Welcome to Oxton Hockey Club (OHC). By registering as a member (via Spond or any official club registration system), you agree to be bound by these Terms and Conditions, our Club Rules, and the policies adopted by Oxton Hockey Club and England Hockey. You can access a full list of our Policies here.

1. Acceptance of Club Rules & Governance

• Constitution & Policies: In accordance with the Oxton HC Rules, all members are subject to the regulations of the club Rules and are deemed to accept all adopted codes of practice upon joining.
• Governing Body Affiliation: As an England Hockey affiliated club, OHC and all its members are bound by England Hockey regulations, including the England Hockey Code of Ethics and Behaviour (Respect).
• Equity & Inclusivity: Membership is open to all individuals in accordance with our CASC status, regardless of sex, age, disability, ethnicity, nationality, social status, sexual orientation, religion, or other beliefs.

2. Subscriptions & Financial Obligations

• Fee Structure: Membership subscriptions and match fees are set annually at the Annual General Meeting (AGM) on a fair and non-discriminatory basis.
• Payment Deadlines: Subscriptions are due by 30th September each season. If subscriptions remain unpaid by 31st October, members will be excluded from team selection, voting at General Meetings, and taking part in club business until cleared. Members joining mid-season have four weeks in which to pay their membership fees.
• Financial Hardship: In line with CASC guidelines and the Club Rules, the Club Chair, Membership Secretary, and Club Treasurer have discretion to arrange instalments or fee remissions in strict confidence to ensure fees do not pose an obstacle to participation.

3. Conduct, Discipline & Welfare

• Safeguarding: The safety and welfare of children and young people is paramount. All members, parents, and volunteers must comply with the England Hockey Safeguarding Policy and England Hockey child protection procedures, as adopted by OHC. More information is available on our Safeguarding page.
• Disciplinary Procedures: In accordance with the Club Rules, the Management Committee reserves the right to suspend or remove membership for non-payment of fees or for behaviour on or off the pitch that brings the club or the sport into disrepute.

4. Safety, Inherent Risk & Protective Equipment

• Inherent Risk: Hockey is an active sport involving inherent physical risks. Members participate voluntarily and must exercise reasonable care for their own safety and the safety of others.
• Protective Kit: In accordance with the OHC Health & Safety Policy, all players are strongly advised to wear suitable personal protective equipment, including shinguards, mouthguards, and appropriate penalty corner face masks/protection during all training sessions and competitive matches.
• Pitch Safety & Facilities: Players and officials must observe pitch inspection guidelines and follow safety instructions issued by team captains, coaches, and facility managers.

5. Medical Declaration & Emergency Authority

• Medical Information & Accuracy: All adult members and parents/guardians of junior members must ensure that emergency contact details and medical/allergy disclosures provided during registration are accurate, complete, and updated promptly if circumstances change. Special category data (medical and allergy conditions) is collected strictly to ensure player safety and will be handled in accordance with the OHC Data Protection Policy.
• Adult Members (Aged 18 and Over): I agree to notify my team captain or coach of any relevant medical conditions, medications, or injuries that may impact my participation. In the event of sudden injury or illness during club training, matches, or events, I authorise OHC team officials and qualified first aiders to administer immediate first aid and summon emergency medical services (999) as required.
• Junior Members (Under 18 – Agreed by Parent / Legal Guardian): As the parent/legal guardian, I confirm that all medical, allergy, and emergency contact details supplied for the junior applicant are accurate. In the event of an emergency, injury, or illness where I cannot be contacted immediately, I authorise OHC coaches, team managers, and qualified first aiders to act in loco parentis to administer immediate first aid and give consent for any emergency medical treatment or hospital transfer as advised by qualified medical personnel.

6. Photography & Recorded Images

• There is a separate page with more detail on our photography & recorded images policy, with a separate consent box to tick on Spond – however this is summarised as follows:
• Junior Media Consent: In accordance with the OHC Photography and Recorded Images Policy and England Hockey Guidance, written consent is required before capturing or publishing identifiable images of junior members.
• Identity Protection: The personal details of young people will never be connected with published photos on club websites or social media.
• Prohibited Areas: The use of any camera or recording device in “no camera zones” (changing rooms and toilets) is strictly prohibited.
• Opt-Out & Deletion: Parents/guardians may update or withdraw media consent at any time by contacting the Club Secretary.

7. Data Protection (GDPR / UK DPA 2018)

• Lawful Processing: OHC processes personal data for contractual management (Spond, membership lists), legal compliance (DBS/Safeguarding), and legitimate sporting interests (fixtures, team selection, league registrations).
• Special Category Data: Medical and allergy disclosures are treated with strict confidentiality and accessible only to relevant team managers, coaches, and welfare officers on a strict need-to-know basis.
• Your Rights: Members have the right to access, rectify, or request deletion of their data in accordance with the OHC Data Protection Policy.

8. Insurance Coverage

• England Hockey Membership Plus: Oxton HC maintains Public Liability (£10,000,000) and Personal Accident insurance through England Hockey and Marsh Sport covering recognised club activities.
• Claims Notification: Any incident likely to give rise to an insurance claim must be reported immediately to the Club Secretary or Welfare Officer without admitting liability at the scene.