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Waiver / liability release

HALDIMAND HOOPS – PARTICIPANT WAIVER & RELEASE OF LIABILITY

Participant Name: {name}
Date of Birth: {dob}

I, the parent/legal guardian of the participant named above, understand that participation in basketball training, practices, drills, scrimmages, camps, clinics and other activities offered by Haldimand Sports Academy, operating as Haldimand Hoops, involves physical activity and carries inherent risks, including but not limited to falls, collisions, contact with other participants, equipment-related injuries and other injuries that may occur during participation.

I voluntarily authorize the participant to take part in Haldimand Hoops activities and acknowledge and accept the ordinary risks associated with participation.

RELEASE AND WAIVER

To the fullest extent permitted by law, I release and hold harmless Haldimand Sports Academy, Haldimand Hoops, and their directors, officers, coaches, instructors, employees, volunteers and representatives from claims arising from the ordinary risks inherent in participation in Haldimand Hoops activities, except to the extent such claims cannot legally be waived or released.

MEDICAL AUTHORIZATION

In the event of an injury or medical emergency, I authorize Haldimand Hoops representatives to provide reasonable first aid and, when reasonably necessary, contact emergency medical services. I understand that reasonable efforts will be made to contact the participant's parent/legal guardian or emergency contact.

RULES AND CONDUCT

I understand that participants are expected to follow program rules, safety instructions and directions provided by coaches and staff. Haldimand Hoops reserves the right to restrict or discontinue participation where conduct presents a safety concern or significantly disrupts the program.

PARENT/GUARDIAN ACKNOWLEDGEMENT

By signing below, I confirm that:

I am the participant's parent or legal guardian or otherwise legally authorized to provide this consent.
I have read and understood this waiver.
I have had the opportunity to ask questions before agreeing.
I voluntarily agree to its terms on behalf of myself and, to the extent legally permitted, the participant.

Parent/Legal Guardian Name:
Date Signed: {sign_date}

Done Clear Sign Below:

Signature

Haldimand Sports Academy, operating as Haldimand Hoops

Effective date: August 2026 | These Terms apply to Haldimand Hoops programs, trials, clinics, camps and related activities.

1. Registration and Eligibility

A parent or legal guardian must complete registration for every participant under 18. Registration is not complete until required information, acknowledgements and payment arrangements are submitted and the participant is accepted into the program. Haldimand Hoops may set age, capacity, safety and program
requirements.

Parents/guardians must provide accurate contact, medical, allergy, emergency contact and authorized pick-up information and promptly update Haldimand Hoops when information changes.

2. Fees and Payments

A one-time $50 non-refundable registration/admin fee applies at registration unless Haldimand Hoops states otherwise.
Monthly fees are charged according to the membership selected at registration. The monthly amount remains the same despite holidays, school PA days, vacations, participant absences or other regularly scheduled breaks reflected in the program calendar.
A $30 NSF/failed-payment fee may be charged for returned or unsuccessful payments. Outstanding balances must be brought current to maintain the participant’s spot.
Fees, schedules and program offerings may be updated for future terms or renewals with reasonable notice.

3. Cancellation and Refunds

Unless a different written promotion or membership term applies, cancellation requires at least 30 days’ written notice and is subject to a $200 cancellation fee. Fees already earned or paid for completed periods are non-refundable except where required by law or expressly approved in writing by Haldimand Hoops.

Missing sessions because of illness, vacation, transportation, personal scheduling or other participant-specific reasons does not create a credit or refund. Haldimand Hoops may issue make-up opportunities or credits at its discretion.

4. Schedule, Facility and Program Changes

Programs operate in school or community facilities that may occasionally become unavailable. Haldimand Hoops may change coaches, locations, times, activities or session format, or cancel/reschedule a session for facility closures, weather, safety concerns, emergencies or circumstances beyond its reasonable control. Reasonable notice will be provided when practicable.

5. Attendance, Conduct and Safety

Participants must follow coach instructions, facility rules and safety directions.
Parents/guardians and spectators must act respectfully toward participants, coaches, volunteers, staff, officials and other families.
Bullying, harassment, threats, unsafe conduct, fighting, deliberate damage or repeated disruption may result in removal, suspension or termination of registration.
Parents/guardians are responsible for timely drop-off and pick-up and for identifying all persons authorized to pick up the participant. Haldimand Hoops may request identification before releasing a child.
Participants should not attend when they have a condition that makes participation unsafe or presents a significant risk to others.

6. Concussion and Return-to-Play Safety

Haldimand Hoops may immediately remove a participant from activity when a concussion or other significant injury is suspected. The parent/guardian agrees to follow Haldimand Hoops’ removal-from-sport, medical assessment and return-to-sport directions. Where applicable, athletes and parents/guardians must review required Ontario concussion awareness resources and codes of conduct before participation.

7. Emergency Care

If a parent/guardian cannot be reached, Haldimand Hoops may provide reasonable first aid, contact emergency services and take reasonable steps to protect the participant. The parent/guardian remains responsible for medical, ambulance or related costs not covered by Haldimand Hoops.

8. Personal Property

Participants are responsible for personal belongings. To the maximum extent permitted by law, Haldimand Hoops is not responsible for lost, stolen or damaged personal property unless caused by conduct for which liability cannot legally be excluded.

9. Photos, Video and Marketing

Photo/video permission should be collected as a separate registration choice. Declining optional promotional photo/video consent will not affect program eligibility. Haldimand Hoops may still use images where necessary for safety, incident documentation or other lawful operational purposes.

