1.1 ‘St Mary’s University’ of St Mary’s University,Waldegrave Road, Twickenham, London TW14SX.
1.2 Sport St Mary’s (SSM): The sports department for StMary’s University; management of sports facilities andservices by the Sports Facilities Operational Team.
1.3 Head of Sport: The Head of Sport St Mary's (SSM)appointed by St Mary's University; and otherdesignated nominees employed to assist the Head ofSport in the discharge of functions; deputised by theAssistant Head of Sport.
1.4 ‘Management/block bookings’: bookings for 10 or moresessions.
1.5 ‘Casual one-off bookings’: bookings for one or up to 9sessions, over a maximum period of 4 weeks.
1.6 'Hirer': refers to the person signing the booking/membership form and/or agreements, or making thecasual booking. Where the person is signing thebooking form on behalf of an organisation then theorganisation is also considered as the hirer and shallbe jointly and severally liable. In this case an individualthat will be present for the booking must be designated as the responsible person.
2. Hire and Usage
2.1 To hire facilities and/or services, where relevant, booking request forms must be completed and returned to Sports Facilities Operational Team.
2.2 Where relevant, hire of facilities and/or services can only go ahead once confirmed in writing by a member of the Sports Facilities Operational Team.
2.3 The Hirer must use only those facilities that have been booked and confirmed; and only for the purpose specified in the booking application. Any usage that falls outside of this will incur a charge (at the normal rate), added to the cost of the space originally booked.
2.4 Sub-letting of sports facilities is not permitted; all bookings are personal to the Hirer concerned.
2.5 The Hirer must ensure that all participants are students or staff or members of the local community in order to be eligible for the appropriate rate of hire, e.g., for a student recreational booking, all participants must be students. If this is not adhered to the appropriate level of charge will be made.
2.6 Booking times should commence and conclude as booked and agreed. All bookings include a five minute change-over period to set up/break down equipment. Bookings that run over will be charged at the appropriate price for every hour or part thereof.
2.7 Academic programmes, student sport and contractbound organisations, including schools, have priority for bookings. Thereafter, no priority is given to bookings.
2.8 The Hirer or appropriate representative must be in attendance throughout the booked period.
2.9 Hirers utilising the sports facilities for sports fixtures or sessions are required to provide their own qualified first aider and first aid equipment.
2.10 Hirers utilising the sports facilities to deliver coached sessions must hold, as a minimum, a level 2 coaching qualification and public liability insurance specific to the activity.
2.11 All regulations within the facilities and surrounding areas, including specific facility and/or activity rules, must be adhered to at all times by all Hirers.
2.12 Use of tape, chalk or any other form of marker must not be used to provide additional line markings on any of the surfaces.
2.13 All users should be suitably dressed to perform the activities they have booked. Footwear should be appropriate so as not to mark or damage the facility flooring.
2.14 Bags and clothing should not be stored on any playing area for Health & Safety reasons. Lockers are provided for your use. Should no lockers be available equipment must be kept with you and stored in a way that it will not cause Health and Safety problems to yourself or others.
2.15 The Assistant Head of Sport, or one of his/her nominees, reserves the right to refuse admission or to ask disorderly or improperly dressed persons to leave. It is at his/her discretion if this behaviour results in the termination of any access to the facilities.
2.16 Any damage to facilities or equipment must be reported immediately to the Sports Facilities Operational Team.
2.17 Smoking is not permitted anywhere inside, or near any entrances outside, all the facilities managed by SSM.
2.18 No alcohol shall be brought in or consumed within the sports facilities.
2.19 Food and drinks, other than drinks in approved sports drinking bottles, must not to be consumed in any of the sports facilities.
2.20 The Hirer must place all rubbish in the bins provided.
3.1 Payment of all facility bookings are bound by St Mary's University Financial Regulations.
3.2 A list of current charges is available from the Sports Facilities Operational Team.
3.3 SSM reserves the right to change facility prices. Wherever possible, reasonable notice will be given.
3.4 For management bookings, on receipt of the booking request form, an invoice will be raised and issued in advance of the booking for 50% of the total cost. The remaining amount will be invoiced part way through the management booking – the Hirer will be informed in advance of issue of the invoice.
