Capital City FC Membership Terms & Conditions

1. Membership and registration

Membership of Capital City FC is applied for by a parent or legal guardian on behalf of a player. A registration is only complete once the required player details, medical information and consents have been submitted and the Club has recorded the player as registered.

A player is registered for a specific season and is allocated to a team. Membership is personal to the player and is not transferable.

The parent or guardian who completes the registration is responsible for the player's membership account, including all amounts owing on it.

2. Fees, billing and payment obligations

Two separate charges apply to a membership: a registration fee and a membership fee. Both are set by the Club for each season.

The registration fee is charged in full on registration and is not pro-rated, irrespective of when in the season the player joins.

The membership fee is the annual season fee for the player. The Club does not raise separate monthly subscription charges; the membership fee is a single contracted amount for the season, billed according to the billing schedule recorded on the account.

The total contracted value of a membership is the registration fee plus the membership fee applicable to that player for that season.

Each membership has a billing schedule of dated amounts. An amount becomes due on its due date. Amounts with future due dates are shown as future contracted amounts and are not yet collectible.

Payments received on an account are applied to the oldest outstanding due amounts first.

Amounts that are due and unpaid are outstanding and are collectible immediately. The Club may request payment of the outstanding amount using a secure payment link sent to the contact details supplied.

The Club may issue credits or adjustments to an account where appropriate. Membership records are kept as a permanent transaction history; corrections are made by posting a further transaction rather than by altering history.

3. Joining during a season / pro-rata fees

Where a player joins after the start of a season, the membership fee is pro-rated on a daily basis for the remaining portion of the season, calculated from the membership start date to the end of the season.

The registration fee is not pro-rated and remains payable in full.

The membership start date recorded at registration is the basis of the pro-rata calculation and is not changed retrospectively.

4. Ending membership / financial adjustments

Where a membership ends before the expected end of the season, the Club recalculates the membership fee portion for the period the player was actually a member, on the same daily pro-rata basis, and posts an adjustment to the account.

The registration fee is not adjusted or refunded on early exit.

Any amount that remains outstanding after an early-exit adjustment stays payable. Any credit balance is dealt with in accordance with the Club's then-current practice.

5. Parent and player responsibilities

Parents and guardians must supply accurate information and must update the Club promptly when contact details, medical information or emergency contacts change.

Parents and guardians are responsible for their child's arrival at and departure from training and matches, and for supervising their child outside Club activity times.

Players are expected to attend as agreed with their coach, to respect coaches, officials, team-mates and opponents, and to follow reasonable instructions given by Club staff.

6. Medical information and emergencies / in loco parentis

Parents and guardians must disclose all medical conditions, allergies, medication and other information relevant to their child's safe participation, and must keep that information current.

By completing registration, the parent or guardian authorises Capital City FC coaches and staff to act in loco parentis where reasonably necessary during Club activities.

In an emergency, and where the parent or guardian cannot reasonably be reached, the Club is authorised to arrange appropriate emergency medical assistance for the child. Any costs of medical treatment remain the responsibility of the parent or guardian.

Medical information is shared only with coaches and Club staff who need it in order to look after the child safely.

7. Sporting participation, injury risk and liability

Football, training and related sporting activity carry normal inherent risks, including the risk of injury. By registering a player, the parent or guardian acknowledges and accepts those normal inherent risks.

The Club takes reasonable steps to provide suitable supervision, coaching and facilities.

Nothing in these terms excludes or limits any liability that cannot lawfully be excluded or limited, and nothing in these terms is intended to waive any right that cannot lawfully be waived.

8. Personal property

Players and parents are responsible for their own personal belongings at Club venues and events.

Subject to applicable law, the Club cannot accept responsibility for personal belongings that are lost, stolen or damaged.

9. Photography, video and use of image or likeness

Photographs and video may be captured during normal Club activities, training and matches, and may be used by Capital City FC in its normal club communications and social-media channels.

A parent or guardian who does not want their child's image or likeness used in this way must notify Capital City FC in writing at play@capitalcityfc.co.za. The Club will record the objection and will not use the child's image in those channels from that point.

10. WhatsApp, email and operational communications

The Club uses the contact details supplied at registration to send operational, registration and account or payment information. This includes WhatsApp messages, and may include email.

These messages relate to the membership and the account and are part of the service the Club provides to members. Parents may ask the Club to change the contact details or preferred channel used for their account.

The Club may keep a record of messages sent and received in connection with a membership account.

11. Privacy and personal information

The Club processes personal information about players, parents and guardians in order to run memberships, teams, billing and communications. The Club's Privacy Policy explains what is collected, how it is used, and how long it is kept.

Personal information relating to a child, and medical information in particular, is treated as sensitive and is only made available to those who need it for the child's safe participation or for administering the account.

12. Club rules and codes of conduct

Members, parents and guardians agree to comply with applicable Club rules, codes of conduct and policies as published by the Club from time to time.

The Club may address conduct that is unsafe, abusive or seriously disruptive, including by asking a person to leave a venue or event.

13. Cancellation and termination

A parent or guardian may end a membership by notifying the Club. The membership end date recorded by the Club determines the financial adjustment described in section 4.

The Club may end a membership in cases of serious or repeated breach of these terms or the Club's codes of conduct, or where amounts remain unpaid after reasonable requests for payment.

Ending a membership does not remove liability for amounts that were already due.

14. Changes to these terms

The Club may publish updated Membership Terms & Conditions. Each published version has a version identifier and an effective date.

The Club records which version each parent or guardian accepted, together with the date and time of acceptance, so that the terms applicable to a given registration can always be identified.

15. Contact details

Capital City FC, Pretoria. Email: play@capitalcityfc.co.za.

Questions about a membership, an account, billing, or these terms should be sent to the email address above.