10. Privacy

Personal information is handled in accordance with the Haldimand Hoops Privacy Policy. Payment card information may be processed by third-party payment providers and is subject to their security and privacy practices.

11. Electronic Records and Communications

The parent/guardian agrees that registration records, checkboxes, electronic acknowledgements and electronic signatures may be used to document consent and agreement. Program notices may be sent by email, text message or through the registration/member platform using the contact information provided.

12. Suspension or Termination

Haldimand Hoops may suspend or end participation for serious or repeated safety, conduct, payment or policy issues. Where reasonably possible, Haldimand Hoops will communicate the concern and the action being taken. Refunds or credits, if any, will be determined based on the circumstances and applicable law.

13. Governing Law and Severability

These Terms are governed by the laws of Ontario and the applicable laws of Canada. If any provision is found unenforceable, the remaining provisions continue to apply to the extent permitted by law.

Parent/Guardian Acknowledgement

By signing or electronically accepting these Terms, I confirm that I have read and understand them, that I am authorized to register the participant, and that the information I provide is accurate.

Done Clear Sign Below:

Signature

Effective date: August 2026

1. Purpose

Haldimand Hoops respects the privacy of participants and families. This policy explains the personal information we may collect, why we use it, when we may disclose it, and the choices available to parents/guardians and participants.

2. Information We May Collect

participant name, age/date of birth and program selection;
parent/guardian names, email addresses, phone numbers and account information;
emergency contacts and authorized pick-up persons;
medical, allergy, injury, accommodation and emergency information relevant to safe participation;
attendance, program participation, conduct and incident information;
payment status and transaction records (payment card details may be handled directly by a third-party payment processor rather than stored by Haldimand Hoops);
communications with Haldimand Hoops;
photos or videos where appropriate for social media and advertising purposes.

3. Why We Use Information

to register and manage participants and memberships;
to schedule programs and communicate changes, reminders and important notices;
to support participant safety, emergency response and authorized pickup;
to process fees, maintain accounting records and administer cancellations or refunds;
to manage attendance, conduct, incidents and insurance-related matters;
to improve programs and respond to questions or complaints;
to use approved photos/videos for program promotion where separate consent has been provided;
to meet legal, regulatory, insurance, safeguarding or record-keeping obligations.

4. Consent and Choices

We seek consent appropriate to the nature of the information and the purpose for which it is collected. A parent/guardian may decline optional promotional photo/video consent without preventing a child from registering. Consent may be withdrawn for future optional uses, subject to legal, contractual, safety and record-retention requirements.

5. Children’s Information

Because Haldimand Hoops serves children, we generally collect registration and consent information from a parent or legal guardian. We limit collection of children’s information to what is reasonably needed to operate the program safely and effectively.

6. Sharing and Service Providers

We do not sell participant or family personal information. We may share information with service providers that support registration, communications, payment processing, website hosting, data storage, insurance, accounting or similar operational functions. We may also disclose information when required by law, for an emergency, to protect safety, or to investigate a serious incident.

Service providers are expected to use information only for authorized purposes and to apply appropriate safeguards. Some providers may process or store information outside Ontario or Canada, where it may be subject to the laws of that jurisdiction.

7. Safeguards

We use reasonable administrative, technical and physical safeguards appropriate to the sensitivity of the information. Access should be limited to people who need the information for legitimate Haldimand Hoops duties. No electronic system can be guaranteed completely secure.

8. Retention and Disposal

We retain personal information only as long as reasonably needed for program administration, safety, accounting, insurance, legal and record-keeping purposes. When information is no longer required, we take reasonable steps to securely delete, destroy or anonymize it.

9. Access and Corrections

Parents/guardians may request access to, or correction of, personal information we hold about them or their child, subject to applicable legal limits. We may ask for information necessary to verify identity before responding.

10. Website and Online Services

Our website and registration platforms may use cookies, analytics or similar tools to operate the service, improve performance and understand site usage. Third-party platforms have their own privacy and security practices.

11. Privacy Questions or Requests

Privacy questions, access/correction requests or concerns may be directed to Haldimand Hoops:

Email: info@haldimandhoops.ca

Website: haldimandhoops.ca

12. Updates to this Policy

We may update this policy as our services, technology or legal obligations change. The current version will be posted on the Haldimand Hoops website with an updated effective date.

Parent/Guardian Privacy Acknowledgement

I acknowledge that I have been provided with access to the Haldimand Hoops Privacy Policy and understand how personal information may be collected, used and disclosed for program administration and safety.

Done Clear Sign Below:

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01.) Ages 5–6 — Standard (Wed/Friday)

02.) Ages 5–6 — Month-to-Month

03.) Ages 7–9 — Standard - St. Patrick's (Tues/Thursday)

04.) Ages 7–9 Month-to-Month - St. Patrick's (Tues/Thursday)

05.) Ages 7–9 — Standard - Pope Francis (Wed/Friday)

06.) Ages 7–9 Month-to-Month - Pope Francis (Wed/Friday)

07.) Ages 7–9 — Unlimited (Tues-Friday)

08.) Ages 10–13 — Standard - St. Patrick's (Tues/Thursday)

09.) Ages 10–13 Month-to-Month - St. Patrick's (Tues/Thursday)

10.) Ages 10–13 — Standard - Pope Francis (Wed/Friday)

11.) Ages 10–13 Month-to-Month - Pope Francis (Wed/Friday)

12.) Ages 10–13 — Unlimited (Tuesday-Friday)

Membership Documents

Waiver / liability release

HALDIMAND HOOPS – PARTICIPANT WAIVER & RELEASE OF LIABILITY

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