3.5 Management/block bookings are subject to the ‘Series of Lets of Sports and Leisure Facilities’ VAT legislation. This can be found at: https://www.gov.uk/government/publications/vat-notice70145-sport/vat-notice-70145-sport
3.6 Casual one-off bookings or bookings that are not considered management bookings must be paid in full at the time of the booking. Payments can be made in cash or with credit or debit cards. American Express and cheques are not accepted.
3.7 The Hirer will be liable for all unpaid bookings. Failure to provide payment within St Mary’s University policies will result in all bookings being revoked. St Mary's University will pursue debt collection if full payment is not received within the stated time of invoicing. Future bookings will not be accepted until all debts are cleared.
4. Cancellation and Refunds
By the Hirer:
4.1 For management/block bookings, cancellations must be requested in writing three weeks in advance of the booking where the Hirer will be reimbursed for the sum set out in the invoice. Cancellations made less than three weeks prior to the requested date, or with no notice, the Hirer will not be reimbursed. If cancellation is not within the Hirer’s control the cancellation procedure will be applied at the discretion of the Assistant Head of Sport.
4.2 For casual one-off bookings, cancellations with more than 24 hours’ notice will be issued with a credit. This is applicable to the same activity and sports facility and must be used within one month from the point of cancellation. If cancellation takes place less than 24 hours in advance a credit will not be provided. It is the Hirer’s responsibility to inform staff that a credit is being used. A credit can only be used in one transaction.
4.3 For Fitness & Conditioning Suite memberships, refunds will only be provided if a cancellation of membership occurs within the 14-day cooling-off period. SSM does not offer the option to freeze/suspend memberships. Any other cancellations or extensions may be granted if eligible, but must be requested in writing to the Sports Reception Manager.
4.4 All refunds require authorisation from the Head of Sport and can take up to 28 days.
4.5 Refunds will not be provided if a student or member of staff of St Mary’s University leaves.
4.6 SSM reserves the right to cancel a booking if the facility is required by St Mary’s University or SSM and will endeavour to, where possible, provide 14 days’ notice.
4.7 In the event of snow or other extreme weather conditions it may be deemed, upon inspection by the Assistant Head of Sport, or one of his/her nominees, that certain outdoor activities are unsuitable to take place.
4.8 SSM reserves the right to cancel or close the facilities for special events, maintenance work or for other circumstances beyond their control. SSM will make reasonable efforts to notify the Hirer as soon as possible in these circumstances. All charges paid for bookings affected by these circumstances will be refunded.
5.1 SSM staff will, where practically possible, set up fixed equipment prior to the start of a booking. Hirers must not set up or break down equipment. By prior arrangement with the Assistant Head of Sport or one of his/her nominees, the Hirer may assist staff.
5.2 Equipment can be hired, but notification must be provided at the time of the booking, with at least two weeks’ notice, by completing the relevant equipment request form. SSM cannot guarantee all equipment requested will be available.
5.3 On completion of all bookings (where equipment has been requested) the Sports Facilities Operational Team will check the equipment. Any items lost or intentionally damaged (not wear or tear) will be charged to the Hirer.
5.4 No supplementary equipment shall be brought into any facility or used without prior written consent given by the Head of Sport or one of his/her nominees.
5.5 Storage of private sports clubs’ equipment is not permitted.
6. Health and Safety
6.1 St Mary’s University and Sport St Mary’s (SSM) Health & Safety policies must be adhered to at all times by the Hirer. Activities may only be undertaken whilst following the relevant National Governing Body and St Mary's University policies.
6.2 SSM Health & Safety Policy is compliant with that of the University’s, which is implemented by the Health & Safety Officer.
6.3 The Hirer must provide the Sports Facilities Operational Team with additional risk assessments for usage that is not covered by the sports facilities risk assessments.
