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HOT Tri Club Membership Terms and Conditions

Membership Eligibility: Membership is open to individuals who are over 18 years of age and live in, or have an association, to Henley-on-Thames. All applicants must commit to being active and involved members of the club.

Membership Fees: The annual membership fee is £35. The fee is non-refundable and must be paid in full upon joining the club. Fees are subject to change, and any changes will be communicated to the members in advance.

Member Conduct: Members are expected to adhere to the club's code of conduct at all times. This includes treating fellow members, coaches, and staff with respect and behaving responsibly during training sessions and events. Any violation of the code of conduct may result in disciplinary action, up to and including termination of membership.

Training and Events: Participation in the club's training sessions and events is voluntary. Members are responsible for ensuring they are physically fit and capable of participating in these activities. The club is not liable for any injuries or damages sustained during these activities.

Use of Personal Information: By joining the club, members agree to the collection and use of their personal information for club purposes, including communication, emergency contacts and publishing of results from regular club challenges on the club website and social media - this consent is considered continually affirmed by the ongoing submission of results to the club challenges and can be withdrawn by emailing the club at admin@hottri.com . The club will not share this information with third parties without the member's consent, except as required by law.

Membership Termination: The club reserves the right to terminate membership for any member who breaches these terms and conditions or the club's code of conduct.

Changes to Terms and Conditions: These terms and conditions may be updated from time to time. Members will be notified of any significant changes.

By purchasing membership, you confirm that you have read, understood, and agree to these terms and conditions.

Safety Policy

  1. Scope of Activities: The club will facilitate training sessions for swimming, cycling, and running through WhatsApp groups. It will also support members in participating in various racing events and will organize social gatherings.

  2. Age Restrictions: Membership is restricted to individuals who are 18 years old or above.

  3. Safety Equipment: Members are responsible for their own safety equipment during all activities.

  4. First Aid and Emergency Procedures: Members are responsible for their own first aid and emergency procedures, except during pool swims where a lifeguard will be on duty.

  5. Risk Assessment: Members should be aware of the inherent risks involved in swimming, cycling, and running and take appropriate precautions.

Data Protection Policy

  1. Data Collection: The club will collect personal data such as name, address, email, and contact details for operating purposes and for publishing monthly club challenge results on the club website and social media challenges. Occasionally, members may be asked to complete surveys.

  2. Data Storage: Data will be stored in a membership database and on the Wix website, accessible only by committee members for club business.

  3. Data Sharing: Personal data will not be shared with third parties.

  4. Data Security: Data is secured by the Wix website.

  5. Data Access and Deletion: Members can request access to or deletion of their data by emailing admin@hottri.com.

Grievance Policy and Process

  1. Types of Grievances: Grievances may relate to behaviour or actions of other members.

  2. Reporting: Grievances should be reported by emailing admin@hottri.com.

  3. Investigation: The Membership Manager will investigate the grievance and present findings to the committee.

  4. Resolution: The committee will determine appropriate actions, which may include termination of membership.

  5. Appeals: Decisions made by the committee are final and not subject to appeal.

Committee Expense Policy

  1. Types of Committee Expenses: Expenses may include costs for kit, web hosting, and refreshments during meetings.

  2. Approval: Expenses must be approved by the club chairman and treasurer.

  3. Submission: Expense claims should be submitted through the FreeAgent app or as determined by the treasurer and committee.

  4. Limitations: Expenses over £50 must be pre-approved by the committee. The committee reserves the right to reject any claim.

  5. Fraudulent or Incorrect Claims: Fraudulent claims will be subject to legal proceedings, and incorrect claims will be reviewed and decided upon by the committee.

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