Online Registration | ClubSys

1. Release of Liability Statement *

I, in my personal capacity or as the parent/guardian of the aforementioned participant(s):
 
1.1. Acknowledge that the above information is correct and I will confirm the permission to participate in the activities by registering in each of them.

1.2. Agree that I will not hold the Artemex, its owners, affiliates, operators, employees, agents, and officers  liable for any losses, liabilities and damages, injury or death suffered or incurred by the participant whilst taking part in any of the activities run by Artemex.

[ Last Updated 25, Jul 2024 ]

2. Media Consent & Safeguarding *

2.1. Photographs, videos and other image content may be taken of the participants taking part in the activities for promotion of the club and displayed on Artemex website, social media, press releases, articles, and in newsletters. If you do not consent to the use of your image or your family members, please send us an opt out e-mail to info@artemex.club. 
			  
2.2. Moreover, we inform you that in accordance with child safeguarding guidelines we do not name the participants in the activities of the used images, only giving general descriptions of the activities.

[ Last Updated 25, Jul 2024 ]

3. Enrolment Policy *

3.1. Parents must complete the online registration form in full. Incomplete forms may delay confirmation. 

3.2 Payment must be made at the time of booking to secure a place. 

3.3 Unpaid bookings may be automatically released after 48 hours.    

3.4 If a programme reaches capacity, children will be placed on a waiting list. 

3.5 Priority on the waiting list is based on the order of registration. 

3.6 Parents will be contacted if a space becomes available. No payments are taken until a space is confirmed. 

3.7	The minimum number of children to run a programme is two. If we have less than two children, we have a right to cancel the class and where possible find a replacement class.  

3.8	Parents must ensure children are dressed appropriately with correct sportswear and equipment.

3.9 Sibling discount is on request and cannot be back dated to a previous term/s.

[ Last Updated 01, Apr 2026 ]

4. Code of Conduct *

4.1. Artemex Policy & Procedures applies to all those involved in all the sports in Artemex, all such individuals have a responsibility to act according to the highest standards of integrity, and to ensure that the reputation of Artemex is beyond reproach. 

 4.2. Artemex is committed to maintaining the highest possible standards of behaviour and conduct in all sports provided by the academy. 

 4.3. The following principles must be adhered to always so that sport can be enjoyed by all and is divided into the following sections: 

a) Children are expected to follow all behaviour rules set by the coaches. 
b) Unsafe or disruptive behaviour may result in temporary or permanent removal from the programme. 
c) No refunds or credits are offered for removal due to behaviour. 
d) All updates including cancellations, reminders, and schedule changes will be communicated via email, SMS, or the school communication platform. 
e) Parents must ensure their contact details are accurate at enrolment and updated as needed. 

4.4. General principles	 

4.1. All those involved in the sports must treat everyone equally and sensitively regardless of age, gender, race, ethnic origin, cultural or social background, political affiliation, or any other personal characteristic/feature. Artemex is opposed to any form of violent, offensive, or discriminatory behaviour and will act as necessary to remove individuals who do not abide by this Code of Ethics and Conduct. 

4.2. Everyone involved in Artemex, both adults and young people have a responsibility to treat everyone with dignity, respect, sensitivity, and fairness. 

4.3. Players 
Be kind and respectful to everyone. 
No bad language, rude gestures, or bullying. 
Follow the rules and listen to your coach. 
Play safely and help others if they get hurt. 
Always try your best and support your team. 
Stay calm—no shouting, arguing, or rough behaviour. 
Don’t make fun of others for mistakes. 
Welcome new players and include everyone. 
Tell your coach or parent if another player says something that worries you. 
 
4.4 Parents conduct
Parents should create a positive and supportive sporting environment by encouraging effort over outcome, showing respect to coaches, officials, and other parents, and letting coaches do the coaching. They should model good sportsmanship, follow all safeguarding and facility rules, communicate calmly through the proper channels, and promote kindness, teamwork, and enjoyment. Their behaviour should help children feel safe, confident, and motivated to learn and have fun.

[ Last Updated 09, Dec 2025 ]

5. Refund Policy *

5.1. Refunds will only be given for medical notes provided by a doctor or leaving the country.  If a participant is sick or unable to attend an activity due to unforeseen circumstances, an email should be sent to info@artemex.club prior to the start of the activity, with at least reason for the absence and documentation where applicable. 
 
5.2. Refunds will be processed at the end of every month.  
Sessions cancelled by Artemex will either be rescheduled or credited. 
 
5.3 Make-up sessions will only be granted when a child is unable to attend due to illness or injury and a doctor’s note is provided.
The doctor’s note must be submitted within 7 days of the missed session.
Only absences supported by a valid medical certificate will be eligible for a make-up session.

5.4  Approved make-up sessions are subject to availability in existing classes.

5.5 Make-ups must be used within the term cannot be carried over to a new term. (Management discretion applies)

5.6 Only one make-up session will be allocated per medically excused absence unless otherwise agreed by management.

5.7 Artemex reserves the right to make the final decision regarding the approval, scheduling, and availability of make-up sessions. All decisions are made in accordance with safety guidelines and programme capacity.

[ Last Updated 09, Dec 2025 ]

6. Data Protection, Confidentiality & Data Security Policy *

Artemex will collect and use/process your personal information in the manner described below.
	
6.1. Information Collection - Notice and Disclosure Statement
	
Artemex may utilise your personal information for the following purposes:
	
  6.1.1. User validation
  6.1.2. Statistics collection
  6.1.3. Promotion of activities/marketing
	
Artemex does not sell or rent personal information collected from you to third parties.
	
6.2. Consent Statement
	
You explicitly consent to Artemex and its authorised representatives to use the data for the purposes mentioned in paragraph I above.
You acknowledge that your personal information may be transmitted and used/processed by Artemex and its authorised representatives entities outside of your home country/jurisdiction and explicitly consent that your personal information can be transmitted, stored and processed in such third countries for the purposes specified in paragraph I above.
	
Naturally your participation in such collection of personal information for the specified purpose is voluntary. Should you not consent, you can inform us at any time at info@artemex.club, so that we can prohibit the use of your data accordingly.
	
6.3. Accessing and Updating Your Personal Information
	
We make all efforts to show a high level of accuracy on the data we collect however sometimes data may be incorrect. For information and change requests regarding your personal data please email us to info@artemex.club. You can request to remove all data [Name, Email, Phone, Date of Birth, Nationality, Gender, School, Medical Issues] that you have provided during the registration process of your/children. You have an option to unsubscribe if you no longer want to receive any email communications about current or future programs with Artemex.
	
6.4. Security Statement
	
Artemex uses security measures in order to protect the data we have under our control against manipulation, loss, destruction, access by unauthorised persons, misuse, alteration or against unauthorised disclosure. You take on the personal responsibility of ensuring that your password is kept confidential. Artemex will not be liable for the manipulation, loss, destruction, unauthorised access, misuse, alteration, or unauthorised disclosure of your personal information due to negligence or failure on your part to ensure the confidentiality of your password.
Our security procedures are continually enhanced as new technology becomes available.

6.5. Changes to the Policy
	
Artemex has the right to change this Policy as and when required. The changes will be posted on this webpage. Please check the website.

[ Last Updated 25, Jul 2024 ]

ONLINE REGISTRATION FORM