6.4 If, in the opinion of the Assistant Head of Sport or one of his/her nominees, Health & Safety is being compromised before, during or after the booking, he or she has the right to cancel or stop the event.
6.5 In the event of an emergency evacuation all persons will be required to vacate the facilities under the direction of the Sports Facilities Operational Team via the nearest exit and meet at the designated assembly point.
6.6 The Hirer is asked to inform SSM staff if any persons attending their booked session have a disability that may require additional assistance in the event of an emergency evacuation so that appropriate arrangements can be made.
6.7 The Hirer must ensure that all individuals attending and participating in the activities arranged by the Hirer have confirmed they are fit to participate.
6.8 All customers must inform the Hirer or SSM staff of any medical condition they may suffer from.
6.9 Whilst using the facilities all members and users are responsible for their own health and are required to sign and date the Health Commitment Statement.
6.10 All accidents are to be reported to the Sports Facilities Operational Team immediately and an accident report form completed.
7.1 National Governing Bodies (NGBs) and County Sports Partnerships (CSPs) follow The Child Protection in Sport Unit’s ‘Standards for Safeguarding and Protecting Children and Young People in Sport (2003)’. SSM expects affiliated clubs, organisations and schools to adopt and follow their respective NGB’s or CSP’s policies and procedures.
7.2 SSM has a legal duty to ensure that any visitor will be safe on its premises. However where children are not registered on SSM programmes and events they remain the responsibility of their parents/guardians.
7.3 Activity that involves children and vulnerable adults must be risk assessed and safeguarding must be included within the relevant risk assessments. These must be reviewed and approved by the Designated Safeguarding Officer (DSO) and H&S Coordinator. It is the responsibility of SSM staff to complete risk assessments for SSM programmes. Third-party users are responsible for completing risk assessments for third-party activity.
7.4 Children under the age of 12 involved in activities and events organised by SSM or a third-party must at all times be accompanied by an appropriate adult.
7.5 Where a child is found to be unsupervised or unaccompanied, SSM staff will ensure the safety and welfare of the child. Two members of SSM staff, ideally of the same sex, must be present with the child and every effort must be made to identify the parent/guardian. If they cannot be located, the emergency services will be contacted and a Safeguarding Reporting Form will be completed.
7.6 In the case of children aged 12+, it is the parent/guardian/third-party user’s responsibility to assess if it is safe and appropriate to allow their child to visit the sports facilities unaccompanied.
7.7 For children aged 12+, dependent on a child’s circumstances, SSM staff can assess and appropriately raise concerns with a parent/guardian/third-party user regarding their decision to allow a child to visit the sports facilities unaccompanied.
7.8 Parents/guardians with children aged 12+ attending SSM programmes, or third party activities, and who judge their child to be unsuitable to be left unaccompanied, must raise this and make the necessary arrangements with SSM/third party staff and volunteers.
7.9 Upon registration, parents/guardians must disclose a child or vulnerable adult’s medical conditions to SSM staff so that suitable arrangements can be put in place to safeguard them. Parents/guardians must also disclose any changes to a child or vulnerable adult’s medical condition.
7.10 Whilst every effort will be made to protect all children in the sports facilities, SSM cannot take responsibility for ensuring the welfare of those who are present without its knowledge.
Third-Party Users of the Sports Facilities:
7.11 For the purposes of this document the following user groups are considered to be ‘third-party users’ of the sports facilities:
- St Mary’s University academic programmes
- External affiliated clubs and organisations including schools
- Staff, volunteers and/or any person representing a third-party user
7.12 Third-party users of the sports facilities have a duty of care over the children or vulnerable adults participating in the activity. This includes:
- Keeping up-to-date contact details, information on specific medical conditions and registers of attendance
- Maintaining appropriate supervision ratios to safeguard participants
- Ensuring that first aid provision is available
- Ensuring those responsible for supervising the children and vulnerable adults have been through appropriate recruitment and selection processes, as detailed in SSM’s Safeguarding Process
