Terms & Conditions

1. Introduction

Welcome to the West Lothian Wolves Basketball Club website (“Site”). By accessing or using this Site, you agree to comply with and be bound by these Terms and Conditions. If you do not agree, please do not use the site.

2. About Us

West Lothian Wolves Basketball Club (“we”, “our”, or “us”) is a community basketball club based in West Lothian, Scotland, dedicated to the promotion, coaching, and development of basketball.

3. Use of the Site

You agree to use the Site for lawful purposes only.

You must not misuse the Site by knowingly introducing viruses or attempting to gain unauthorised access.

Content on this Site is for general information only. While we endeavour to keep it up to date and correct, we make no warranties regarding its completeness or accuracy.

4. Intellectual Property

All content, logos, and images on this Site are owned by or licensed to West Lothian Wolves Basketball Club. You may not reproduce, distribute, or use any content without our written permission.

5. Links to Other Websites

This Site may include links to third-party websites. We have no control over and assume no responsibility for the content or practices of any linked sites.

6. Privacy Policy

Your privacy is important to us. Please refer to our Privacy Policy below for details on how we collect and process your personal information.

7. Safeguarding Policy

We are committed to the safety and welfare of all members, particularly children and vulnerable adults. Please refer to our Safeguarding Policy below.

8. Limitation of Liability

We will not be liable for any loss or damage arising from use of the Site, including indirect or consequential loss, to the fullest extent permitted by Scottish law.

9. Changes to these Terms

We may amend these Terms from time to time. Please check this page regularly to ensure you are aware of any changes.

10. Governing Law

These Terms are governed by and construed in accordance with the laws of Scotland.

1. Introduction

West Lothian Wolves is committed to protecting your privacy and ensuring that your personal information is handled safely, securely and in accordance with the General Data Protection Regulation (GDPR) as of 25 May 2018.

This Privacy Policy relates specifically to the use of your data on the West Lothian Wolves website.

If we decide to change our privacy policy, we will post those changes on this page so that you are aware of what information we collect, how we use it and under what circumstances we disclose it.

2. What Data We Collect

We may collect:

• Name and contact details (when you register for a MyWolves account).
• Any information you provide in enquiries or registration forms.
• Technical data such as IP address and browser type (via cookies).

We do not collect sensitive personal data without your explicit consent.

3. How We Use Your Data

We collect and use your personal information to support the effective running of the West Lothian Wolves basketball club. Specifically, we use your data for the following purposes:

• To provide essential training and club communication.
• To send weekly emails regarding updates on the club, training and matches.
• To send you regular updates and weekly communications regarding. training schedules, matches, events and club news.
• To manage and fulfil team kit orders.
• To allocate players to training sessions, squads, and competitive games based on age, ability, and availability.
• To communicate with parents, guardians and supporters where appropriate (especially for youth members).
• To understand the needs and preferences of our players and members, so we can improve our services and club experience.
• To comply with legal obligations, safeguarding requirements, and sport governing body regulations.
• To provide updates on events, fixtures, and club-related opportunities.
• To administer membership records and respond to queries or support requests.

4. Cookies

We use cookies to improve user experience and analyse website traffic. You can disable cookies in your browser settings.

5. Sharing Your Data

We do not sell your data. We may share it with:

• Club coaches and the committee for operational purposes
• Service providers managing our website and email systems
• Governing bodies were required for insurance, safeguarding, or competition registration

6. Data Security

GSi Events Ltd will not pass on any of your personal information to any third party organisation for marketing purposes.

7. Your Rights

You have the right to:

• Access your personal data.
• Request correction of inaccurate data.
• Request deletion where appropriate.
• Object to processing in certain circumstances.

8. International Privacy

The above privacy statement may not be applicable in all countries of West Lothian Wolves visitors or registered community users, as security policies may vary according to the individual Internet laws in each host country.

9. Contact

For data requests, contact [email protected]

Refund Policy

Members and participants who make a payment to West Lothian Wolves Basketball Club online (e.g. for training, events, kit or membership) have the right to cancel their payment within 14 days of the original transaction date, in line with UK consumer protection regulations.

