is $8.00 per hour. This fee is subject to change according to the fees approved at the Club’s most recent AGM.
3.3 A current guest fee of $5.00 per guest applies. The guest must be added to the online booking and identified as a guest.
3.4 The booking member is responsible for their guests and must ensure they follow these Terms.
3.5 Repeated failure to declare or pay for guests may result in a warning, booking restriction, suspension or cancellation of membership in accordance with the Constitution and applicable procedures.
3.6 12-Month Commitment: All memberships require a 12-month commitment. Monthly payments are installments towards the full 12-month membership fee, not a month-to-month membership.
4. Booking changes and refunds
4.1 Members should cancel bookings they cannot use so courts remain available to others.
4.2 If weather prevents play, a booking should be cancelled online at least one hour before the scheduled start time to receive any refund automatically available through the booking system.
4.3 If online cancellation is unavailable or the weather changes within the cancellation period, the member may email the Club with the booking date and time. The Club will assess the request, including whether the court was reasonably playable.
4.4 Refunds for lighting, guest or booking fees outside the standard cancellation process are at the Club’s reasonable discretion, subject to applicable consumer law.
4.5 The Club may provide a refund, credit or replacement booking when it cancels a booking. The remedy offered may depend on the circumstances and the booking platform’s capabilities.
5. Membership cancellation and suspension
5.1 Membership fees are not normally refundable because of a change of mind, non-attendance or a change in personal circumstances. Monthly membership are a 12 month commitment, no cancellations.
5.2 Requests for a partial refund, transfer, temporary suspension or membership extension may be considered in exceptional circumstances, including serious illness, injury or an extended absence.
5.3 Any requests must be made in writing and include enough information for the Committee or its delegate to assess them. Supporting information may be requested.
5.4 Any refund, suspension, transfer or extension is determined case by case and is not guaranteed. Any approval may include reasonable conditions.
5.5 Nothing in these Terms excludes a refund or other remedy that must be provided under the Australian Consumer Law.
6. Club conduct and court care
7. Coaching and organised activities
7.1 Coaching at the Club, whether paid or unpaid, is not permitted without prior written approval through the Club’s authorised coaching program.
7.2 Unauthorised ball-feeding sessions, large baskets of balls and ball machines are not permitted where they constitute coaching, create a hazard or interfere with other court users. No exercise drills or play with differing skill level along with verbal advice are all prohibited throughout a session.
7.3 Club competitions, coaching programs and organised events may have additional rules. Participants must comply with those rules and the directions of organisers.
8. Junior members and supervision
8.1 Parents and guardians are responsible for deciding the appropriate level of supervision for junior members, subject to Club policies and program requirements.
8.2 Children must not be left in circumstances that are unsafe or inconsistent with the Club’s child-safety policies.
8.3 Communications concerning a junior membership may be directed to the parent, guardian or account holder.
8.4 All members, guests, coaches and volunteers must comply with applicable child-safety laws, codes of conduct and Club policies.
9. Safety, property and liability
9.1 Members and guests use the courts and facilities at their own risk and must assess whether conditions are safe before commencing or continuing play.
9.2 Play must stop where weather, surface conditions, damaged equipment, poor visibility or another hazard makes continued use unsafe. Hazards should be reported promptly to the Club.
9.3 Members are responsible for personal belongings. The Club is not responsible for loss, theft or damage except to the extent liability cannot lawfully be excluded.
9.4 A member may be responsible for the reasonable cost of repairing deliberate or negligent damage caused by that member or their guest.
9.5 Nothing in these Terms limits rights or remedies that cannot be excluded under the Australian Consumer Law or other applicable law.
10. Privacy and communications
10.1 The Club may collect and use personal information to administer memberships, bookings, payments, competitions, programs, safety matters and Club communications.
10.2 Information may be processed through authorised service providers, including Tennis Australia, ClubSpark/Play Tennis and payment providers, in accordance with their applicable privacy terms.
10.3 Members must not misuse another person’s contact information, images, access details or information obtained through the Club.
10.4 Operational and transactional messages may be sent where needed to administer the membership. Members may manage optional communication preferences through their account where available.
11. Compliance and disciplinary action
11.1 The Club may investigate suspected breaches of these Terms, the Constitution, by-laws, policies or reasonable directions.
11.2 Depending on the circumstances, the Club may issue guidance or a warning, restrict bookings or access, require payment for loss or damage, or commence suspension or expulsion procedures.
11.3 Any formal suspension, expulsion or grievance process must be handled consistently with the Constitution, applicable law and procedural fairness.
12. Changes and contact details
12.1 The Club may update these Terms to reflect operational needs, fee changes, platform changes, safety requirements, legal obligations or decisions made under the Constitution.
12.2 Material changes should be communicated to members through the Club website, membership platform, email or another reasonable method.
12.3 Continuing to use Club facilities after updated Terms take effect constitutes acceptance to the extent permitted by law.
12.4 Questions, requests and reports should be sent to:
Club contact details
Notting Hill / Pinewood Tennis Club Incorporated
Email: nhptc.membership@gmail.com
Website: nhptc.com.au
Court bookings: via the clubs website