7.13 Third-party users must also abide by SSM’s Code of Conduct for Staff & Volunteers.
7.14 Third party users’ responsibilities are as follows:
- To explain to parents/guardians: the extent of supervision arrangements before and after sessions within the venue; accompanying and supervising visits to toilets and changing rooms; and how to access the SSM Safeguarding Process
- Confirm in writing to the Assistant Head of Sport, or detail in a risk assessment if for academic activity or usage not already covered by SSM risk assessments, that the above has been communicated to parents/guardians
- To report safeguarding concerns to SSM
- Appropriate level of training, qualifications and Disclosure and Barring Service (DBS) checks completed by all those delivering sessions.
Filming and Photography:
7.15 SSM staff and volunteers and third-party users must seek written permission from the Assistant Head of Sport or his/her designated nominee in order to film or photograph any activity in the sports facilities. In doing so the following information must be provided:
- A brief, clearly stating the content of the film, what it is for, where it will be displayed and how it will be used, including date, facilities and times
- Where appropriate, the photographer’s/film/video operator’s Public Liability Insurance certificate
- The Filming/Photography Consent Form or another appropriate form used to gain consent from the parents/guardians of each child/vulnerable adult involved in the filming/photography
- How children for whom consent is not given will be easily identifiable so as to prevent their inclusion in any filming and/or photography. Organisers should provide some indication, e.g. a sticker or a badge, for each child without consent.
7.16 Other professional photographers/film/video operators wishing to record at an event or session must seek accreditation with SSM or the third-party user by producing their professional identification for the details to be recorded. All requests must be submitted 10 working days prior to the date of the event.
7.17 Students or amateur photographers/film/video operators wishing to record at the event should seek accreditation with SSM or the third-party user by producing a letter from the club/educational establishment/organisation outlining their motive for attending the event and planned use of the material.
7.18 Accreditation Procedure: professional photographers/film/video operators should register 10 days prior to the event and their identification details must be recorded:
- Name and address of person using the camera
- Names of subjects (if specific)
- The reason or intended use for the images
- Signed declaration that the information provided is valid and that the images will only be used for the reasons given
It is the responsibility of third-party users to ensure that the aforementioned accreditation process or similar is completed and SSM must be notified.
7.19 For parents/guardians and spectators to photograph and film activity, they must disclose their intention to do so to SSM staff and volunteers and/or the appropriate third-party users.
7.20 SSM staff and volunteers and third-party users are to ensure that filming and photography for the purposes of legitimate teaching/coaching aids are appropriately and securely stored.
7.21 Parents/guardians, SSM staff and volunteers and thirdparty users concerned about any filming and photography taking place in the sports facilities should contact the DSO.
8. Clean Sport Commitment at St Mary’s University
8.1 All sporting participants have the right to compete in doping-free sport (Clean Sport). St Mary’s University supports and adopts the UK Anti-Doping (UKAD) and World Anti-Doping Agency (WADA) position that cheating, including doping, in sport is fundamentally contrary to the spirit of sport, undermining the otherwise positive impact of sport on individuals and society.
8.2 All athletes, coaches and athlete support personnel are expected to play, train, compete or perform their roles in line with the spirit of the sport, including the antidoping rules.
8.3 Employed and associated staff will not condone, assist or in any way support the use of prohibited substances and methods (unless permitted by a Therapeutic Use Exemption) in any aspects of their work. They will also be expected to contact UK Anti-Doping should they become aware of an athlete or NGB member using or considering the usage of a prohibited substance or prohibited method.
8.4 St Mary’s University will uphold any sanctions placed upon an athlete, athlete support personnel, employed or associated staff by UK Anti-Doping or other associated body in accordance with the World AntiDoping Code.
9. Fitness & Conditioning Suite
9.1 New members must undertake an induction and sign an SSM F&C Suite Health Commitment Statement prior to accessing the Fitness & Conditioning Suite (F&C Suite).
9.2 All Members must be at least 18 years old to access the F&C Suite. Persons under the age of 18 years are not permitted access unless supervised by a qualified coach and prior agreement obtained from SSM.