After this 14-day cooling-off period, all payments are non-refundable.

West Lothian Wolves reserves the right to refuse participation or access to services where:

• False or misleading information has been provided.

• Payment has not been received.

• A participant fails to meet any stated eligibility or safeguarding requirements.

• Where a refund is approved, it will be issued only to the original payee, not necessarily the participant.

Postponement

Planning for club events, training programmes and fixtures often begins months in advance. During this time, costs may be incurred for venue hire, equipment, coaching, kit production, and administrative support.

As such, after the initial 14-day period, all fees remain non-refundable, even in the event of postponement.

If an event, training block or match is postponed due to circumstances beyond the club’s control (e.g. extreme weather, facility closure, or public health restrictions), West Lothian Wolves reserves the right to:

• Reschedule the activity to a new date or location

• Deliver the activity in an alternative format (e.g. online training session)

• Transfer any existing bookings to the rescheduled or reformatted session automatically

If a participant is unable to attend the rescheduled date, the club may offer a credit voucher up to 50% of the original value, valid for future sessions, events, or kit orders. This voucher will be valid for at least 9 months.

Cancellation

In the interest of safety and welfare, West Lothian Wolves Basketball Club (in consultation with venue providers or emergency services, if necessary) reserves the right to cancel any session, match or event at short notice in exceptional circumstances.

These may include, but are not limited to:

• Unsafe weather or travel conditions

• Emergency facility closures

• Public health directives

• Other unforeseen situations outside the club’s control

In such instances, no refunds will be issued. However, the club will make all reasonable efforts to reschedule the activity or provide alternative arrangements.

If you have any questions regarding this policy or wish to discuss a specific situation, please contact the club directly at [email protected]

• All merchandise items will be delivered by Royal Mail 2nd class post within 21 days of the order being placed.

• Postage charged at the time of sale is non-refundable.

• If for any reason you are not satisfied with your merchandise you may return it within 15 days for exchange or refund providing the goods are unused and have all original tags. We are unable to accept back any goods that have been worn or laundered, unless they are faulty.

• Any return postage is covered by the customer. Please send returned goods to: West Lothian Wolves, HILLHOUSE, MAIN STREET, KIRKNEWTON, EH27 8DR. Please include a short note stating why you are returning the item. If you would like a different size, please include your return address.

Any individual requesting a waiver of any of these rules from the event shall submit a written request no less than 30 days prior to the event date specifying the nature of and reasons for the request.

1. Introduction

West Lothian Wolves Basketball Club is fully committed to safeguarding the welfare of all children and vulnerable adults in its care. We recognise our responsibility to promote safe practice and protect all participants from harm, abuse, or exploitation.

This policy applies to all staff, volunteers, coaches, officials, committee members, parents, carers, and young people involved in club activities. For this policy, a child is defined as anyone under the age of 18.

2. Policy Aims

This policy aims to:

• Promote the welfare, safety, and well-being of children and vulnerable adults.

• Ensure everyone understands their safeguarding responsibilities.

• Provide clear procedures for dealing with concerns or allegations.

• Support staff and volunteers to adopt best practice in safeguarding.

3. Key Principles

• The welfare of children and vulnerable adults is the primary concern.

• All participants have the right to protection from harm, regardless of age, ability, gender, race, religion, sexual orientation, or background.

• Safeguarding is everyone’s responsibility.

• Children and vulnerable adults have the right to express their views and be involved in decisions affecting them.

• The club will work in partnership with parents, carers, and relevant agencies to promote welfare and safety.

4. Creating a Safe Environment

West Lothian Wolves will:

• Provide a safe, enjoyable environment where basketball is delivered with care and respect.

• Promote positive behaviour, teamwork, and inclusion.

• Maintain appropriate supervision ratios for all activities.

• Ensure safeguarding is embedded in all club activities and decisions.

5. Recruitment and Training

The club will:

• Use safe recruitment procedures for staff and volunteers, including role descriptions, interviews, reference checks, and PVG Enhanced Disclosures where appropriate.

• Provide safeguarding training to staff and volunteers to ensure awareness of their responsibilities and procedures.

6. Good Practice Guidelines

All staff, coaches, and volunteers should:

• Work in open environments and avoid unobserved situations where possible.

• Treat all children and vulnerable adults with respect and dignity.

• Put each participant’s welfare first and promote their rights and choices.

• Maintain professional boundaries at all times.

• Give constructive feedback and avoid negative criticism.

• Obtain parental consent for transport, photography, and emergency treatment.

• Keep records of incidents, injuries, or concerns.

7. Practices to Avoid

Unless necessary and with the knowledge of a club official or parent/carer, avoid:

• Spending excessive time alone with a child or vulnerable adult.

• Taking or dropping off individuals without another adult present.

8. Unacceptable Practices

The following are never acceptable:

• Rough, sexually suggestive, or inappropriate games.

• Sharing a room or bed with a child or vulnerable adult.

• Inappropriate physical contact.

• Making sexual comments to or about a child or vulnerable adult.

• Using humiliating or controlling behaviour.

• Ignoring concerns raised by a child or vulnerable adult.

• Doing personal tasks that they can do themselves.

• Allowing them to stay at your home unsupervised.

9. Photography and Filming

Photography or filming may be used as a coaching aid with prior parental consent. All footage will be stored securely and used appropriately. Concerns about photography or filming should be reported to the Club Protection Officer.

10. Reporting Concerns

It is not the responsibility of club staff or volunteers to decide if abuse has taken place, but they must report concerns to the Club Protection Officer (CPO) immediately, who will refer to appropriate agencies if needed.

Incidents to report include:

• Accidental injury to a child or vulnerable adult.

• If they become distressed or misinterpret actions.

• Any safeguarding concern or disclosure.

11. Club Protection Officer (CPO)

The CPO is the first point of contact for any safeguarding concerns and will undertake relevant training.

12. Monitoring and Review

This policy will be reviewed:

• Following changes in legislation or Basketball Scotland guidance.

• After any safeguarding incidents or concerns.

• At least every three years to ensure it remains effective and up to date.

13. Declaration

West Lothian Wolves Basketball Club is committed to ensuring this policy is implemented and adhered to, creating a safe environment for all.

At West Lothian Wolves Basketball Club, we are committed to providing a safe, supportive, and enjoyable environment for all members. This Code of Conduct outlines the standards of behaviour expected from coaches, players, and parents/guardians to uphold the values and reputation of our club.

As a coach of West Lothian Wolves Basketball Club, you agree to:

1. Respect and Welfare:

• Treat all players with dignity and respect, valuing their individual abilities and backgrounds.

• Promote the welfare and well-being of every player, placing their safety and enjoyment above all else.

• Avoid any behaviour that could be perceived as favouritism or inappropriate, maintaining professional boundaries at all times.

2. Positive Coaching:

• Provide constructive feedback to encourage players’ development, confidence, and enjoyment of basketball.

• Lead by example, demonstrating good sportsmanship, fairness, and respect towards referees, opponents, and fellow coaches.

• Empower players to take responsibility for their own improvement and behaviour.

3. Safe Environment:

• Create and maintain a safe and positive environment during training and games, ensuring activities are suitable for the players’ age and abilities.

• Follow all club safeguarding, health and safety, and child protection policies without exception.

• Report any concerns about a child’s welfare or behaviour to the Club Welfare Officer promptly and confidentially.

4. Professional Conduct:

• Arrive prepared and on time for all training sessions and matches, with planned activities designed to achieve clear learning outcomes.

• Inform the Coaching Coordinator or Club Committee as early as possible if unable to attend a session or game to allow alternative arrangements.

• Maintain and develop coaching knowledge and skills through ongoing learning and relevant CPD opportunities.

5. Club Representation:

• Uphold the reputation and ethos of West Lothian Wolves Basketball Club in all settings.

• Communicate respectfully and professionally with players, parents, committee members, and other stakeholders.