9.3 All rights and obligations will be subject to the type of membership for which the application has been accepted, including what hours of usage the member is entitled to.
9.4 Membership fees are to be paid in full (not applicable for 12-month contract memberships).
9.5 Continuous card payments for the 12-month contract will be taken on the 15th of eachmonth.
9.6 If a continuous card payment fails, St Mary’s University will automatically endeavour to take the payment within 5 days. If on the second attempt the payment fails, your access to the F&C Suite will be restricted. Access will only be reinstated once payments are up to date.
9.7 Members wishing to change card details for continuous card payments must contact 020 8240 4334.
9.8 Members with an expired membership or outstanding membership fees must renew or settle the fees before regaining access.
9.9 Refunds will only be provided if a cancellation of membership occurs within the 14-day cooling-off period. SSM does not offer the option to freeze/suspend memberships. Any other cancellations or extensions may be granted if eligible, but must be requested in writing to the Sports Reception Manager.
9.10 If a member ceases to be a registered student of St Mary’s University they will be released from a student membership. If they wish to continue their membership they will be required to purchase an Alumni type.
9.11 Access to the F&C Suite can only be gained with a valid membership card (for St Mary’s University students and staff, SMU ID card).
9.12 A membership card cannot be loaned out or used to provide access to others who do not have membership. Such actions will lead to immediate termination of membership and a possible permanent ban from SSM facilities.
9.13 St Mary’s University policy on ID cards applies to membership cards. Lost, stolen or found cards must be reported to Security.
9.14 Replacement membership cards will cost £10.
9.15 SSM reserves the right to close the F&C Suite for maintenance work or special events. Where possible, advanced notification will be provided. Members can request that any ‘lost’ days be added to the end of their membership period.
9.16 Members’ physical condition is their own responsibility; SSM staff are not medically qualified to provide assessments. Members unsure about their fitness or health condition must seek medical advice before undertaking any independent physical exercise.
9.17 Members may not use the facility whilst suffering from any infection or contagious illness which could affect others.
9.18 Members must secure personal belongings in the lockers provided, but they cannot be stored overnight. All lockers are emptied every evening and items found are placed in Lost Property and stored there for up to one month, after which they will be discarded. SSM will not be liable for the loss, damage or theft of any personal belongings.
9.19 Members are responsible for ensuring that equipment in the F&C Suite is correctly operated. Members unsure of how to use equipment must seek advice from SSM staff.
9.20 The F&C Suite is not always supervised during hours of operation – members using the F&C Suite will at times be unsupervised.
9.21 Personal trainers operate on the premises on a selfemployed basis. Any service they provide constitutes a contract between the personal trainer and the member. SSM accepts no responsibility for breach of contract or negligence caused by the personal trainer.
9.22 SSM reserves the right to photograph the F&C Suite (which may include members, providing inclusion is incidental) for press and promotional purposes.
9.23 SSM reserves the right to cancel any membership without refund if in breach of the Terms and Conditions or conduct exhibited which, in the view of SSM, amounts to improper use or abuse of the facilities or equipment; is offensive to customers and/or staff; or could potentially compromise Health & Safety policies. Members will be held liable for any damage caused.
10. Fitness Classes
10.1 The fitness classes are open to all users aged 16+. The maximum number of participants is 25 per class.
10.2 The cost of each class is per person. All spaces for the class will be allocated on a first come first served basis.
10.3 All payments must be made at the point of attendance at the Sports Centre Reception. SSM only accepts cash and card payments – cheques and American Express cards are not accepted.
10.4 Participants who do not have Fitness & Conditioning Suite membership must complete a Health Commitment Statement and registration form before they can take part in the classes.
10.5 All members must wear the appropriate clothing and footwear to take part in any of the classes.
10.6 SSM reserves the right to cancel any class at any time. All classes are subject to change and where possible advance notification will be provided.