• Failure to adhere to this Code of Conduct may result in disciplinary action, including verbal or written warnings, suspension, or removal from coaching duties.

As a player of West Lothian Wolves Basketball Club, you agree to:

1. Commitment and Effort

• Always try your best during training and games, showing commitment to your team and your own development.

• Arrive on time with the correct kit, ready to participate fully.

2. Respect for Others

• Show respect to coaches, referees, teammates, opponents, and spectators at all times.

• Accept coaching instructions without arguing, and approach feedback with a positive attitude.

• Treat equipment and facilities with care.

3. Behaviour and Sportsmanship

• Play fairly, follow the rules, and never cheat.

• Support and encourage teammates, recognising that everyone is at a different stage of learning.

• Never use abusive language or engage in bullying, aggression, or disrespectful behaviour.

4. Personal Responsibility

• Inform your coach if you are feeling unwell or injured during training or games.

• Speak to a trusted adult, coach, or Club Welfare Officer if you are worried about anything at basketball or outside of it.

• Players who do not follow this Code of Conduct may be spoken to by their coach or a club official. Serious or repeated breaches may result in suspension from training or games, and in extreme cases, removal from club membership.

As a parent or guardian of a West Lothian Wolves player, you agree to:

1. Support and Encouragement

• Encourage your child to enjoy playing basketball and to focus on effort, learning, and improvement rather than solely on winning.

• Praise positive behaviour, teamwork, and perseverance in your child and others.

2. Respect for All

• Show respect to coaches, referees, players, and other parents at all times.

• Never criticise or shout at players, referees, or coaches during games or training sessions.

• Accept decisions made by coaches and officials, recognising they act in the best interests of all players.

3. Communication and Responsibility

• Ensure your child arrives on time and is collected promptly after training and games.

• Inform the coach of any medical, personal, or behavioural issues that may affect your child’s participation.

• Raise any concerns calmly and respectfully with the coach or Club Committee at an appropriate time.

4. Role Modelling

• Demonstrate good sportsmanship and positive behaviour to set an example for all players.

• Support the club’s policies and coaches’ decisions to create a positive environment for everyone.

• Parents or guardians who fail to meet this Code of Conduct may be asked to modify their behaviour, and in serious or repeated cases, may be asked not to attend club activities.

Agreement

By registering with West Lothian Wolves Basketball Club, coaches, players, and parents/guardians agree to uphold this Code of Conduct at all times, contributing to a safe, respectful, and enjoyable environment for everyone involved.

As a supporter of West Lothian Wolves Basketball Club, you are expected to:

1. Support and Encouragement

• Always encourage players in a positive and respectful manner, regardless of the score or outcome.

• Celebrate effort, teamwork, and sportsmanship, not just winning.

• Show appreciation for all players – from both teams – and acknowledge good play.

2. Respect for Others

• Treat coaches, referees, players, opponents, fellow supporters, and volunteers with courtesy and respect at all times.

• Accept decisions made by match officials without dispute or argument – abuse or questioning of referees will not be tolerated.

• Avoid any behaviour that may distract, intimidate, or upset players, officials, or other supporters.

3. Behaviour and Conduct

• Refrain from using abusive, offensive, or inappropriate language.

• Never engage in bullying, aggressive, or confrontational behaviour towards anyone.

• Act as a role model for young people by demonstrating calm, respectful and fair conduct.

4. Responsibility and Safety

• Ensure any children in your care are supervised and behave appropriately at all times.

• Follow all club and venue guidelines, including health and safety procedures and access restrictions.

• Support the work of the coaches and the values of the club by reinforcing positive messages at home and during events.

5. Consequences of Misconduct

West Lothian Wolves Basketball Club reserves the right to take action in response to behaviour that breaches this Code of Conduct. This may include:

• A verbal reminder from a coach or club official

• A formal warning

• In serious or repeated cases, being asked to leave a venue or event

• In extreme cases, a ban from attending club activities

We ask all supporters to work with us to maintain a safe, inclusive, and positive environment for everyone involved in the game.