SIMMSport Clubs and Holiday Camps:
11.1 Payment for each term must be made in full prior to the first session. For returning members, if fees are not paid by the deadline date stated in the renewal notice, the place will be offered to the next child on the waiting list.
11.2 Places cannot be held or confirmed until payment, in cash or by card, has been made. American Express, cheques and childcare vouchers are not accepted.
11.3 Refunds will only be provided if a cancellation occurs within the 15-day cooling-off period. A £10 administration fee will be deducted.
11.4 A transfer to a different session within the same term is possible only if there are spaces open in the desired class. If the price of the class being transferred to is greater than the one transferring from, the difference in cost must be paid before the transfer can be completed. If the price is less, a credit note for the difference will be issued.
11.5 Those who are unable to attend the rest of a term due to long term injury or illness (three weeks or more) will be issued with a credit note to the value of the missed sessions. A doctor’s note may be required to authorise this.
11.6 All credit notes must be redeemed within 12 months of the issue date and can be used on any SIMMSport programme.
11.7 Fees for holiday camps must be paid at the point of booking. We cannot hold or confirm places until payment has been received.
11.8 For those wishing to cancel bookings on holiday camps:
- Fewer than 7 days prior to the camp – no refund
- From 7 up to 14 days - credit note for the full value of the payment.
- More than 14 days – full refund (less £10 admin fee)
11.9 In cases of poor weather, a decision will be made up to two hours prior to the session as to whether the activity will be held indoors. If indoor space is not available the session will be cancelled and parents will be informed. Credit notes or refunds will not be given if the cancellation is due to an “Act of God”. Unless instructed otherwise, parents should assume that programmes are going ahead as scheduled.
11.10 Participants should be suitably dressed. Throughout colder periods this means multiple thin layers, as well as waterproof jackets if and when appropriate.
11.11 For SSM’s Safeguarding rules, including filming and photography, please see section 7 of these Terms & Conditions.
11.12 When you enrol your child with SIMMSport, you are confirming that you have read and accepted these Terms & Conditions.
Sport St Mary’s Birthday Parties:
11.13 All party bookings are subject to availability of dates and coaches.
11.14 All partygoers must be between 5 and 13 years old. A maximum of 32 children is allowed.
11.15 SSM will confirm the booking via email once the appropriate number of coaches has been secured. Payment for the party must then be paid in full within 5 days of receiving this confirmation.
11.16 Cancellations made within 14 days of the birthday party date will not be refunded. Cancellations made with more than 14 days’ notice will be refunded, minus a £10 administration fee.
11.17 If the catering option is selected the catering form must be returned at least 14 days before the party date. If a booking is made within 14 days of the requested date, catering will not be available. Payment for catering is due immediately upon receipt of the invoice from SSM.
11.18 The Hirer must clean up the food area before the end time of their booking. SSM staff will provide cleaning equipment and bin bags. Full rubbish bags can be left in the room for SSM staff to dispose of.
11.19 A minimum of two parents/guardians are required to supervise the party and are responsible for the safe return of every child to the correct parent/guardian at the end of the party.
11.20 If the names of the supervising parents/guardians are different to the names given at the time of booking, SSM staff must be informed on the day.
11.21 The start time stated in the booking is the time when the Hirer will be allowed to start setting up. The facility must be vacated at the end time stated in the booking.
11.22 SSM coaches will set up and break down sport equipment used for the party. Any other equipment brought in by the Hirer must be cleared at the end time of the booking.
11.23 In the unlikely event that SSM has to cancel the booking, we will give notice to the Hirer and any fees already paid will be refunded, or alternative dates may be offered when available.
12. Broadcasting, Television and Photographs
12.1 No broadcasting, TV or other media personnel may enter the sports facilities for the purpose of coverage or taking photographs without the prior consent of the St Mary’s University Vice Chancellor. Requests are to be sent in writing to the Assistant Head of Sport.
12.2 In order to comply with the 2018 General Data Protection Regulation (GDPR), St Mary's University requires consent from individuals to use their photographic images. By signing the booking form you authorise St Mary's University to use your image in one or more of the following ways:
- Publication in prospectuses and other university promotional material.
- Publication as part of an advertisement.
- Publication as part of a media release.
- Publication on the St Mary's University web or intranet sites.
12.3 If you wish to withdraw your consent please indicate this on the booking form or contact Sport St Mary’s, St Mary’s University, Waldegrave Road, Twickenham TW1 4SX.
13. Opening Hours
13.1 SSM may from time to time withdraw use of all or any part of the facilities where and when it is deemed necessary for repair, maintenance, alteration, alternative use or for safety reasons. Where possible, advance notice of such closures will be given.
13.2 St Mary’s University is closed for 9-12 days during Christmas, 5 days during Easter and all Bank Holiday Mondays. Users and members of the sports facilities will be notified of the exact dates of closures approximately 2-4 weeks in advance.
13.3 With the exception of these University closures, the sports facilities are open at the following times:
- Sports Centre and running track: weekdays 07.30- 22.00 and weekends 08.00-20.00
- Fitness & Conditioning Suite: weekdays 06.30- 22.00 and weekends 08.00-20.00
- Teddington Lock Sports Campus, subject to seasonal variations in daylight hours - please contact SSM for confirmation:
- All-weather pitch - weekdays 09.00-21.30 and weekends 09.00-18.00 (20.00 in summer)
- Grass pitches – 09.00-16.00 (20.00 in summer)
14.1 Governed by the University’s Animals & Other Pets policy, with the exception of working/guide dogs, St Mary’s University does not allow animals on its campus, grounds or in its buildings.
15. Issue/Return of Keys: Teddington Lock Sports Campus
15.1 The Sports Facilities Operational Team does not issue keys. St Mary’s University Security Team issue keys for Teddington Lock Sports Campus.
15.2 The Security Team will issue keys to the Hirer for authorised bookings confirmed by the Sports Facilities Operational Team.
15.3 The Security Team’s policy on issuing keys requires a £20 deposit and sign out. The deposit is refundable upon the safe return of the keys.
16. Loss, Damage and Personal Injury
16.1 The Hirer will be fully responsible for all persons and property brought onto the premises and shall indemnify St Mary's University from any loss or damage to property including property of St Mary's University arising from the hire.
16.2 St Mary’s University accepts no responsibility for any personal injury sustained by the Hirer arising as a consequence of hiring or using the sports facilities.
17. Indemnity Insurance
17.1 The Hirer should, where applicable, provide its own public liability insurance cover for the period of the hire.
17.2 Where any third party makes a claim against St Mary's University for damages, compensation and/or costs in respect of injury, death and/or damage to property during the use of facilities by the Hirer, the Hirer shall reimburse St Mary's University save where St Mary's University is strictly liable.
18. Car Parking
18.1 Parking restrictions apply across the University campus and the Teddington Lock Campus. Parking is not included as part of any booking. St Mary's University has the right to issue a Parking Charge Notice to any vehicle that is parked in an unauthorised area or fails to have a valid parking permit.
19.1 Hirers can provide SSM with feedback directly to the Sports Facilities Operational team; or via specific feedback forms that are made available periodically to particular groups of users.
19.2 SSM will provide customer feedback as required.
19.3 Hirers requesting to be contacted should allow three working days from the point at which the feedback was received by staff.
20. Terms and Conditions Policy
20.1 SSM reserves the right to amend any notes contained within the Terms and Conditions where and when necessary. Notices will be displayed informing users of the changes.
20.2 Personal details will not be shared with any third party. Occasionally you may receive information regarding special offers or news from SSM and/or St Mary's University.
20.3 Neither party may alter the terms and conditions without written agreement of the other party and no written or oral representation by either party will serve to modify or amend these terms and conditions in any way.
21. Formal Documents and Policies Available
If and when required, the following documents and Policies are available on request:
- Safeguarding Process
- St Mary’s University Health & Safety Policy
- Sport St Mary’s GDPR Privacy Statement
- St Mary’s Clean Sport Commitment Statement